Exec Administrative Assistant

Administration & Clerical

K E L L Y   M A B R Y
kellym.cdm@gmail.com 714.323.2991
Newport Beach, CA 92625
 
 
EXPERIENCE SUMMARY
Dedicated and skillful Executive Administrative Assistant with over 10 years extensive experience in the support, planning, and coordination of daily operational and administrative functions for multiple executives simultaneously.
 
Knowledgeable, flexible, loyal, reliable, enthusiastic self-starter with the ability to adapt to frequent changes in workflow, and minimal requirement for direction. I possess the ability to plan, prioritize, and execute tasks in an efficient manner without sacrificing quality, accuracy, and confidentiality.
 
Executive support to senior leadership team, personal support to executives as required
Calendar management
Travel and expense management
Meeting minutes
Event planning
Office management
Efficient organizational, analytical and follow-up skills
? Able to work effectively in a fast-paced environment
? Excellent editor and overall business writing
? High sense of urgency, ability to prioritize to meet project deadlines
? Work with integrity, trustworthy
? Detail oriented, Solution-based thinking
? Proficient computer skills: G-Suite, Word, Excel, Outlook, PowerPoint
 
PROFESSIONAL EXPERIENCE
 
Fujifilm Irvine Scientific????????5/2020 – current
Executive Administrative Assistant
• Provide extensive immediate response and support to five Chief Officers simultaneously.  
o Arrange executive transport to and from airport.
o Point of contact for all executives’ visitors.
o Maintain professional memberships, enrollments, and professional subscriptions.
• Member of the Public Health Response Committee for COVID-19 and provide solutions and decision tree with regard to making decisions for employees’ quarantine time, and return to work.
• Attend weekly and monthly management meeting, quarterly business reviews, department reviews.  Provide agenda and record notes and actions.
• Manage and provide corporate travel arrangements through Concur for all executives and guests and expense report reconciliation.
• Scheduling complex meetings, plan and coordinate corporate events, manage logistics of all events large and small from beginning to end.  
• Project management – main contact for spade design utilization workplace strategy project, identifying a new hybrid work environment, driving employee survey results.
• Streamline breakroom and office supplies for 7 buildings throughout Santa Ana and Irvine.  Cut toner costs by 50%.
• Provide support to Human Resources as required.
• Schedule, clean, and stock over 30 conference rooms.
• Research and report preparation
 
 
 
 
 
 
TriMark Orange County????????5/2017-3/2020
Executive Assistant to President/Office manager
• Maintain President’s complex daily schedule including calendar, meetings, and appointments.  Provided personal support to President while he relocated, and during my employment.
• Served as primary point of contact for President both internally and externally as well as provide operational support to senior leadership team
• Attended organizational, strategic, and steering committee meetings
• Meeting preparation (meeting minutes, agenda, reserve conference room, document prep, room prep)
• Event planning for 250 employees (birthdays, holiday parties, retirement parties)
• Book national conferences
• Prepare financial reports and data
• Launched Concur, booked travel, and prepared expense reports via Concur for 200 employees
• Company tour for new employees
• Ordered supplies
• New hire desk set up
• Responsible for keeping office stocked in all areas
• Manage conference room calendar
• Provide research and data
• Reconcile credit card statements
 
C2 Imaging, Crisp Enterprises, Inc.????????9/2015- 7/2016
Executive Assistant/Office Manager
• Assist COO, CEO, VP Sales, and the sales team.
• Maintained COO, and VP Sales calendar.
• Onboard new employees, build personnel files.
• Assist with 1095-C reporting.
• Organized and processed open enrollment as well as new hires throughout the year.
• Recruiting – placed ads, compiled resumes, screened candidates.
• Process motor vehicle record checks for potential drivers, and add drivers to approved drivers list.
• Maintain and update performance appraisal schedule.
• Update and maintain company census.
• Update vehicle log with mileage
• Produce year to date reports.
• Update and post OSHA log.
• Update and maintain workers compensation and department of labor posters for each location.
• EOCC and EDD reporting annually.
• Assist with establishing a workers’ compensation procedure for reporting injuries and processing paperwork.
• Update each locations emergency board with workers comp medical network provider information.
• Purchase uniforms for drivers and production.
• Process purchase orders for customer Bluebeam orders.
• Billing COD’s.
• Process credit cards.
• Order office supplies.
• Billing for customer work orders.
• Process and print sales trackers for sales meetings.
• Create agenda for meetings.
• Organize and prepare food delivery for meetings.
• Assist with planning the C2 BBQ, and annual Christmas party.
• Spearheaded the company’s annual Super Bowl party benefitting the Dana Point 5th Regiment Support Group who supports active duty marines, their families, and wounded warriors.
 
Ambrosia Interior Design, Inc. ????????8/2013-8/2015
Executive and Personal Assistant/Office Manager????
• Assisted CEO, Marketing director, and controller of the company.
• Provide personal assistance to CEO (travel, errands, etc.)
• Maintained CEO’s busy calendar.
• Booked all travel for company, including airfare, rental car, and hotel.
• Updated contract folders.
• Maintained budget control.
• Reconciled credit card statements.
• Planned and coordinated company parties and shopped for employee birthdays.
• Prepared and scheduled meetings and took minutes.
• Prepared bank deposits.
• Performed all general office duties.
• Provided new employee onboard paperwork.
• Scheduled maintenance and repair companies.
• Repaired malfunctioning office equipment.
• Maintained facility.
 
