Summary
Overview
Work History
Education
Skills
Accomplishments
Languages
Languages
Timeline
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Katerina Popova

Los Angeles,USA

Summary

Proactive and detail-oriented Senior Executive Assistant with over 10 years of experience supporting C-suite executives in venture capital, private equity, commercial real estate, and FinTech. Adept at managing complex schedules, handling confidential communications, and coordinating large-scale projects. Highly skilled in using Jira and Confluence to streamline operations, ensuring efficient project tracking and cross-functional collaboration. Recognized for problem-solving abilities, excellent stakeholder management, and a strong ability to work under pressure while maintaining discretion and professionalism.

Overview

11
11
years of professional experience

Work History

Senior Executive Assistant

Xsolla
Los Angeles, CA
02.2023 - 02.2025
  • Provided high-level administrative support to C-suite executives, ensuring smooth day-to-day operations.
  • Managed complex business and personal calendars, scheduled meetings, investor relations calls, and leadership summits across multiple time zones, utilizing Zoom and G-Suite.
  • Served as the primary liaison between the executive and internal and external stakeholders.
  • Responded to internal and external inquiries on behalf of the executive, maintaining professionalism.
  • Utilized Confluence to create executive briefing documents and knowledge bases for reference.
  • Ensured that all communications align with corporate branding and confidentiality policies.
  • Organized team retreats, company events, and executive offsites.
  • Prepared and edited executive-level reports, presentations, and briefings.
  • Maintained strict confidentiality in handling sensitive company and financial information.
  • Prepared detailed meeting agendas, minutes, and follow-up actions, storing them in Confluence for easy access.
  • Handled last-minute schedule changes and conflicts, ensuring executives remain on track.
  • Arranged domestic and international travel, including flights, hotels, and ground transportation. Provided real-time support during executive trips.
  • Utilized Jira to log travel requests and track approvals.
  • Processed travel expenses, reimbursements, and per diem reports in Concur.
  • Maintained an efficient work-life balance for the executive by prioritizing tasks effectively.
  • Utilized Jira and Confluence to track projects, manage tasks, and maintain documentation.
  • Created and managed executive dashboards and reports in Jira to track strategic initiatives.
  • Used Confluence to document meeting notes, project updates, and workflows for improved transparency.
  • Monitored and followed up on key project milestones, ensuring alignment with business objectives.
  • Attended conferences in person and via e-conference format to represent the organization and executives.

Senior Executive Assistant to CEO

GEMINI ROSEMONT
Century City, USA
04.2019 - 12.2023
  • Coordinated daily business and personal calendars, and planned appointments and events for the CEO and COO.
  • Drafted correspondence on behalf of the CEO
  • Scheduled and coordinated internal and external meetings, Zoom conference calls, and Board meetings between different time zones.
  • Prepared meeting agendas and PowerPoint presentations.
  • Arranged heavy and complex travel arrangements (domestic, international, commercial, and private) for C-suite executives and high-end investors.
  • Assisted in managing over 20 projects related to marketing, investor relations, and events.
  • Managed multiple projects simultaneously while ensuring deadlines were met, without compromising quality standards.
  • Retrieved and maintained data and reports in Salesforce.
  • Presented project-related data to executives.
  • Monitored the performance of third-party vendors.
  • Maintained 100% confidentiality with sensitive information, financial data, and records.
  • Served as a main point of contact for investors, and maintained a 700+ investor database.
  • Completed W-9 forms, vendor forms, applications, and renewals related to corporate and personal matters.
  • Created monthly expense reports for senior executives, utilizing accounting software programs such as Concur and QuickBooks.
  • Managed daily invoices, reports, and proposals.

Executive Assistant / Jr Project Manager

CRYPTONOMOS
Beverly Hills, USA
07.2015 - 03.2019
  • Played a pivotal role in the fast-moving business environment, assisting company leaders.
  • Responded immediately to shifting priorities and deadlines 24/7, while expertly handling all aspects of complex global travel arrangements (domestic and international - commercial and private), managing multiple calendars, and resolving scheduling conflicts for executives.
  • Served as the point of contact for the CEO when traveling; orchestrated all needs for large-scale meetings across the globe, and ensured accommodation of last-minute changes. I also traveled with the CEO both domestically and internationally, being his 'right hand' at conferences, networking events, and investors' dinners.
  • Assisted the Project Management team with project timelines, budgeting, and other duties as assigned.
  • Managed project files, including correspondence, drawings, and material samples.
  • Coordinated fundraising events (5 to 10 events a year).
  • Organized and participated in events, conferences, meet-ups, and investor dinners all over the world (USA, Middle East, Asia, Europe, Eastern Europe).
  • Prepared PowerPoint and Keynote presentations.
  • Coded and submitted payment for all invoices.
  • Prepared weekly and monthly reports for executives; developed, established, maintained, and secured the CEO's filing system.
  • Ordered office supplies as needed, and maintained office equipment.
  • Received, managed, and routed incoming inquiries, correspondences, and emails.
  • Performed other administrative or clerical duties in support of the personal business activities of the CEO.

Executive Assistant to CEO

DA VINCI CAPITAL
Moscow, Russia
11.2013 - 05.2015
  • Read and analyzed incoming memos, submissions, and reports to determine their significance and plan distribution
  • Managed the CEO's professional calendar
  • Opened, sorted, and distributed incoming correspondence, including faxes and emails
  • Filed and retrieved corporate documents, records, and reports
  • Greeted visitors and determined whether they should be given access to specific individuals

Education

M.A - International Relations and Business

Moscow State University
Moscow, Russia
05.2014

B.A. - International Relations and Business

Moscow State University
Moscow, Russia
05.2015

Skills

  • Investment Management
  • CRM, SalesForce
  • Calendar Management
  • Project Management
  • Office Administration
  • Vendor & Supply Management
  • MS Office, Google Suite
  • Asana, Notion, Trello
  • Travel Planning
  • Investor Relations
  • Issue Resolution
  • Meeting Coordination
  • Jira, Confluence, Anaplan
  • Expense Reporting
  • Special Projects
  • Technology Management
  • Concur, Yardi, QuickBooks
  • Slack

Accomplishments

Recognized by CEO of Cryptonomos as an employee who 'shows initiative and can add value anywhere within the company.'

Singled out as a 'breath of fresh air because of her willingness to help and (positive) attitude' by the CEO of DaVinci Capital

Languages

  • English, Native
  • Russian, Native
  • Italian, Fluent

Languages

English
Native/ Bilingual
Russian
Native/ Bilingual
Italian
Full Professional

Timeline

Senior Executive Assistant

Xsolla
02.2023 - 02.2025

Senior Executive Assistant to CEO

GEMINI ROSEMONT
04.2019 - 12.2023

Executive Assistant / Jr Project Manager

CRYPTONOMOS
07.2015 - 03.2019

Executive Assistant to CEO

DA VINCI CAPITAL
11.2013 - 05.2015

M.A - International Relations and Business

Moscow State University

B.A. - International Relations and Business

Moscow State University

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Katerina Popova