Ivanna

Lutsk, Ukraine
Ivanna Trofimova [open contact info](look above in the "contact info" section)
Executive Assistant | [open contact info](look above in the "contact info" section)
Administrative Assistant Telegram Linkedin

Executive Assistant with 10+ years of experience in executive support, administration, operations, cross-functional
coordination, research, and information management. Experienced in supporting CEOs and leadership teams through
calendar and meeting management, execution tracking, follow-ups, research, reporting, travel coordination, and operational
problem-solving.
Strong at turning discussions and unstructured information into clear action items, deadlines, and structured outputs.
Proactive, detail-oriented, and adaptable, with the ability to manage multiple priorities while maintaining confidentiality,
accuracy, and consistent follow-through.

CORE COMPETENCIES

Executive Support & Operations
CEO Support | Calendar & Meeting Management | Travel Coordination | Execution Management | Process Improvement |
Documentation | Prioritization | Follow-ups | Task Management | Problem Solving | Confidentiality

Research, Analysis & Tools
Market & Competitor Research | Data Analysis | Presentation Preparation | Reporting | Visa & Immigration Support |
ClickUp | Notion | Slack | Google Docs | Microsoft Office | HubSpot | Lemlist | Figma | QuickBooks | AI tools

PROFESSIONAL EXPERIENCE:

04/2026-10/2026 Executive Assistant to CEO - INSART
● Managed and prioritized the CEO’s calendar, meetings, communications, and follow-ups based on key strategic priorities
and business needs.
● Coordinated executive travel, including itineraries, logistics, documentation and related administrative support.
● Documented meeting outcomes and ensured timely follow-up on decisions and commitments.
● Conducted targeted research and prepared concise briefs, summaries, and structured inputs to support CEO decision-making
● Supported CEO-led strategic initiatives and maintained structured execution pipelines across administrative, operational,
and external-facing workflows.
● Supported financial and administrative operations, including vendor documentation, invoice and payment processing,
expense tracking, corporate cards, and accounts receivable monitoring.
● Managed administrative support for U.S. immigration processes, coordinating documentation and communication with
relevant external stakeholders.

02/2025-01/2026 Personal Assistant - Lowe’s Installation
● Prepared and issued invoices, calculating installation costs and ensuring timely, error-free billing.
● Coordinated installation schedules with customers and field teams, increasing on-time project completion by approximately
20%.
● Planned and managed installation calendars and workloads for field teams to ensure efficient resource allocation.
● Evaluated installation quality and contractor performance, reducing customer complaints by approximately 18%.
● Served as the primary point of contact for customers and internal teams, shortening issue resolution time by around 35%.
● Organized executive meetings and managed leadership calendars, supporting smooth day-to-day operations.

02/2022 – 04/2025 Administrative Assistant / Executive Assistant - Depdiko
● Manage an active calendar of appointments and schedule meetings to reach maximum efficiency
● Take meetings' minutes and create Click-up tasks and assign them to relevant professionals
● Created graphic design and upgraded the logo for the company website to improve the company’s identity and ensure
recognition increase by 20%
● Сonduct market analysis of competitors and prepare reports bi-monthly to evaluate feedback quality, advantages and
disadvantages, and quality of the company’s product to suggest improvements to our product

● Arrange travel plans to find the most convenient and cheap options, take out insurance and prepare invoices
● Prepare presentations to promote our company and raise its recognition in the market

05/2016 – 08/2021 Personal Assistant / Office Manager - ECOVIS Bondar & Bondar
● Received 15-20 phone calls daily to make meeting appointments regarding the timely transfer of documents
● Sent emails to government institutions and made acts of receiving transmissions to assist in signing documents between the
parties, managing accounting and structuring the documents
● Coordinated mail between lawyers, translators and other parties, created invoices for transport companies and tracked
delivery daily ensuring a 100% rate of timely delivery
● Maintained the database of the customers and clients, ensuring 100% accuracy while data entry
● Prepared detailed reports including the amount of time spent, amount of work done and legal services provided to facilitate
correct invoicing
● Managed office supplies to provide necessary stationery and goods and ensure smooth work processes
● Organized company events and celebrations, ordered catering and created entertainment programs

02/2016 – 06/2016 Analytical Chemist - ACINO
● Conducted 5 types of sample analysis daily to provide information on compounds or quantities of compounds present
● Used analytical techniques and instrumentation to collect data about samples such as their hardness, colour, weight and
cleanliness and humidity of premises to ensure 1000% compliance with required conditions
● Created daily reports of chemical analysis to provide relevant accounting and improve production quality
● Validated methods and equipment using calibration and test equipment
● Worked collaboratively in cross-functional teams to maintain high-quality manufacturing of the medication

EDUCATION & CERTIFICATES:

2014 Master of Chemistry, Major in Analytical Chemistry, Lesya Ukrainka EENU
2019 Graphic Designer, Certificate course in graphic design and illustration, Creo Education

LANGUAGES:
English – Upper-Intermediate ● Russian – Native ● Ukrainian – Native ● French – Pre-Intermediate