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Executive Assistant Office

Location:
Derry, New Hampshire, United States
Salary:
70000
Posted:
November 10, 2018

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Resume:

Andrea Stasio

* ***** *** #* *****, NH *****

M: 603-***-**** ac7nqa@r.postjobfree.com

HIGHLIGHTS

Project leadership and communication

Time management and accurate multitasking

Event planning and execution

Trade show exhibiting organizing

Accurate and timely data entry

Microsoft Office Suite, Adobe, FileMaker, AccountEdge, Salesforce, Sharefile, Expensify

Windows and Mac OS proficient

Excellent communication skills with internal and external parties

Demonstrated ability to provide comprehensive support

Researching and reporting experience

PROFESSIONAL EXPERIENCE

Advanced Regenerative Manufacturing Institute (ARMI) July 2017 – Present

Office Manager

Responsible for a wide range of administrative and operational tasks in relation to the office and in support of the ARMI mission.

HR: New hire onboarding (HR paperwork, systems overview), Employee off-boarding, Time sheet systems management (employee updates, time corrections), Submit intern hours for payroll, Initial benefit programs review

Facilities: Coordinating with all staff on their needs for supply restocking, purchasing of supplies; Organize the office layout and coordinate moves as needed; Maintain the office condition and coordinate with facilities staff to arrange necessary repairs, cleaning, etc.

Administrative: Serve as the point person for office manager duties including: Maintenance, Mailing, Supplies, Equipment, Events and Meetings, Bills, Errands and Shopping; Coordinate with finance staff to ensure that all items are invoiced and paid on time; Support scheduling of meetings and appointments; Handle administrative duties for membership, including sending out welcome email, filing agreements, creating Salesforce membership record and updating opportunity and organization records; Assist with graphic design and content creation/curation for newsletter, website, and Portal

Information Systems:

oSalesforce – maintain data integrity, working with team to manage database setup for internal users, and Portal implementation and updates, Create and edit objects, fields, workflow, processes within Salesforce database, Perform data input tasks, Manage data collection, entry integrity, Answer Portal Case inquiries, providing follow-up as necessary and forwarding to appropriate staff as needed, Review App Exchange add ins for more effective workflow (Krow), Project Manage implementation of purchased add ins (Krow)

oMailChimp – working with team members to send out communications via MailChimp, Perform various systems data input tasks and data entry integrity reviews, Work with site support on system outages and errors

oWebsite – working with team to post updates to website

oInternal Sharing Site (Confluence) - Updating relevant items in Confluence (ARMI event attendance, holiday calendars, all hands meeting agendas, etc.)

oCoordinate with IT staff on all office equipment for purchases and repairs

oMaintain asset tag database

oWork with Finance to maintain PO records and updated knowledge of information systems charges

Events: Lead the planning and execution of 4 ARMI events for 2017/2018; Identify, research and secure venues, vendors, etc., conducting contract negotiations and execution; Establish and update checklists, templates, project plans, and other tools to streamline and simplify execution of events; Create an evaluation framework to assess the strengths of events; Liaise with the Communications and Outreach team on the appropriate messaging for media, marketing materials, announcements, etc.; Supervises staff participating in events, as needed, by providing direction, input, and feedback; Work with internal and external teams on sponsored/attended events & meetings – ARMI specific content, exhibitor table display, registration, etc.; Help develop and execute an event budget. Ensure department is working within budget and adjust expenditures accordingly; Attend events as a representative of ARMI

Informa Sep 2016 – June 2017

Office Manager

Responsible for a wide range of administrative and executive support tasks in relation to the office and in support of the Life Sciences event production team (Producers, Marketers, Operations, Sponsor & Exhibitor Sales).

Assisting in the final stages of office relocation and lead on future office changes

Organize office operations and procedures

Main point of contact for landlord, office maintenance, supplies, equipment and invoices

Coordinate with HR, IT, Accounting and other external departments in regards to implementing and advising office staff of new policies and procedures

As needed prepare presentations and take meeting minutes

Office event and meeting coordination

Egencia (travel program) Administrator for US staff as well as coordinator for executive travel

Sustainability coordinator for Boston office, organizing yearly charity event and ad hoc office volunteer events

Tracking and coding expenses in Suti (credit card, out of pocket) and eAuthoriser (invoices)

As needed, provide training and instruction to staff in regards to software use and procedures

As needed updates to event sites in CORE (event website platform) for production team

Executive support to the General Manager of the Life Sciences division, and ad hoc support to the Managing Director and Portfolio Director

JMC Capital Partners May 2015 – Sep 2016

Executive Assistant to Managing Partner

Assists managing partner of private equity firm with daily tasks and ad hoc projects including marketing, research and recruiting projects; also provides personal assistance

Calendar management, travel arrangements

Email, memo and letter writing

Presentation development for outward facing and internal use

New vendor research for outsourced IT, video conferencing, executive recruiting and other business needs

Monthly lunch planning

Market research for new potential acquisition targets

Greets visitors, accepts deliveries

Liaise with building management for office maintenance

Stavis Seafoods Apr 2013 – Apr 2015

Executive Assistant to VP of Frozen Purchasing

Assists with importation of goods, inventory management, high value customer sales and various other department tasks

Contact for international vendors to purchase and import goods, obtain import documents for importing department, confirms container loads and tracks movement from departure to final arrival

Provide calendar management and travel arrangements both domestically and internationally

Process inventory management, including tracking of usage and stock levels and movement of inventory based on use

Works with high value customers to process sales orders and credits, as well as research special purchases and pricing

Oversee various projects for QA, marketing, vendor and customer relations

Provide new vendor research, Quality Control sampling, and back up coverage on all purchasing items

Setronics Oct 2011 – Mar 2013

Administrative Assistant

Reported directly to the CFO and assisted managers and employees within all departments

Administrative: reception for entire office, calendar management, event planning, mail, weekly bank and post office runs, internal newsletter creation and distribution

Accounting: weekly processing of payroll, accounts payable and accounts receivable; bank reconciliations, invoicing, expense reports, vacation and sick time use tracking, weekly reporting on AR/AP activities, communicate with vendors for invoicing issues

GPS tracking for all field technicians to verify job time accuracy and travel time

Assisted the marketing team with social media projects, quarterly publications, and promotional projects

Ordered all office supplies and uniforms, researched for new office equipment and large purchases

Windham Professionals Jul 2005 – Sep 2011

Reports Administrator (Mar 2010 – Sep 2011)

Reported directly to the Senior Vice President of Internal Controls and assisted various C+ level executives and management to obtain and analyze data and produce reports for business review, client audits, RFP presentations and various other projects

Collector and Client performance/bonus tracking and reporting

Facilitated the creation of reports within Excel and the collections database

Assisted in hiring and training new staff members

Administrative Assistant (Sep 2006 – Mar 2010)

Supported C level executives and management with various administrative collection floor tasks

Supply inventory and ordering supervision for all office locations throughout the US

Collector performance tracking and reporting

Schedule creation for assigned teams

Started with Windham Professionals as an Account Manager (collector) in July 2005 and transferred to the Administrative department in September 2006.

EDUCATION

Salem High School 1997 – 2001 Graduated with Diploma



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