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

years of professional experience

Work History

Executive Assistant to the CEO & President/COO

Ginkgo Bioworks

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

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

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

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, MA

05-1987

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