Karleen Griffin

Generate Capital (assignment ended)

• Provided administrative support to the Head of External Affairs & Impact
• Facilitated efficient coordination for extensive travel arrangements using Concur platform
• Organized, and managed the Head of External Affairs & Impact, Chief of People Officer, and VP of Talent's busy & complex calendars
• Managed and submitted monthly expense reports for the Head of External Affairs & Impact, Chief of People Officer, and VP of Talent
• Liaised with various teams within the company and external parties to ensure efficient workflow and management of internal requests
• Partnered with the administrative team on planning large- and small-scale events
• Assisted in overseeing front desk operations encompassing visitor reception, query resolution, and appropriate personnel direction
• Maintained precise accounts receivable and payable information through diligent tracking of invoices and payments

HoneyBook (assignment ended)

• The welcoming face of HoneyBook at the front desk

• Maintained impeccable office organization to support efficiency, professionalism, and performance objectives

• Organized and managed company inventory of swag and office supplies

• Worked closely with the Ops team in Tel Aviv to ensure one office feel

• Collaborated with the Chief of Office on all events held in the SF office

• Designed and managed HoneyBook's gifting platform for holiday gifting and employee special milestones

• Created and managed US employee's birthday and anniversary Kindeo for daily recognition

Organized and facilitated impactful offsite and virtual events for SF workforce

• Managed daily lunches for onsite employees and weekly Wednesday in-office social experience

• Ensured company daily meetings run smoothly

• Maintained company confidence and protected business operations by keeping sensitive information confidential

• Used judgment and initiative in handling confidential matters and requests

• Interpreted and communicated work procedures and company policies to staff

• Managed daily invoices, reports, and proposals

• Managed and tracked expenses to meet company budget requirements

• Tackled and addressed top-level, high-priority issues with professional administrative discretion

• Revised and maintained a master calendar to coordinate meetings across multiple time zones

• Obtained signatures for financial documents and internal and external invoices

• Trained and onboarded new Office and Experience Manager

MasterClass (assignment ended)

• Planned, organized and managed CPO, CFO, & General Counsel’s extremely busy calendar

• Managed communications with internal and external parties with a high level of professionalism, diplomacy, and confidentiality

• Attended daily meetings and documented discussions, distributed notes, and action items

• Partnered with corresponding EA staff to expedite and improve cross-team communication

• Provided support on logistics, invites, agenda, and slide decks

• Increased the team’s work performance by providing empathy, positive energy, and motivation

• Planned and managed team virtual and off-site events, including management of COVID protocols

Zendesk (assignment ended)

• Conducted interview screenings on behalf of CP&DO and provided detailed feedback, influencing the hiring process

• Planned, organized, and managed CP&DO's busy professional and personal calendar

• Managed CP&DO 's emails and communications; communicating with internal and external parties accordingly with a high level of professionalism, diplomacy, and confidentiality

• Managed CP&DO 's nonprofit events and board meetings

• Approved new hire roles and salaries, promotion roles, FTOs, and vacations on behalf of CP&DO

• Proactively managed expenses for the CP&DO

• Supported the People & Places Leadership Team (PPLT) of seven on special projects

• Managed PPLT Weekly meetings and documented discussions, and distributed notes and action items

• Managed team meals and virtual events

• Worked with corresponding EA staff to expedite and improve cross-team communication

• Provided support on logistics, invites, agenda, slide decks, catering, meeting notes, and action items

• Created and approved purchase requisitions

Juul Labs (assignment ended)
• Hybrid role requiring flexibility, adaptability, detail orientation, and seamless execution of duties and responsibilities
• Collaborated daily with the Government Affairs Team and JUUL Leadership Executive Support Team
• Provided administrative support to the Director of Global Affairs
• Organized and managed multiple extremely busy calendars for the Global Affairs team
• Assisted with travel reservations and logistics
• Managed and submitted monthly expense reports for the Director of Global Affairs, VP of Communications, and Government Affairs Officer
• Liaised with various teams within the company and external parties to ensure efficient workflow and management of internal requests
• Ensured timely communications and managed highly confidential information
• Controlled and managed document processes by reviewing files, records and critical information to confirm accuracy and comply with company policies and procedures

Turner Construction | Oakland Army Base Project (assignment ended)
• Developed effective multitasking and communication strategies enabling superior administrative support to Sr. Project Manager with a demonstrated ability to multitask, improvise, and improve procedures; met demanding deadlines
• Primary point-of-contact for the City of Oakland, building contractors, and architects
• Enforced the City of Oakland's strict compliance policy through superb documentation tracking, effective communication, and prompt follow up with project managers, prime contractors, subcontractors, and architects
• Created individual preliminary non-compliance matrix for prime contractors and subcontractors, resulting in mitigating non-compliant liquidated damages of $51,772.00
• Managed senior project manager's budget report by reviewing, analyzing, interpreting and balancing; updating master clipboard, allowance and contingency logs daily.
• Created and processed potential change orders, subcontractor change orders, change order requests, notice of change and request for proposals enabling contractors to meet building schedule deadlines
• Managed month-end contractor's invoices including time and materials, affidavits, and conditional/unconditional lien waivers
• Coordinated and managed monthly budget review meetings