ANN MATHIS
Clarksville,TN
Summary
My goal is to drive the growth and success of the organization by utilizing my years of experience. I am committed to establishing strong professional relationships that foster a collaborative work environment. I thrive on the challenges that come with my daily responsibilities and see them as opportunities for personal and professional growth.
Overview
24
24
years of professional experience
1
1
Certification
Work History
Executive Assistant to CEO, VP & CHRO
White Drive Motors & Steering LLC
Hopkinsville , KY
03.2023 - Current
- As a senior executive assistant in a multinational corporation, I am proficient in managing complex calendars and expenses for three senior leaders
- I also provide essential support to the broader leadership team, oversee the operations of a 25-person office, and manage office procurement for a workforce of four hundred employees
- My responsibilities also include vendor sourcing, organizing 1-2 monthly events for the organization, and coordinating corporate travel for groups and individuals 2-4 times a month
- I ensure all documents are ready for meetings, facilitate internal mass communications, have strong editing capabilities, and manage monthly expenses.
- My adaptability to new situations, proficiency across diverse computer programs, and initiative-taking approach to project leadership underscores my ability to navigate intricate tasks effectively.
- As a senior executive assistant, I understand the importance of maintaining confidentiality and actively contributing to improving the work environment.
- I am enthusiastic about embracing new challenges, making me a valuable team asset.
- Prioritized and organized tasks to efficiently accomplish service goals.
- Demonstrated respect, friendliness, and willingness to help wherever needed.
- Assisted with day-to-day operations, working efficiently and productively with all team members.
Executive Assistant Project Coordinator to VP of Global Excellence
Valiant Integrated Services, LLC
Clarksville , TN
03.2022 - 10.2022
- Supporting the VP of the Global Excellence division, I managed external communication, program mergers, and user integration.
- Using SharePoint, I streamlined communication and improved the vendor database.
- I overhauled business forms, tracked project goals and timelines in Excel and Deltek CostPoint, and successfully drove projects to completion.
- Additionally, I implemented help desk functionality and managed Ad Hoc projects.
- Performed data entry tasks into various software programs, including MS Excel spreadsheets.
Executive Assistant to Managing Director
Global Public Offering Fund, LP
Clarkesville , TN
08.2021 - 01.2022
- As the Managing Director’s assistant, I managed complex scheduling, coordinated travel arrangements, and supported other organization members
- I also researched individuals and companies, distributed contracts, and NDAs, and oversaw HR duties such as reconciling bank accounts and managing calendars
- Additionally, I tracked personal and company expenses and performed personal assistant duties.
- Assisted in developing policies and procedures pertaining to office administration matters.
- Coordinated multiple schedules using online calendaring system.
Data Packet Manager
ARCADIS
Los Angeles , CA
12.2020 - 08.2021
- I prioritized accuracy and legitimacy to elevate the quality of data collection and implemented secure procedures that maintained the confidentiality and integrity of information
- I organized, stored, and analyzed data precisely, providing remote support to resolve data-related issues and conducting data matching for property location analysis
- I successfully managed and analyzed data between Fulcrum and SharePoint, ensuring seamless integration and accessibility.
Executive Assistant to CFO
Oakmont Corp., Investments Management
Los Angeles , CA
01.2020 - 10.2020
- As a support to the CFO, I managed phones, calendars, and correspondence, scheduled meetings, managed sensitive information, and facilitated communication.
- Maintained a contact database, managed travel arrangements and expenses, archived documents, processed mail, and created bank account paperwork.
- I balanced remote duties in 2020 due to COVID-19.
- Provided accurate, up-to-date information to external parties through emails, phone calls, and in-person interactions.
- Passionate about learning and committed to continual improvement.
Executive / Personal Assistant to CEO & CFO, Founders
COSIDLA, Inc.
Los Angeles , CA
06.2018 - 01.2020
- At a dynamic online startup, dba Old School Labs which I provided daily in-person and virtual support to the CEO, CFO, founders, and senior staff.
- Duties involved scheduling meetings and appointments, managing emails and virtual contacts, and handling catering and event planning
- I ensured seamless coordination of all tasks and took detailed meeting notes for VPs.
- I also managed multiple projects simultaneously, prepared detailed expense reports, conducted research for various initiatives, and implemented the SAP Concur platform for vendor invoice processing, streamlining financial operations.
- Additionally, I oversaw Human Resources duties by creating job posts, screening resumes, and coordinating interviews.
- Overall, my versatility and responsiveness contributed to the success of the organization.
Executive / Personal Assistant to CEO, Founder
Redeeming Beauty Inc.
Los Angeles , CA
08.2015 - 07.2017
- An online and multinational beauty brand dba Beauty Blender, I provided 24/7 support to the Founder CEO located in the West Coast office, overseeing day-to-day operations and managing email and calendar.
