High-performing, C-level Executive Assistant (aka magician/air traffic controller/detective) with 15+ years experience seeking a full-time position that offers professional challenges utilizing interpersonal skills, excellent time management, and problem-solving skills. Extensive background in prioritizing tasks, maintaining confidentiality and discretion, juggling multiple executives and personalities, creating internal and external communication, leading teams, and uniting people. Extremely adaptable to change, always willing to take on additional responsibilities, and enjoy being a valued member of a team while, simultaneously, relying on myself and needing to find the correct answer. A pioneer in finding ways to “get it done.” The ultimate goal is to make maximum time available to senior leaders by removing roadblocks, mundane tasks, and conflicts that can bog them down from handling corporate priorities. Remote position preferred; available to travel. Willing to relocate within 200 miles of Aiken, SC.
Hi, I’m
KIM COLES
Aiken,SC
Summary
Overview
15
years of professional experience
Work History
PEAK6 Investments - Poker PowerRemote
Project Manager/Executive Assistant
01.2022 - 04.2023
Job overview
- Actively recruit and teach women business and life skills through the power of Texas Hold'em Poker.
- Act as point of contact among executives, coworkers, clients, and external partners.
- Monitor progress and move events along pipelines via Monday, from contract to completion.
- Heavy domestic and international travel arrangements for President and independent contractors.
- Heavy coordination of meetings and financial responsibility of corporate expenses.
- Manage and deploy people resources and execute on-site and virtual events.
- Support senior managers and department leaders by completing projects and problem resolution under tight budgets and schedule demands.
- Deliver high level of service to clients to both maintain and extend relationship for future business opportunities.
- Maintain tactical control of project budgets and timelines to keep teams on task and achieve schedule targets.
- Escalate incidents to next level to remain compliant with company's standards and procedures.
- Produce daily, weekly, and monthly reports, updating team and senior leaders on progress and roadblocks.
- Schedule and facilitate meetings between project stakeholders to discuss deliverables, schedules, and conflicts.
- Maintain open communication by presenting regular updates on project status to customers.
- Source, vet, and manage vendors needed to accomplish project goals.
- Adhere to budget requirements with excellent planning and consistent expense monitoring.
PEAK6 Investments - National Flood ServicesKalispell, MT
Executive Assistant to the Chief Executive Officer
10.2016 - 01.2022
Job overview
- Initiate, establish, and communicate department meetings on behalf of CEO and Senior Leadership Team.
- Organize monthly All Hands meetings including invitations to all team members, agenda created and speaker arrangement, prepare presentation deck, and start and run meeting.
- Handle logistics, catering, agendas, and travel arrangements for meeting and event planning for CEO and senior executives.
- Update executives on changing business needs by thoroughly documenting internal and client meetings.
- Support business and hospitality needs of corporate partners and staff during meetings and company events
- Create, maintain, and update presentations, documents, and charts to support reporting and analysis for CEO and entire Senior Leadership Team.
- Review and prioritize incoming purchase requests in Jira.
- On special assignment, take hundreds of incoming calls from flood-affected policyholders throughout southeast during 2017 hurricane season and initiate claims checks and process as part of Catastrophe Response Team.
- Respond to emails and other correspondence to facilitate communication and enhance business processes.
- Process travel expenses and reimbursements for executive team and senior management group.
- Develop and update spreadsheets and databases to track, analyze, and report on performance and sales data.
- Work with senior management to initiate new projects and assist in various processes.
- Volunteer to help with special projects of varying degrees of complexity.
- Streamline operations and prioritize tasks, allowing senior staff to increase productivity.
- Uphold strict timetables by maintaining accurate, balanced calendars.
- Write reports, executive summaries, and newsletters.
- Led staff and vendors in providing high level of service for leadership and guests.
- Managed complex calendar scheduling with focus on proper allocation of executive availability.
- Facilitated training and onboarding for incoming office staff.
- Handled confidential and sensitive information with discretion and tact.
USENIX AssociationBerkeley, CA
Office Manager/Executive Assistant
07.2015 - 05.2016
Job overview
- Heavy calendar management for Executive Director.
- Attend Executive Director and Board of Directors meetings to record notes of Proceedings.
- Maintain Association documents and prepare meeting documents in support of Board of Directors.
- Plan and execute logistics of office meetings, Board of Directors meetings, and special events.
- Provide high level support for escalated constituent requests via phone and email
- Maintain all social media accounts (Facebook, Twitter, LinkedIn, Google +) and remain diligent and active in engaging public.
- Manage Campus Rep program and liaise with faculty at over 100 colleges across the world.
- Produce monthly broadcasts via Google Hangouts on Air featuring live conversations with previous conference speakers
- Edit broadcasts as necessary prior to uploading to YouTube.
