Executive Assistant and Event Manager

TRACIE TRACY

P: 978-***-**** E: ************@*******.***

SUMMARY

Outgoing, reliable and efficient professional that has acquired a multitude of skills from experiences within the Hospitality, High Tech, Corporate Relocation, Event Management and Sports Industries. Diversified skills include client relations, personal assistance, project/event management, resourcefulness, communication, organization and high-level administrative support. Keen eye for reading a room and being one step ahead. Known as a “utility player” always ready to jump in and help when needed. EXPERIENCE

EXECUTIVE ASSISTANT/EVENT MANAGER 1/24 to Present Takeda Pharmaceuticals, Cambridge, MA Provide support to Vice President of Global Biologics as well as the management team and department of 120 people

● Proactively managing Executives’ calendar, resolving meeting conflicts and ensuring optimal time utilization

● Coordinate international and domestic travel logistics in adherence to company policies and guidelines, ensuring seamless travel arrangements and reconciliation of expense reports using Concur

● Act as the point of contact between executive and internal/external clients. Researched solutions and responded to email and phone inquiries with minimal input from direct supervisor

● Provide additional administrative support to the leadership team of 6, including department of 120

● Coordinate internal and external meetings/events including but not limited to outings, seminars, town halls, team building events and staff meetings, while ensuring seamless logistics that include managing invitations, responses, arranging speakers and entertainment, coordinate transportation and preparing presentation materials ensuring an exceptional guest experience

● Manage and maintain SharePoint sites, org charts and distribution lists for the organization

● Assist with space planning and office layout optimization, collaborating with facilities management to create efficient and productive work environments

● Assist with the onboarding of new hires, prepare workspace, greet on first day, and provide administrative support to ensure a smooth transition into the organization

● Assist HR and the Talent Acquisition team with scheduling, catering and greeting potential candidates OPERATIONS MANAGER 9/2022 to 11/2023 Webb Transportation, MA

● Recruit, Onboard, Train and Supervise Staff

● Create standard operating procedures and training manuals for all departments

● Oversee quality of customer service

● Help the organization’s processes remain legally compliant - employees and vehicles

● Process/oversee payroll using ADP

● Purchase materials, plan inventory and oversee warehouse and fleet efficiency

● Attend trade shows and events on behalf of the company EVENT MANAGER 5/14 to Present Freelance with numerous Event Planners, New England

● Preparation and management of corporate meetings, holiday parties and weddings

● Assist day of events from set up, during the event following a timeline, and break down

● Represent the Company and its affiliated brands at industry functions

● Arrange and conduct site inspections

● Create marketing packages, gifts, and takeaways with vendors EXECUTIVE ASSISTANT 12/20 to 5/22 Anna Jaques Hospital, Newburyport MA Provided support to VP of Nursing & VP of Clinical Services as well as their management team of 18

● Calendar & Project Management, Meeting Coordination and preparation

● Coordinate & manage annual scholarship event for the local community

● Maintain policy database - create new and edit current EXECUTIVE/PERSONAL ASSISTANT 2/20 to 8/20 Pomodori Restaurant Group, MA Assist the owner of multiple restaurants with an array of personal and executive tasks.

● Act as an intermediary between the executive, clients and staff

● Implement and oversee onboarding of new employees and manage staff weekly schedule

● Work closely with local schools for their lunch program provided daily

● Assist with coordination and managing day of catering events CORPORATE RELOCATION COORDINATOR 2015 to 2019 ReloTrans Newburyport, MA and Remote Primary point of contact with high level strategic partners to ensure seamless transportation of vehicles, boats, or specialty equipment. Clients include Microsoft, Facebook, Hyatt, and Boeing. PERSONAL ASSISTANT to Pro Athlete, Remote USA 2013 - 2014

● Interviewed potential sports agents in preparation for NBA Rookie Year

● Assist with Relocation and logistics alongside the Sports Agent and Head of Player Development. Traveled extensively to games and events including NBA All Star in New Orleans and NBA Summer League in Las Vegas. Participated in the filming of the sports documentary “Summer Dreams.”

● Planned and coordinated logistics, including but not limited to; NBA draft party, Rookie of the year celebration, car services, travel, dining out, personal chefs, cleaning services, furniture and set up of residences.

SALES AND CATERING COORDINATOR 2012 – 2013 The DoubleTree by Hilton, Danvers, MA

● Provided support to the Sales and Catering team, focusing on upcoming hotel events, corporate meetings, and weddings. Create timelines, agendas and necessary documents. EVENT PLANNER, INDEPENDENT BUYER 2009-2012 Goldrush at Home, New England Territory

● Designed and coordinated lead generation. Facilitated events within personal residences, business and hospitality spaces for private parties and fundraisers. Prospected and closed new business accounts to secure the New England market. Tested and purchased gold based on the market value. CORPORATE TRAINING & EVENTS MANAGER 1999 – 2002 Intel Corporation, Bedford/Marlboro, MA

● Central point of communication. Manage partnerships with Human Resources and suppliers to support training needs.

EXECUTIVE ASSISTANT 1995 – 1999 Shiva Corporation, Bedford, MA Provided temporary support to the Vice President of Business Development and then full time for the Vice President of Manufacturing and management teams. Calendar management, events and trade show assistance OTHER EXPERIENCES

Lived in Vail/Beaver Creek experiencing resort life while waitressing, nannying, front desk at Beaver Creek Lodge, human resource assistant for Vail Associates, administrative assistant for Beaver Creek Food Service. Other experiences include bartender, foster parent, sports coach, catering server, landscaper, house painter, house cleaner, volunteer (kid’s schools, Elder Services, Our Neighbors Table), softball player, and cold ocean water immersion all year long. EDUCATION

NEWBURY COLLEGE, Brookline, Massachusetts –

Associate’s degree in Hospitality/Travel & Tourism 1991

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