California State University, Chico

Executive Assistant at DADO

Pleasanton, California, United States

- Plans and executes all company events, meetings, and tradeshows, manages event budget & contract negotiations, researches, orders, and ships branded swag
-   Organizes travel for team members rental cars, flights, hotels, conference space, restaurants reservations, off-site events & activities
-   Aids in the preparation of materials and agendas for internal and external meetings;
captures action items, decisions, etc. in a variety of meeting settings. Put together slides and lead virtual all-hands meetings
-  Plans all aspects of in-person company-wide all-hands meetings twice a year
-  Manages and coordinates calendars and schedules across the entire team to
facilitate booking internal and external meetings using Google Workspace
-   In charge of recognition of state holiday celebrations, birthdays, and anniversaries. Sends thoughtful cards and gifts to each of the team members
-  Leads project management for all marketing initiatives
-  Supports CEO and leadership team of 5 with a geographically dispersed team
-   Reviews and approves expense reports for the entire team using Expensify
-   Performs HR functions recruiting using LinkedIn Talent Solutions, hiring using TriNet, and onboarding team members using Slab
-   Manage Accounts Payable and Accounts Receivable functions issuing and
tracking invoices in and out using QuickBooks, following up with accounts who have past due invoices, paying vendor bills, using <a href="http://bill.com">bill.com</a>, and depositing checks into the company bank account

DADO

Executive Assistant

- Managed CMO’s hectic and complex calendar including preparation for meetings, reading and routing correspondence, setting meetings across multiple time zones, and rescheduling as needed using Outlook
- Acted as the point of contact between executives, employees, clients, and vendors on behalf of CMO
- Prepared expense reports using Concur, ensured proper coding of invoices using EZ invoice, and ensuring timely approval of team purchases using BuyRHight
- Coordinated both domestic and international travel arrangements including air, hotel, and ground transportation using Egencia. Created detailed travel itineraries.
- Planned internal & external meetings and large offsite events including meeting details, logistics, agendas, presentations, visitor registration, catering, & AV
- Facilitated internal communications as needed and scheduled presentations including video conferencing using Skype and Microsoft Teams for high volume attendees
- Acted as a liaison with other departments to prioritize the business and executives schedules and due dates
-       Supported CMO in Project Management by driving and tracking key tasks, and followed up with any outstanding items. Maintained ownership of numerous internal cross-departmental ad hoc projects using Workfront.
- Assisted marketing team researching and analyzing information, providing key insights and identifying strategic solutions and budget requirements
- Led and worked cross-functionally to drive execution and accountability of timely deliverables
- Maintained a high level of integrity and discretion in handling confidential and sensitive information
- Maintained and recorded documentation through Workday for new, furloughed and terminated employees, supported employee review process for marketing team and managed time off requests with CMO
- Supported new hires onboarding including coordinating with Facilities and Technical Support departments for telecom needs, access requirements for systems, data files, etc.

Robert Half

Executive Assistant III

- Supported 40+ Account Executives including screening all communications, coordinating internal and external meetings using G Suite, including sales leads, potential partners and conference/tradeshow support
- Reviewed and qualified leads, if appropriate organized meetings/teleconferences through sales and onboarding process, act as meeting minute secretary and populate information into Salesforce for team post mortems
- Assisted with creating and organizing quarterly PowerPoint Sales highlights and targets,
- Managed booking air and hotels as well as expense reimbursement using Expensify
- Identified and supported new process and best practice execution required with scalable workflows and system implementations as requested

Iterable

- Supported President and CFO and Head of Sales including screening phone calls, emails, and directed individuals senior management, parent company executives and distribution partners
- Managed multiple calendars, booked domestic/international travel and hotel, and prepared expense reports
- Coordinated interviews, travel arrangements, and offsite meeting for candidates during high growth hiring period
- Managed new product and or distribution partner launches including communicating project due dates, deliverable and budget to actual updates to senior management and team members with Executive Leadership
- Developed onboarding documentation and approval for new customers and distribution partners, supported communication to clients for sale team member/distribution partner changes.
- Supported initial procurement of new product onboarding and handled hand-off to accounting/procurement team for on-going vendor management

Terrain Pharmaceuticals

Executive Assistant/Sales Operations Project Manager

- Assisted the CEO, CFO/COO, CMO, and Sales Team by managing multiple calendars, booking domestic/international travel, expense reporting, and coordinating board and customer meetings
- Planned and coordinated all company meetings including special events, and sales trainings
- Lead project management for new consumer product launches including new website, marketing and sales promotions and campaigns as directed including management of outside Marketing Agency
- Assisted in the development and implementation of a variety of business documentation and process implementations including product protocols, training documentation for sales representatives, product data for selling and marketing tools used in distributer and medical office trainings
- Support executive and sales leadership in gathering a competitive marketing analysis of competitors, market data in support of medical versus consumer behavior and drivers in support of new product launches
- Created and posted jobs on indeed for potential applicants, coordinated interviews and supported onboarding of new hires including Insperity new hire set-up, IT access and equipment, building security etc.

Nuvesse Skin Therapies

Executive Assistant/Marketing Project Manager

- Executed and managed sales process including initial site tours, proposals, and contract negotiations with private and corporate clients
- Determined a budget for the event based on clients requirements and expectations managing to target margins
- Designed organized, and coordinated large private and corporate events, meetings, and weddings

ClubCorp

Private Event Director Shadowridge Golf Club

- Proactively managed calendar and set appointments for potential and existing customers based on logistics of the event and budget
- Produced proposals, led contract negotiations, and executed contracts for events
- Achieved high levels of customer satisfaction through the cultivation and maintenance of client relationships

UCSF Mission Bay Conference Center

Sales Manager (Aramark)

- Supported Meeting Planners food and beverage and BEO production, and audiovisual needs
- Created documents and spreadsheets to record event and guest information
- Assisted the meeting planning team in set up and BEO distribution
- Emailed customer satisfaction surveys and presented them to the team to make changes going forward with repeat events and new customers

Executive Meeting Manager  (Aramark)

- Screened all calls for Meeting Planners, Sales Team, Marketing Team, and General Manager
- Took weekly notes at management meetings and distributed summary and action items
- Helped event attendees with questions, changes, and special requests

Meeting & Project Coordinator (Aramark)

- Maintained financial goals through site tours, sales proposals, event contracts, and banquet event orders
- Created sales presentations and assisted customers in all aspects of event planning
- Managed event logistics including interface with vendors, staff, chef, and other departments as needed
- Booked, planned, and executed 150+ weddings a year with 200+ guests each

Wedgewood Wedding & Banquet Centers

Catering Meeting Manager

- Responsible for managing team members with event set-up, execution, and clean-up for a high volume banquet facility
-  On-site manager who prioritized and delegated tasks to banquet staff to improve productivity and the guest experience

Banquet Event Manager

- Responsible for promoting, planning, and executing several special events averaging 200 attendees
-  Negotiated contracts for venues, caterers, transportation, and entertainment
-  Built a network of vendors and contacts for my predecessor

Elise Stefani

Elise Stefani