Summary
Overview
Work History
Education
Skills
Additional Information
Certification
Timeline
Generic

Kate Carapiet

Ottawa / Miami

Summary

Results-driven and strategic Chief of Staff with over 9 years of experience supporting CEO's and other C-level executives in fast-paced, high-growth environments. Proven track record in driving organizational efficiency, leading cross-functional initiatives, and aligning diverse teams with executive vision and company objectives. Exceptional skills in strategic planning, project management, and executive communication, with a strong ability to handle complex and sensitive information with discretion. Adept at optimizing executive workflows and fostering a culture of excellence and accountability.

Overview

10
10
years of professional experience
1
1
Certification

Work History

Chief of Staff to CEO

Polymath Inc
06.2023 - Current
  • Provided comprehensive support to the CEO, enabling them to focus on critical decision-making and leadership tasks.
  • Oversaw day-to-day operations to keep organization running smoothly while meeting business goals.
  • Mentored team members by sharing knowledge, offering guidance, and providing constructive feedback; fostering a culture of continuous learning and development within the organization.
  • Oversaw day-to-day operations across multiple departments, ensuring timely delivery of projects and streamlined workflows.
  • Guided teams through periods of significant change by providing clear communication and decisive leadership during transitions.
  • Streamlined operations by implementing efficient processes and systems, leading to increased productivity and cost savings.
  • Negotiated favorable vendor contracts for cost-effective procurement solutions that supported business growth objectives.
  • Established key performance indicators for each department to track progress towards organizational goals effectively.
  • Developed comprehensive financial plans to support long-term business objectives, reducing operational expenses while maximizing profitability.
  • Expanded company''s market presence by identifying new business opportunities and executing strategic partnerships.
  • Enhanced company-wide productivity with introduction of agile methodologies, fostering culture of continuous improvement and collaboration.

Chief of Staff

Coinbase
10.2021 - 06.2024
  • Oversaw weekly operations across multiple departments, ensuring seamless execution of business processes and adherence to organizational standards.
  • Developed and implemented operational strategies that supported business objectives and drove performance improvements.
  • Managed budgets totaling over $40 million, optimizing resource allocation and achieving cost savings through process enhancements.
  • Collaborated with senior leadership to define and track key performance indicators (KPIs), facilitating data-driven decision-making.
  • Led a team of 50+ employees, providing guidance, performance feedback, and professional development opportunities.
  • Advised Fortune 500 clients on strategic initiatives, organizational restructuring, and process improvements to enhance performance and profitability.
  • Conducted comprehensive business analyses, identifying areas for improvement and developing actionable recommendations.
  • Facilitated workshops and training sessions for client executives on leadership, change management, and operational excellence.
  • Managed project teams in executing consulting engagements, ensuring delivery of high-quality results within established timelines.

Chief of Staff

SplitBase Inc
09.2019 - 07.2021
  • Advised and provided strategic guidance to CEO, contributing to development and execution of key initiatives and organizational strategies
  • Managed day-to-day operations of executive office, including calendar management, scheduling, personal and professional inbox, and prioritizing tasks to ensure efficient workflow
  • Monitor and manage incoming emails, prioritize and respond as needed.
  • Prepare agendas, take meeting minutes, and distribute them to relevant stakeholders. Assist in planning and executing projects, track progress, and follow up on deadlines.
  • Streamlined operations by implementing efficient processes and systems, leading to increased productivity and cost savings.
  • Act as liaison between CEO, clients and stakeholders; fostering effective communication, collaboration, and relationship building
  • Oversaw and coordinated special projects
  • Created expense reports, budgets, and filing systems for management team.
  • Managed overhaul and re-categorization of accounting system via Quickbooks Desktop and Quickbooks
    Online / XERO / Invoiced
  • Responsible for processing and managing payroll via ADP and multiple HR softwares for 152 employees.
  • Oversee website branding improvements, and recently redesigned and launched new website resulting in improvement of load time by 45%.
  • Launched eCommerce portion of company, bringing an additional $40,000/month in revenue - saving sales Reps 10-15 hours/week.
  • Responsible for managing Hubspot Sales CRM software by utilizing automation tools, templates, scripts and retention campaigns.
  • Transferred company's CRM switch from Salesforce to Infusionsoft to Hubspot - including all necessary employee training.

