Katie Arrant
Escondido,CA
Summary
A highly experienced Executive Assistant with a strong track record of supporting C-level executives and leadership teams in fast-paced, high-stakes environments. Brings a proactive, solution-oriented approach to executive support, managing complex calendars, coordinating global travel, facilitating high-level meetings, and ensuring seamless operations across departments. Known for exercising sound judgment, maintaining discretion, and remaining calm under pressure. Adept at handling confidential matters, resolving issues independently, and acting as a central point of coordination across internal teams and external stakeholders. Builds strong, respectful relationships at all levels, and thrives in collaborative, mission-driven environments. Seeking a long-term opportunity to contribute meaningfully, own strategic initiatives, and grow within a positive, communicative workplace.
Overview
10
10
years of professional experience
1
1
Certification
Work History
Operations Manager
NAAG Forensic PC
San Diego, CA
08.2025 - Current
- Promoted to Operations Manager after just one month of employment, in recognition of exceptional performance and leadership potential.
- Continue to perform all Executive Assistant duties while expanding responsibilities to oversee broader operational functions across the organization.
- Lead the development and implementation of Standard Operating Procedures (SOPs) for all processes within the forensic consultation division, ensuring consistency, compliance, and operational efficiency.
- Support the paralegal team by coordinating outstanding deliverables from physicians, managing the tracking of histology samples between labs, medical offices, and legal entities, while maintaining chain-of-custody integrity.
- Collaborate with the Data Officer to analyze CRM-generated reports, identify operational bottlenecks, and prioritize action areas to improve performance across teams.
- Monitor physician performance metrics daily, ensuring alignment with company benchmarks and contributing to overall profitability and resource optimization.
Executive Assistant
NAAG Forensic PC
San Diego, CA
07.2025 - 08.2025
- Coordinate the firm’s consultation calendar, including initial client consults, pre-trial preparation meetings, depositions, trial testimonies, and in-depth forensic investigations.
- Manage the Chief Medical Officer’s calendar, overseeing both business-related and personal scheduling needs.
- Serve as Project Manager for the development of a new laboratory facility in Fresno, overseeing invoice processing, resolving compliance issues with city inspectors, and acting as the primary liaison between NAAG and the project architect.
- Lead efforts to secure and build out new rental office space for NAAG's San Diego location, with a focus on budget adherence, regulatory compliance, and coordinating tenant improvements (TI) with contractors.
- Act as the primary point of contact for handling subpoenas for all NAAG physicians, ensuring proper documentation of proof-of-funding forms, and coordinating with District Attorney and private attorney offices to schedule trial preparation and testimony.
- Manage and monitor both the administrative and subpoena-related firm inboxes, ensuring timely and accurate communication.
- Oversee office procurement processes, including ordering of supplies, travel arrangements (flights, accommodations, rental cars), and processing travel authorization forms.
- Coordinate billing between the CEO and attorneys for forensic trial testimony, factoring in case complexity, location, autopsy details, and trial duration.
- Coordinate consultation scheduling and case assignment needs in collaboration with Lab Directors at the San Luis Obispo and San Diego locations, ensuring efficient alignment of resources and availability.
- Responsible for ordering all office supplies, including report-binding materials, general IT items, and Costco-provided resources.
- Serve as the primary point of contact for vendor relations across both the San Diego office and Fresno laboratory locations.
Administrative Assistant V
CAES by Honeywell
San Diego, CA
03.2025 - 07.2025
- Manage complex calendar coordination across time zones for SVP, VP of Programs, and EDS Leadership Team; oversee executive conference room bookings and ensure all IT/AV equipment is meeting-ready.
- Coordinate domestic and international travel, including flights, hotels, transportation, visas, event registration, agendas, and collaboration with external executive assistants.
- Facilitate all EDS Leadership meetings and customer on-sites, handling logistics, preparing materials, curating virtual meeting links, and ensuring smooth execution.
- Reconcile expenses for SVP & VP; assist leadership team with P-card and travel expense reports.
- Act as liaison for SVP on email cc's, converting communications into actionable tasks; track and follow up on deliverables using spreadsheets to ensure timely completion.
- Take and distribute meeting notes; assign and monitor action items to drive team accountability.
- Prepare and review executive presentations for Monthly Operating Reviews – MOR and ad hoc needs; ensure all updates and feedback are integrated before final submission.
- Administer and maintain EDS SharePoint site and department calendar.
Executive Assistant
Ocean View Financial (Northwestern Mutual)
La Jolla, CA
12.2022 - 01.2025
- Manage CEO's calendar, inbox, travel logistics, and expense reporting; serve as primary liaison for joint work partnerships and track commission splits.
- Lead weekly team meetings to review commission credit performance; coordinate quarterly/annual planning sessions, prepare accounting materials, and capture/distribute meeting minutes with action items.
- Generate regular and ad hoc reports on client service activity, billing, and insurance production.
