Kaitlin Pena
Pearland
Summary
Organized and dedicated Administrative Assistant with proven track record of providing exceptional customer service in fast-paced environments. Offering keen attention to detail and strong decision-making skills to manage multiple, concurrent tasks. Self-motivated work ethic to perform effectively in independent or team environments.
Overview
6
6
years of professional experience
Work History
Dance Instructor
The Stage
06.2018 - 08.2019
- Planned and oversaw group, couples and individual dance performances.
- Assisted with coordination and administration of complete dance program.
- Offered one-on-one instruction to students by appointment.
- Worked in team-based environment to uphold quality and continuity of service to clients.
Administrative Assistant
Able Plumbing Inc
05.2019 - Current
- Executive assistant to the Chief Financial Officer
- Answer multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
- Execute record filing system to improve document organization and management.
- Schedule office meetings and client appointments for staff.
- Process invoices and expenses using QuickBooks to facilitate on-time payment.
- Manage executive requests.
- Produce reports, presentations, and briefs.
- Restock supplies and placed purchase orders to maintain adequate stock levels.
- Dispatch technicians to assist up to 25 callers a day based on location.
- Maintain a detailed track of all available field personnel and all in progress and completed calls.
- Act as the point of contact between the executives and internal/external clients.
- Maintain customer and vendor contracts, insurance forms, billing, and contact information.
- Ensure that all travel needs are met within the constraints of the company travel budget.
Executive Assistant
LifeGift
07.2023 - 02.2024
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
- Processed travel expenses and reimbursements for executive team and senior management group.
- Served as a liaison between departments to facilitate effective communication throughout the company.
- Organized and coordinated conferences and monthly meetings.
- Managed office inventory, tracking supplies and placing orders to ensure smooth daily operations.
- Answered high volume of phone calls and email inquiries.
- Coordinated events for staff members, promoting team-building activities and boosting morale within the workplace.
- Enhanced productivity by organizing travel arrangements and coordinating accommodations for executives.
- Managed mail and both incoming and outgoing correspondence, mail, email and faxes.
- Handled logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors, president and executive vice president.
- Greeted arriving visitors, determined nature and purpose of visit and directed individuals to appropriate destinations.
Education
High School Diploma -
Pasadena Memorial High School
Pasadena, TX05.2019
Skills
- 10-Key Proficiency
- Customer Service
- Business Writing
- Data Entry Documentation
- Document Retrieval
- Microsoft Office
- Records Management Systems
- Excel Spreadsheets
- Sorting and Labeling
- Bank Deposit Preparation
Timeline
Executive Assistant
LifeGift
07.2023 - 02.2024
Administrative Assistant
Able Plumbing Inc
05.2019 - Current
Dance Instructor
The Stage
06.2018 - 08.2019
High School Diploma -
Pasadena Memorial High School
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