Katie S. Hobbs
Summary
Driven, energetic and resourceful executive assistant and event manager with close to twenty years experience working in academic and healthcare settings. Proven ability to establish and maintain relationships on behalf of executives. Dependable and quick-learning team player with experience managing multiple schedules and maintaining communication across complex teams.
Overview
18
18
years of professional experience
Work History
Executive Assistant
Oregon Health & Science University
08.2014 - Current
- Executive office management – manage department chair's daily, monthly and annual activities. Duties include scheduling meetings, making travel arrangements, CV and bio sketch updates, and other special projects. Assist in preparation of presentations, attend meetings on behalf of the chair, and maintain records of contacts and specialized groups for department and chair. Disseminate chair memos and letters to faculty, staff, and outside sources. Maintain administrative processes, oversee annual faculty reviews, distribution and dissemination of departmental news and policy information. Provide general office support including preparation of faculty meeting agendas and minutes, processing reimbursement requests. Manage faculty recruitment process including organization of candidate visits. Oversee faculty onboarding process including hospital credentialing and privileging.
- Event management – coordinate logistics for multiple departmental events including annual lectureships, alumni reunions, faculty & staff retreats, social events, external advisory board meetings and miscellaneous university functions. Responsible for attendee selection, preparatory meetings, invitation and agenda creation, location selection, catering orders and equipment set up/tear down. Provide onsite event management throughout events.
- Community outreach – act as face of the department with local organizations and departmental constituents. Liaise with dermatology, melanoma and oncology colleagues worldwide to further education and awareness missions of the department chair and OSHU's Melanoma & Skin Cancer Program.
- Fiscal responsibility – monitor event planning expenditures against departmental budget; create expense reports, organize budgetary data for events, calculates figures, and checks for accuracy. Analyze departmental event budget data, verify figures, and develops budget proposals for the department chair's office. Responsible for departmental event planning budget and forecasting. Monthly reconciliation of departmental credit cards.
Senior Executive Assistant
Willamette Dental Group
06.2012 - 08.2014
- Executive assistance – schedule coordination and calendar management for President/CEO and directors. Screen phone calls, route mail and provide overall administrative support for executives. Responsible for coordinating travel and approving travel arrangements for five employees. Provide administrative oversight for managing dentists and office leads in 52 dental offices in Oregon, Washington and Idaho.
- Communication management – responsible for corporate and philanthropic communication from the President/CEO and four senior-level directors including writing, editing and producing newsletter articles, promotional materials, marketing videos, research reports, project proposals, presentations and speeches. Act as representative and liaison for President/CEO at company meetings and events in Oregon, Washington and Idaho coordinating corporate outreach and providing information, education and guidance to internal and external constituents. Primary media relations contact for executive officers. Serve as the Wellness Coordinator for company health program with responsibilities including leading quarterly meetings, providing education and resources in wellness program and motivation of team members. Management of company charitable and philanthropic events and fundraising efforts
- Event coordination – organization of meetings and large group events, on both live and virtual platforms, for internal employees and external business partners. Responsible for all meeting and event logistics including site selection, contract negotiation, catering selections, agenda development, technical support and overall event management. Coordinate and lead monthly and quarterly meetings for a wide variety of employee groups with attendee numbers ranging from ten to over 100.
Administrative Project Manager
University Of Oregon (Information Technology)
10.2006 - 06.2012
- Executive office support – schedule coordination and calendar management for Vice Provost/CIO. Prepare, design and edit documents including letters, memoranda, reports, meeting minutes and presentations for national and international use. Organize and maintain confidential office files and personnel records for 80+ employees. Oversee employee travel program including arrangements and reimbursements. Supervise three full-time office staff including oversight of work flow, review of work product, management of performance issues and development of career path opportunities.
- Communication development – receive and screen phone calls for Office of the CIO and provide information to faculty, staff, students and the public pertaining to university technology policies and procedures. Departmental representative at campus meetings and events, and serve as primary communications contact. Research, gather and prepare data for presentations and reports. Create, design and edit monthly newsletter, employee handbooks, technology guides and building signage. Website development and maintenance including content management support.
- Project management – advise and coordinate with on and off-campus constituents to coordinate projects for department. Manage large research projects as well as data entry for national collegiate surveys. Monitor projects and initiatives to ensure that timeless are met. Design and procurement work for new furniture and technology in high-tech departmental offices, operations centers, conference rooms and learning spaces on campus.
