Bridgewater State University

Executive Assistant the CTO

Boston, Massachusetts, United States

Manages group calendars by scheduling appointments and arranging meetingsCoordinates and plans internal and external meeting logistics using audio and web softwareManages travel for group - book domestic/international air, hotel and car reservations, logistics/venues and agendas are createdEnsures expense reports and purchase orders are completed accurately, within budget limits and approved in the systemUnderstand roles of others in the company and know who should be attending certain meetings; ensure the right leaders are in the right meetings.Builds agenda for weekly staff meetings by proactively identifying important topics and working with team members to gather inputAssists with PowerPoint presentationsActs as liaison between internal employees/executives/customers/analystsAttend meetings and support management by preparing data for presentations and status reportsTransform raw data into meaningful and useful information to enable effective strategic and tactical decision makingProduce regular, periodic, and ad hoc business analytics and other reports for managementSupport executives with work on budget and other projectsAssist with the design of new management reports and analyticsWork to continually improve the quality and quantity of management information materialDevelop and present recommendations to senior level managementProactively identifies opportunities to help executive and their team

Executive Assistant

Acted as a liaison with Grants Review Committee by maintaining budget request applications, budget reconciliations, and outcomes while ensuring check requests are processed and distributed in a timely fashionWorked Medical Communications department to ensure the seasonal vaccine distribution batches were precisely recorded, assisted with archiving of documents and distribution of time sensitive materialsManaged calendars, travel arrangements and expenses for Medical Affairs, US Government Finance (USG) and Medical Counter Measures (MCM) teamsAssisted US Government team and Audit committee to ensure monthly reporting and invoicing is properly distributedWorked closely with HR Point of contact for hiring process including interview scheduling, travel arrangements, reimbursements and onboardingOrganized all aspects of departmental meetings for MCM head Coordinated all components of quarterly meetings both on and off site with USG, MCM and Health and Human ServicesTracked departmental budget(s)

Novartis Vaccines and Diagnostics

Senior, Administrative Assistant (contract)

Assist in the preparation, distribution, and mailing of RFPs, client proposals, presentations, materials, letters and handouts. Create global repository of proposals and best practices.Primary point of responsibility is to arrange all administrative details for on-site/off-site client and team sales meetings. This includes location a room/facility, making reservations for accommodations for attendees, budget management, coordinating invitations and meeting room set-ups, menu planning, transportation, and communications with attendees. Support onboarding of new relationship managers by acting as the primary point of contact for the successful coordination of initial transitions including initial set up, scheduling, internal communication and organization, and support through the first 90 days. Support global and regional sales leaders in preparing and creating reports for monthly forecast meetings. Monitor, adjust and analyze pipeline and backlog. Manage expense forecast.Provide administrative support to sales leadership team, including scheduling meetings, coordinating travel, reconciling expenses, and meeting preparation Liaison with marketing to provide sales campaign support including: manage mailing/emailing as part of region/sales campaigns. Conduct outbound calls to confirm receipt/interest/attendance Liaison with contract management and order entry to support communication and responsiveness to the fields with clients

Harvard Business School Publishing

Sales Coordinator (contract)

The BBJ is the premier business newspaper for Massachusetts, providing breaking news and in depth coverage of the region’s business community.Drive circulation sales through networking, corporate partnerships and phone sales. In addition, lead "Smart Reader Seminars" for business development professionals on how to use the BBJ to make professional connections and expand personal networks

Boston Business Journal

Audience Development Manager

Oversaw all administrative functions needed to support the Brokerage and Operations TeamsMaintained inventory of all office suppliesProcessed invoices and maintained QuickBooks accounts for multiple residential properties

Not listed

Office Manager for Mortgage Lending Firm (contract)

Provided administrative support, including composing and editing correspondence, directing telephone calls and visitors, distributing mail, coordinating meetings, maintaining calendars, making travel arrangementsReviewed marketing documents and presentations to confirm that all comments and edits were incorporatedPrepared all folders, binders, pamphlets, presentations, and catering needs for meetings Reserved, assembled itinerary, and reimbursed all work-affiliated travel expensesAudited final drafts of marketing materialsReviewed quarterly Marketing Commentaries Processed Requests for Proposal (RFP) for Sales and Marketing department

Loomis Sayles

Process quarterly and weekly reviews for employeesManage day-to-day operations of customer base of 10,000 plus local linesDeliver persuasive and solutions-oriented sales ideas to senior level decision makers Process all moves, adds and changes for several Fortune 500 CompaniesSolely responsible for maintaining 20 client contracts and building accountsPlay integral role in client support function to build a positive, ongoing relationshipProvide external and internal sales force with detailed status of pending service orders Work closely with both prospective and existing clients to analyze needsProvide detailed statuses and reports to client base of all pending service orders and conversions on a daily basisCoordinate with provisioning department to convert POTS lines to Granite Telecommunications Work closely with MAC department to ensure orders are processed In a timely manner

Granite Telecommunications

Supervisor, Account Management (Premier Accounts)

Responsible for training new personnel on basic telephony, back office system, procedures and daily responsibilitiesMaintained a 24 hour schedule on a weekly basisProvide extensive churn reporting to Board of DirectorsAssist representatives with escalationsSupervised a team of 10 employeesCoordinate dispatch of Inside Wire technicians when necessaryProcess inside Wire vendor charges in back office database

Supervisor, Customer Service

Responded to customer related emails, phone calls, and written inquiries in a timely manner Maintained daily management of Educational and Channel purchase orders Reported Customer Service and Web Store revenue on a daily basis to Senior Management Managed return process for distributors, resellers, corporations and individuals Assisted Quality Assurance Department with Beta testing for product release Developed proficiency in selling and cross selling MathSoft products and servicesProspected for new customers and qualify leads

Mathsoft

Sales Support Specialist

Maintained all domestic and international distributor accountsPerformed all administrative duties for Chief Executive officerLogistically coordinated all aspects of Companies' conventions, trade shows and sales meetings

Carolyn Motta