- Booked domestic and international business & personal travel, expense reports, and negotiated contracts with freelancers and vendors.
- In addition to my business responsibilities, I arranged personal appearances, press events, and travel for the hair and make-up team.
- Provided comprehensive personal, family, and home support, including expense tracking, travel, shopping, pet care, appointments, house and car management, and party planning for multiple homes.
- Launching business updates on social media, integrating digital communication into business strategies, and adapting to diverse needs, contributing to the overall success of the Founder and CEO.
- Scheduled and arranged travel and hotel reservations for meetings, conferences, and seminars.
- Worked with cross-functional teams to achieve goals.
- Understood and followed oral and written directions while working under strict deadlines.
Executive Assistant to Partners
Gursey | Schneider LLP
Los Angeles , CA
03.2007 - 06.2014
- I delivered daily support to two Partners and a Senior Manager, managing executive correspondence, coordinating speaking engagements, and preparing various written materials
- Orchestrating corporate meetings and luncheons,
- Set confirmed appointments for multiple calendars.
- Interviewed, trained, and managed junior administrative support.
- Prepared monthly time entries for client billing.
- Executed engagement letters for representation.
- Maintained organized file systems and coordinated departmental education luncheon events for over 50 staff.
- Acted as a liaison between the executives and internal and external stakeholders to facilitate communication flow.
- Greeted visitors warmly upon arrival at the office premises.
Administrative Sales Assistant to Financial Advisors
Stifel Financial
San Francisco , CA
10.1999 - 03.2007
- I supported a team of financial advisors, functioned as a liaison between departments, reconciled account activity, conducted research on securities cost basis, oversaw NASD paperwork, and fulfilled administrative tasks.
- I established an internal filing system, managed calendars, embraced an initiative-taking approach, and took on Ad Hoc projects - showcasing my adaptability and commitment to contributing to the team's success.
- Managed incoming calls from potential customers or existing clients inquiring about products or services offered by the company.
- Developed promotional materials such as brochures, flyers, and catalogs.
- Leveraged CRM system to generate reports and analytics related to sales activities and revenue data.
Education
Porterville College
Skills
- Executive Support
- Professional and Mature
- Interpersonal Communication
- Expense Reporting
- Staff Management
- Proper Phone Etiquette
- Social Media Knowledge
- Remote Office Availability
- Microsoft Office Suite | 365
- Google Workspace
- Zoom, Skype, WebEx
- Asana
- Slack
- ChatGPT
- Grammarly
- ACT CRM
- SharePoint
- Canva
- Laserfiche
- Dropbox
- DocuSign
- Evernote
- Trello
- QuickBooks Online
- SAP Concur
- 55 WPM
- 10-Key Proficient
- MAC and PC Proficient
Certification
- Commissioned Notary with the State of Tennessee, 02/18/2022, 02/18/2026
- Certificate of Completion, Udemy.com: QuickBooks Online (5 Courses / 169.5 hrs.)
- Certificate of Completion, Udemy.com: Google Gmail & Google G Suite (2.5 hrs. & 16 hrs.)
- Certificate of Completion: Seminar - Project Management Concepts (40 hrs.)
- Certificate of Completion: Seminar Moody & Fitch – Fundamentals of Fixed Income (10 hrs. Course)
Timeline
Executive Assistant to CEO, VP & CHRO
White Drive Motors & Steering LLC
03.2023 - Current
Executive Assistant Project Coordinator to VP of Global Excellence
Valiant Integrated Services, LLC
03.2022 - 10.2022
Executive Assistant to Managing Director
Global Public Offering Fund, LP
08.2021 - 01.2022
Data Packet Manager
ARCADIS
12.2020 - 08.2021
Executive Assistant to CFO
Oakmont Corp., Investments Management
01.2020 - 10.2020
Executive / Personal Assistant to CEO & CFO, Founders
COSIDLA, Inc.
06.2018 - 01.2020
Executive / Personal Assistant to CEO, Founder
Redeeming Beauty Inc.
08.2015 - 07.2017
Executive Assistant to Partners
Gursey | Schneider LLP
03.2007 - 06.2014
Administrative Sales Assistant to Financial Advisors
Stifel Financial
10.1999 - 03.2007
Porterville College
- Commissioned Notary with the State of Tennessee, 02/18/2022, 02/18/2026
- Certificate of Completion, Udemy.com: QuickBooks Online (5 Courses / 169.5 hrs.)
- Certificate of Completion, Udemy.com: Google Gmail & Google G Suite (2.5 hrs. & 16 hrs.)
- Certificate of Completion: Seminar - Project Management Concepts (40 hrs.)
- Certificate of Completion: Seminar Moody & Fitch – Fundamentals of Fixed Income (10 hrs. Course)
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