Megan Kodarin

• Answered high volume of email inquiries and responded on behalf of or as the executive both internally and to external stakeholders.
• Organized and coordinated conferences and monthly meetings including travel, site plans, catering and room planning.
• Prepared documents, reports and presentations for executives and board members using advanced software proficiencies.
• Transcribed minutes of meetings and executed meetings and events for company to support sales, business development and senior management teams.
• Trained junior office staff in correct procedures and reporting requirements.
• Upheld strict timetables by maintaining accurate, balanced calendars.
• Processed travel expenses and reimbursements for executive team and senior management group through Concur.

• First point of contact and representation of the President on all internal/external communication and commitments
• Extensive calendar management and travel coordination including requirements for various countries
• Creation of written emails, speeches, presentations, and correspondence as one voice
• Planned and implemented special events and meetings including travel, location, and all logistics
• Position demands excellent organization, supervisory management, and interpersonal skills
• Demonstrated ability to work with confidential information
• Effectively communicate and build a rapport with executives and their teams from around the world both inside and outside of the company.

Office Management:

• Main contact and decision maker for the Canadian office including property manager, HVAC repairs, vendor contract negotiations, maintenance, and employee needs
• Projects - owner of renovation project which included working with architects and construction teams within a budget requirement in excess of $1M, time management and overseeing all work
• Health & Safety - lead for office JHSC - compliance, audits, purchasing, meetings, inspections, drills & evacuations
• Office moves - coordinate with HR team for new/existing moves, effective office layout and work with IT for equipment needs to ensure smooth onboarding
• Administration - coordinate any administration for office including payments with finance team & vendor management
  EA to the Canadian Leadership Team:
• Working directly under the GM and supporting a 10-person executive leadership team including heads of every department - Sales, Marketing, Legal, Regulatory, Supply Chain, HR, and Finance.
• Extensive calendar management, travel, meetings, expenses, and emails
• Coordinate all aspects of the company annual conference (100+ attendees) including sourcing locations, air/ ground travel, visas, contract negotiation, hotel coordination, awards, and committee.

Facilities Manager Role:

• Streamline operations and boost productivity throughout Hershey Canada’s offices (5)
• Project lead - planning, space requirements, real estate needs with a $3M budget implementing a remote work environment and shared space procedures
• Provide overall responsibility for all admin staff & on-site contractors
• Financial accountability - budget, report, records, deliverables
• Fleet vehicle program management across Canada (100 sales employees)
• Health & Safety Committee lead - risk assessments and safety hazard surveys, meetings, report

EA to 10-person Leadership Team

• Support leadership team with their administrative needs including budget, travel, meetings, reports, expenses, calendar management and project support.

• Manage the daily calendar of the SVP, HR to determine meeting priority, location/room, monitor conflicts, and proactively plan ahead while including prep/work time.
• Prepare for the successful execution of all on/off-site meetings, conference calls, luncheons by preparing all necessary briefings/pre-read documents, materials, equipment, and refreshments.
• Coordinate and follow-up on projects and reports to successfully manage tight deadlines, ensuring quality and timely completion
• Make and confirm all travel arrangements
• Prepare documents letters, presentations, agendas, meeting minutes, notes, templates, spread sheets, expenses, etc. in a manner that meets/exceeds the internal standards. Of particular importance is the quality and creativity of presentations.
• Partner with the SVP to manage the departmental budget and invoices– reviewing monthly budget statements and tracking expenditures versus plan.
• Admin support for the HR/OD department:
  -Record and track vacation and sick days for HR department
  -Coordinate all paperwork, desk and IT requirements for new HR/OD employees
  -Plan and co-ordinate team events
• Escalated customer/ employee complaints and ensuring follow-up and resolution