MAKENNA VIE
Executive Assistant
Denver,CO
Summary
Executive Assistant recognized for exceptional productivity and efficient task execution. Expertise in calendar management, travel coordination, and report preparation. Strong communication, time management, and problem-solving abilities support executive-level operations effectively.
Overview
5
5
years of professional experience
Work History
Executive Assistant
Sandstone Care, LLC
Denver, USA
11.2023 - Current
- Managed executive calendars and scheduled weekly appointments for senior leadership across five calendars.
- Coordinated travel arrangements and itineraries for CEO, CPO, and CFO.
- Drafted and edited internal and external communications to ensure clarity and professionalism.
- Organized meetings by managing logistics, preparing agendas, and compiling necessary materials.
- Maintained filing systems for accurate and accessible documentation.
- Tracked project deadlines and deliverables to support project management efforts.
- Scheduled orientation sessions to assist onboarding processes for new hires.
- Liaised with vendors to procure essential office supplies and services.
- Utilized communication and project management software such as Slack, Notion, Asana, HubSpot, and Trello to help manage tasks and needs remotely at a high level.
Assistant Office Manager
Ken-Caryl Vision Center
Littleton, Colorado
07.2023 - 11.2023
- Coordinated office activities to enhance workflow efficiency among staff.
- Responded promptly to customer inquiries via phone and email.
- Processed vendor invoices accurately and within deadlines.
- Collected and coded documents for effective filing, storage, and processing.
- Provided technical assistance for computer applications utilized by organization.
- Managed scheduling and organized meetings for upper management.
- Assisted onboarding processes and delivered training support for new employees.
- Maintained inventory of office supplies and placed orders as necessary.
- Used tools such as Microsoft Office and Google Workspace to organize and communicate needs for the office.
Administrative Assistant
Denver Eye Surgeons
Denver, USA
03.2020 - 07.2023
- Managed appointment scheduling for 5 ophthalmologists weekly, with over 50 appointments per day.
- Coordinated patient intake processes to ensure efficient workflow and accurate records.
- Kept inventory of medical supplies and office materials up to date for daily operations.
- Assisted in preparing patient charts and documentation for surgical procedures.
- Handled incoming calls, directing inquiries to appropriate departments or personnel.
- Organized files and maintained electronic records within the clinic's management system.
- Supported billing processes by verifying insurance information and processing payments.
- Entered data into spreadsheets using Microsoft Excel and Google Sheets.
- Composed letters, memos, reports, emails, presentations and other written correspondence as required by management staff.
Education
Some College (No Degree) - Business Administration And Management
Metropolitan State University of Denver
Denver, COSkills
- Calendar management
- Travel coordination
- Document organization
- Project tracking
- Project management
- Slack, Notion, Asana, HubSpot, and Trello proficient
- Google Workspace, Zoom, and Microsoft Office proficient
- Vendor negotiation
- Filing and data archiving
- Mail management
- Invoice processing
- Presentation development
Certification
- MOS certification
References
References available upon request.
Accomplishments
- Planned corporate meetings, lunches and special events for groups of 100+ employees.
- Used Microsoft Excel to develop inventory tracking spreadsheets.
- Managed schedules for 8 executives, coordinating 50+ weekly meetings along different time zones (including international) with zero conflicts.
- Organized domestic and international travel for the leadership team and streamlined travel for companies reducing booking errors by 50%.
- Drafted and edited correspondence for 4+ executives to ensure 100% accuracy in high-stake communications with tight deadlines.
- Handled sensitive contracts and information with strict confidentiality directly from the CEO.
- Resolved last-minute operations issues within 11 sites throughout the US (including streamlining water services, secure shredding services and Stericycle needs) resulting in 75% increase in efficiency goals in the company.
Timeline
Executive Assistant
Sandstone Care, LLC
11.2023 - Current
Assistant Office Manager
Ken-Caryl Vision Center
07.2023 - 11.2023
Administrative Assistant
Denver Eye Surgeons
03.2020 - 07.2023
Some College (No Degree) - Business Administration And Management
Metropolitan State University of Denver
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