Katie L. Vautrain
Uxbridge,MA
Summary
An accomplished Executive Assistant professional with more than twenty-five years of experience in the biotech, medical device, dental and retail industries. Pride myself as a confident, motivated, and project-oriented individual with an eye for detail. Ability to work independently or with a team in an environment of organizational change; to include a recent divestiture. Ability to work in-person and remotely. Authorized to work in the U.S.
Overview
19
19
years of professional experience
Work History
EXECUTIVE ASSISTANT
Hologic, Inc.
Marlborough, MA
08.2021 - Current
- Manage and maintain daily complex and fluid calendars for both the CIO and CISO
- Arrange multifaceted meetings with internal and external parties as well as weekly, monthly recurring meetings.
- Extensive travel planning both Domestic and International
- Work directly with CIO’s ITLT team.
- Plan and execute all IT events, to include CIO Spring and Fall Offsites
- Organize and facilitate Quarterly Business Reviews and Quarterly IT Global Town Halls
- Maintain strong daily communications with Executive Assistants across Enterprise
- Prepare extensive expense reports for CIO and CISO
- Hologic, Inc. is a leading medical technology company focused on improving women’s health through early detection and treatment, specializing in diagnostics, breast health, and surgical solutions.
- Assist with onboarding Executive Assistants as needed
- Assist Senior Executive Assistant of CFO with major events
EXECUTIVE REGIONAL ASSISTANT
LBRANDS/BATH AND BODY WORKS
Marlborough, MA
03.2020 - 07.2021
- Provide support to two Regional Directors – The Northeast Region as well as for the Regional Director – Cleveland/Nashville Region
- To include, providing support with heavy and complex calendar management, multi-leg store travel throughout the United States and extensive reconciling of expenses
- Prepare detailed agendas and maps of store locations for Executive Level store visits.
- Collaborate daily with other Regional Assistants and collaborate with internal Human Resource Business Partners, field, and home office partners daily to ensure Regional Directors have visibility to a constant changing scope of work.
- Compose letters, memos, emails, and other correspondence to District Managers and throughout the Bath and Body Works departments such as Store Finance, Store Technology, Store Communications
- Communicate with clear and concise direction, provide assistance and follow-up on company policies, procedures and projects to multiple districts and stores
- Facilitate the coordination and timely execution of home office projects and assignments within the field organization.
- Assist the Client Service Department as well as both Regional In-boxes to address and correct all client service issues in the regions.
- Execute and efficiently process all requests made by Senior Vice Presidents and home office management.
- Bath and Body Works is a part of parent company L Brands. For the past two decades, Bath and Body Works have reinvented the personal care industry. Bath and Body Works are committed to helping consumers improve their emotional and physical being.
- Remote
EXECUTIVE ASSISTANT
DentaQuest Partnership
Westborough, MA
03.2019 - 03.2020
- Provide confidential Executive Administrative support to Executive Vice President, Administrative Services, Chief Human Resource Officer for Catalyst, Director of Operations, Director of Analytics and Evaluations and Team.
- Maintain multifaceted and complex calendars to include creating meetings with outside stakeholders, vendors, and Board members.
- Facilitate, prepare, and execute both on-site and off-site events for executives to include travel, logistics, catering, tracking attendance, launching Human Resources open enrollment, aid in weekly leadership meetings with creation and execution of agenda and meeting minutes.
- Prepare memos, communications to the Partnership Team, correspondence, and reports as required.
- Prepare and process expenses for the Executive Administrative support to Executive Vice President, Administrative Services, Chief Human Resource Officer for Catalyst, Director of Operations, Director of Analytics and Evaluations.
- Act as Partnership office coordinator to include working as an on-site Facilities person for conference room set ups, AV requests, Purchasing -Orders, supplies, kitchenette supplies, Events - Mission Month Committee, Holiday parties, and outings.
- Create and currently maintain master Impact Group Calendar of events.
- Create and maintain New Hire orientation guide documents prepared for both Executive and Management Level
- The mission of the DentaQuest Institute is to promote optimal oral health through efficient and effective care and prevention. The DentaQuest Institute emphasizes a hands-on approach by working directly with oral health care professionals to support them in improving the care they provide to their patients.
EXECUTIVE ASSISTANT
DentaQuest Impact Group
Westborough, MA
04.2017 - 01.2019
- Provide confidential Executive Administrative support to the Chief Impact Officer, Executive Director of the
- Provide support for busy and complex calendars to include creating meetings with outside stakeholders and vendors.
- Facilitate, prepare, and execute both on-site and off-site events for all six executives to include travel, logistics, catering, tracking attendance.
- Prepare memos, communications to the Impact Team, correspondence, and reports as required.
- Prepare and facilitate expenses for the Chief Impact Officer and Vice President, Executive Director of the Institute
- Act as Institute office coordinator to include working as the on-site Facilities person for conference room set ups, AV requests, Purchasing - order all office supplies, kitchenette supplies, Events - Mission Month Committee, Holiday parties, and outings
- Create and currently maintain master Impact Group Calendar of events.
