Kylee Beckstrand
Executive Assistant
Tacoma,WA
Summary
Driven and resourceful administrative professional with 9+ 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
10
10
years of professional experience
Work History
Executive Assistant
CRMA Investments, LLC & Spark Industries, LLC
09.2018 - Current
- Processed travel expenses and reimbursements for executive team and senior management group.
- Used advanced software to prepare documents, reports, and presentations.
- Developed and maintained automated alert systems for important deadlines.
- Screened calls and emails and responded accordingly to support executive correspondence.
- Handled confidential and sensitive information with discretion and tact.
- Created expense reports, budgets, and filing systems for management team.
- Managed complex calendar scheduling with focus on proper allocation of executive availability.
- Screened calls and emails and initiated actions to respond or direct messages for managers.
- Supported business and hospitality needs of corporate partners and staff during meetings and company events.
- Answered high volume of phone calls and email inquiries.
- Facilitated training and onboarding for incoming office staff.
- Developed and maintained automated alert system for upcoming deadlines on incoming requests and events.
- Responded to emails and other correspondence to facilitate communication and enhance business processes.
- Filed paperwork and organized computer-based information.
- Used QuickBooks to produce monthly invoices, reports, and other deliverables.
- Managed mail and both incoming and outgoing correspondence, mail, email and faxes.
- Volunteered to help with special projects of varying degrees of complexity.
- Updated and maintained confidential databases and records.
- Updated spreadsheets and databases to track, analyze, and report on performance and sales data.
- Screened personal and business calls and directed to appropriate party.
- Created and managed office systems to efficiently deal with documentation.
- Handled incoming and outgoing mail, email and faxes.
- Upheld strict timetables by maintaining accurate, balanced calendars.
- Worked with senior management to initiate new projects and assist in various processes.
- Greeted arriving visitors, determined nature and purpose of visit and directed individuals to appropriate destinations.
- Handled logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors, president and executive vice president.
Licensed Real Estate Assistant
NW Home Experts
03.2014 - 02.2018
- Managed filing system, entered data and completed other clerical tasks.
- Established administrative work procedures to track staff's daily tasks.
- Identified and recommended changes to existing processes to improve accuracy, efficiency, and quality service.
- Prepared and maintained accurate property listings, sales contracts and closing documents.
- Performed market research and evaluated competitive property analysis to define competitive listing and sale prices.
- Opened and properly distributed incoming mail to promote quicker response to client inquiries.
- Completed forms, reports, logs and records to quickly handle all documentation for human resources.
- Built and maintained excellent customer relationships through timely response to inquiries and going above and beyond to accommodate unusual requests.
- Managed paper and electronic filing systems by routing various documents, taking messages and managing incoming and outgoing mail.
- Maintained comprehensive database of property listings and market data for KPI tracking and traceablity.
- Coordinated leads management with CRM software to improve efficiency with prioritized prospects.
- Managed phone and email correspondence and handled incoming and outgoing mail and faxes.
- Maintained efficient office operations by handling errands and administrative functions.
- Facilitated transfer of property ownership from seller to buyer for accurate recordkeeping and compliance.
- Surpassed team goals by partnering with colleagues to implement best practices and protocols.
- Processed applications and paperwork in accordance with state and federal laws.
- Prepared purchase agreements and disclosures and used Asana to complete files.
- Cultivated and maintained professional relationships with clients, real estate agents, lenders and escrow personnel.
- Negotiated offers between buyers and sellers to support mutually-beneficial contracts.
- Developed and maintained list of available properties suited to different needs and budgets for both commercial and industrial use.
- Developed and deployed marketing collateral to promote properties and drive sales.
- Implemented strategies to optimize successful closing of real estate transactions.
- Continually sought methods for improving daily operations, communications with clients, recordkeeping and data entry for increased efficiency.
- Interacted with vendors, contractors and professional services personnel to receive orders, direct activities, and communicate instructions.
- Created and maintained detailed administrative processes and procedures to drive efficiency and accuracy.
- Assisted coworkers and staff members with special tasks on daily basis.
- Coordinated appointments to show marketed properties.
- Volunteered to help with special projects of varying degrees of complexity.
- Liaised between clients and vendors and maintained effective lines of communication.
Barista
Starbucks
Olympia, WA
06.2014 - 01.2018
- Memorized recipes for specialty coffee beverages and seasonal offerings.
- Created wide variety of hot and cold drinks in average shifts with consistently positive customer satisfaction scores.
- Pleasantly interacted with customers during hectic periods to promote fun, positive environment.
- Recommended products based on solid understanding of individual customer needs and preferences.
- Trained new employees, sharing knowledge and expertise of coffees, teas, and merchandise.
- Cleaned counters, machines, utensils, and seating areas daily.
- Controlled line and crowd with quick, efficient service.
- Monitored supply levels at counter and maintained customer areas to meet typical demands.
- Trained new team members with positive reinforcement and respectful, encouraging coaching.
- Listened carefully to customer requests and created personalized, delicious beverages, which improved sales.
- Maintained regular and consistent attendance and punctuality.
- Followed exact recipes for mixing and preparing beverage and food items.
- Prevented infections and maintained store professionalism by cleaning and sanitizing work areas hourly.
- Used POS system to accurately enter orders and process payments.
- Made and served brand-specific café beverages with focus on speed, quality and consistency.
- Repaired minor issues and maintained espresso equipment and coffee machines for smooth functioning.
- Prepared specialty drinks such as cappuccinos, lattes and mochas.
- Learned special recipe items and seasonal offerings to best meet customer needs.
- Elevated customer loyalty by using strong communication abilities to resolve customer problems.
- Restocked display cases with attractive arrangements to promote specialty food items like bagels and muffins.
- Learned every menu item's preparation and numerous off-label drinks to meet customer needs.
- Minimized spoilage with proper use of first-in-first-out stock procedures.
Office Assistant
RE/MAX Country
05.2013 - 03.2014
- Reviewed files, records and other documents to obtain information to respond to requests.
- Edited and proofread documents for accuracy and completeness.
- Processed incoming and outgoing mail and packages according to established procedures.
- Completed clerical tasks such as filing, copying, and distributing mail.
- Delivered clerical support by handling range of routine and special requirements.
- Answered and managed incoming and outgoing calls while recording accurate messages for distribution to office staff.
- Maintained and updated office records, both digital and physical.
Education
High School Diploma -
Yelm High School
Yelm06.2013
Skills
- Labor Relations
- Administrative Support Specialist
- Conflict Management
- Compensation and Benefits
- Process Improvement
- Resourceful Researching
- Logistics and Schedule Management
- QuickBooks Expertise
- Report Analysis
- Spreadsheet Tracking
- Proper Phone Etiquette
- Calendar and Scheduling Software
- Excel Spreadsheets
- Proofreading
- Records Management Databases
- Filing
- Invoice Preparation
- Report Generation
- Employee Training
- Goal Minded
- Reimbursement Management
- Confidentiality and Discretion
- Performance Improvement
- Self Starter
- AR/AP
- Payroll
- Bookkeeping and Basic Accounting
- Workflow Improvements
- Document Filing and Retrieval
- Mail Handling
- Call Screening
- Office Administration
Timeline
Executive Assistant
CRMA Investments, LLC & Spark Industries, LLC
09.2018 - Current
Barista
Starbucks
06.2014 - 01.2018
Licensed Real Estate Assistant
NW Home Experts
03.2014 - 02.2018
Office Assistant
RE/MAX Country
05.2013 - 03.2014
High School Diploma -
Yelm High School
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