Karleen Griffin

Generate Capital, SF, CA (contract assignment ended)

• Delivered comprehensive administrative support to the Head of External Affairs & Impact and other departments during Executive Assistants' absences, ensuring seamless operational continuity

• Streamlined complex travel arrangements using the Concur platform, optimizing scheduling and logistics for maximum efficiency

• Expertly managed and coordinated intricate calendars for the Head of External Affairs & Impact, Chief of People Officer, and VP of Talent, balancing multiple priorities with precision

• Administered and processed monthly expense reports for senior executives, including the Head of External Affairs & Impact, Chief of People Officer, and VP of Talent, ensuring accuracy and timely submissions

• Acted as a key liaison between internal teams and external partners, facilitating smooth workflow and efficient handling of internal requests

• Collaborated with the administrative team to plan and execute both large-scale and intimate events, ensuring successful and well-organized outcomes

• Served as the welcoming face of Generate Capital at the front desk, creating a positive first impression and managing initial interactions with visitors

• Assisted in overseeing front desk operations encompassing visitor reception, query resolution, and appropriate personnel direction

• Coordinated meetings, conferences, travel arrangements and department activities

• Upheld exceptional office organization standards, supporting overall operational efficiency and a productive work environment

• Maintained accurate accounts receivable and payable records through meticulous tracking of invoices and payments, ensuring financial integrity

HoneyBook (contract assignment ended)

• Served as the welcoming face of HoneyBook at the front desk, creating a positive first impression for visitors and employees

• Ensured impeccable office organization, driving efficiency and professionalism while meeting performance objectives

• Coordinated closely with the Ops team in Tel Aviv to foster a cohesive “one office” experience across locations

• Collaborated with the Chief of Office to plan and execute all events at the San Francisco office, enhancing team engagement

• Designed and managed HoneyBook’s gifting platform for holiday and milestone celebrations, elevating employee recognition

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

• Organized and facilitated impactful offsite and virtual events for the San Francisco workforce, boosting team morale

• Oversaw daily lunch arrangements for onsite employees and coordinated weekly Wednesday social events to foster community

• Safeguarded company confidentiality by handling sensitive information with discretion and protecting business operations

• Communicated work procedures and company policies effectively to staff, ensuring clarity and adherence

• Managed daily invoices, reports, and proposals, maintaining financial accuracy and organization

• Monitored and tracked expenses to align with company budget requirements, ensuring financial compliance

• Addressed high-priority issues with professional administrative discretion, resolving top-level concerns efficiently

• Maintained a master calendar to coordinate meetings across multiple time zones, facilitating seamless scheduling

• Trained and onboarded new Office and Experience Managers, ensuring smooth integration and operational readiness

EXECUTIVE ASSTISTANT TO CPO, CFO & GENERAL COUNSEL | Jul 2021 - Nov 2021

MasterClass , SF (contract assignment ended)

• Efficiently planned, organized, and managed the complex calendars of the CPO, CFO, and General Counsel, ensuring seamless scheduling and time management

• Handled communications with internal and external stakeholders with exceptional professionalism, diplomacy, and confidentiality

• Attended daily meetings to document discussions, prepared and distributed detailed notes, and tracked action items for follow-up

• Collaborated with Executive Assistant colleagues to enhance and streamline cross-team communication, improving operational efficiency

• Supported logistical needs including coordinating invites, preparing agendas, and designing slide decks for meetings and presentations

• Boosted team productivity by fostering a supportive environment through empathy, positive energy, and motivational support

• Planned and executed virtual and off-site team events, including overseeing the implementation of COVID-19 protocols to ensure safety and compliance

EXECUTIVE ASSISTANT TO CP&DO | Feb 2020 - Nov 2020

Zendesk, SF (contract assignment ended)

• Conducted interview screenings and provided feedback, shaping the hiring process for CP&DO

• Managed CP&DO's complex professional and personal calendar

• Handled CP&DO's emails and communications with professionalism, diplomacy, and confidentiality

• Oversaw nonprofit events and board meetings for CP&DO

• Approved roles, salaries, promotions, FTOs, and vacations for CP&DO

• Proactively managed CP&DO's expenses

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

• Coordinated PPLT weekly meetings, documenting and distributing notes and action items

• Organized team meals and virtual events

• Collaborated with EA staff to enhance cross-team communication

• Provided comprehensive support on logistics, including invites, agendas, slide decks, catering, and meeting notes

• Created and approved purchase requisitions

SENIOR ADMINISTRATIVE ASSISTANT | Jul 2019 - Feb 2020

Juul Labs, SF (contract assignment ended)

• Adapted flexibly to a hybrid role requiring detailed execution and multitasking

• Collaborated daily with the Government Affairs and JUUL Leadership Executive Support Teams

• Provided administrative support and managed busy calendars for the Director of Global Affairs

• Assisted with travel arrangements and logistics

• Managed and submitted monthly expense reports for senior executives

• Liaised with internal teams and external parties to streamline workflow and handle requests

•Ensured timely communication and managed confidential information.

• Oversaw document processes, verifying accuracy and compliance with company policies

CONSTRUCTION COMPLIANCE ADMINISTRATOR / FINANCIAL ANALYST| May 2016 - Aug 2018

Turner Construction | Oakland (contract 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