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Kathleen Gauden
Work Preference
Summary
Top-performing, highly resourceful, and tech-savvy C-level executive assistant with extensive experience supporting high-profile and executive leadership for two decades. Always learning and always working smarter and not harder! Proactive and always one step ahead with an intuitive sense of discretion and confidentiality.
Overview
15
15
years of professional experience
Work History
Senior Executive Assistant | Chief of Staff | HR Specialist | Events
The Virtual Assistant & Company
01.2015 - Current
- Serving as gatekeeper to executives and entrepreneurs while acting as public face to internal and external stakeholders.
- Provide clear communication and manage confidential information.
- Improve operational efficiency to save money and time.
- Simplify executives' lives and manage non-income producing tasks by assisting with:
- Human Resources: Create job description, post on platforms, scan CVs, perform screening interviews, reference, background, and education checks, salary negotiation, on-boarding, payroll set up, creation of SOPs and handbooks, off boarding.
- Preparing agendas, reports, memos, and presentations for internal and external meetings.
- Calendar and email management and streamlining.
- Handling all aspects of preparing for quarterly Board of Directors and Finance Committee meetings, resulting in productive and organized meetings.
- Acting as the main point of contact among executives, team members, and other external or internal clients, serving as gatekeeper to ensure president's time was manageable.
- Managing of cross functional teams.
- Event management; corporate, small business, private functions.
- Travel arrangements and expense reports.
- Social media creation and content calendar, (LinkedIn, Instagram, Facebook, X).
- Developing new processes and management of NDAs and other e-documentation.
- Personal Assistant and Estate Management duties. Fractional EA.
- Property Management duties for apartments and investment properties.
- Hiring and management of vendors.
- TheVirtualAssistantAndCompany.com
Senior Executive Assistant to CEO, and Executive Staff, Realtor
Pacific Sotheby's International Realty
01.2016 - 01.2019
- Serving as gatekeeper to the C-Suite Team and providing support to 1000 luxury realtors.
- Support the CEO, Founder and Executive Staff in all aspects.
- Event management for holiday parties, town halls, special events (business & personal).
- Manage and train other Executive Assistants and organize monthly cohorts.
- Lead organizer for World Housing Project and interface between World Housing and 1000 realtors.
- Researching luxury real estate market and assisting with marketing, advertising, and contracts.
- Provide support to 1000 luxury real estate agents under my management.
- Help Desk Manager. Daily management of help desk tickets for 30 offices in San Diego.
- Hiring and management of vendors.
- Managed several executive calendars and email accounts.
- Designing and creating flyers and social media posts for listings.
- Coordination of setting up confidential meetings for CEO.
- Listing agent and buyer's agent for luxury real estate in San Diego.
Senior Executive Assistant & Personal Assistant
Company Confidential
01.2011 - 01.2016
- Provided executive and personal assistance services and estate management for high net worth/high profile serial entrepreneur.
- Managed demanding and constantly evolving daily schedules for private family involving extensive VIP travel, appointments, events, production schedules, charity events, and kids' calendars.
- Oversaw remodeling of private estate and multiple properties, obtaining quotes, hiring and supervision of contractors on projects.
- Events. Private party coordinating and management, including event with musical talent of Jewel.
- Created SOPs for owner of estate for personal residence and five companies.
- Organized client's speaking engagements, Ted Talks, Keynotes, and public appearances.
- Liaison with family, publicist, agent, and manager.
- Managed domestic staff.
- Oversaw social media accounts (Facebook, Twitter, Instagram, LinkedIn, and YouTube).
- Interacted and coordinated with bankers, CPAs, realtors, and investors.
Tools And Software
MAC, PC, Docs, Sheets, Slides, Forms, Calendar, Drive, Meets, Word, Excel, PowerPoint, Outlook, Teams, SharePoint, OneDrive, Trello, Asana, Notion, Google Meet, Zoom, Teams, Slack, Voxer, Dropbox, Box, DocuSign, Adobe, DropBox Sign, 1Password, Dashlane, LastPass, Canva Pro, Hootsuite, Loom, HubSpot, Active Campaign, Contactually, ChatGPT, Gemini, Claude, Perplexity, Loom, Fathom.ai, NotebookLM, Lavender.ai, CoPilot, Nano Banana, Manus, Fathom, Fireflies, Apollo, Hunter, Grammarly, Gusto, TriNet, Bamboo HR, QuickBooks Online, MLS, Buildium
Clients And Employers
- University of California Davis Professor and Academic Director of the MSBA Program.
- University of Connecticut Associate Professor of Tree Genomics.
- Director of Cardiovascular Research, Cedars-Sinai Medical Center.
- CEO and Founders of various Luxury Real Estate Firms.
- VPs of Investor Relations, Academics of large corporations.
- Directors of Marketing and web development of large corporations.
- Executive Director on non-profit.
- Retired NBA player and professional race car driver.
- CEOs of large Bio Tech and Pharma companies, and start-ups.
- Many globally well-known authors, speakers, teachers.
- Department of Defense Contractor in the Environmental Sciences Department.
- SAAS
Personal Information
Title: Sr. Executive Virtual Assistant | Chief of Staff | Events | Human Resources
Skills
Process improvement strategies
Calendar management proficiency
Exceptional interpersonal skills
Meticulous attention to detail
Exceptional references
High-level confidentiality
Executive support expertise
Excellent active listener
Effective problem solving
Strong organizational skills
Adaptable to change
Expert time management
Event planning expertise
Conflict resolution techniques
Efficient travel arrangements
Human resources
Expert meeting facilitation
Project coordination mastery
Resourceful vendor relations
Team leadership experience
Skilled in office technology
Strategic planning expertise
Customer Service-oriented
Staff management
Business administration
Travel coordination
Project planning
Invoice processing
Meeting planning
Payroll
Conference planning
Compensation and benefits
File organization
Presentation development
Phone etiquette
Social media management
Process improvements
Schedule & calendar planning
Strong problem solver
Professional and mature
Information confidentiality
Interpersonal communication
Task delegation
Scheduling
Quality control
Strategic planning
Schedule management
Executive support
Resourceful
Administrative support
Advanced MS office suite
Project management
Performance improvement
Appointment setting
Social media
Calendar management
Mail management
Expense reporting
Travel arrangements
Videoconference preparation
Work Availability
monday
tuesday
wednesday
thursday
friday
saturday
sunday
morning
afternoon
evening
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Education
Associate of Arts - Business Administration
Cuyamaca College
El Cajon, CASoftware
MS Office 365
Slack
Trello
DropBox
DocuSign
Excel
PowerPoint
Calendly
Asana
Canva Pro
1Password
HubSpot
Active Campaign
MailChimp
Gusto
TriNet
Bamboo HR
Buildium
AI Tools
QuickBooks
Adobe
Dashlane
Loom
Outlook
Quote
There is a powerful driving force inside every human being that, once unleashed, can make any vision, dream, or desire a reality.
Tony Robbins
Timeline
Senior Executive Assistant to CEO, and Executive Staff, Realtor
Pacific Sotheby's International Realty
01.2016 - 01.2019
Senior Executive Assistant | Chief of Staff | HR Specialist | Events
The Virtual Assistant & Company
01.2015 - Current
Senior Executive Assistant & Personal Assistant
Company Confidential
01.2011 - 01.2016
Associate of Arts - Business Administration
Cuyamaca College