Summary
Overview
Work History
Skills
Timeline
Generic

Karina Bradshaw

Portland,OR

Summary

Expert Executive Assistant with background in providing high-level administrative support, managing complex calendars and coordinating corporate events. Strengths lie in problem-solving skills, multitasking ability, and proficiency in office software such as MS Office Suite. Prior roles have showcased adaptability to diverse work environments and success in improving office efficiency through implementation of streamlined administrative processes.

Overview

10
10
years of professional experience

Work History

Senior Administrative Assistant to Director of Construction/Project Coordinator/Permit Manager

JE Dunn (Intel Corp – Contract)
02.2024 - 11.2024
  • Commercial Building Permit Management (Procore), establish permits with County, manage Architects/Engineers (AE’s) and ensure they provide responses and address any revisions as set forth by the Plan Examiner in a timely manner.
  • Liaison between government entities for as need until permit issuance.
  • Complex calendar management, for executive leadership as well as team and department calendars.
  • Schedule and coordinate team meetings, conferences and trainings and other events including logistics, equipment, space planning, catering, etc.
  • Coordinate executive and management and project team calendars, identify schedule conflicts and coordinate with others based on executive availability.
  • Coordinate all executive travel, including preparing and submitting passport and/or VISA documentation.
  • Assist with meeting preparation, compile, organize and obtain any necessary materials.
  • Draft agenda, include speaking points and distribute to the team executives as necessary.
  • Facilitate and conduct project team meetings, record, distribute and electronically file meeting minutes.
  • Manage campus badging for visitors, guest speakers and trade partners (Fieldglass).
  • Create draft, edit and proof correspondence and documents for signature and/or distribute as necessary while adhering to company and trade partner policies and procedures.
  • Maintain and track action items using (MS Planner) to ensure all team members including internal and external clients and personnel to ensure timely response and execution of AR’s (action requirements/action items).
  • Standardized, streamlined and built the newly adopted permit management process within the project management system (Procore).
  • Standardize, streamline other administrative tasks within the project management team and provided systems set forth by our trade partner/client.
  • Manage employee onboarding and offboarding, update systems, establish/terminate email and access to all systems.
  • General administrative duties: including but not limited to, greet and screen visitors, handle badging and security clearance, field phone calls and all communication and correspondence, file management, work collaboratively on team projects, coordinate and attend all administrative support team meetings

Senior Executive Assistant to VP of Construction

Atkins Realis (Intel Corporation - Contract)
01.2023 - 12.2023
  • Complex calendar management, for executives, management team and department calendars.
  • Coordinate all executive travel, including preparing and submitting passport and/or VISA documentation.
  • Manage expense reporting for VP and management team
  • Schedule and coordinate team meetings, conferences and trainings and other events including logistics, equipment, space planning, catering, etc.
  • Assist with meeting preparation, compile, organize and obtain any necessary materials.
  • Draft agendas include speaking points and distribute to the team executives as necessary.
  • Facilitate and conduct project team meetings, record, distribute and electronically file meeting minutes.
  • Manage campus badging for visitors, guest speakers and trade partners (Fieldglass).
  • Create draft, edit and proof correspondence and documents for signature and/or distribute as necessary while adhering to company and trade partner policies and procedures.
  • Maintain and track action items using (MS Planner) to ensure all team members including internal and external clients and personnel to ensure timely response and execution of AR’s (action requirements/action items).
  • Standardized, streamlined and built the newly adopted permit management process within the project management system.
  • Standardize, streamline other administrative tasks within the project management team and provided systems set forth by our trade partner/client.
  • Manage employee onboarding and offboarding, update systems, establish/terminate email and access to all systems.
  • General administrative duties: including but not limited to, greet and screen visitors, handle badging and security clearance, field phone calls and all communication and correspondence, file management, work collaboratively on team projects, coordinate and attend all administrative support team meetings, monthly and quarterly meetings and events

Executive Administrative Assistant to COO - Project/Operations/Facilities Management (Contract)

Biamp Systems
05.2022 - 09.2022
  • Provide support to COO responsible for managing multiple million-dollar projects both domestic and international, including contractors/subcontractors, vendors and suppliers
  • Calendar management, for executive leadership as well as team and department calendars.
  • Schedule and coordinate team meetings, conferences and trainings and other events including logistics, equipment, space planning, catering, etc.
  • Coordinate executive and management and project team calendars, identify schedule conflicts and coordinate with others based on executive availability.
  • Assist with meeting preparation, compile, organize and obtain any necessary materials.
  • Draft agenda include speaking points and distribute to the team executives as necessary.
  • Facilitate and conduct project team meetings, record, distribute and electronically file meeting minutes.
  • Manage campus badging for visitors, guest speakers and trade partners (Fieldglass).
  • Create draft, edit and proof correspondence and documents for signature and/or distribute as necessary while adhering to company and trade partner policies and procedures.
  • Maintain and track action items using (MS Planner) to ensure all team members including internal and external clients and personnel to ensure timely response and execution of AR’s (action requirements/action items).
  • Standardized, streamlined and built the newly adopted permit management process within the project management system.
  • Standardize, streamline other administrative tasks within the project management team and provided systems set forth by our trade partner/client.
  • Manage employee onboarding and offboarding, update systems, establish/terminate email and access to all systems.
  • General administrative duties: including but not limited to, greet and screen visitors, handle badging and security clearance, field phone calls and all communication and correspondence, file management, work collaboratively on team projects, coordinate and attend all administrative support team meetings, monthly and quarterly meetings and events

