Summary
Overview
Work History
Education
Skills
Education and Training
Timeline
Generic

Tara Ventimiglia

Newport Beach,California

Summary

Executive Profile Strong strategic-planning and people-management skills. Excel in deadline driven environments. Exceptional organizational skills, hard-working, experienced, and focused on positive results. A reliable quick learner with a dedicated work ethic who is capable of taking initiative and driven to succeed.

Overview

20
20
years of professional experience

Work History

Executive Assistant / SVP + 3 VP's

Oakley
04.2023 - Current
  • Handled confidential and sensitive information with discretion and tact.
  • Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
  • Maintained confidentiality with sensitive documents, ensuring proper storage and distribution as needed.
  • Processed travel expenses and reimbursements for executive team and senior management group.
  • Streamlined executive communication by managing emails, phone calls, and scheduling appointments.
  • Served as a liaison between departments to facilitate effective communication throughout the company.
  • Organized and coordinated conferences and monthly meetings.
  • Managed office inventory, tracking supplies and placing orders to ensure smooth daily operations.
  • Answered high volume of phone calls and email inquiries.
  • Coordinated events for staff members, promoting team-building activities and boosting morale within the workplace.
  • Prepared and edited presentations on behalf of executives for both internal meetings and external conferences.
  • Ensured smooth daily operations through consistent maintenance of office equipment, troubleshooting issues when necessary.
  • Collaborated on special projects to improve overall business operations within the organization efficiently.
  • Used advanced software to prepare documents, reports, and presentations.
  • Handled payroll processing tasks accurately while maintaining strict adherence to deadlines for timely payments.
  • Contributed to budget management by tracking expenditures and identifying cost-saving opportunities.
  • Fostered positive work environment, organizing team-building activities and events.
  • Enhanced efficiency of meeting outcomes by preparing detailed minutes and action items.
  • Negotiated with vendors for cost savings, securing high-quality services at reduced rates.
  • Coordinated events and worked on ad hoc projects.

EA / 4 GM's, Global + Domestic President

Boardriders
02.2020 - 10.2023
  • Revised and maintained master calendar to coordinate meetings across multiple time zones.
  • Scheduled and arranged travel and hotel reservations for meetings, conferences, and seminars.
  • Opened, read, and replied to e-mails, letters, and correspondence on behalf of executives.
  • Set up meeting and event logistics for senior management and updated calendars.
  • Restocked office and break room supplies and made appropriate equipment orders.
  • Managed daily invoices, reports and proposals.
  • Followed proper accounting and bookkeeping procedures to support audits.
  • Monitored office equipment and managed smooth operation with preventive maintenance and repair work scheduling.
  • Maintained company confidence and protected business operations by keeping sensitive information confidential.
  • Participated in frequent communication with other administrative team members, human resources and finance department on special projects and events.
  • Wrote and distributed executive meeting agendas and minutes to department heads and executive team members.
  • Tackled and addressed top-level, high-priority issues with professional administrative discretion.
  • Coordinated meeting and work schedules for staff teams and executives.
  • Ordered catering or restaurant delivery to offer food and beverages to meeting and conference attendees.
  • Managed calenders for 6 people

Executive Assistant to CEO and President

Stance Socks
05.2014 - 03.2020
  • Opened, read and wrote answers to routine letters and correspondence for executives.
  • Managed and juggled heavy calendar scheduling including multiple meeting changes, answer and return personal business calls.
  • Experienced in scheduling travel arrangements including airfare, hotel, car arrangements, private plane travel, etc.
  • Coordinated complex executive meetings and events.
  • Reconciled invoices, tracked budgets, and completed expense reports.
  • Excellent written and verbal communication skills, strong decision-making ability and attention to detail.
  • Handled and maintained highly confidential and sensitive information.
  • Exceptional work ethic and trustworthy.
  • Willingness to work overtime with short notice; ability to work flexible hours.
  • Event planning for large gathering and special corporate events.
  • Compared information and coordinated with other Executive Assistants to arrange accommodations, transportation and personal assistance, providing logistical support to visiting executives.
  • Obtained signatures for important financial and legal documents.
  • Participated in frequent communication with other administrative team members, human resources and finance department on special projects and events.
  • Restocked office and break room supplies to maximize team productivity.
  • Ordered catering or restaurant delivery to offer food and beverages to meeting and conference attendees.
  • Set up meeting and event logistics for senior management, including executives and board of directors.
  • Managed master calendar for 4 personnel.

