Melanie Willis

Providing administrative and Event Project support for the President of Hach (a $1.6B company with 5000+ global associates). Maintaining highly confidential and critical information for the leadership team. Helping the team to deliver on a commitment for clean water around the world.

• Provides a wide range of complex office administration and support to company President
• Develops, implements, and administers office systems and procedures.
• Monitors and prepares budgets and spreadsheets. Tracks expenditures, provides reports, and reconciles accounts using budgeting tools.
• Prepares financial reports using internal systems. Serves as an approver financial transactions
• Reviews, assesses, routes, answers and monitors follow up action steps on correspondence.
• Drafts and sends internal communications on behalf of the president and leadership team. Works closely with the communication team.
• Serves as principal contact and source of information for customers, leadership team and associates.
• Manages complex calendars, meetings and travel, including both domestic and international arrangements.
• Assists the leadership team with the Visa and Passport applications process.
• Coordinates events, including the annual President’s Club reward trip, periodic leadership outings and companywide engagement activities.
• Performs internet research work and summarizes findings in support of presentations and events.
• Key contributor for hiring and onboarding executive assistants for the leadership team
• Assisted in writing and executing immersion plans for the leadership team.

Providing administrative and project support for the SVP/GM of Europe (a $1B+ region with 1,700 employees). Ability to work with minimal supervision to handle details of a highly confidential and critical nature. Having an in-depth knowledge of company operations, policies, procedures, and functions.

• Go-to for the SVP for all aspects of travel logistics, meeting preparation/logistics, email and calendar monitoring, expense reporting/approvals, and back-office business procedures.
• Completed a variety of administrative tasks including managing an extremely active calendar of appointments; completed expense reports; composed and prepared correspondence that were often highly confidential; arranged complex and detailed travel plans, itineraries, and agendas; and compiled documents for travel-related meetings.
• Worked standard, European, business hours but was reachable during off hours to tackle travel emergencies as necessary
• Tracked, monitored and prepared invoices, expenses, and generates related reports
• Proofread and sent internal communications on behalf of the SVP and team
• Reviewed and approved expense reports and purchase order requests from SVP’s direct reports.
• Provided a bridge for smooth communication between the SVP’s office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff
• Coordinated with the President’s EA to ensure consistent messaging and efficiency amongst the leadership team
• Managed and coordinated all aspects of executive meetings including conference room reservations, teleconference & videoconference set-up, catering, and associated meeting logistics including related social activities for both on-site and off-site events.
• Participated as a member of the team including assisting in scheduling, drafting agenda, and attending executive meetings

Supporting the president and members of the Executive team. Representing the Company by being professional and respectful in tone, demeanor and action. Effectively interface with others on behalf of supported Executives. Using borrowed authority effectively, persuasively and appropriately.

• Maintained confidential and critical business sensitive information appropriately
• Regularly prepared/created documents and presentations to effectively communicate information and data
• Managed and maintained executive schedules with limited direction and little disruption to other meetings
• Organized materials required by presenters and attendees
• Completed monthly reconciliation of corporate credit card statements to expenses previously reported
• Independently prepared expense reports and purchase orders with a solid understanding of the expense reporting, invoicing and purchase order procedures and budget process
• Created and maintained organization charts and files
• Coordinated and completed projects as needed with minimal direction and interaction from leader(s)
• Worked closely with all department administrative assistants to make sure all areas are covered
• Assisted with compiling and developing the annual budget
• Made business travel arrangements both international and domestic.
• Lead the engagement committee which includes, planning, budgeting, and coordinating onsite and offsite events for leaders and over 200 associates
• Assisted in getting engagement scores to 79% in 2019, which was one of the highest in the broader organization
• Created a company-wide podcast, which includes editing sound and video clips, finding images to go with sound, learning new software, and producing monthly videos
• Collaborated with others to provide support at major events
• Worked as one of the leads on planning the President’s Club award incentive trip
• Coordinated assistant for the annual Sales Kick off Meeting

Work effectively and efficiently in a demanding environment requiring keen attention to detail and superior organization skills. Regarded for the ability to learn new concepts quickly.

• Provided support for three senior vice presidents in their day to day operations
• Greeted internal and external customers and answering questions of a complex nature, making sure to represent the managers and company appropriately
• Assisted a staff of over 500 people onsite and offsite
• Ordered and managed office supplies
• Travel Coordination, including occasional international trips
• Screened corporate emails and phone calls and determining if someone else should be on point
• Responded to calls and emails on behalf of managers, when appropriate
• Generated reports, performing difficult and/or sensitive information gathering, computing statistics, and distributed reports to the appropriate people
• Scheduled and managed calendars for the executives, teams, training and conference rooms
• Handled approvals for the facility, new hires, budget, access, and accounts payable/receivable
• Maintained confidential information on a local and federal level
• Planned multiple corporate events and outings for the team
• Created presentation, reports, agendas, etc for executive meetings
• Ensured the team stays within budget on supplies, events, and meetings
• Maintained video conferencing, scheduling, and operation
• Trained on time keeping, video conferencing, and Cisco Phones systems
• Lead fund raising events, such as Light The Night, United Way, and Heart Mini Marathon
• Office seating coordination for over 400 people
• Working with the finance and facilities departments on ARs for additional seating, space, and employee add-ons
• Tracked employee engagement scores to ensure the team is being heard and enjoying their work environment
• Gained a basic understanding of Information Technology, including Consumer, Investment Advising, Strategy, Architecture, and Infrastructure