Jan 2022 – Jan 2024 · 2 yrs · Louisville, Colorado, United States · On-site

• Provided administrative assistance to founder / chief strategy officer (CSO). Supported founder in role as professor of physics and JILA Fellow at UCB. Performed advanced, diverse, and confidential administrative duties requiring broad and comprehensive experience, skills, and knowledge of organization policies and procedures with minimal supervision.
• Assumed responsibility for managing executives’ email and correspondence, proactively addressing responses, enabling executive to focus more effectively on daily tasks.
• Ensured financial accuracy by generating precise expense statements and promptly reviewing and approving invoices, contributing to efficient financial management and vendor relationships.
• Coordinated executives’ calendar to include arranging and scheduling appointments, meetings, conferences, and domestic and international travel, ensuring executive's timely presence at required locations.
• Compiled monthly and yearly reporting documents, meeting executives’ reporting requirements and allowing executive to attain professional goals.

Jan 2007 – Jan 2022 · 15 yrs

• Delivered administrative support to President / chief executive officer (CEO), chief operating officer (COO), and vice presidents (VPs) of finance, regulatory, and investor relations. Prepared confidential and time sensitive material, including routine and advanced correspondence, spreadsheets, and presentations. Monitored reports and correspondence deadlines for executives and direct reports. Answered, screened, and managed incoming calls, mail, emails, and faxes, while maintaining confidentiality.
• Coordinated quarterly board of directors (BOD) and committee meetings, ensuring seamless scheduling to prevent conflicts, and arranging all travel and accommodations, enabling smooth operation of meetings.
• Fostered positive public relations with company personnel and external contacts, serving as reliable point of contact for addressing inquiries and facilitating seamless communication between parties.
• Generated expense statements and approved invoices in timely manner, ensuring expedient reimbursements and vendor payments.
• Managed executives’ calendars, facilitated meeting and conference scheduling, and coordinated domestic and international travel arrangements, ensuring timely and disruption-free attendance at events.
• Planned, organized, and coordinated corporate meetings and events, facilitating collaboration among employees and external participants, fostering discussion on progress, and generating ideas for future initiatives.

Jan 2005 – Jan 2007 · 2 yrs

• Supported chief executive officer (CEO), chief financial officer (CFO), legal counsel, and human resources (HR) senior director. Answered and screened incoming calls, mail, emails, and faxes. Prepared routine and advanced correspondence, spreadsheets, and presentations. Handled extensive public relations with company personnel and external contacts.
• Facilitated quarterly board of directors (BOD) and committee meetings and compensation, receiving top ratings from BOD members for meeting planning and organization, demonstrating excellence in orchestrating effective and efficient meetings.
• Compiled and distributed board of directors’ (BOD) books and materials, ensuring all members and attendees were equipped with necessary documents for meetings, begetting productive discussions and informed decision-making.
• Generated personnel requisitions and expense statements, facilitating hiring process and timely reimbursements for incurred expenses.
• Managed executives’ calendar, including arranging and scheduling appointments, meetings, and travel, ensuring productivity, and minimizing disruptions and delays.
• Monitored report and correspondence deadlines for executives and direct reports, enabling timely delivery of requested items and keeping executives on track with schedules and commitments.
• Planned and organized corporate meetings and events, including 10-year, off-site celebration for over 300 employees and family members, fostering team camaraderie, and increasing employee satisfaction and morale.