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Manager Administrative Assistant

Watertown, Massachusetts, United States
November 05, 2018

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** ***** ** *** *

Watertown, MA 02472


Experienced in management of administrative operations, including IT, facilities management and human resources for not-for-profit. Highly adaptable, resilient with ability to manage rapidly changing priorities. Extensive skills in:

• Verbal and written communication

• Growth and change management

• Human Resources, onboarding, and training

• Procedure development and deployment

• Event planning and execution

• Strategic planning and operational execution

• Vendor negotiation and management

• Insurance management and review

• Cost analysis and savings

• Facilitates management and maintenance

Professional Experience

Swanee Hunt Alternatives / Cambridge, MA / 2011 – June 2018 Hunt Alternatives is an operating foundation with a multi-million-dollar annual budget. Ambassador Swanee Hunt and the programs she leads bring daring goals, innovative practices, and extraordinary talent to some of the most complex and stubborn challenges facing the world. Operations Manager May 2015-June 2018

Managed a team of 3, overseeing day to day operations of an organization with an annual budget of

$19M, through major organizational change. Faced with the loss of our private funding due to the oil industry collapse, my team’s ability to identify cost saving opportunities and leverage existing resources became paramount.

• Managed $400,000 to $500,000 of $2 million operations budget, monitoring allocations and expenses regularly.

• Supervised Office Managers in DC and Cambridge offices; provided training and backup when necessary.

• Managed facilities in Cambridge and DC ensuring efficient operations and compliance standards are achieved

• Supervised staff remotely; managed budget, expenses for founder’s visits and workshops at Colorado ranch.

• Conducted onboarding and training for all new hires, navigating ADP, purchase requests, booking travel, expense reports, project codes, cost centers, entities and related tax questions.

• Managed all insurance policies, both Commercial and Personal, ranging from kidnap and ransom to farm insurance, to commercial auto policies.

• Negotiated leases for both MA based offices.

• Coordinated annual board meetings, including travel, transportation, catering, and related activities, ensuring smooth, efficient operations for this event.

• Oversaw processing of expense reports; managed credit cards including reconciliation oversight

• Managed relations with outside vendors; evaluating and negotiating changes as needed, successfully lowering costs by more than 20%.


• Designed, implemented, and updated orientation and expenditure procedures for new staff.

• Renegotiated trash, shredding, coffee, printer, and document storage contracts saving about 15% on each; consolidated teams’ Adobe licenses, saving 10%.

• Renegotiated travel security contract as foundation shrank, ensuring that purchases were in alignment with actual expenses.

• Laid off office manager during first round of layoffs, absorbing his role; worked closely with HR during layoffs to schedule, notify staff, and manage procedures.

• Oversaw closing of a 10K sq./ft office in Cambridge, donated everything usable to local non- profits, spent only $22,000 of $50,000 budget. Worked with over 10 not-for-profits, a dozen vendors, and around the needs of 25 remaining staff. Information Technologies Associate April 2014-May 2015 Recruited to IT from Operations team

• Managed servers, configured computers for users, managed network permissions and system upgrades, ensuring smooth operation and daily backups.

• Updated and maintained all master lists for computers, users, and IT/MIS equipment.

• Met with vendors, collected bids for implementation of new technologies and applications.

• Worked with end-users to troubleshoot issues and devise solutions to IT problems. Office Manager August 2011-April 2014

Hired as Office Manager after 6 months as Administrative Assistant

• Coordinated and oversaw all Administrative needs at Cambridge office, including scheduling, booking travel, ordering supplies, painting, assembling furniture.

• Handled confidential documents, many related to principal’s family.

• Welcomed guests and new staff, answering questions and giving them relevant information.

• Maintained all vendor relationships named above with the goal of securing the best possible rates and service.

• Oversaw all domestic and international travel for Cambridge offices and DC, directly handled all Cambridge-based travel.

• Prior to being promoted to Office Manager position served as administrative assistant to principal in fast-paced office environment: tasks included managing office supplies; organizing travel arrangements and preparations; working with data entry, queries, and events in Raisers Edge; and providing back-up support to team members. Education

• Bachelor of Arts, History, Keene State College, 2010

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