Kathleen M

Executive Assistant to Chief Executive Officer

Rubris Inc

Jun 2023 - Current (3 years 1 month)

Executive Assistant - Office of the CTO & Office of the CPO

Carta

Jun 2021 - Jan 2023 (1 year 8 months)

• Complex calendar management across multiple time zones • Ownership and scheduling of multiple monthly, bi-weekly and weekly meetings with every pillar of the company • Conference room scheduling across multiple offices • Planning and logistics for CTO and CPO Leadership Off-Sites • Attended multiple monthly, bi-weekly, weekly meetings to build partnerships and assist in prioritization across both the Product and Technology organizations • Travel approvals, expense approvals and application access approvals for direct reports on both the Product and Technology Teams

Executive Assistant – Office of VP Kids & Baby Merchandising

Gap

May 2018 - Feb 2020 (1 year 10 months)

• Provided administrative support to the Vice President, 2 Divisional Merchandise Managers, and their teams • Managed complex calendars; scheduled internal and offsite meetings and conference calls, adjusting as needed • Organized multiple quarterly, monthly, and bi-weekly meetings with cross-functional team members • Facilitated onboarding of new hires, including seat assignments, IT requests, desk set up, and corporate cards • Oversaw conference room scheduling; arrange audio/visual equipment and catering for meetings • Maintained office supply inventories; track and process expense reports for multiple team members • Handled printing and filing in OneDrive including daily, weekly, and monthly reporting • Collaborated with Corporate Opera

Executive Assistant – Office of VP Global Brand Operations

Gap

Oct 2017 - May 2018 (8 months)

• Provided administrative support to the Vice President of Global Brand Operations and a bi-coastal team • Acted as gatekeeper; screened, prioritized, and responded to incoming correspondence • Managed heavy calendars in multiple time zones; scheduled meetings, conference calls, and Zoom • Coordinated international and domestic travel arrangements; completed expense reports • Organized all team meetings and outings; oversaw scheduling of remote conference room in San Francisco • Handled supply orders, onboarding, IT requests, and building maintenance requests • Provided backup support to the Visual Team, including travel, calendars, expenses, and corporate cards

Executive Assistant & Office Facilitator – SVP of Product & Engineering & SVP of Bus. Development

Valassis

Aug 2016 - Jul 2017 (1 year)

• All office responsibilities: supply ordering, daily kitchen maintenance, weekly lunch ordering, on- boarding of new hires, IT requests, building maintenance requests, greeting of visitors, point of contact and general resource for all office related issues • Streamlining of all office processes; organization of all office storage areas and equipment room • Acted as primary liaison for internal and external contacts, including vendors and building management • Managed complex calendars; scheduled meetings across multiple time zones and coordinated global travel • Handled supply orders, kitchen maintenance, catering, IT and maintenance requests, and onboarding of new hires; completed expense reports, processed invoices, and greeted incoming

Executive Assistant – Office of Chief Real Estate & Development and SVP, Gallery Development

RH

Dec 2013 - Feb 2016 (2 years 3 months)

• Served as gatekeeper; screened and responded to all incoming emails, requests, and inquiries • Managed extensive calendars, adjusting for frequent last-minute changes; scheduled meetings and events • Coordinated international and domestic travel arrangements and prepared detailed itineraries • Supported a team of 38 with IT requests, expense reports, supply orders, facility requests, and contacts • Planned and executed team meetings and off-sites; reserved venues and arranged catering

Executive Assistant

Goldberg Law Group LLC

Mar 2012 - Jul 2013 (1 year 5 months)

• Developed new filing systems, office procedures and informational spreadsheets • Calendar management, file organization, document maintenance and client mailings for each individual client • Assisted office paralegals, printing, filing and scheduling • Greeted each client personally and liaised with all external business partners • Coordinated monthly networking event with all external business partners • IT and maintenance requests, supply ordering and general office and vendor management • Maintained email distribution list for monthly networking events

Executive Assistant – Office of SVP, Strategy and Cust. Engagement, VP Strategy and VP Cust. Engmnt

Coach

Oct 2005 - Apr 2010 (4 years 7 months)

• Managed heavy professional and personal calendars; scheduled meetings, appointments, and events • Coordinated extensive international and domestic travel arrangements; booked flights, hotels, ground transportation, and dining reservations; prepared itineraries with agendas and processed expenses • Planned and executed team and Operating Group off-sites, including transportation, hotels, catering, and A/V • Supported a team of 25 with IT, invoices, seating assignments, desk set up, and security access • Coordinated focus groups set up, internally and externally, including meals and data collection • Established and maintained organizational systems, directories, and files, paper and electronic

Executive Assistant – Office of VP of International Strategy (Gap International)

Gap Inc

Apr 2005 - Oct 2005 (7 months)

Assistant to the VP of Production / Pre-Production and the VP of Baby / Girls (Old Navy)

Old Navy

Jun 2003 - Apr 2005 (1 year 11 months)

Regional / Zone Assistant for Offices of Regional Manager and Zone Manager

Old Navy

Jul 2000 - Jun 2003 (3 years)

Assistant / Associate Store Manager

Banana Republic

Jun 1997 - Jul 2000 (3 years 2 months)

Co-Proprietress

Victorias Secret

Feb 1995 - Jun 1997 (2 years 5 months)

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