- Event coordination – organize and manage technology related events and meetings including agenda development, media notification, advertising design, publicity, guest speaker and attendee invitations, location decisions and budgetary oversight. Manage two high-tech videoconference centers including schedule oversight, technology training and set up for audiovisual equipment. Coordination with campus facilities, maintenance, technology and catering staff. Oversee catering menus and decisions as well as direct the set up and take down for departmental events and meetings.
Office Specialist
University Of Oregon (Provost's Office)
08.2005 - 10.2006
- Executive office support – schedule coordination and calendar management for Vice Provost/CIO. Prepare, design and edit documents including letters, memoranda, reports, meeting minutes and presentations for national and international use. Organize and maintain confidential office files and personnel records for 80+ employees. Oversee employee travel program including arrangements and reimbursements. Supervise three full-time office staff including oversight of work flow, review of work product, management of performance issues and development of career path opportunities. Communication development – receive and screen phone calls for Office of the CIO and provide information to faculty, staff, students and the public pertaining to university technology policies and procedures. Departmental representative at campus meetings and events, and serve as primary communications contact. Research, gather and prepare data for presentations and reports. Create, design and edit monthly newsletter, employee handbooks, technology guides and building signage. Website development and maintenance including content management support.
- Project management – advise and coordinate with on and off-campus constituents to coordinate projects for department. Manage large research projects as well as data entry for national collegiate surveys. Monitor projects and initiatives to ensure that timeless are met. Design and procurement work for new furniture and technology in high-tech departmental offices, operations centers, conference rooms and learning spaces on campus.
- Event coordination – organize and manage technology related events and meetings including agenda development, media notification, advertising design, publicity, guest speaker and attendee invitations, location decisions and budgetary oversight. Manage two high-tech videoconference centers including schedule oversight, technology training and set up for audiovisual equipment. Coordination with campus facilities, maintenance, technology and catering staff. Oversee catering menus and decisions as well as direct the set up and take down for departmental events and meetings.
Education
Bachelor of Arts - Journalism
University of Oregon
Eugene, Oregon06.2004
Skills
Executive office support
Event & meeting management
Calendar management
International travel planner
Videoconferencing software
MS Office Suite proficiency
Influential communicator
Energetic team player
Motivated self-starter
Independent thinker
Experience with confidentiality & discretion
Proactive problem-solver
Additional Information
2014-current - Tournament & Fundraising Planner
Portland Hunters Touch Rugby Team
Responsible for planning spring/summer league community touch rugby tournaments as well as annual national touch rugby tournament held in Portland, Oregon. This responsibility includes finding locations, securing tournament equipment and personnel, organizing uniforms and registering teams. Also responsible for annual annual fundraising initiatives for players, families and the team to pay for costs such as annual dues, equipment needs and travel expenses.
2017-2019 - USA Women's World Cup Team Manager
USA Touch Rugby
The Touch Rugby World Cup was held in Kuala Lumpur, Malaysia in 2019. I worked with the president of USA Touch and USA women's team head coach to provide schedule coordination, event management and organization for overall team development in preparation for the 2019 World Cup event.
2015-2017 - Director of Operations
Portland Hunters Touch Rugby Team
Drafted and finalized documents including bylaws and team charter for touch rugby team to achieve 501c3 non-profit status. Chair of both the event planning and fundraising committees with the focus of raising awareness for non-contact rugby opportunities and team growth through the Portland metro area.
2012-2014 - Committee Member
Willamette Dental Community Contributions Committee
Committee service to review, discuss and distribute company’s charitable efforts and donations including awarding scholarships, contributing funds and donating dental products.
2008-2012 - Community Volunteer
Lane Arts Council & Eugene A Go Go
Volunteer event coordination and publicity for monthly First Friday ArtWalk and Artist Alley. Served on Artwalk Advisory Committee. Marketing work and outreach with local artists, musicians and entertainment venues as well as website training and content management.
2011-2012 - Committee Chair
2006-2011 - Committee Member
University of Oregon's Information Technology Services’ Diversity Committee
Identify diversity challenges on university campus, provide educational opportunities and resources for employees, and development of annual strategic diversity action plans.
Timeline
Executive Assistant
Oregon Health & Science University
08.2014 - Current
Senior Executive Assistant
Willamette Dental Group
06.2012 - 08.2014
Administrative Project Manager
University Of Oregon (Information Technology)
10.2006 - 06.2012
Office Specialist
University Of Oregon (Provost's Office)
08.2005 - 10.2006
Bachelor of Arts - Journalism
University of Oregon
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