KATIE WEILAND
Hoffman Estates,IL
Summary
Forward-thinking Executive Assistant accomplished in aiding company leaders with key functions. Gifted at managing busy schedules, organizing projects and providing stellar administrative support to executive team. Analyzes, prioritizes and completes tasks with professionalism and sound judgment. Highly-motivated employee with desire to take on new challenges. Strong worth ethic, adaptability and exceptional interpersonal skills. Adept at working effectively unsupervised and quickly mastering new skills.
Overview
18
18
years of professional experience
Work History
Executive Assistant Supporting Patient Services Senior Director and Team
AbbVie Inc.
Mettawa, IL
12.2023 - Current
- Responsible for compliance with applicable Corporate policies and procedures
- Follows purchasing and requisition procedures, Corporate Security and Privacy Rules, interacts with high-level executives and handles confidential or business-sensitive information
- Support for tracking budgets and expenditures
- Coordinates and maintains departmental files, as assigned, in compliance with corporate and government regulations
- Uses Microsoft Office Suite and other business-specific software, including Concur and employee performance management systems
- Coordinates new employee office set-ups and onboarding
- Train/coordinate work for new administrative assistants
- Responsible for all administrative functions for Senior Director-US Patient Services and 5 direct reports
- Calendar management, proactively solving conflicts
- Handling Teams/Zoom and general Telepresence setups and acting as liaison for remote access issues
- Scheduling travel and processing expense reports including international travel
- Meeting/event planning and catering
- Preparing presentations from source materials
- Onboarding various contracted vendors.
Executive Assistant Supporting President, CFO, VP of HR
National Material, L.P
Elk Grove, IL
10.2022 - 03.2023
- Managed a broad range of confidential administrative responsibilities
- Planned and orchestrated work to ensure the executives' priorities were met, organizational goals were achieved, and best practices upheld
- Utilized Microsoft Word, Excel, and PowerPoint to create and edit documents, spreadsheets, and presentations
- Managed executive’s calendars including proactively rescheduling meetings to accommodate travel requirements and other conflicts
- Coordinated domestic and international travel and itineraries
- Collected receipts to process expense reports in timely and accurately manner within the Concur expense system
- Assisted in the coordination and execution of executive events such as board & sales meetings, dinners, team building events and company trainings
- Coordinated agenda for executive level meetings, prepared meetings minutes and summaries
- Assisted with executive level interview coordination and scheduling
- Compiled financial, statistical data and reports as requested by leadership in finance and operations
- Maintained professionalism and strict confidentiality with all Company materials and exercised discretion when interfacing with internal and external contacts.
Executive Assistant|Office Manager Supporting Principals COO
Venture One Real Estate
Rosemont, IL
08.2020 - 08.2021
- Sent quarterly income statements to all fund investors
- Point of contact for all building maintenance and office equipment repairs and upgrades
- Oversaw projects including website updates, press releases and Outlook contact management
- Ordered supplies, keep the office in presentable condition, point of contact for outside vendors
- Ordered hardware and software as well as all furniture for all workstations/offices
- Front desk coverage including greeting guests, processing mail, and answering phones
- Managed client holiday gifts and company promotional materials
- Planned and coordinated company-wide events including property open houses, company holiday parties and meetings
- Assisted Controller/VP Human Resources Director with bookkeeping functions and all aspects of hiring/onboarding new employees and other HR projects on an ad hoc basis
- Implemented Salesforce including overseeing training of system for all employees
- Track/allocate all Engineer expenses to appropriate fund/tenant
- Managed all Principals calendars, meetings, and travel arrangements
- Assisted in opening Venture One’s New York office.
