ALICE POTENZA
Boston
Summary
Experienced executive assistant with a solid background in the biotech and health sectors. Passionate about utilizing organizational and interpersonal skills to support senior leadership. Demonstrates consistent effectiveness in executive support, strategic problem solving, and project management. Enthusiastic about contributing to innovative environments, fostering dynamic teams, and enhancing the operational effectiveness of leadership goals.
Overview
15
15
years of professional experience
Work History
Executive Assistant to the CEO & President/COO
Ginkgo Bioworks
Boston, United States
12.2021 - 12.2021
- Provide administrative support to all senior leadership and board to enhance operational efficiency by optimizing schedules and coordinating all leadership events
- Primary liaison between the CEO and the Board of directors
- Attend board meetings, send out agendas, meeting minutes, and reminders to team members
- Prepare background research and materials for customer meetings, handouts and presentations
- Update BoardVantage and have Board Book ready for each Board and Committee member
- Plan, coordinate, and ensure that schedules are constructed with an eye to supporting shifting priorities
- Provide leadership to junior administrative staff to build relationships crucial to the success of the organization
Executive Assistant to the CFO, CHRO, CTO & CPO
Valo Healthcare
Boston, United States
09.2019 - 12.2021
- Project manager for the Corporate Leadership Offsite, building budget with finance team, coordinated travel, executed contracts with multiple event sites, transportation and accommodations for employees
- Draft and edit correspondence, prepare agendas, and maintain meeting minutes
- Managed calendars for 4 executives and 5 senior leaders, coordinating over hundreds of meetings annually
- Arranged travel, set up complicated agendas and processed all related expenses
- Collaboration with Operations director on all organization projects, such as renovations and facilities issues
- Organized special events, developed budgets and negotiated with vendors
- Coordinated with the People Team for onboarding new employees, setting up security badges and getting the proper IT access
Assistant to the Executive Director of Radiation Oncology
Massachusetts General Hospital
Boston, United States
08.2014 - 09.2019
- Supported the 10-member Administrative Management team and was responsible for managing calendars, meetings and expenses
- Participating member of the RadOnc QA team, responsible for collecting data and keeping reports regarding patient care and areas for improvement
- Advanced departmental growth by managing numerous renovation projects by coordinating with various departments (IT, Facilities, Carpentry, Environmental Services) to schedule and execute completion on time and on budget
- Contributing writer for the monthly Radiation Oncology Newsletter
- Promoted department as lead organizer for multiple special events, maintaining strict budget by negotiating with external vendors
- Coordinated meetings, create meeting agendas, prepare materials and take meeting minutes
International Student Advisor
Bay State College
Boston, United States
01.2007 - 08.2014
- Primary Designated School Official (PDSO) for the F-1 and the J-1 Visa program
- Created the Study Abroad program
- Created the International Student Handbook
- Offered training and mentorship to departmental student workers
- Enforced Department of Homeland Security guidelines by managing Student and Exchange Visitor Information System (SEVIS) data
Education
No Degree - Criminal Justice
Suffolk University
Boston, MA05-1987
Skills
- Google G-suite
- Microsoft Office
- Project Management
- BoardVantage
- Concur
- Notary
- Coupa
- Event Coordinator
Accomplishments
- Meeting Coordination: Coordinated over 150 high-level meetings annually for senior leaders.
- Cost Reduction: Reduced operational costs by 20% through efficient vendor negotiations for events.
- Project Management: Managed renovation projects, completing them on time and under budget by 10%.
- Program Development: Developed and launched a study abroad program, increasing participation by 40%.
Timeline
Executive Assistant to the CEO & President/COO
Ginkgo Bioworks
12.2021 - 12.2021
Executive Assistant to the CFO, CHRO, CTO & CPO
Valo Healthcare
09.2019 - 12.2021
Assistant to the Executive Director of Radiation Oncology
Massachusetts General Hospital
08.2014 - 09.2019
International Student Advisor
Bay State College
01.2007 - 08.2014
No Degree - Criminal Justice
Suffolk University