Judi Hullinger
Grain Valley,MO
Summary
Executive administrative professional supporting leaders with calendar management, meeting coordination, travel arrangements, expense reporting, and confidential record support. Known for keeping schedules organized, communication clear, and daily work moving smoothly across fast-paced teams and virtual environments.
Overview
1
1
Certification
11
11
years of professional experience
Work History
Office Administrator / Office Manager
Caliber Collision
01.2026 - Current
- Managed customer communication and relations to enhance service experience.
- Maintained documentation files and records with accuracy.
- Supported GM service advisors and team by streamlining daily service tasks.
- Assisted team management by organizing schedules and coordinating tasks. and engagement activities.
- Balanced multiple tasks in a fast-paced service environment.
- Applied strong organizational skills to keep work on track.
- Used analytical thinking and problem-solving to resolve issues.
- Communicated clearly in written and verbal formats.
Project Coordinator/Executive Assistant
Esi - Engineering Systems
Kansas City, MO
01.2025 - 01.2026
- Coordinated project tasks to ensure timely completion and smooth operations.
- Managed multiple projects simultaneously to maintain workflow.
- Facilitated coordination and follow-up for team leaders to maintain project momentum.
- Tracked schedules and priorities across multiple deadlines.
- Streamlined work processes to enhance team collaboration and effectiveness.
- Communicated clearly in writing and speaking with teams.
- Reviewed information to identify issues and correct problems.
Virtual Administrative Assistant to Head of Technology & Research
Justworks
03.2021 - 12.2024
- Supported the Director of Technology and Research and the team through daily calendar management, coordinating meetings and calls with high-level executives, resolving scheduling conflicts, and responding to meeting invitations to ensure efficient time management.
- Coordinated executive, team building, and special event meetings, managing guest arrangements, scheduling conference rooms, and preparing meals, refreshments, and meeting materials to facilitate seamless events.
- Arranged travel for all team members, including preparing and submitting travel expense reports to ensure timely reimbursements and compliance.
- Coordinate all new hire and team member space allocations, equipment and first day technology needs.
- Monitoring the calendar throughout the day to manage schedule changes.
- Provided contract services
Virtual Administrative Assistant
Collabera
Remote, MO
02.2020 - 06.2021
- Supported the Corporate Vice President and the team with daily calendar management, including heavy scheduling for meetings and calls with senior executives.
- Reviewed meeting invitations, identified schedule conflicts, and adjusted calendars to optimize appointment alignment for senior executives.
- Arranged travel logistics for team members and processed travel expense reports to facilitate timely reimbursements.
- Planned team meetings, executive team-building sessions, and special events; arranging guest logistics, conference rooms, meals, refreshments, and meeting materials.
- Coordinated new hire and team member space assignments, set up equipment, and provided first-day technology support to ensure seamless onboarding.
- Maintained and tracked device renewal lists and processed purchase orders for updated equipment.
- Managed and updated email distribution lists for GFS and GTS teams to ensure effective communication.
- Provided contract services for Microsoft, contributing to various projects and initiatives.
Service Coordinator
Western Peterbilt
Seattle, WA
10.2019 - 02.2020
- Identified mechanical issues by asking targeted questions, facilitating effective customer solutions.
- Managed incoming phone calls to address truck and repair inquiries, ensuring timely support.
- Coordinated administrative duties within the service department to streamline operations.
- Processed repair orders and kept paperwork moving from start to finish.
- Collected customer payment information and obtained credit approval.
Administrative Assistant 4 to Senior Vice President
Wells Fargo Home Mortgage
Minneapolis, MN
06.2017 - 10.2019
- Supported 2 senior vice presidents, 5 vice presidents, and 75 team members with daily calendar management and meeting coordination.
- Coordinated complex scheduling across executive calendars, reviewing invitations and resolving conflicts to ensure seamless daily operations.
- Arranged travel for SVPs, VPs, and team members and completed travel expense reports.
- Set up executive meetings, team-building sessions, and special events, including rooms, guest logistics, food, refreshments, materials, and other needs.
- Prepared presentation materials for executive management meetings and third-party meetings.
- Maintained department org chart with titles and office locations for all team members.
- Organized new hire workspaces and equipment, facilitating smooth first-day technology setup for incoming staff.
- Researched business topics online, including investor sites, federal regulations, agency guidance, and related updates.
- Oversaw mail, filing, office supply ordering, and office organization, maintaining operational efficiency.
Administrative Manager
Ecommerce
Columbus, OH
09.2015 - 02.2017
- Provided executive administrative support for COO, CSO, and senior leadership.
- Managed calendars for COO, CSO, and senior leadership.
- Prepared expense reports for senior leadership and reconciled credit card statements.
- Arranged domestic and international travel, including hotels and car rentals.
- Coordinated corporate event planning, enhancing team engagement and company culture.
- Supported administrative staff across the US, Romania, Ukraine, and India, ensuring seamless operations and collaboration.
- Supported HR tasks by maintaining employee files, scheduling interviews, and sharing general information.
- Managed office operations for the Columbus, Ohio location, optimizing workflow and resource allocation.
Skills
- Spreadsheet development
- Meeting coordination
- Event coordination
- Travel logistics coordination
- Corporate travel management
- Expense management systems
- Expense reporting
- Scheduling
- Travel coordination
- Document control
- Office administration
- Spreadsheet development
- File organization
- Office management
- Managing office supply inventory
- Scheduling
- CRM software proficiency
- CRM management
- Microsoft Office Suite expertise
- Microsoft Excel
- Google Workspace applications
- Project management
- Event planning
- Planning events
- Event logistics management
- Onboarding programs
- Document preparation
- Report preparation
- Business correspondence
- Inbound phone call handling
- Telephone reception
- Clear communication
- Verbal communication
- Attention to detail
- Organizational planning
- Time management
- Problem solving
- Professionalism
- Ethics-focused
- Team coordination
- Administrative support
- File maintenance
- Spreadsheet development
- Word processing
- Scheduling appointments
- Processing expenses
- Records management
- Business administration
- Meeting planning
- Office operations
- Executive support
- Executive support
- Calendar management
- Supply inventory
- Professionalism
- Spreadsheet development
- Office management
- Meeting planning
- Microsoft and Google
Personal Information
Title: Experienced Virtual Executive Assistant
Certification
- Missouri Notary
- Certified Travel Agent
Timeline
Office Administrator / Office Manager
Caliber Collision
01.2026 - Current
Project Coordinator/Executive Assistant
Esi - Engineering Systems
01.2025 - 01.2026
Virtual Administrative Assistant to Head of Technology & Research
Justworks
03.2021 - 12.2024
Virtual Administrative Assistant
Collabera
02.2020 - 06.2021
Service Coordinator
Western Peterbilt
10.2019 - 02.2020
Administrative Assistant 4 to Senior Vice President
Wells Fargo Home Mortgage
06.2017 - 10.2019
Administrative Manager
Ecommerce
09.2015 - 02.2017