Executive Assistant and Project Manager

THERESA BIEREK

Santa Monica, CA c: 760-***-**** *******.******@*****.***

SUMMARY

Possessing 7+ years of experience working as an Executive Assistant in the world of construction / architecture, healthcare, and finance, I hold extensive experience in managing multiple departments in a fast-paced environment. Having worn many hats, I have a strong understanding of the overall scope and needs of small businesses and am well-versed in handling a heavy scheduling load for busy C-level executives. PROFESSIONAL EXPERIENCE

LABO CAPITAL LOS ANGELES, CA (REMOTE) 08/22 - PRESENT Executive Assistant / Account Executive

• Managing heavy scheduling load for Founder

• Creating reports in QuickBooks and Excel

• Coordinating Events

• Transcribing emails and corresponding on behalf of Founder

• Participated and presented in client and company meetings

• Consulted clientele in funding options for their business, selling financial options; equipment financing and working capital

• CRM and heavy BDR and marketing workload

ELIO HEALTH SYSTEMS LLC CULVER CITY, CA 05/20 – 01/2023 Executive Assistant

• Coordinated travel accommodations and created itineraries

• Managed heavy scheduling load for busy C-level Executive

• Communicated on behalf of CEO – transcribing emails, answering phone calls, following up with clients

• Organized and help throw company events

• Helped strategize marketing techniques for business expansion

• Input data into company CRM

WALKER WORKSHOP (DESIGN/BUILD) LOS ANGELES, CA 02/19 - 05/2019 Assistant Project Manager, Executive Assistant

• Supported project manager in duties, such as: analyzing bids received within each trade to ensure meeting of proposed budget, coordinating material drop off and schedules, providing a high level of customer of service to clients

• Created Excel bid comparison spreadsheets to translate all bids apples-to-apples in order to determine lowest-highest bidders

• Ensured all subs provided bids that were in line with bid set/construction drawings and up-to-date specifications

• Completed company-wide network filing of corporate documents, including; bids, subcontractor agreements, publications, change orders, and invoices.

• Managed and tracked the follow-up for each subcontractor on multiple projects simultaneously to ensure timely return of all estimates

• Created presentation materials in Adobe InDesign and presented during client meetings

• Facilitated timely endorsement of contracts between Walker Workshop and subcontractors

• Processed change orders for each trade in relation to original project budget to ensure additional construction costs accrued were billed accordingly

• Created PR materials and facilitated publications into various media outlets; Dwell Magazine, Architectural Digest, etc.

• Managed very heavy schedule load for the principal architect and GC as well as his 12 project managers/architects on staff

• Responsible for planning and coordinating all company events GROUND-UP HOME BUILD TOPANGA, CA 11/17 - 09/2019 Primary Expediter and Project Manager

• Designed residential home using Sketchup, working closely with architect and engineers to submit plans to the county of Los Angeles

• Coordinated testing with various vendors to ensure timely work and accurate bidding for: geological tests, land surveys, percolation testing, arborist survey and reports, and septic inspection

• Created timeline and executed work via data flow chart to ensure all aspects of the project were completed in a timely fashion

• Budgeted costs for the project and developed a budget timeline to ensure upcoming invoice payments corresponded with available funds

• Compared bids apples-to-apples to ensure estimates met the specifications required

• Communicated design ideas to Landscape Architect and personally executed erosion control planting along steep hill- side property

• Prepared presentation materials and presented to; Los Angeles County Fire Department, Los Angeles County Building and Safety, and Los Angeles County Regional Planning office, and Los Angeles County Health Department DESIGN RECLAMATION COMPANY REMOTE 11/16 – 11/2017 Director of Operations

• Developed streamlined organizational flow from A-Z; order processing, marketing strategy, sales, purchasing, and inventory control/maintenance

• Executed a large volume of the CEO’s communication with associated clients, vendors, and business partners; effectively and efficiently corresponding through E-mail, phone, as well as face-to-face.

• Facilitated PowerPoint presentations and presenting during in-person client and internal meetings (up to 15 attendees at a time)

• Participated on the process improvement team assembled to improve various administrative processes, including; workflow (internally and externally between partnering organizations), serving as the liaison between the participating industry partners, supporting the development of multiple policies, procedures, manuals, and forms needed Developed and oversaw overall administrative business operations

• Produced PR campaign efforts, including conducting E-mail campaigns, social media campaigns (via MailChimp, Instagram, Facebook, LinkedIn, and Pinterest), organizing and coordinating marketing photo shoots, and working with graphic designers for online branding and company image

• Created a client accessible, searchable online database, inventorying more than one million board feet of reclaimed wood products, and providing clients with increased and real-time inventory visibility MALIBU STONE & BUILDING MATERIALS MALIBU, CA

Executive Assistant 01/12 – 04/2016

• Built the business from the ground up alongside the CEO and managed overall operations, with responsibilities that included: overseeing the sales and fabrication teams, providing cross-functional administrative support, directing tasks and project assignments for each department, staffing (interviewing, hiring, and firing), coordinating the daily dispatch schedule, managing client accounts, and leading the purchasing department ($2M annual spend), ensuring uninterrupted project and business operations

• Served as the CEO’s deputy, establishing the office administrative function, fielding all CEO communication, supporting the CEO and CFO on the drafting of formal correspondence, as well as arranged/ coordinated all business related travel and associated meetings

• Functioned as the single-point-of-contact for all high-profile clients, with the responsibility of managing and maintaining client-vendor relationships as well as the client’s relationships with all C-level executives

• Developed a unique inventory coding systems and managed inventory

• Led all bid estimation activities, interfacing and collaborating with architects, designers, contractors, and high-profile clients, while also managing client projects throughout the entire project life-cycle

• Dispatched all vendor and customer freight transactions (domestic and international) and executed all accounts receivable (AR) duties, creating and established AR processes.

BUDGET VAN LINES LOS ANGELES, CA

Sales Executive & Consultant 01/07 – 01/2012

• Consulted in logistical coordination of large scale shipments throughout the continental United States

• Consistently ranked as a top-tier Sales Executive in one of Budget Van Lines’ largest markets, with a #2 ranking (of 30) on multiple occasions, regularly producing $100,000-$150,000 in monthly sales, with a personal record of $27K in a single day

• Produced high call and sales volume, utilizing the customized GRANOT Web Systems Lead Generator, securing and managing individual contracts for nationwide shipment of construction, business, and household goods. EDUCATION

o B.S. in Communication & Technology, 2015

o University of Phoenix

Kundalini Research Institute (KRI) Certification, Level I Yoga Instructor, 2012 o Golden Bridge Yoga, Los Angeles, CA

o Completed 1 year Landscape Architecture courses from UCLA Extension and 2 semesters of the Architecture Masters Program at UofA o Wood working class and metal welding class at Otis, Landscape Drawings and Landscape Construction classes at Santa Monica College o Construction& Extraction

COMPUTER SKILLS

Operating Systems

o Mac: OS X; Windows: 98, 2000, XP, 2003, 7, 10

Business Systems, Software, & Other

o QuickBooks, MS Office Suite, DEAR Inventory Systems, XERO Accounting Software, MailChimp CRM, GRANOT

Web Systems, Sketchup, Adobe InDesign and Powerpoint, Gsuite Social Media Platforms

o Facebook, Instagram, Pinterest, Houzz, LinkedIn, Snapchat Typing Proficiency o 72 words per minute

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