KATHY VAN WINKLE
Administrative Assistant
Summary
I'm a highly skilled, dedicated and knowledgeable administrative professional, offering extensive experience in office and remote work settings. My administrative and managerial skillset is adaptable to changing environments, especially when assisting executives and their teams with precise assistance. I have excellent organizational abilities which I pair with my motivated drive to achieve excellence. Furthermore, I'm well-versed in multiple software applications, filing systems and office equipment. In addition to dealing with confidential tasks safely and professionally, I also bring forth exceptional interpersonal and communication skills; perfect for leveraging managerial expertise within an organization. Lastly, I pride myself on my organizational skills and ability to manage complex calendars while providing support to executives, their teams, board members, and officers, within an organization as well as maintaining an organized documentation system.
Experience
Engineering Administrative Assistant and Document Control Coordinator
Outer Aisle Gourmet, LLC / Ventura, CA and Remote
* Managed documentation, drawings, contracts, studies, and reports associated with Engineering, Capital Projects, and Process Improvement plans.
* Played a key role in the successful execution of projects and tasks by providing a seamless communication platform between stakeholders, senior management, contractors, suppliers, engineering, and its departments.
* Proven management skills during plant shutdown, which required me to ensure a group of approximately 25 employees were assigned a task
* Document preparation to prepare for SQF (Safe Quality Food) certification audit
* Created document control procedures to ensure continuity company-wide as it pertains to standard operating procedures, forms, policies, etc.
* Responsible for tracking and maintaining current Certificates of Insurance from vendors and contractors to confirm compliance with company contractual insurance requirements.
* Improved effectiveness of contractor and vendor database by adding fields necessary for compliance and for reporting purposes
Executive Liaison and Office Coordinator
Ganna Walska Lotusland / Santa Barbara, CA and Remote
* Proved effective liaison, and facilitated the resolution of critical improper maintenance issues throughout offices.
* Provided exceptional support to the Executive Director, donors, members, volunteers, staff, board members, and staff. Also, managed grounds maintenance staff. Point of contact for VIP visitors.
* Coverage for lunches and breaks and maintain office supplies inventory, and place orders for all necessary supplies including office furniture.
* Employing my past Risk Management experience, I instituted and managed an annual clean-up day to ensure the 37-acre property would have a safe working environment.
* My administrative role was broad, which included document creation, invoice processing, Board of Trustees materials and board packs, typing meeting minutes, developing and implementing processes, file conversion creation, Microsoft 365 Administrator, and expense report processing.
* Provided support for donor cultivation events, VIP Member visits, and private member visits and events.
* Coordinated meetings and event preparation, special projects, office moves, staff meetings, appreciation activities, recognition, communication, and management to the Board of Trustees, consisting of 20 trustees, 12 Board and Operations Committees, and for their events, and occasional outings for a staff of 54.
Executive Assistant To 3 Vice Presidents
Reiter Affiliated Companies / Oxnard, CA and Remote
* Proven ability to be productive and successful working remotely during the pandemic
* Supported 3 Vice Presidents simultaneously, including supporting in-house counsel, Vice President of Legal Affairs, while performing general office duties and attending various meetings to take notes/minutes.
* Correspondence and meeting presentation material preparation
* Maintained a high degree of discretion and confidentiality, and arranged and prepared meeting space for depositions.
* Performed professional and personal notarial acts for various departments.
* Fostered professional relationships with vendors and board members.
* Created and wrote a Standard Operating Procedure for office supply orders, saving the company time and money.
* Calendar Management - using judgment to negotiate and maximize executives' use of time, anticipating and resolving scheduling conflicts
* Expense management and reconciliation using Concur.
* Managed events/meetings (on and off-site) including catering, travel, location, logistics, and preparing equipment.
* Liaison between Executives, their direct reports, and between Officers and Board Members, and backup support to C-Suite.
* Established, maintained, and managed, a paper and electronic filing system
* Corporate office contact for Accounts Receivable payments for the corporate office and 3 District offices.
* Developed and maintained Travel and Events pages in SharePoint.
Education
Moorpark College
AAS / Applied Sciences, Business Administration
Skills
