Kaothar Opoola
Newark,NJ
Summary
Dedicated Executive Assistant recognized for exceptional productivity and efficient task management. Proven expertise in calendar organization, travel logistics, and comprehensive report preparation. Strong communication and time management skills facilitate seamless support to senior executives while enhancing operational efficiency. Experienced in office management, staff training, and event planning, contributing to robust team performance and project success.
Overview
6
6
years of professional experience
Work History
Executive Assistant
Universal Yums
Newark, NJ
04.2024 - Current
- Updated and implemented administrative and executive support policy changes and monitored effects.
- Prepared reports, presentations, agendas, minutes, and other documents as needed by the executive staff.
- Managed daily invoices, reports and proposals.
- Organized and managed complex calendar of appointments, meetings, and travel arrangements for executive team.
- Entered customer information and updates in database system to track leads, interactions, relationships and propel sales opportunities.
- Monitored incoming emails and responded accordingly in a timely manner.
- Maintained confidential records and files related to executive operations.
- Coordinated executive and senior management vacation, day-to-day meeting and travel schedules.
- Screened phone calls for executives to instantly identify priority clients and filter out spam calls.
- Acted as a liaison between the executives and internal and external stakeholders to facilitate communication flow.
- Developed effective filing systems for easy retrieval of information when needed.
- Assisted in developing policies and procedures pertaining to office administration matters.
- Supervised executive and management calendars while allocating tasks to administrative support team for smooth operational flow.
- Relayed messages, retrieved reports and printed documents for co-workers to assist with office workflow.
- Facilitated board meeting agendas and distributed support materials in advance for successful sessions.
Executive Assistant
Flourish Homecare
Newark , NJ
03.2021 - 12.2023
- Answered incoming phone calls to process requests, transfer calls, or relay messages to appropriate personnel.
- Assisted the manager in all aspects of business operations.
- Updated database of contacts and resources for company-wide distribution.
- Collaborated with management to enhance certain areas of business operations.
- Worked closely with management to provide effective assistance for specific aspects of business operations.
- Handled confidential information with discretion and integrity.
- Coordinated multiple schedules using online calendaring system.
- Created and maintained computer- and paper-based filing and organization systems for records, reports and documents.
Marketing Events Intern
Neighborhood Scoops
Newark , NJ
05.2022 - 08.2023
- Coordinated schedules and timelines for events.
- Managed administrative logistics of event planning, event booking, and event promotions.
- Managed event logistics and operations.
- Sourced speakers and special guests for wide range of corporate, industry and charitable events.
- Selected catering services for different types of events, balancing cost, menu and term options against client demands.
- Performed photocopying, data entry, and communication distribution for private and public events.
- Conferred with customers to gather event requirements and explore opportunities.
- Implemented promotional strategies to maximize conference and convention attendees.
Customer Service Representative
The Commencement Group
Newark , NJ
05.2022 - 07.2023
- Provided primary customer support to internal and external customers.
- Offered advice and assistance to customers, paying attention to special needs or wants.
- Responded to customer requests for products, services, and company information.
- Actively listened to customers, handled concerns quickly and escalated major issues to supervisor.
- Maintained customer satisfaction with forward-thinking strategies focused on addressing customer needs and resolving concerns.
- Offered advice and assistance to customers, paying attention to special needs or wants
Assistant Event Planner
Wsber Events
Newark , NJ
05.2020 - 12.2022
- Reported event performance, attendees, and specific event feedback.
- Provided feedback on programming types and their impact on the event team.
- Scheduled client meetings, and maintained office organizational standards.
- Trained and supervised event staff to complete tasks on time.
- Designed event themes and coordinated decorations, audio and visual equipment, and promotional materials to enhance event atmosphere.
- Generated reports outlining key performance indicators associated with each event in order to track ROI.
- Established and maintained relationships with key stakeholders, including vendors, sponsors, and community leaders.
- Conducted pre-event site visits, assessing venue suitability and identifying potential logistical challenges.
- Documented events with details in customer preferences, financial considerations and successes and failures.
- Managed event budgets, ensuring all events were delivered within financial constraints.
Marketing Intern
Audible inc
Newark, NJ
11.2018 - 12.2022
- Participated in meetings to understand department operations.
- Analyzed problems and worked with teams to develop solutions.
- Sorted and organized files, spreadsheets, and reports.
- Completed research, compiled data, updated spreadsheets, and produced timely reports.
- Assisted in developing integrated marketing strategies for small businesses.
- Interacted with customers by phone, email, or in person to provide information.
- Evaluated digital presence by product, service or brand to help define digital strategies.
- Monitored and reported on competitor marketing activities and strategies.
- Determined best methods to meet research objectives and produce useful data.
- Analyzed market trends to identify potential opportunities.
Education
Bachelor of Arts - Marketing
Rutgers University
New Brunswick, NJ12-2024
High School Diploma -
North Star Academy Lincoln Park High School
Newark, NJSkills
- Meeting planning
- Travel administration
- Project oversight
- Administrative support
- Professional and mature
- Advanced MS office suite
- Report writing
- Project management
- Schedule & calendar planning
- Business administration
- Strong problem solver
- File organization
- Report analysis
- Articulate and well-spoken
- Proper phone etiquette
- Resourceful
- Strategic planning
- Appointment setting
- Process improvements
- Schedule management
- Risk management
Contact
Newark, NJ 07107
References
References available upon request.
Timeline
Executive Assistant
Universal Yums
04.2024 - Current
Marketing Events Intern
Neighborhood Scoops
05.2022 - 08.2023
Customer Service Representative
The Commencement Group
05.2022 - 07.2023
Executive Assistant
Flourish Homecare
03.2021 - 12.2023
Assistant Event Planner
Wsber Events
05.2020 - 12.2022
Marketing Intern
Audible inc
11.2018 - 12.2022
Bachelor of Arts - Marketing
Rutgers University
High School Diploma -
North Star Academy Lincoln Park High School
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