Personal Assistant

Billabong
01.2005 - 01.2014
  • To Juniors Brand Manager and Marketing Manager.
  • Handled all travel and calendar for Brand Manager as well as Juniors Marketing Manager (hotel coordination, rental car reservations, business dinner reservations, accommodate to specifically requested travel needs).
  • Prepared weekly meeting and travel calendar for each manager.
  • Took phone calls and prepared daily call logs for each manager.
  • Provided a daily one sheet of activities to each manager with pressing issues and department happenings for the day/week.
  • Set up all lunch meetings handling reservations or food delivery if needed.
  • Handled personal information and assistance to each manager.
  • The ability to appropriately handle knowledge of personal and confidential company information.

Public Relations Manager

Billabong USA
05.2007 - 04.2013
  • Kept a strong relationship with all media partners.
  • Handled all editorial product placements for men’s and juniors as well as all television and movie requests for both sides of the brand.
  • Travelled to New York two times a year to present our women's and men's line to a large group of fashion editors/ bloggers.
  • Set up all meetings and prepare showroom for all showings.
  • Commuted to Los Angeles multiple times a year to coordinate focus groups with editors and groups of girls/guys within our demo to target things we can do to better the brand.
  • Presentation of all Product Placement during Sales Meetings.
  • Coordinate all photo shoots (kids and juniors) Juniors Department Event Logistics.
  • Maintained Juniors Event Calendar and assist marketing team with schedules and agendas.
  • On site contact for vendors and media relations for all juniors events.
  • Worked with inside and outside vendors for all events.
  • Handled all billing and invoicing for events.
  • Kept open communication between representatives and events held in their areas.
  • Managed and executed event guestlist per juniors event.
  • Worked closely with Marketing Manager on Men’s and Juniors side on all logistical matters for all events.
  • Coordinated all travel for Juniors department for each event for both in-house and global.
  • Handled all air travel and accommodation for all local and global meetings and events (Global Sales Meetings, Billabong XXL Awards, Billabong Pipe Masters, Design for Humanity, PR Invites).
  • Worked closely with Girls Team Manager.
  • Handled booking of all juniors athlete travel for snow and surf.
  • Helped coordinate all athlete appearances/schedules for autograph signings, in-store appearances and events.
  • Developed Monthly athlete product allocation sheets.
  • Worked with Retail Manager on in-store retail events.
  • Created juniors budget per event.
  • Hired all entertainment and logistics aspects.
  • Managed invites and guest list on Juniors side for each event.
  • Handled all incoming and outgoing invoices for juniors marketing department for events, meetings, photo shoots etc.
  • Provided regular calendar updates to department sta on both men’s and juniors sides of the brands.
  • Worked in conjunction with VP of Men’s Marketing and his executive assistant on a daily basis coordinating men’s and juniors brand direction and calendars.

Education

Foothill High School
Tustin, CA

Skills

  • Budgets
  • Decision-making
  • Event planning
  • Invoicing
  • Logistics
  • Travel arrangements
  • Verbal communication skills
  • Excellent written skills
  • Strong problem solver
  • Meeting planning
  • Executive presentation development
  • Excel spreadsheets
  • Social media knowledge
  • Travel administration
  • Human resource laws knowledge
  • Professional and mature
  • Appointment setting
  • Self-starter
  • Meticulous attention to detail
  • Time management
  • Invoice processing
  • Heavy calendar management
  • Heavy email filtering

Education and Training

Tustin, CA,other

Timeline

Executive Assistant / SVP + 3 VP's

Oakley
04.2023 - Current

EA / 4 GM's, Global + Domestic President

Boardriders
02.2020 - 10.2023

Executive Assistant to CEO and President

Stance Socks
05.2014 - 03.2020

Public Relations Manager

Billabong USA
05.2007 - 04.2013

Personal Assistant

Billabong
01.2005 - 01.2014

Foothill High School

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Tara Ventimiglia