Summary
Overview
Work History
Education
Skills
Additional Information
Certification
Timeline
Generic

Kate Carapiet

Phoenix AZ,/ Los Angeles CA

Summary

Passionate and results-oriented executive with over a decade of hands-on experience leading operations, optimizing processes, and driving business growth within the dynamic e-commerce sector. Proven track record of enhancing operational efficiency, reducing costs, and maximizing profitability for multimillion-dollar organizations, ranging from startups to established players. Adept at aligning cross-functional teams to achieve key objectives and exceed performance metrics. Known for implementing innovative strategies and leveraging technology to streamline operations and improve customer satisfaction. Thrives on fostering a culture of collaboration, innovation, and continuous improvement, empowering individuals to exceed expectations and deliver real results.

Overview

9
9
years of professional experience
1
1
Certification

Work History

Executive Assistant

SplitBase Inc
Montreal, QC
05.2023 - 07.2024
  • Managed the CEO's email inbox
  • Managed team and CEO's calendar

Vice President of Operations

Matthews International
10.2017 - 09.2019
  • Automated input of customer orders by creating formulas saving 10 hours a week or $20,000/year in salaries.
  • Integrated new Invoicing System that worked seamlessly with the CRM system, saving Sales Reps an extra 5 hours a week in double entry and eliminating errors.
  • Assisted in the hiring process; reviewing resumes, selecting potentials and onboarding/training of new hires.
  • Managed all customer orders from reserving in Inventory System, Internal Project Management System and File Systems.
  • Managed employee schedules to ensure staff met strict deadlines for assembly, artwork, customization, shipping and deliveries.
  • Developed and selected the most efficient packaging solutions.
  • Responsible for hiring field technicians and onboarding them remotely for clients.
  • Ranging from small 1 unit orders to larger orders of 50 units.
  • Key contact for all customer support via phone and email to resolve tech support issues or general questions regarding all orders.
  • Responsible for managing inventory supplies and ordering of all materials to maintain stock with very strict budgets.
  • Responsible for managing all shipments via ShipStation ensuring all orders were shipped and received on time, including handling delayed shipment situations with clients.

Executive Assistant

RogueWave Inc.
12.2017 - 10.2018
  • Developed, coordinated and controlled CEO's agenda
  • Participated in meetings, recorded minutes and action items
  • Planned, organized and coordinated provision of administrative services for general office management, making recommendation options to management to resolve issues
  • Established and maintained tracking of correspondence, taskings, and pending files
  • Proofread, edited and formatted Work Instructions and SOPs (Standard Operating Procedures)
  • Arranged travel and hospitality, filed travel requests and expense reports for unit members and management
  • Prepared staffing actions for unit and communicated with HR to ensure timelines were met
  • Ensured new employees have proper accommodation (submitted applications and renewals for
  • ID badges, computer and Novell set up, ergonomic needs, duty to accommodate, etc.)
  • Assisted in Monthly Variance Reports for units
  • Coordinated unit responses to ATIP assessments, retrievals and consultations, following proper approval process

Executive Assistant

Health Canada
03.2015 - 12.2017
  • Increased executives' efficiency and impact by streamlining and offloading day-to-day tasks
  • Scheduled and coordinated meetings for multiple executives across various time zones and re-prioritizing when necessary
  • Screened all emails and phone calls for CTO, as well as responded considerately based on importance/urgency
  • Maintained important conversations and relationships and ensured important messages don't go unnoticed
  • Arranged travel and accommodations
  • Managed logistics for internal and external meetings, including identifying objectives, building agendas, creating meeting materials, and executing meetings and events
  • Provided administrative and project-related support
  • Provided advice and guidance to management regarding staffing and classification actions and unforeseen issues
  • Responsible for drafting and responding to emails, letters and other forms of communication on behalf of executive
  • Coordinated completion and processing of Security Screening forms
  • Communicated with hiring supervisor to create and process staffing

Education

Master of Business Administration - English

University of Ottawa
Ottawa, ON
04.2018

Executive Assistant Program -

George Brown College
Toronto, ON
04.2016

Skills

  • Executive Leadership
  • Strategic Planning
  • Exceptional written and verbal communication
  • Knowledge of and experience with account monitoring, reporting, and tracking tools (Quickbooks, Invoiced, ClickUp, Asana, Google Workspace, Powerpay, Pipedrive and other AI Tools)
  • Project Management
  • Results Orientation
  • Collaborative mindset
  • Ability to effectively organize and manage multiple tasks while utilizing strong interpersonal skills
  • Knowledge management
  • Staff Management
  • Human Resources Management (HRM)
  • International Association of Administrative Professionals (IAAP)
  • High-pressured environments
  • Proficient in using Microsoft Office Suite and GSuite
  • Skilled in data entry and internet research

Additional Information

  • Association of Executive and Administration Professionals (AEAP) Award 2020
  • Administrative Professional of the Year Award 2018
  • Executive Assistant Certification IAP College June 2017

Certification

CERTIFICATES

Executive Assistant Certification

June 2018

IAP College

Ottawa, ON


Certified Financial Planner (CFP)

May 2016

Advocis

Ottawa, ON


Chartered Life Underwriter Designation (CLU)

May 2016

Advocis

Ottawa, ON


Certified Health Insurance Specialist (CHS)

May 2016

Advocis

Ottawa, ON


WHMIS Certificate

November 2014

Worksite Safety Compliance Centre

Ottawa, ON

Timeline

Executive Assistant

SplitBase Inc
05.2023 - 07.2024

Executive Assistant

RogueWave Inc.
12.2017 - 10.2018

Vice President of Operations

Matthews International
10.2017 - 09.2019

Executive Assistant

Health Canada
03.2015 - 12.2017

Master of Business Administration - English

University of Ottawa

Executive Assistant Program -

George Brown College

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Kate Carapiet