Kaitlyn Malto
San Jose,CA
Summary
Dedicated, highly organized, and detail-oriented executive assistant with a proven track record of providing thorough administrative support to executives in fast-paced environments. Known for going above and beyond basic administrative tasks, excels at managing multiple projects simultaneously. Excellent work ethic is complemented by a people-oriented approach and professional, courteous attitude.
Overview
24
24
years of professional experience
Work History
Executive Assistant to CSO and SDV Team Assistant
Cariad, Inc.
12.2023 - Current
- Support Chief Software Officer and SDV Hub Team by managing executive calendars, scheduling meetings, and coordinating travel arrangements to optimize time and enhance productivity.
- Serve as a liaison between U.S. and Germany teams to facilitate effective communication throughout the company and meet demanding deadlines.
- Aid in bootstrapping a new team. Onboard new hires.
- Organize and coordinate monthly workshops in the U.S. and Germany offices.
- Coordinate events for team members, promoting team-building activities and boosting morale within the workplace.
- Process travel expenses and reimbursements for CSO and team members.
- Planned and executed office move to current building. Maintain office seating chart.
- Collaborate with Facilities, IT, and Security Teams to develop company policies and procedures, contributing to a more organized work environment.
Sr. Administrative Assistant
Rivian Automotive Inc.
12.2021 - 12.2023
- Provided administrative support to SVP, VP, and 3 senior leaders within the Software & Technology Team with a demonstrated ability to improvise and meet demanding deadlines. Manage multiple calendars by assessing and prioritizing meetings and adapting quickly to changes in schedules.
- Coordinated domestic and international travel arrangements, including booking airfare, hotel, and ground transportation.
- Planned and executed All Hands Meetings for global team. Assisted with slide deck and create introduction videos.
- Coordinated agenda and logistics for Leadership Off-sites.
- Arranged meetings and workshops with external partners.
- Coordinated Return to Office seating and space planning with Facilities for 550+ employees across multiple office locations.
- Created and maintained e-mail distribution lists for organization.
- Organized team activities to boost team morale.
Executive Assistant
Applied Materials
12.2019 - 12.2021
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
- Processed travel expenses and reimbursements in Concur.
- Attended staff meetings and reported on team's training compliance. By generating reports and sending reminders to team members, we were able to achieve and sustain a training compliance rate of 96%.
- Scheduled interviews with candidates for hiring managers. Ensured that interviews ran smoothly.
- Assisted with new employee onboarding by ordering laptops and accessories.
Administrative Assistant
Cisco Systems, Inc.
04.2015 - 11.2019
- Provided administrative support to 3 Sr. Directors and 1 Director, and backup support to Vice President.
- Planned and coordinated logistics and materials for global meetings.
- Ordered accessories such as monitors, keyboards for the team on a quarterly basis within budget. Established a system to distribute items and maintained a database of employees of employees who have requested and received items.
- Organized and executed the details of special events with other Executive Assistants, such as All Hands Meetings, Hackathons, Summer Picnics and other social activities for 700 people, and off-sites for executives within budget.
- Arranged and participated in volunteer opportunities for teams.
Volunteer & Assistant to the Development Director
St. John The Baptist School
08.2006 - 03.2015
- Planned fundraisers and coordinated with vendors. Took orders from 200+ families, kept accurate accounting of cash, and managed distribution of merchandise.
- Assisted with data entry, distribution of school promotional materials, and archiving archiving articles from school newspapers into albums.
- Set up book fair and organized school movie nights with proper licensing and ran concession stand.
Third Grade Teacher
Pearl Zanker Elementary
08.2001 - 06.2002
- Team-taught with assistant principal to facilitate 20 students' intellectual, emotional, and social growth.
- Planned and implemented lessons according to district's objectives-based curriculum.
Administrative Assistant
Spectra Laboratories/Apple One Employment Services
12.2000 - 08.2001
- Provided administrative support to the Billing Department and assisted in credit collection.
- Ordered and distributed office supplies while adhering to a fixed office budget.
Education
Bachelor of Arts - Psychology
Occidental College
05.1996
Skills
- MS Office Suite Knowledge
- Executive Calendar Management
- Expense Reporting
- Event Planning
- Meeting Support
- PC Proficiency
- Travel Planning
- Office Management
Timeline
Executive Assistant to CSO and SDV Team Assistant
Cariad, Inc.
12.2023 - Current
Sr. Administrative Assistant
Rivian Automotive Inc.
12.2021 - 12.2023
Executive Assistant
Applied Materials
12.2019 - 12.2021
Administrative Assistant
Cisco Systems, Inc.
04.2015 - 11.2019
Volunteer & Assistant to the Development Director
St. John The Baptist School
08.2006 - 03.2015
Third Grade Teacher
Pearl Zanker Elementary
08.2001 - 06.2002
Administrative Assistant
Spectra Laboratories/Apple One Employment Services
12.2000 - 08.2001
Bachelor of Arts - Psychology
Occidental College
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