OfficeManager/Executive Assistant

Posted on: 2009-08-19

Work Experience: XXXXXXX A hi-tech, Israeli start up. VC-backed - US operations instigated February 2006. My job has been to assist establishing US operations and run the US Office, coordinating with Israel. Assist to establish US operation of all components and general operation. Sept 3, 2006 – Present US Office Manager- Exec Asst. • US office: set-up and maintain all daily office operation. • Liaise US and Israel office – admin, acctg, mfgr, exhibits, intl leads, travel, newsletters, schedules • Bid, award and oversee construction of office space, lease renegotiation • Purchase, installation and set-up of office, telephone and IT services – maintain services • Coordinate set-up of US subsidiary, including insurance –comp/liability • Compile DSS SSA documentation, filing, follow-up - secret clearance requested - all halted by BOD decision prior to becoming secure facility – FSO training started • Benefits: research and implementation complete package: HR support – • Health insurance, Life, LTD, 401K, HRA/HSA-Flex • US -HR support, expense reports & payroll services • Travel: arrange and purchase: air, train, cars, hotels etc.; shows, demos and exhibitions – staff and BoD • Support meetings (all level) and training (T&E and partner) – facility, manuals or equipment as needed • Customer demos, support, follow-up, coordination, tracking • Correspondence: press releases, issue newsletters, BoD, advisors, consultants, partners, archive • Presentations: assist with drafts, edits, print and soft • Bookkeeping: cash flow, A/P, payroll, expense reports, credit card reconciliations, bank signatory • Logistical and document support –file transfer • Corporate Secretary • Travel: on-site support for shows, other travel as needed/requested. PGC Scientifics Corporation A Biotech firm, purchased in 1973 as a bankrupt corporation. I joined at the ground floor in 1974 and helped build this into a three subsidiary conglomerate – a total of four interrelated companies with sales of over $15M at the time of its sale to Pelican Bioscience in June 2006. 1977 – 2006 VP – Administrative Operations • Responsible for administrative functions and daily operations • HR, logistics, facility, general administrative support for 83 staff – complete support • Screen, hire, support documentation, workman’s comp hearings, drug testing, wage review • Employee retention 94% • Benefit implementation, renewal and oversight • Employee education and training, apprising supervisors of applicable seminars • Signatory for A/P and payroll • Time sensitive material and projects • “Go-to” resource person • Relocated facilities on two occasions- seamless transition to customer and vendor base – 4 hr down time • Coordinated annual sales meetings, shows, facilities, travel, and overall support • Proof publications and promotions 1995-2001 Facility Manager • Daily function of facilities, grounds, contracts, maintenance and repair, all aspects • IT, telephone and security, purchase, implementation, oversight and maintenance • Serve as general contractor for building modifications; addition of 5,000 sq ft laboratory space • Permit responsibility relevant to construction and inspection. • Maintain daily ops during construction processes and installation of freezer alarm system and generator 1974 – 1999 Purchasing Manager • Contract negotiations and purchasing • Processed, verified, and approved requisitions, orders • Negotiate special volume and contract pricing • Quotation evaluation • FIFO & JIT ordering and order fulfillment • Reviewed inventory; adjustment of ROP as needed • Establish new vendors and liaison • Coordinate and solicit special promotions from vendors • Logistics and distribution oversight 1974 – 1996 Customer Service Manager • 7- CSR’s • Quality and handling of calls • Orders, returns, technical questions, problem resolution and customer retention • Support sales, bids, negotiations, contracts, materials and information • Responsible for GSA & DOD contracts, large bids, high volume orders; and profitability • Customer service rep supervision, training and support Skills and Education: • Computer Programs: Microsoft Office, Word, Excel, PowerPoint, QuickBooks Microsoft Project-Level 1, Adobe Acrobat- Level 1 **FSO Orientation – Q4 2008 • Professional Continuing Education Seminars & Workshops – numerous, applicable to positions held • University of Maryland o Adult Education, Traffic & Warehouse Management, o Personnel Management, Marketing and Advertising o General and Business Administration Additional Skills and Qualifications: • Security Clearance: entire DSS package was at final stage - facility clearance halted prior to issue • Studied Spanish for 4 years (TS Wootton High School, Potomac, Maryland) References available upon request.