American Cancer Society
Relay for Life Specialist
05.2013 - 08.2014
Job overview
- Accountable for achievement of income performance targets for portfolio of five, 24-hour, overnight Relay for Life events totaling over $200,000
- Implement best practices for leadership development, increased participation and event revenue growth; drive and encourage creativity and innovation at community level
- Engage, train and manage relationships with community volunteers to ensure successful events execution, with focus on event volunteer leadership positions
- Ensure strong logistical coordination for assigned events
- Ensure compliance with employment, risk management, event and cash handling, and financial policies
- Strong customer service orientation, with experience in effectively addressing and resolving conflict
- Ability to proactively monitor and adjust activities to respond to changing circumstances and priorities to meet goals, proactively address issues as they arise and mitigate risks associated with events.
City of Walnut Creek, City CouncilWalnut Creek, CA
Executive Assistant
09.2008 - 05.2013
Job overview
- Heavy calendar management, prioritize commitments, juggle calendars, and anticipate needs for City Manager and five City Council members.
- Create Support Staff Activity Committee composed of all confidential unit/support staff employees.
- Member of Disaster Task Force as secretary and back up Emergency Operations Center Coordinator in event of disaster and train as Documentation Specialist.
- Writer and editor of City of Walnut Creek employee newsletter, The Focus, and editor of City of Walnut Creek Parking e-newsletter, WCPark.
- Initiate creation of social media presence, launching Facebook promo ads, as well as maintaining City’s Facebook and Twitter pages.
- Secretary to Community Blue Ribbon Task Force on Fiscal Health.
- Build web pages, manage subscriptions and notifications via eNotify online automatic notification system, post agendas, take minutes, and organize meeting logistics.
- Train in Brown Act and Public Records Request Act to assist with City Council and Committee meetings.
- Inaugural Organizing Committee and Communications Team member for first city-wide Community Service Day.
- Organize meeting logistics, took minutes, and posted for social media.
- Organize large community breakfasts, track attendees and volunteers via Constant Contact, create spreadsheets, and monitor expenses.
Education
University of Phoenix
Bachelor of Science from Business Administration
2001
University Overview
Skills
- Google & Microsoft Suites
- Web Conferencing
- Foreign & Domestic Travel
- Procuring Funding
- Meeting Coordination
- Budget Development
- Billing Management
- Resource Utilization Planning
- Client Relationships & Engagement
- Leading Projects
- Best Practices and Standards
- Office Supplies and Inventory
- Incident Escalation
- Clerical Support
- Colleague Collaborations & Employee Motivation
- Subcontractor Relations
- Event Logistics
- Purchasing and Procurement
- Stakeholder Engagement
- Documentation
- World-wide Schedule Coordination
- Expense Reconciliation
- Local Government
- Internal & External Correspondence
- Procedural Updates
- Executive Management Support
- Social Media Knowledge
- Report Analysis
- PowerPoint Presentations
- Proper Phone Etiquette
- Conflict Management
- Excel Spreadsheets
- Project Planning
- Board of Directors Support
- Meeting Agendas and Minutes
- Advanced MS Office Suite Proficiency
- Business Correspondence
- Executive Calendars
- Meetings and Conferences
- Process Improvement
- Social Media Networking
- Report Generation
- Strong Problem Solver
- Administrative Duties
- Information Confidentiality
- Shareholder Relations
- Administrative Support Specialist
- Catering Support
- Copy Editing
- Grammar Understanding
- Executive Support
- Schedule Management
- Travel Accommodations
- Departmental Support
- Managing on Boarding
- Logistics and Schedule Management
- Project Management
- Schedule Planning
- Event Oversight
- Self Starter
- Interpersonal Communications
- Executive Presentation Development
- Appointment Setting
- Spreadsheet Tracking
- Problem Resolution
- Desktop Publishing
- Invoice Preparation
- Administering Social Media Accounts
- Office Administration
- Hotel Accommodations
- Ground and Air Transport
- Meeting Minutes
- Reimbursement Management
- Proofreading
Availability
See my work availability
Not Available
Available
monday
tuesday
wednesday
thursday
friday
saturday
sunday
morning
afternoon
evening
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Quote
Price is what you pay. Value is what you get.
Timeline
Project Manager/Executive Assistant
PEAK6 Investments - Poker Power
01.2022 - 04.2023
Executive Assistant to the Chief Executive Officer
PEAK6 Investments - National Flood Services
10.2016 - 01.2022
Office Manager/Executive Assistant
USENIX Association
07.2015 - 05.2016
Relay for Life Specialist
American Cancer Society
05.2013 - 08.2014
Executive Assistant
City of Walnut Creek, City Council
09.2008 - 05.2013
University of Phoenix
Bachelor of Science from Business Administration
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