Chief of Staff

Matthews International
05.2017 - 01.2019
  • Provided comprehensive support to the CEO, enabling them to focus on critical decision-making and leadership tasks.
  • Supervised staff and participated in hiring, training and performance evaluations to establish and enforce policies and procedures for business functions.
  • Aligned departmental goals with overall company vision, ensuring cohesive progress towards shared objectives.
  • Oversaw change management initiatives, minimizing disruption while maximizing positive outcomes during periods of transition.
  • Managed cross-functional teams to ensure smooth collaboration and completion of high-priority projects.
  • Developed and executed strategic initiatives for improved company growth and long-term success.
  • Led crisis-management efforts during unexpected challenges; mitigating potential negative impacts on business operations.
  • Mentored and developed junior staff members; fostering a culture of continuous learning and collaboration within the organization.
  • Spearheaded cost-saving measures through in-depth budget analysis and identifying areas for improvement.
  • Established successful partnerships with external organizations, expanding business opportunities and resources available to the company.
  • Attended meetings to make informed business decisions, provide administrative support and evaluate progress toward goals and objectives.

Executive Assistant

RogueWave Inc.
12.2017 - 10.2018
  • Developed, coordinated and controlled CEO's agenda
  • Participated in meetings, recorded minutes and action items
  • Planned, organized and coordinated provision of administrative services for general office management, making recommendation options to management to resolve issues
  • Established and maintained tracking of correspondence, taskings, and pending files
  • Proofread, edited and formatted Work Instructions and SOPs (Standard Operating Procedures)
  • Arranged travel and hospitality, filed travel requests and expense reports for unit members and management
  • Prepared staffing actions for unit and communicated with HR to ensure timelines were met
  • Ensured new employees have proper accommodation (submitted applications and renewals for
  • ID badges, computer and Novell set up, ergonomic needs, duty to accommodate, etc.)
  • Assisted in Monthly Variance Reports for units
  • Coordinated unit responses to ATIP assessments, retrievals and consultations, following proper approval process

Executive Assistant

Health Canada
03.2015 - 12.2017
  • Increased executives' efficiency and impact by streamlining and offloading day-to-day tasks
  • Scheduled and coordinated meetings for multiple executives across various time zones and re-prioritizing when necessary
  • Screened all emails and phone calls for CTO, as well as responded considerately based on importance/urgency
  • Maintained important conversations and relationships and ensured important messages don't go unnoticed
  • Arranged travel and accommodations
  • Managed logistics for internal and external meetings, including identifying objectives, building agendas, creating meeting materials, and executing meetings and events
  • Provided administrative and project-related support
  • Provided advice and guidance to management regarding staffing and classification actions and unforeseen issues
  • Responsible for drafting and responding to emails, letters and other forms of communication on behalf of executive
  • Coordinated completion and processing of Security Screening forms
  • Communicated with hiring supervisor to create and process staffing

Education

Master of Business Administration - English

University of Ottawa
04.2018

Executive Assistant Program -

George Brown College
04.2016

Skills

  • Strategic Planning & Execution
  • Project & Program Management (ClickUp, Pipedrive, Jira, Mondaycom, Trello and Basecamp)
  • Cross-Functional Leadership
  • Operational Excellence
  • Executive Advising & Support
  • Stakeholder Engagement
  • Data Analysis & Decision Support
  • Organizational Development
  • Communication & Presentation Skills
  • Knowledge of and experience with account monitoring, reporting, and tracking tools (Quickbooks, Invoiced, ClickUp, Asana, Google Workspace, Powerpay, Pipedrive and other AI Tools)
  • Proficient in using Microsoft Office Suite and GSuite

Additional Information

  • Association of Executive and Administration Professionals (AEAP) Award 2020
  • Administrative Professional of the Year Award 2018
  • Executive Assistant Certification IAP College June 2017

Certification

Project Management Professional (PMP)®, Project Management Institute | 2019


Certified Change Management Professional (CCMP), Association of Change Management Professionals | 2020


Executive Assistant Certification

June 2017

IAP College

Ottawa, ON


Certified Financial Planner (CFP)

May 2016

Advocis

Ottawa, ON


Chartered Life Underwriter Designation (CLU)

May 2016

Advocis

Ottawa, ON


Certified Health Insurance Specialist (CHS)

May 2016

Advocis

Ottawa, ON


WHMIS Certificate

November 2014

Worksite Safety Compliance Centre

Ottawa, ON

Timeline

Chief of Staff to CEO

Polymath Inc
06.2023 - Current

Chief of Staff

Coinbase
10.2021 - 06.2024

Chief of Staff

SplitBase Inc
09.2019 - 07.2021

Executive Assistant

RogueWave Inc.
12.2017 - 10.2018

Chief of Staff

Matthews International
05.2017 - 01.2019

Executive Assistant

Health Canada
03.2015 - 12.2017

Master of Business Administration - English

University of Ottawa

Executive Assistant Program -

George Brown College

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Kate Carapiet