- Act as main point of contact for insurance clients, resolving service inquiries and ensuring compliance with internal policies.
- Oversee full-cycle onboarding for insurance clients-from application through underwriting to delivery of policy documents.
- Conduct ongoing research to stay current with insurance laws across multiple states and advise on regulatory changes and potential impacts.
Administrative Assistant
StepStone Group
La Jolla, CA
06.2021 - 12.2022
- Provided high-level administrative support to five partners across Research and Legal/Compliance teams, including calendar management, document preparation, and travel coordination.
- Managed complex domestic and international travel arrangements, including visas, COVID-related requirements, and preparation of region-specific travel kits with tech tools, decks, and cultural research.
- Processed and reconciled expenses in Concur, aligning forecasts with actuals and identifying discrepancies.
- Led multiple onsite and offsite events as part of the events committee-handling budgets, themes, vendor coordination, and day-of logistics.
- Edited, redacted, and notarized legal documents; filed K-1s and materials for Corporate and Fund Accounting.
- Compiled board meeting materials and assembled decks for Client Relations and quarterly reporting.
- Served as the primary Facilities liaison across four office floors, managing vendor communication, deliveries, and maintenance requests.
Senior Administrative Manager
Newman HOA CPA
Carlsbad, CA
11.2018 - 06.2021
- Led and motivated administrative and audit support staff in a fast-paced, deadline-driven environment, ensuring accurate and timely completion of daily tasks.
- Processed high volumes of client documentation with consistent accuracy and attention to detail.
- Acted as a communication bridge between tax, audit, and admin teams to align priorities and resolve operational challenges collaboratively.
- Monitored database performance; generated daily income and progress reports for leadership review.
- Supported basic accounting functions, including trial balance entry, invoice vouching, bank reconciliations, and e-file tax statement preparation.
- Managed complex calendar scheduling, travel planning, and expense reconciliation for the CEO and Principal.
- Served as the firm's primary administrative contact during annual CPA peer review audits.
Onboarding Manager
CapForge Bookkeeping & More
Carlsbad, CA
01.2018 - 11.2018
- Streamlined client onboarding by implementing a more efficient system, significantly reducing setup time.
- Standardized procedures for payroll, multi-state sales tax compliance, QuickBooks Online setup, and account integrations, ensuring adherence to industry best practices.
- Advised clients on organizing business finances, including chart of accounts creation and account structure.
- Acted as liaison with banks and credit card companies to resolve connection issues and maintain data integrity.
- Filed statements of information and supported business entity dissolution, including LLC closures.
Food And Beverage Coordinator
Park Hyatt Aviara
Carlsbad, CA
07.2015 - 01.2018
- Delivered high-level guest service by promptly resolving inquiries and requests with professionalism, upholding the standards of a Forbes Five-Star property.
- Supervised In-Room Dining (IRD) servers and Private Bar staff, ensuring smooth daily operations and team accountability.
- Managed cash handling responsibilities, including employee bank reconciliation and daily earnings transfers to the accounting department.
- Oversaw departmental billing accuracy for amenities, private bar, and in-room dining across 435 guest rooms.
Education
Associate of Science - Emphasis in Mathematics And Science
Palomar College
San Marcos, CA01.2015
Skills
- Executive needs anticipation
- Operational efficiency
- Vendor management
- Standard operating procedures
- Customer relationship management
- Project management
- Budget adherence
- Compliance monitoring
- Process improvement
- Calendar management
- Compliance coordination
- Event coordination
- Attention to detail
- Resource optimization
- Expense reconciliation
- Decision making under pressure
- Workflow optimization
Certification
- California Insurance Producer License: Accident & Health or Sickness, Life, 03/01/23
- Notary Public License, San Diego County, 11/01/21
Philosophy: What does it mean to be an Executive Assistant?
Exceptional support rooted in trust, discretion, and anticipation. An Executive Assistant treats every task—big or small—with care, urgency, and purpose. They strive to be the steady presence in the chaos, the person who solves problems before they reach the executive’s desk, and the quiet force that keeps everything moving forward. EA's lead with integrity, practice empathy, and believe that respect and clear communication are the foundation of every successful partnership.
References
References available upon request.
Timeline
Operations Manager
NAAG Forensic PC
08.2025 - Current
Executive Assistant
NAAG Forensic PC
07.2025 - 08.2025
Administrative Assistant V
CAES by Honeywell
03.2025 - 07.2025
Executive Assistant
Ocean View Financial (Northwestern Mutual)
12.2022 - 01.2025
Administrative Assistant
StepStone Group
06.2021 - 12.2022
Senior Administrative Manager
Newman HOA CPA
11.2018 - 06.2021
Onboarding Manager
CapForge Bookkeeping & More
01.2018 - 11.2018
Food And Beverage Coordinator
Park Hyatt Aviara
07.2015 - 01.2018
Associate of Science - Emphasis in Mathematics And Science
Palomar College
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