Madeline Young Interiors ?????????12/1998-7/2013?
Executive Assistant/Office Manager
• Assisted CEO personally and professionally
• Maintained CEO’s busy calendar, booked appointments and reservations for CEO
• Booked CEO’s travel, including airfare, rental car, and hotel.
• Supported project managers with daily functions.
• Attended construction meetings, frame walks, send changes to superintendents.  Manage multiple projects at a time.
• Prepared bank deposits.
• Prepared bills for payment.
• Attended meetings and took minutes.
• Attended frame walks with CEO and design team.
• Performed all general office managerial duties.
• Reconciled credit card statements, and expense reports.
• Prepared for meetings, presentations, company parties, and employee birthdays.
• Updated contracts.
• Ordered supplies.
• Scheduled maintenance companies.
 
 
EDUCATION    
 
South Coast College, AA (2012)???           ??
University of Nebraska – Lincoln (general education) (95-96)
El Dorado High School (1995)??????            
 
AWARDS AND RECOGNITION
 
Employee of the Month nominee, February 2019
Awarded employee of the year (2001, 2012) and best problem solver (2010) by Madeline Young Interiors.
Awarded best problem solver, and most compassionate by Ambrosia Interior Design.
 

• Provide extensive immediate response and support to five Chief Officers simultaneously.  
o Arrange executive transport to and from airport.
o Point of contact for all executives’ visitors.
o Maintain professional memberships, enrollments, and professional subscriptions.
• Member of the Public Health Response Committee for COVID-19 and provide solutions and decision tree with regard to making decisions for employees’ quarantine time, and return to work.
• Attend weekly and monthly management meeting, quarterly business reviews, department reviews.  Provide agenda and record notes and actions.
• Manage and provide corporate travel arrangements through Concur for all executives and guests and expense report reconciliation.
• Scheduling complex meetings, plan and coordinate corporate events, manage logistics of all events large and small from beginning to end.  
• Project management – main contact for spade design utilization workplace strategy project, identifying a new hybrid work environment, driving employee survey results.
• Streamline breakroom and office supplies for 7 buildings throughout Santa Ana and Irvine.  Cut toner costs by 50%.
• Provide support to Human Resources as required.
• Schedule, clean, and stock over 30 conference rooms.
• Research and report preparation
 

Maintain President’s complex daily schedule including calendar, meetings, and appointments.  Provided personal support to President while he relocated, and during my employment.
• Served as primary point of contact for President both internally and externally as well as provide operational support to senior leadership team
• Attended organizational, strategic, and steering committee meetings
• Meeting preparation (meeting minutes, agenda, reserve conference room, document prep, room prep)
• Event planning for 250 employees (birthdays, holiday parties, retirement parties)
• Book national conferences
• Prepare financial reports and data
• Launched Concur, booked travel, and prepared expense reports via Concur for 200 employees
• Company tour for new employees
• Ordered supplies
• New hire desk set up
• Responsible for keeping office stocked in all areas
• Manage conference room calendar
• Provide research and data
• Reconcile credit card statements

• Assist COO, CEO, VP Sales, and the sales team.
• Maintained COO, and VP Sales calendar.
• Onboard new employees, build personnel files.
• Assist with 1095-C reporting.
• Organized and processed open enrollment as well as new hires throughout the year.
• Recruiting – placed ads, compiled resumes, screened candidates.
• Process motor vehicle record checks for potential drivers, and add drivers to approved drivers list.
• Maintain and update performance appraisal schedule.
• Update and maintain company census.
• Update vehicle log with mileage
• Produce year to date reports.
• Update and post OSHA log.
• Update and maintain workers compensation and department of labor posters for each location.
• EOCC and EDD reporting annually.
• Assist with establishing a workers’ compensation procedure for reporting injuries and processing paperwork.
• Update each locations emergency board with workers comp medical network provider information.
• Purchase uniforms for drivers and production.
• Process purchase orders for customer Bluebeam orders.
• Billing COD’s.
• Process credit cards.
• Order office supplies.
• Billing for customer work orders.
• Process and print sales trackers for sales meetings.
• Create agenda for meetings.
• Organize and prepare food delivery for meetings.
• Assist with planning the C2 BBQ, and annual Christmas party.
• Spearheaded the company’s annual Super Bowl party benefitting the Dana Point 5th Regiment Support Group who supports active duty marines, their families, and wounded warriors.

Assisted CEO, Marketing director, and controller of the company.
• Provide personal assistance to CEO (travel, errands, etc.)
• Maintained CEO’s busy calendar.
• Booked all travel for company, including airfare, rental car, and hotel.
• Updated contract folders.
• Maintained budget control.
• Reconciled credit card statements.
• Planned and coordinated company parties and shopped for employee birthdays.
• Prepared and scheduled meetings and took minutes.
• Prepared bank deposits.
• Performed all general office duties.
• Provided new employee onboard paperwork.
• Scheduled maintenance and repair companies.
• Repaired malfunctioning office equipment.
• Maintained facility.
 

Assisted CEO personally and professionally
• Maintained CEO’s busy calendar, booked appointments and reservations for CEO
• Booked CEO’s travel, including airfare, rental car, and hotel.
• Supported project managers with daily functions.
• Attended construction meetings, frame walks, send changes to superintendents.  Manage multiple projects at a time.
• Prepared bank deposits.
• Prepared bills for payment.
• Attended meetings and took minutes.
• Attended frame walks with CEO and design team.
• Performed all general office managerial duties.
• Reconciled credit card statements, and expense reports.
• Prepared for meetings, presentations, company parties, and employee birthdays.
• Updated contracts.
• Ordered supplies.
• Scheduled maintenance companies.

Find out detailed information about Kelly Mabry, Exec Administrative Assistant in Newport Beach, CA

Kelly Mabry: Exec Administrative Assistant in Newport Beach, CA

Kelly Mabry

South Coast College