Jul 2019 – Oct 2023 · 4 yrs 3 mos · Boulder, Colorado

• Provide executive-level administrative support to CEO and C-Suite Team. Responsibilities. Coordinate, optimize and manage CEO’s calendar proactively resolving conflicts, anticipate needs, track projects to ensure timelines are being met and issues are resolved, field all incoming calls, coordinate travel and handle special projects.
• Organize all aspects of onsite and offsite events for corporate retreats, company celebrations and national site tours reserving Airbnb/VRBO properties, working with hosts to ensure house is prepared as required, source private chefs and menus, restaurant reservations, grocery deliveries, ground transportation and recreational activities.
• Work directly with external fleet management company to ensure the company’s shared private plane is reserved as needed, arrange ground transportation upon touch down, catering needs and special requests.
• Company travel admin working with employees and local travel agency to ensure policies and procedures are being followed and best practices are adhered to.
• Established relationships and negotiated rates with major airline and rental car companies to institute corporate travel programs that benefit the company. Routine contact with each account manager ensuring programs are working to our advantage.
• Main point of contact for company investors fielding questions, managing communications and keeping investor database up to date in real time.
• Source corporate housing rental properties for staff use in multiple states including lease negotiations, utilities set up, purchase and delivery of furniture, fully equip the kitchen, bathrooms, etc. Point of contact with landlords for repairs, etc.
• Manage the corporate house calendar of staff travel and coordinate with admin team to ensure employee stays are accurate and the houses are not overbooked. Maintain routine cleaning schedule of each house.
• Manage four direct reports; three remote administrative assistants and one onsite office assistant.

May 2013 – Jun 2019 · 6 yrs 1 mo · Ewing, New Jersey

• Provided executive-level administrative support to Chief Executive Officer, Global Chief Commercial Officer and other team members including extensive calendar management proactively resolving conflicts as they arise, domestic and international travel arrangements ensuring all coordinates synchronize accurately across multiple time zones, timely preparation of travel expenses, presentation material preparation and purchase order and vendor payments for consultants, partners, etc.
• Aligned with shareholders’ executive support teams to coordinate annual board meeting schedule, assist with board presentation, secure meeting facilities, technology, setup and catering, organize pre-meeting dinner arrangements and timely compilation of board meeting minutes.
• Managed bi-monthly, global all-staff meetings ensuring cadence of meeting remained paced accordingly, secured multiple office locations, coordinated presenter material, compiled deck ensuring consistent formatting and accurate content and attended pre-test of technology and day-of technical support ensuring seamless execution.
• Liase with executives and sales teams to ensure seamless coordination of internal and external customer meetings including presentations, agendas and travel/logistical arrangements.
• Attended annual sales meeting providing support to event planning team and CEO and organize meetings with staff at CEO’s direction. Attended annual user group conference, managed customer meeting schedule and provide on-site support to CEO and event planning team, supervise the company war room and handle adhoc onsite requests.
• Managed all logistical aspects of annual offsite sales meetings in 2015 & 2016 including hotel selection, contract negotiations, onsite pre-visits, room block, catering, room setup and audio-visual needs ensuring meetings came in on budget.
• Ensured office was prepared and all meeting requirements were confirmed in advance for onsite guests.
• Handled special projects as assigned.

Aug 2011 – May 2013 · 1 yr 9 mos · Ewing, New Jersey

• Provided executive-level administrative support to EVP-Business Development, General Counsel, SVP-Commercial Operations, SVP-Sales and SVP-Human Resources and respective members of each team including but not limited to calendar management, organization of meetings, all aspects of business travel, invoicing and expense report preparation.
• Liaised with Board of Directors and respective staff to coordinate in-person and remote board and committee meetings and group dinners as well as field board member queries and prepare Compensation Committee meeting presentations for quarterly meetings.
• Designated system admin for Directors Desk board portal site ensuring all respective documents were uploaded and information was accurate and current along with maintaining up-to-date Board of Directors annual meeting calendar and contact list.
• Managed and coordinated all logistical efforts of quarterly sales meetings including hotel contract negotiations, room block, catering and offsite events.
• Assisted in the scheduling of recruitment efforts and provided new hire on-boarding and off-boarding support.
• Responsible for all office management and facility functions for this satellite office.