Delphine Szwarc

Manage administrative and logistical operations of a multi-functional team at the newly launched Internal Medicine Residency Program insuring seamless day-to-day operations. (36 residents, 3-year program).
Lead all aspects of logistics for calendar management, for 4 Executives, in a fast paced, ever changing environment, with conflicting priorities, including creating meeting agenda, minutes and action items, preparing correspondence and maintaining an organized filing system.
Streamline document management by implementing a shared digital filing system, reducing retrieval time by 30%, and enhancing data accessibility for the team.
Coordinate the recruitment, interview process, onboarding and orientation of new residents including scheduling, creating and organizing materials (200 candidates within a 2-month timeframe).
Track expenses, collect receipts, prepare and submit expense reports.
Participate in the creation of marketing materials.
Manage travel and logistics for on and off-site meetings, conferences, retreats, and events.
Collaborate with all levels of the organization, including executives, physicians, fellows, faculty, as well as internal and external partners.

• Manage all domestic and international travel arrangements for the Executive and production teams
• Implement new travel procedures and protocols to reduce travel budget spending
• Process company’s credit cards expense reports and provide monthly reconciliation and reporting
• Develop and maintain relationships with key clients, suppliers and vendors
• Review purchase requests, pay invoices, route bills to the Finance department, and process employees requests for expense reimbursement
• Coordinate all office supplies, catering, and maintenance orders (to include but not limited to bi-weekly water deliveries, snacks, coffee, supplies, office and parking access badge activations).

• Manage the day-to-day operations of the Executive office, from scheduling meetings, preparing correspondence and expense reports to creating presentations and conducting research
• Collect, prepare, and organize Board meeting materials
• Respond to grievances and follow-up to ensure issues are resolved in a prompt manner
• Make all travel arrangements for the Executive and Management teams
• Manage the office supplies inventory, equipment supplies and mailroom operations
• Record and distribute invoices to respective departments for review and approval prior to sending to the Finance department for processing.

• Manage heavy calendars, order office supplies and schedule meetings
• Compose correspondence, make travel arrangements, manage projects, process expense reports, and create PowerPoint presentations
• Coordinate various events and Human Resources projects
• Facilitate the recruiting process for 10 restaurants
• Prepare and coordinate the execution of legal contracts
• Review and respond to customer grievances on behalf of the GM (via phone, email, mail, in-person)
• Review invoices, approve and route to the Finance department for processing.

• Manage a call center of 20 travel agents specialized in selling European destinations
• Recruit and train the team in customer service practices
• Support the team in improving sales and increasing customer retention
• Implement marketing strategies to retain VIP customers and generate repeat sales
• Travel to Europe on “familiarization” trip to meet with vendors, affiliates, and business partners, improve knowledge on destinations sold, inspect the different properties offered and audit the quality of services provided.