Katie Keniston
Executive Assistant
Bonney Lake,WA
Summary
I’m an organized, proactive individual with outstanding record of customer service, performance quality and cost-effective accounts solutions Skills & Abilities Customer Service Purchasing Vendor Relations AP/AR Efficient in Excel, Word, Outlook and 10-key Sales Import/Export of material Inventory Management SKU Building Perform multiple tasks at once Operate standard office equipment Prepare and maintain accurate records Great telephone etiquette Knowledge in office software Schedule multiple meetings, events and activities without conflict Having flexibility to work with others in a wide variety of circumstances Maintaining confidentiality Setting priorities and meeting deadlines Inventory control Operations Can work efficiently under limited supervision QuickBooks and Yardi knowledge Driven and resourceful administrative professional with 10+ years of experience assisting with work of high-achieving executives. Track record supporting professional needs with well-organized precision. Successfully manages high-volume workloads in rapidly changing environments.
Overview
9
9
years of professional experience
Work History
Executive Assistant
Seattle CARES Mentoring Movement
Seattle, Washington
12.2019 - Current
- Organized and coordinated conferences and monthly meetings.
- Responded to emails and other correspondence to facilitate communication and enhance business processes.
- Processed travel expenses and reimbursements for executive team and senior management group.
- Screened calls and emails and initiated actions to respond or direct messages for managers.
- Produced accurate office files, updated spreadsheets and crafted presentations to support executives and boost team productivity.
- Created expense reports, budgets and filing systems for management team.
- Prepared documents, reports and presentations for executives and board members using advanced software proficiencies.
- Developed and updated spreadsheets and databases to track, analyze and report on performance and sales data.
- Transcribed minutes of meetings and executed meetings and events for company to support sales, business development and senior management teams.
- Trained junior office staff in correct procedures and reporting requirements.
- Organized envelopes, postage and mail correspondence for staff and management, maintaining postage meter and coordinating with delivery and courier services.
- Updated executives on changing business needs by thoroughly documenting internal and client meetings.
- Researched, proposed and implemented vendor agreements to decrease costs and improve services.
- Worked collaboratively with auditors throughout reviews, offering assistance and clerical support.
- Developed and maintained automated alert system for upcoming deadlines on incoming requests and events.
- Handled logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors, president and executive vice president.
- Filed paperwork and organized computer-based information.
- Worked with senior management to initiate new projects and assist in various processes.
- Answered high volume of phone calls and email inquiries.
- Handled incoming and outgoing mail, email and faxes.
- Volunteered to help with special projects of varying degrees of complexity.
- Streamlined operations and prioritized tasks, allowing senior staff to increase productivity.
- Promoted team productivity by keeping supplies organized and well-stocked.
- Executed basic banking and bookkeeping tasks.
- Organized logistics and materials for each meeting, arranged spaces and took detailed notes for later dissemination to key stakeholders.
- Upheld strict timetables by maintaining accurate, balanced calendars.
- Screened personal and business calls and directed to appropriate party.
- Created and managed office systems to efficiently deal with documentation.
- Distributed company-wide announcements, booked conference rooms and coordinated catering for annual staff development forum.
- Used QuickBooks to produce monthly invoices, reports and other deliverables.
- Wrote reports, executive summaries and newsletters.
- Worked with clients to effectively plan and coordinate logistics for special projects and events.
- Managed and reviewed filing and office systems.
- Led staff and vendors in providing high level of service for owner and guests.
- Oversaw daily household activities for traveling clients.
Administrative Assistant to the Executive Director
4c Coalition Mentoring Program
Seattle, WA
12.2019 - Current
- Obtained signatures for financial documents and invoices.
- Used Adobe InDesign to create complex documents, presentations and booklets.
- Planned and coordinated internal meetings, off-site events and team-building exercises by selecting vendors and venues, managing budgets and developing event plans.
- Managed communication to [Number] executives by taking and making telephone calls, reviewing and prioritizing mail and composing and typing correspondence.
- Resolved administrative problems by coordinating preparation of reports, analyzing data and identifying solutions.
- Prepared correspondence, reports and other documents in final formats, using correct punctuation, capitalization, spelling, grammar and style.
- Preserved important, confidential files by developing electronic recordkeeping system, improving office efficiency [Number]%.
- Assisted with initial screening for different positions by setting up interviews, processing new hire paperwork and helping with payroll.
- Formatted visual presentations for speeches and meetings using state-of-the-art applications and equipment.
- Performed accounts receivable duties by researching chargebacks, discrepancies and reconciliations.
- Maintained supplies inventory by checking stock to determine inventory level, anticipating needed supplies and placing and expediting orders for supplies.
- Generated reports and typed letters in Word and prepared PowerPoint presentations.
- Interacted with vendors, contractors and professional services personnel to receive orders, direct activities and communicate instructions.
- Coached new employees on administrative procedures, company policies and performance standards.
- Handled client correspondence and tracked records to foster office efficiency.
- Supported efficient meetings by organizing spaces and materials, documenting discussions and distributing meeting notes.
- Supported room reservations, agenda preparation and calendar maintenance for programs, meetings and events.
