Jennifer Cade Email and Phone Number

Executive Assistant to SVP of Global IT, SVP of Software Engineering, and VP of Strategic Initiatives

• Manage multiple complex calendars in various time zones assessing priority for each Executive.• Coordinate extensive domestic and international travel bookings for Executives.• Prepare and submit accurate expense reports in a timely manner. • Coordinate meetings including preparation of agendas, document distribution and catering.• Orchestrate successful domestic and international onsite and offsite events including team meetings, Town Halls, All Hands, AMAs… Show more • Manage multiple complex calendars in various time zones assessing priority for each Executive.• Coordinate extensive domestic and international travel bookings for Executives.• Prepare and submit accurate expense reports in a timely manner. • Coordinate meetings including preparation of agendas, document distribution and catering.• Orchestrate successful domestic and international onsite and offsite events including team meetings, Town Halls, All Hands, AMAs, retreats, and other special events with detailed coordination of all logistics, meeting spaces, communications, catering, team dinners and fun team building activities• Create administrative documents for executives including organization charts, reports, spreadsheets, presentations, templates, letters, flow charts and prepare draft correspondence.• Handle and maintain highly confidential and sensitive information with utmost discretion.• Determine priority of matters of attention for executives, redirect matters to team leaders, or handle matters personally as appropriate • Initiate purchase orders for catering, onboarding new hire equipment, company swag for events/meetings and other procured items.• Coordinate special projects as requested by Executives.• Record and distribute minutes or other records for meetings and track action items.• Handle multiple tasks while being flexible as priorities and focus can change rapidly; comfortable handling challenges with innate ability to switch gears at a moment’s notice. Show less

• Prepare CEO and six senior leadership executives for each day by reviewing calendars and gathering and organizing appropriate materials and files for their meetings and activities.• Coordinate meetings, conference calls and video conferences including agendas, document distribution and catering.• Develop/format graphic presentations, organization charts, company forms, templates, letters, invoices, proposals, executive monthly and Board reports, and company manuals.• Serve as… Show more • Prepare CEO and six senior leadership executives for each day by reviewing calendars and gathering and organizing appropriate materials and files for their meetings and activities.• Coordinate meetings, conference calls and video conferences including agendas, document distribution and catering.• Develop/format graphic presentations, organization charts, company forms, templates, letters, invoices, proposals, executive monthly and Board reports, and company manuals.• Serve as SharePoint Administrator to ensure organized document numbering, document management and document retention / archiving in accordance with company policy and develop administrative procedures to streamline administrative workflows.• Manage office supplies, equipment & tools, including copy centers, workstations, projectors, phones, kitchen supplies and manage corresponding budgets.• Process maintenance and operations purchase orders working with suppliers to ensure on time deliveries, followed by review and approval of corresponding invoices for accuracy.• Provide facilities management including serving as project manager for full remodel of conference room (complete renovation), followed by building optimization project to increase employee workspaces; maintain facility by coordinating service for HVAC issues, elevator annual inspection and repairs, etc.• Coordinate all company vehicle and trailer inspections and registrations.• Assist Human Resources with performance appraisal process, salary administration, and new hire/ termination paperwork, as well as coordinating employee engagement functions and team building events.• Serve as editor of company quarterly newsletter including article writing, photographer, and design layout. Show less

• Provide all aspects of administrative support to Sr VP and VP of Mega Projects.• Complex global calendar management.• Meeting coordination including agenda prep, document pre-reads and catering.• Onboarding new team members and clients to projects and ensuring proper offloading at project completion.• Format project documents and issue specifications, reports, MOMs and letters as necessary (including Invoices), and prepare and tracked PAAFs for… Show more • Provide all aspects of administrative support to Sr VP and VP of Mega Projects.• Complex global calendar management.• Meeting coordination including agenda prep, document pre-reads and catering.• Onboarding new team members and clients to projects and ensuring proper offloading at project completion.• Format project documents and issue specifications, reports, MOMs and letters as necessary (including Invoices), and prepare and tracked PAAFs for mobilization/demobilization.• Serve as Scribe in weekly/monthly project management, steering committee and engineering progress meetings.• Coordinate extensive domestic and international air travel including securing ground transportation and hotel accommodations for management. • Secure corporate housing and transportation for overseas team members.• Prepare and submit visa applications and passports for applicable Business Visas or Temporary Work Permits. • Expense tracking and expense report preparation insuring accurate currency conversion and appropriate coding for reimbursable and non-reimbursable expenses.• Assist Project Controls with tracking office space for invoicing, PAAFing coordination with Home Office as well as GDC Center office in China.• Coordinate project functions such as meetings, international travel arrangements (including visas, letters of invitation, etc), ordering supplies, prepare graphic presentations and project templates. • Knowledgeable of safety policies and procedures and promote safe work habits among the team.• Plan various team-building activities to promote positive, goal-achieving atmosphere. • Owner of project data management Sharepoint site and serve as back up for Document Controller.• Assist contract managers with all aspects of the contract administration process from Pre-Qual preparation of RFP packages to Pre-Award, Post-Award, and contract Closeout.• Process contractor invoices to ensure labor, material and equipment costs are in compliance with contract. Show less