Ann Mathis Email & Phone Number

Hopkinsville, Kentucky, United States

Providing daily support to senior executives.Manage busy calendars and conflicting meeting schedules.Take meeting notes, create correspondence, and memos, as well as proofread and reformate company forms, general communications, handbook policies, and PowerPoint presentations.Expense reporting for multiple people using SharePoint.Administer the inventory of office supplies for over 400 employees.Office management, vendor sourcing, as well as providing executive office communications company-wide.Organize various events such as team building, town hall, and small groupmeetings, Retirement, and Birthday celebrations for team members.Prioritize strong internal communication between departments to provide the best outcome for the Executive office.Responsible for creating and developing job descriptions for various roles within the company that is currently open.Provide travel for internal and external personnel, arrange office lunches, greet guests, manage customer meetings, direct traffic, and solve general office difficulties.I have a strong understanding of confidentiality, great interpersonal skills, and adapt easily to new situations.Flexible, organized, and able to multitask while working quickly.Strong computer skills and can adapt swiftly to new software or systems.Ad Hoc projects as assigned.

Clarksville, Tennessee, United States

Supplied daily support to the VP of the Global Excellence division.Point of contact (POC) for external persons and vendors.Effectively working between internal and external departments to outlineprogress and goals for program merger and user integration.Responsible for all project-related administrative tasks.Use SharePoint to manage and organize multiple lines of communication.Extract data and manipulate data for scrubbing vendor database.Overhaul multiple business forms needed for merchant communications.Analyze and cross-referenced data using Excel and Deltek CostPoint. Utilize Excel to track project goals and the timeline for business.Applied time management skills to drive more projects to completion.Implementing help desk functionality cross-department.Ad Hoc projects as assigned.

Remote/ Contract Role

Direct support to the Managing Director.Heavy scheduling within various time zones.Supplied business and personal travel.Supported other individuals in the organization.Supplied DocuSign contracts and NDAs to investors and other individuals.Research individuals and companies for the Managing Director to focus business efforts.HR duties as assigned.Monthly reconciliation of bank accounts.Coordinated calls via phone, Google, and Zoom while accommodating multiple calendars.Tracked personal and company expenses.Personal assistant duties.Ad Hoc projects as assigned.The Global Public Offering Fund is an investment partnership focusing on founder-led, technology companies that can benefit from access to global capital markets.https://www.gpofund.com/

Los Angeles, California, United States

Create and enforce policies for effective data managementFormulating management techniques for quality data collection to ensure adequacy, accuracy, and legitimacy of data.Devising and implementing efficient and secure procedures for data management and analysis with attention to all technical aspects.Efficiently and effectively organize, store, and analyze data.Support groups remotely in the daily use of data systems and ensure adherence to legal and company standards.Matching data between multiple entries of others from field analysis of property location.Quickly shifting gears within the analysis process.Troubleshoot data-related problems within the data collection programs.Manage and analyze data between Fulcrum and Sharepoint365.

Greater Los Angeles Area

Supported the CFO, Controller, Assistant Controller, and the accounting department. Handled phones and calendars for executives. Scheduled internal and external meetings for the Family Office.Prepared business travel along with detailed itineraries. Created letters and correspondence. Acted as the point of contact between executives, employees, and clients. Maintained executive contact database. Prepared and reviewed detailed expense reports. Created letters and memos for external and internal communication. Digital archiving of bank statements and documents into Laserfiche database. Processed incoming and outgoing mail for the department. Cultivated and maintained banking relationships. Create and update bank account paperwork for entities.

Remote

Coordinate daily calendars of Executives and senior managers.Remote Start-up experience.Plan and schedule meetings, events, and appointments.Manage phone calls and emails on behalf of Executives.Experience working in a virtual setting.Experience with catering and event planning.Creating letters and correspondence.Business travel along with detailed itineraries.Act as the point of contact between executives, employees, and clients.Respond promptly to managers’ queries.Handle personal matters for the CEO and family.Prioritize and manage multiple projects simultaneously.Prepare and review detailed expense reports.Create letters and correspondence and facilitate internal communication.Conduct detailed research for various personal and business efforts.Implementation of SAP Concur platform and process vendor invoices.Human Resource duties such as writing job posts, screening resumes, scheduling call screens and conducting interviews, congratulatory letters, and assisting with the onboarding process.

Greater Los Angeles Area

Handled the day-to-day operations of the West Coast office.Traveled often with CEO.Worked remotely and within various offices.Managed executive emails and calendar.Facilitated, scheduled, and responded to the east coast team on behalf of CEO.Planned and scheduled meetings and appointments. Expense reports, digital and hard copy files, and records keeping.Reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.Business travel (domestic and international).Negotiated contracts with freelance individuals including rate, travel, and per diem.Managed and supervised employees. Arranged personal appearances and press events, including travel for the hair and make-up team.Handled personal matters as needed such as personal expenses, home/car maintenance, family travel, managed vendors, and appointment

Los Angeles Area

Supported two Senior Executives and one Senior Manager on a daily basis.Provided high-level administrative support to Managers and Professional Accountants.Maintained Outlook calendars and meeting arrangements and schedules.Planned and executed corporate meetings and luncheons.Corresponded via phone or email on behalf of the Executive.Coordinated travel arrangements, hotel, and cars and flights both domestic and International.Coordinated detailed itineraries and high-end dining concierge services for executives.Prepared and edited written material, correspondence, reports, and spreadsheets.Maintained digital and hard copy files for reference. Prepared monthly time entries for the purpose of client billing.Successfully handled departmental education events for partners and staff, on and off-site.Prepared personal financial payments for executives as directed.Performed personal errands for executives and managers.Performed special requests as directed with a “no task too big or too small” attitude.Prepared and maintained client case files.Effectively interfaced with all levels of internal and external contacts.Excelled at establishing a professional rapport with high-level clientele.Purchased client and team member gifts. Occasional errands and off-site work.Supported Management while traveling even during off hours.Trained, managed, and assisted in the hiring process of administrative support.

San Francisco, Ca

• Identified and resolved account issues.• Coordinated all projects for sales presentations, marketing and meeting materials.• Acted as a liaison between various advisors, operations and compliance department.• Monitored client account activity, reconciled accounts and financial advisor commissions, and maintain client relationships through daily interaction.• Ascertained the cost basis of securities and provided detailed research on client projects.• Handled all relevant NASD paperwork for active accounts. • Maintained an internal client filing system.• Travel assistance, Appointment setting, Calendar management.

San Francisco Bay Area

• Handled various administrative duties as assigned by lead paralegal.• Organized documents produced during pre-trial discovery.• Coordinated efforts of those in our office with those involved in individual cases.• Performed research for cases during trial preparation.• Answered all incoming calls and handled caller's inquiries.• Sorted and delivered the mail.