- Organized weekly staff meetings and logged minutes for corporate records.
- Maintained staff directory and company policy handbook for human resources department.
- Performed research to collect and record industry data.
- Managed Access databases converting complex data into easy-to-interpret data.
- Coordinated bookkeeping activities in QuickBooks and Lawson.
- Offered office-wide software support and training, troubleshooting issues and optimizing usage.
- Created detailed expense reports and requests for capital expenditures.
- Edited subcontractor proposals, project punch lists, transmittals and memorandums for organizational support.
PURCHASING ASSOCIATE
SURFACE ART INC
11.2014 - 12.2016
- Track container movements coming inbound to Port of Tacoma and Seattle
- Scheduled and hired freight forwarding companies to pick up material from the rail or port
- SKU Creation
- Inventory Control
- Receiving
- Creating PO’s
- Managed Import & Export of Material
- Entering major account orders
- Assisting with the Order Desk for ETA’s
- Maintained complete documentation and records of all purchasing activities.
- Maintained consistent email communication with stores and suppliers to confirm and track orders and verify price revisions on purchase orders.
- Performed monthly reconciliation of open purchasing orders.
- Communicated with vendors regarding inventory needs and negotiated prices to maintain profit margins.
- Communicated frequently with stores and vendors to manage orders and verify revisions on purchase orders.
- Reviewed proposals, qualified vendors and recommended optimal suppliers.
- Determined lowest possible cost, factoring in quality and reliability and negotiated favorable contracts.
- Solved diverse supply chain problems involving numerous sources, logistics and scheduling factors.
- Adjusted procedures to maximize department effectiveness.
- Maintained focus and organization to regularly complete tasks with precision, timeliness and flexibility to accommodate fluctuating assignments and emerging business trends.
- Wrote standard operating procedures for department.
- Standardized inventory quarterly reporting and analysis and instituted corrective action for close-outs and out-of-stock items to keep inventory records current.
- Administered project-based data entry assignments within [Software] database for accurate record-keeping.
Commercial Property Administrator
Pinnacle Commercial Realty Group
Seattle, WA
12.2013 - 11.2014
- Maintained direct contact with customers and operations personnel to maintain positive relationships and exceed customer expectations.
- Developed and maintained business relationships with customers and established consultative approach while promoting solution capabilities within customers' organizations.
- Recorded and reported status of equipment returns, repairs, replacements, sales orders and delivery schedules.
- Prepared recommendations for financial plans and future requirements for operating expenses.
- Maintained original leases and renewal documents in digital and hardcopy format for property management office.
- Completed final move-out walk-throughs with tenants to identify required repairs.
Project Manager
Taylor Development
Bellevue, WA
08.2010 - 01.2012
- Reviewed Contracts
- Money Transfers between specialized accounts
- Greeted and directed clients
- Arranged outbound and inbound special deliveries
- Maintained office inventory and ordered supplies as needed
- Preformed work-related errands for Executives
- Event preparation including broker meetings, morale events, holiday parties, conferences and off site meetings
- Extended job history is available if needed
- Identified plans and resources required to meet project goals and objectives.
- Developed and initiated projects, managed costs, and monitored performance.
- Achieved project deadlines by coordinating with contractors to manage performance.
- Oversaw high profile projects for by planning, designing, and scheduling phases.
- Identified, reviewed and applied policies and procedures.
- Updated operational methods, oversaw accounting procedures, tracked information and compiled data to improve efficiency.
- Maintained open communication by presenting regular updates on project status to customers.
- Scheduled and facilitated meetings between project stakeholders to discuss deliverables, schedules and conflicts.
- Verified quality of deliverables and conformance to specifications before submitting to clients.
Education
Associate of Arts - Person, Health and Fitness
Bellevue College
Bellevue, WA2009
Associate of Arts - Sociology, Health & Fitness, Science
Highline College
Des Moines, Wa2007
Skills
- Calendar and Scheduling Software
- Inquiry Response
- Catering Coordination
- Recordkeeping and Documentation
- Intuit QuickBooks
- Report Distribution
- Executive Schedule Management
- Reports and Financial Statements
- Supply Ordering
- Verbal and Written Communication
- Invoice Preparation
- Customer Service
- Executive Presentations
- Data Research and Compilation
- Access Control
- Records Management Databases
- Critical Thinking
- Human Resources Management Software
- Payroll Processing
- Performance Assessments
- Expenditures Oversight
- Analytical Thinking
- Staff Training
- Work Coordination
- Microsoft Office
Timeline
Executive Assistant
Seattle CARES Mentoring Movement
12.2019 - Current
Administrative Assistant to the Executive Director
4c Coalition Mentoring Program
12.2019 - Current
PURCHASING ASSOCIATE
SURFACE ART INC
11.2014 - 12.2016
Commercial Property Administrator
Pinnacle Commercial Realty Group
12.2013 - 11.2014
Project Manager
Taylor Development
08.2010 - 01.2012
Associate of Arts - Person, Health and Fitness
Bellevue College
Associate of Arts - Sociology, Health & Fitness, Science
Highline College