EXECUTIVE ASSISTANT
DentaQuest Institute
Westborough, MA
03.2013 - 04.2017
- Provide reliable and exclusive administrative support to the Executive Director of the Institute
- Provide support to the Safety Net Solutions Team
- Assist with all aspects of the Institute Board Meetings to include booking meeting rooms, logistics and catering
- Facilitate, prepare, and execute events and meetings for the Elimination of Dental Disease and Early Childhood Caries Initiatives as well as CAMBRA
- Collaborate with the Marketing department and the Manager of Training and Technical Assistance to generate content and email campaigns for the Institute Newsletter using Constant Contact as a tool.
- Prepare written assignments, correspondence, and reports as required. Procurement of computers, business cards for team, On-Board New Hires
- Prepare and facilitate expenses for the Executive Director of the Institute and the Director of the Safety Net Solutions group.
- Receive and process reimbursement expenses and honorariums from Institute Board Members, Committee Members and Safety Net Solution Expert Advisors
SENIOR ADMINISTRATIVE SPECIALIST
Genzyme Genetics/Integrated Genetics Division of LabCorp
Westborough, MA
11.2009 - 01.2013
- Assisted Reproductive National Trainers with new hire training, creating binders, name badges, and tent cards.
- Led training coordination including compliance.
- Procurement of computers, technical equipment, CAD systems
- Arranged client meetings, luncheons, and off-site dinners.
- Managed all aspects of Oncology and Reproductive Advisory Boards to include Speaker and Attendee Legal Agreements, Venue and menu selection, travel, and reimbursement.
- Assisted with the planning and follow-through of our National Sales Meetings, including logging all shipments going to and from meeting site, break-out room set-up for the brand, creation of name badges with title and list of person specific events, hosting on-site registration and events, creation of binders for each attending employee.
- Supported Event Planner in preparing for upcoming Trade Shows, including sorting, and entering the leads from the shows.
- Created and rolled out Survey Monkey questionnaires to Sales force and to National Trainers, compiled data.
- Travel and Expense reports in Peoplesoft; timecard and vacation tracking.
- Genzyme is one of the world's leading biotechnology companies, having introduced breakthrough treatments across several areas of medicine that have provided new hope for patients.
ADMINISTRATIVE ASSISTANT
TJX Companies
Framingham, MA
07.2007 - 10.2009
- Coordinated complex domestic and international travel.
- Managed inventory of ad samples and signage binders as well as spearheaded the revamping of the T.J. Maxx extensive filing system to include all newspaper ads, shared mail, direct mail, radio, outdoor, and signage pertinent to that campaign.
- Set up extensive meetings with Managers and Sales Operations and outside vendors.
- Collated and mailed all upcoming events for T.J. Maxx including direct mail pieces, newspaper, and online banners to all Regional and District Stores in the United States, United Kingdom and Germany as well as distribute to executives within the company.
Education
Business Administration Degree - Business Administration – Associate’s Degree
Quinsigamond Community College
Worcester, MA05-2024
Skills
- Procurement and Purchase Orders
- Advisory Board Coordinator
- Legal Agreements
- Training Department Support
- Large Event Coordination
- New-Hire Orientations
- Microsoft Office Suite
- Reg Online - Governance
- Diligent Board books
- Constant Contact
- Microsoft Teams Conferences/Meetings
- Box
- SharePoint
- OneDrive
- SAP/Ariba and Concur Systems
- Google Maps
- Notary for the Commonwealth of Massachusetts
Accomplishments
- Two-time delegate to attend and represent Hologic - Mass Conference for Women
- Information Mapping Certification - Business Communication Workshop
- Achievement Award for Support and Execution of the initiatives and training programs related to the National Sales Meeting and New Hire
- Achievement Award for ongoing support of the Mammosite Sales Team
- Awarded Certificate of Achievement for the successful completion of the Social Styles Course
- Awarded Achievement for participation and contributions to the Signature Launch
- Awarded Outstanding Contribution towards the creation of the Cytyc Vision Center
- Advanced Microsoft PowerPoint and Excel Certified
- Exceptional Assistant Seminar
- SAP user training (1-week intensive training)
- Skill path Microsoft certified
- American Management - Project Management Training
- DentaQuest Human Resources - Project Management (ASCEND)
Timeline
EXECUTIVE ASSISTANT
Hologic, Inc.
08.2021 - Current
EXECUTIVE REGIONAL ASSISTANT
LBRANDS/BATH AND BODY WORKS
03.2020 - 07.2021
EXECUTIVE ASSISTANT
DentaQuest Partnership
03.2019 - 03.2020
EXECUTIVE ASSISTANT
DentaQuest Impact Group
04.2017 - 01.2019
EXECUTIVE ASSISTANT
DentaQuest Institute
03.2013 - 04.2017
SENIOR ADMINISTRATIVE SPECIALIST
Genzyme Genetics/Integrated Genetics Division of LabCorp
11.2009 - 01.2013
ADMINISTRATIVE ASSISTANT
TJX Companies
07.2007 - 10.2009
Business Administration Degree - Business Administration – Associate’s Degree
Quinsigamond Community College
Personal Information
Visa Status: Authorized to work in the U.S.