Executive Assistant to the Chief of Strategy
LHH Recruitment
04.2016 - 07.2020
- Responsible for a multitude of weekly, monthly, quarterly, and annual reports
- Planned quarterly and annual company meetings for parties of 15-200
- Administrator for all company LinkedIn Recruiter dashboards for 700+ people including monitoring minimum usage metrics to maintain license
- Supported the Strategy Team of 15 people
- Managed Operations Coordinators/Administrative Assistants
- Worked in conjunction with the Managing Director to ensure PTO requests were managed to always provide adequate coverage in departments
- Prepared quarterly financial and metrics reports for VP’s
- Responsible for multiple expense reports and travel arrangements in Concur
- Created and update company organization charts in Visio
- Responsible for welcome documents, ID badges, all hardware and software needs for new employees
- Oversaw the extensive remodel/expansion of the office including working with vendors to order all furniture, hardware, and software upgrades
- Assisted with coordinating all new colleague trainings for 60+ people on a bi-monthly basis
- Prepared PowerPoints and ran WebEx for company-wide town hall monthly meetings for 1500+ people
- Prepared meeting agendas and take meeting minutes as needed
- Managed the Chief of Strategy’s calendar ensuring that most of the time was spent on top priorities.
Executive Assistant to the General Manager
J.C. Restoration, Inc.
Rolling Meadows, IL
05.2015 - 11.2015
- Managed the General Manager’s calendar by scheduling appointments, meetings, and conferences
- Prepared meeting agendas and take meeting minutes as needed
- Drafted company announcements for and on behalf of the General Manager
- Established, developed, maintained, and updated electronic and physical filing system for the General Manager
- Act as a liaison with other departments including the president
- Handled confidential and non-routine information and explained policies and/or procedures when necessary, including confidential information
- Company administrator for all third-party companies and CRM’S
- This included maintaining security access, managed versions upgrades and troubleshoot/filter system issues (help desk)
- Compile documents for corporate attorney and obtain status updates for company legal issues
- Responsible for submission of receipts and forms to the General Manager/Accounting Department
- Responsible for management teams expense reports and travel arrangements in Concur.
Executive Assistant to the VP of Sales
Gourmet International dba Niche Gourmet
Chicago, IL
03.2013 - 05.2015
- Virtually assisted the VP of Sales in all aspects of sales, marketing, and administrative duties
- Responsible for all calendar management and scheduling responsibilities
- Coordinated all VP’s travel arrangements
- Reconcile all VP’s expense reports
- Responsible for monthly/quarterly/annual sales reports for 30+ brands
- Distributors: Present all new products, communicate with buyers/category managers regarding all aspects of product changes and create all sales and marketing materials for distributor trade shows
- Prepared marketing presentations s for national and international trade shows
- Scheduled dinners and other events for the company and international clients during trade shows
- Virtually supported the President and Vice President on an ad-hoc basis
- Assisted with the creation of all holiday catalogs
- Worked with international clients on new product launches.
Executive Assistant to the President
Presence Marketing, Inc.
South Barrington, IL
05.2006 - 12.2011
- Performed executive level administrative duties for the president of the company
- Managed and scheduled office events as well as corporate social functions
- Coordinated travel plans for management and outside sales representatives
- Prepared reports and financial data
- Trained and supervised other support staff
- Performed extensive research for the President
- Responsible for maintaining detailed calendars for all executives in the company
- Worked with all levels of internal management and staff, as well as outside sales representatives, clients, and vendors.
Education
Master of Arts - Elementary Education
Roosevelt University
Bachelor of Arts - U.S. History
Hampshire College
Skills
- MS Office
- Concur
- Sharepoint
- Social Media Management
- Meeting planning
- Expense Reporting
- Presentation Development
- Strategic Planning
- Database Management
- Strong Problem Solver
- Meticulous attention to detail
- Information confidentiality
- Conference planning
- Travel Arrangements
- Executive Support
- Calendar Management
Timeline
Executive Assistant Supporting Patient Services Senior Director and Team
AbbVie Inc.
12.2023 - Current
Executive Assistant Supporting President, CFO, VP of HR
National Material, L.P
10.2022 - 03.2023
Executive Assistant|Office Manager Supporting Principals COO
Venture One Real Estate
08.2020 - 08.2021
Executive Assistant to the Chief of Strategy
LHH Recruitment
04.2016 - 07.2020
Executive Assistant to the General Manager
J.C. Restoration, Inc.
05.2015 - 11.2015
Executive Assistant to the VP of Sales
Gourmet International dba Niche Gourmet
03.2013 - 05.2015
Executive Assistant to the President
Presence Marketing, Inc.
05.2006 - 12.2011
Master of Arts - Elementary Education
Roosevelt University
Bachelor of Arts - U.S. History
Hampshire College
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