Project Management/Accounting Specialist

BACH Land Development
10.2020 - 02.2021
  • Liaison between contractors, subcontractors and government entities and their representatives.
  • Project tracking, expenses and reporting, file retainment and compliance and distribution as required.
  • Created and managed invoices for customers and clients under the residential industry using QuickBooks and tracked receivables using Excel.
  • Managed vendors and completed compliance documents including its financial statements and information
  • Prepared accurate and detailed monthly business and project financial statements via QuickBooks and Excel
  • Hands on management with all the business billing and made sure that bills are cleared every month using QuickBooks
  • Supported the Project Managers and coordinated all the compliance requirements of residential construction projects for Bach Land Development
  • Created financial representation of project costing and expenses using pivot tables, Excel spreadsheet and formulas
  • Managed and created credit memos
  • Hands on management of cash payments, wire transfer and credit card payments and posting directly on QuickBooks

Project Management/Accounting Assistant/Contract & Permitting Administrator

JT Smith Companies
03.2020 - 06.2020
  • Executive Assistant to the COO responsible in managing all the buildings and administrative task on both the business and COO’s business matters
  • Field Support to our Team of Project Managers within terms of permits and inspections and other administrative support needed by the Project Managers
  • Assisted New Homeowners with the Closing Process, home warranties and other documentations in selling and closing the house
  • Submitted and managed building permits for single family and multifamily homes
  • Managed monthly billings and expenses and tracked all expenses via excel
  • Oversaw all contract for all the houses they are managing at JT Smith Companies
  • Tracked and managed budgets on monthly basis using excel and Corecon
  • New project/vendor/contractor setup in Viewpoint including budgets, templates and any special requirements
  • Managed all the legal documentation for each contractor in building the house at JT Smith Companies
  • Calendar management of all the executives as well as complex calendar scheduling and appointments, including travel arrangements international and domestic and events. This includes processing all documents of executives’ travels and events
  • Monthly progress report per project in preparation of monthly project management meeting
  • Ensured all homeowners are enrolled into the warranty program. And tracked warranty program via excel using spreadsheet
  • Created financial representation of project costing, coding and expenses using pivot tables, Excel spreadsheet and formulas.
  • Payroll administration and processing
  • Track and issue monthly progress billing, SOV, A/P, A/R budget tracking.
  • Collection and review of the required compliance documentation for subcontractors (including licensing, insurance, W-9’s, lien releases, certified payrolls, supplier releases, etc.).
  • Prepare, issue, collect fully executed Subcontractor Contracts
  • Administer, collect, and audit project certified payroll reports corresponding with sub tier contractors and program administrators.
  • Utility Setup and termination
  • Vendor Management

Corporate Executive Assistant

Ballard Marine Construction LLC
12.2014 - 01.2019
  • Provided support to the Execute Team of 20 and their respective departments
  • Managed all vendors, including Verizon Wireless accounts with 150+ lines
  • Travel arrangements, meetings, catered events for our corporate office and all divisions
  • Processed US Passport applications for both new passport and renewals business VISAs for all executives and other traveling personnel.
  • Coordinated with Risk Management on all requirements for international travel including but not limited to, vaccinations and documentation.
  • Complex calendar management, for executive leadership as well as team and department calendars.
  • Schedule and coordinate team meetings, conferences and trainings and other events including logistics, equipment, space planning, catering, etc.
  • Coordinate executive and management and project team calendars, identify schedule conflicts and coordinate with others based on executive availability.
  • Assist with meeting and litigation preparation, compile, organize and obtain any necessary materials.
  • Draft agenda include speaking points and distribute to the team executives as necessary.
  • Facilitate and conduct project team meetings, record, distribute and electronically file meeting minutes.
  • Create draft, edit and proof correspondence and documents for signature and/or distribute as necessary while adhering to company and trade partner policies and procedures.
  • Standardized, streamline other administrative tasks within the project management team and provided systems set forth by our trade partner/client.
  • Manage employee onboarding and offboarding, update systems, establish/terminate email and access to all systems.
  • General administrative duties: including but not limited to, greet and screen visitors, field phone calls and all communication and correspondence, file management, work collaboratively on team projects, coordinate and attend all administrative support team meetings, coordinate monthly and quarterly meetings and events

Skills

  • Calendar and travel management
  • Document and expense management
  • Meeting facilitation and support
  • Vendor and stakeholder relations
  • Process optimization
  • Confidentiality and information security
  • Project coordination
  • Microsoft Office proficiency
  • Attention to detail
  • Effective problem solving
  • Team collaboration
  • Time management
  • Basic accounting
  • Executive support
  • Research and analysis capabilities
  • Budget management

Timeline

Senior Administrative Assistant to Director of Construction/Project Coordinator/Permit Manager

JE Dunn (Intel Corp – Contract)
02.2024 - 11.2024

Senior Executive Assistant to VP of Construction

Atkins Realis (Intel Corporation - Contract)
01.2023 - 12.2023

Executive Administrative Assistant to COO - Project/Operations/Facilities Management (Contract)

Biamp Systems
05.2022 - 09.2022

Project Management/Accounting Specialist

BACH Land Development
10.2020 - 02.2021

Project Management/Accounting Assistant/Contract & Permitting Administrator

JT Smith Companies
03.2020 - 06.2020

Corporate Executive Assistant

Ballard Marine Construction LLC
12.2014 - 01.2019

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Karina Bradshaw