Summary
Overview
Work History
Education
Skills
Timeline
Generic

Carla M. Novak

Mercerville

Summary

Highly organized and versatile administrative professional with extensive experience supporting executive leadership and managing office operations, facilities, and event planning. Proven ability to lead teams, oversee relocations, and maintain peak operational efficiency across multiple departments. Strong background in customer service, serving as a key point of contact for internal and external stakeholders with a commitment to professionalism, responsiveness, and problem resolution.

Overview

27
27
years of professional experience

Work History

Admin Coordinator, Global Marketing Innovation Department

ETS
12.2024 - Current
  • Provide administrative support to the Managing Director and team for the Marketing Strategy and Science Division
  • Prepare and edit correspondence, reports, presentations and other documents
  • Manage calendars, schedule appointments, and coordinate meetings
  • Liaise with building management and service providers for office maintenance and repairs
  • Serve as the first point of contact for internal and external communications
  • Handle incoming calls, emails, and inquiries - professionally and promptly
  • Coordinate and distribute internal communications
  • Plan and coordinate company events, meetings, and training sessions
  • Manage logistics for events, including venue selection, catering, and materials preparation
  • Track project timelines and deliverables, ensuring deadlines are met
  • Prepare project status reports and maintain project documentation
  • Maintain accurate and up-to-date records and files
  • Manage databases and generate reports as needed
  • Ensure data confidentiality and integrity
  • Assist with budget tracking and expense reporting
  • Process invoices and purchase orders
  • Reconcile financial discrepancies by collecting and analyzing information

Office Manager

Macmillan Learning
05.2016 - 04.2024
  • Manage the overall office functionalities and day-to-day operations
  • Review data from work order reports and build and present performance and progress status reports to management
  • Build and maintain positive relationships with office vendors
  • Review of all work orders, proposals, department files, and other paperwork submitted by vendors for accuracy and compliance
  • Research new services to facilitate operations
  • Working closely on renovation & general project management tasks, including move activity
  • Coordinate & oversee preventative maintenance for all facilities systems & needs (i.e., Building Management system, Lighting systems, Access Control systems, security system, cafeteria equipment, etc.) including scheduling of services & cost comparison and tracking
  • Point of contact for work requests for landlord, vendors & internal IT department
  • Develop workflow to support day-to-day operations & maintenance to help ensure all our offices are in peak condition including obtaining price quotations for annual maintenance contracts
  • Respond to all facility inquiries and complaints, assess problems and take the necessary corrective action
  • Remain knowledgeable regarding all operational aspects of building systems, while coordinating with outside contractors for the service and repairs of equipment
  • Follow protocol for effective building-specific maintenance and safety procedures
  • Request, review, and submit work orders, bids, and proposals from vendors; verify final invoice pricing and process payments in a timely manner
  • Communicate frequently with landlords and vendors to resolve issues and provide project status updates
  • Work with sophisticated phone systems, copy and printer equipment, access card security systems, and company-specific applications, such as SFDC, xFlow, Zoom
  • Submit, code, process incoming office invoices
  • People Operations / Event Planning
  • Positively promote a friendly, safe, and fun office environment where employees want to be present
  • Create and execute new ideas for employee engagement
  • Organize and run office activities, including team building events, holiday parties, employee appreciation events, etc.
  • Be the point of contact for internal events such as meetings, town halls, events, and holidays
  • Meeting planning for external employees and visitors - conference room calendar management, order lunch and provide meeting materials as needed, overall maintenance of meeting rooms
  • On/Off-boarding
  • Manage on/off-boarding of office employees, including security system access, equipment, building identification forms
  • Provide process and procedures training and direction to new hires
  • Maintain and service building access card security system
  • Knowledge of Human Resources - laws, regulations, safety and/or industry stipulations
  • Manage and on/off-board contractors, weekly check-in meetings, assign projects, provide training and system access, weekly payroll
  • Provide routine reports to Director and Manager of Sales Operations

Sales Operations Coordinator

Macmillan Learning
01.2012 - 05.2016
  • Oversee daily responsibilities and arrange necessary coverage of 8 Sales Support Associates and 3 college interns.
  • Schedule training agenda and participate in training for new Sales Support Associates and college interns
  • Special projects and reporting for high level executives.
  • Continue to perform daily tasks as Lead Sales Support Associate (as described below).

Lead Sales Support Associate

Macmillan Learning
09.2001 - 12.2011
  • Report to department manager any issues amongst departments, suggest new procedures, arrange for assistance for absentee employees, including their daily support tasks and phone coverage.
  • Supervise and assist nine Sales Support Associates, actively seeking to provide support to the department
  • Created and organized Sales Support training manual, as well as updating information when necessary and adding new department procedures.
  • Train and supervise new staff, in addition to answering professor and sales representative’s phone calls
  • Performing daily tasks as Sales Support Associate (as described below).
  • Handle all office invoices, including coding and submitting to the accounting department to be processed
  • Organize and work closely with outside Project Manager, movers, and contractors during the office relocation in May 2011.
  • Set up and order supplies and furniture as needed for the new office location, making sure the office is fully functional before opening.

Sales Support Associate

Macmillan Learning
06.2001 - 09.2001
  • Increase sales by providing support to the Northern Region territory, including facilitating urgent requests, compiling research data, creating promotional materials, and following-up with clientele in their absence.
  • Function as per diem Sales Representative.
  • Act as a communication link between region representatives.
  • Provide faculty support to college professors, including answering faculty assistance hotlines, processing requests for desk/exam copies, and demonstrating product knowledge.
  • Frequently update evolving customer databases.
  • Processing and mailing urgent requests to college Professors.
  • Weekly mailing of new marketing materials and hard copy college requests to Northern regional representatives.
  • Budget time efficiently to manage clerical and support duties.

Receptionist/Office Assistant

MarketSource Corporation
03.1998 - 06.2001
  • Handle incoming phone calls from clients on a busy 6-line switchboard.
  • Distribute incoming faxes to the appropriate sales team or Account Executive.
  • Assist sales and marketing departments with various projects, including data entry, assisting with promotions, and creating/updating of files.
  • Provide assistance to company President and Executive staff, such as managing messages, scheduling meetings, and screening incoming phone calls.

Education

Child Education

Mercer County Community College
West Windsor, NJ
06.1997

High School Diploma - General Studies

Hamilton High School East (Steinert)
06.1995

Skills

  • Exceptional organizational and time-management skills
  • Professional presence and ability to operate independently and remotely
  • Proactive and self-motivated with a strong work ethic
  • Ability to multitask and prioritize tasks effectively
  • Exceptional hospitality abilities
  • Excellent written and oral communication, project planning, leadership, and customer service skills
  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
  • Proficient in use of G-Suite; Google for work, Docs, Sheets, Forms, Slides
  • Relationship building
  • Event planning
  • Staff management
  • Administrative leadership

Timeline

Admin Coordinator, Global Marketing Innovation Department

ETS
12.2024 - Current

Office Manager

Macmillan Learning
05.2016 - 04.2024

Sales Operations Coordinator

Macmillan Learning
01.2012 - 05.2016

Lead Sales Support Associate

Macmillan Learning
09.2001 - 12.2011

Sales Support Associate

Macmillan Learning
06.2001 - 09.2001

Receptionist/Office Assistant

MarketSource Corporation
03.1998 - 06.2001

High School Diploma - General Studies

Hamilton High School East (Steinert)

Child Education

Mercer County Community College

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Carla M. Novak