Kathleen Miller
Charlotte,NC
Summary
Multitalented professional with several years in top-tier organizational and C-Suite support. Skilled at close work with senior executive team. Robust history offering office management, support staff management, training, supervision and event planning. Excellent research, project support and organizational abilities.
Overview
7
7
years of professional experience
4043
4043
years of post-secondary education
Work History
Operations Lead
Phaidon International
01.2024 - Current
- Manage a team of two across multiple time zones within a remote setting.
- Lead and develop the U.S. travel and expense teams while utilizing Egencia, Concur and Access Evo.
- Configure quarterly team meetings focusing on performance statistics, budgets, KPIs and future goals.
- Supports multiple offices by ensuring their functionality from an operational perspective through budget, inventory and event management.
- Source, plan, coordinate, and host multiple 15+ large scale events annually.
- Monitor, flag, and approve company expenses up to $2.5k.
- Consult and book travel/accommodation for over 30 travelers of C-Suite and below monthly.
- Complete requests of national staff via ticketing system.
- Budget and reconcile credit cards with limits of $25k+.
- Supports the U.S Business Operations team by consistently updating and creating policies, training materials, and team resources.
- Cover for IT staff in instances of tech equipment troubleshooting, inventory management and setup/breakdown of intake machines.
- Assist in the build-out and constant improvement of the Operational ticketing system.
- Assisted in preparing reports and presentations for team meetings and projects.
- Liaised with vendors to coordinate supplies and services efficiently.
- Implemented office procedures to improve administrative efficiency and support staff.
- Handled confidential documents in an organized fashion according to established protocol.
- Composed letters, memos, reports, emails, presentations and other written correspondence as required by management or operational staff.
- Provided administrative support to the executive team, including scheduling meetings, managing calendars and prepping for meetings/meeting spaces.
- Processed invoices for payment using accounting software applications and communication to AP/AR teams.
- Developed efficient filing systems to enhance document retrieval processes.
- Facilitated communication between departments to support organizational goals.
- Maintained company confidence and protected business operations by keeping sensitive information confidential.
- Coordinated logistics for various corporate and social events ensuring seamless execution.
- Created detailed budgets for events, monitoring expenses throughout the planning phase.
- Trained and supervised junior staff in operational objectives such as event procedures and customer service skills.
- Ensured effective communication between vendors and suppliers before, during and after the event.
- Managed logistics related to transportation, catering, entertainment, decorations for events.
- Coordinated with media personnel such as photographers and videographers for capturing important moments during the event.
- Led site walk-through and meetings prior with staff to discuss checklists and delegate assignments.
Operations Associate - Senior Operations Associate
Phaidon International
01.2022 - 01.2023
- Budgeted and managed office and company funds of over $5k.
- First point of contact for all office employees, visitors and vendors.
- Coordinated events for local office and client meetings.
- Consult and book travel/accommodation for over 20 travelers of SVP levels and below monthly.
- Monitor, flag, and approve company expenses up to $1k.
- Supported budget preparation by tracking expenditures and invoices.
- Responded and assisted with inquiries promptly via in person requests or digitally.
- Collaborated with management to streamline office procedures and workflows.
- Organized and maintained filing systems for documents and records.
- Entered data into databases accurately and efficiently.
- Answered incoming calls, responded to emails, faxes and other inquiries from customers and vendors.
- Developed positive relationships with internal customers through effective communication techniques.
- Assisted in the preparation of reports, presentations and correspondence.
- Ensured office equipment was operational, stocked with supplies and maintained in a clean condition.
- Received and distributed mail, letters and packages.
- Reviewed and approved vendor invoices.
- Performed accounting or financial analysis.
- Participated in credit and collections activities.
- Reserved and managed meeting room availability.
Business Development Representative
Williams Buick GMC
Charlotte, North Carolina
01.2019 - 01.2022
- Contacted customers in efforts to decrease retention.
- Scheduled and managed appointments for the Service Department.
- Managed and coordinated rental car inventory, cleanliness, and availability.
- Sorted, scanned and filed documents for all completed service appointments.
- Answered, filtered, and directed calls through the main service line.
- Managed customer inquiries and provided timely responses to enhance engagement.
- Utilized CRM software to track leads and manage customer interactions effectively.
- Responded quickly to inquiries from potential customers via phone, email or in person.
- Conducted outreach activities, such as cold calling, emailing and attending networking events.
- Built strong relationships with existing customers through ongoing communication.
- Suggested ideas for improving customer experience based on feedback from existing customers.
- Facilitated communication between internal teams and external stakeholders to ensure alignment on business development initiatives.
Education
Bachelor of Science - Psychology
University of North Carolina at Charlotte
Charlotte, NCAssociate of Arts -
Gaston College
Dallas, NCSkills
- Proficient in Microsoft applications
- Vendor management
- Ability to prioritize tasks based on importance and/or urgency
- Lead and manage of a team of two or more
- Knowledge of budget management and constraints
- Ability to communicate effectively through multiple digital and physical avenues
- Understanding and utilizing effective negotiation
- Experience in working within a remote setting
- Electric payment processing
- Executive support
- Large scale project and event planning
- Policy development
- Travel coordination
- Process improvement
- Data analysis
- Problem solving
- Effective communication
- Time management
- Training and development
- Confidential document handling
- Operational efficiency
- Delegation
- Workflow optimization
- Office administration
- Attention to detail
- Schedule & calendar planning
Timeline
Operations Lead
Phaidon International
01.2024 - Current
Operations Associate - Senior Operations Associate
Phaidon International
01.2022 - 01.2023
Business Development Representative
Williams Buick GMC
01.2019 - 01.2022
Bachelor of Science - Psychology
University of North Carolina at Charlotte
Associate of Arts -
Gaston College