Summary
Overview
Work History
Education
Skills
LNGG
Timeline
Generic

IRENA NILAJ

New York

Summary

Knowledgeable in office administration and event planning, with solid foundation in optimizing operational processes and driving efficiency improvements. Proven track record of managing cross-functional teams to achieve project milestones and streamline workflows. Demonstrated proficiency in strategic planning and problem-solving, ensuring continuous improvement and operational excellence.

Overview

10
10
years of professional experience

Work History

Operations Manager

World Childhood Foundation USA
04.2024 - 10.2024
  • Oversaw day-to-day operations, including administrative duties, drafting correspondence, managing email accounts, and maintaining donor information using Salesforce and Q-giv
  • Served as the first point of contact for internal and external communications, including answering phones, responding to emails, and directing inquiries
  • Provided comprehensive executive assistance to the Director of Programs, including calendar management, scheduling meetings, booking travel and transportation, managing expenses, and preparing materials for meetings
  • Supported the foundation's programming by reviewing Letters of Intent, evaluating grant applications, and preparing comprehensive reports to aid decision-making
  • Managed employee onboarding, including payroll setup (ADP), insurance enrollment, and background checks
  • Prepared board meetings, committee meetings, and donor meetings by creating presentations, drafting agendas, and reviewing minutes, budgets, and reports
  • Coordinated events, including fundraising initiatives and galas, while liaising with international teams and local vendors
  • Led weekly internal team meetings to align schedules, share updates, and reinforce company policies
  • Managed inventory and supply chain operations to achieve timely and accurate delivery of goods and services.
  • Established positive and effective communication among unit staff and organization leadership, reducing miscommunications, and missed deadlines.
  • Led successful change initiatives, ensuring seamless transitions during organizational restructuring efforts.

Office and Events Manager, Executive Assistant to President

Swedish American Chamber of Commerce
07.2021 - 04.2024
  • Managed daily office operations, including reception duties, greeting visitors, managing conference rooms and AV equipment, and scheduling meetings
  • Drafted memos and email correspondence on behalf of the President, created presentations for client and Board meetings
  • Maintained the President’s and Finance Manager’s calendars, assisted with travel arrangements, and coordinated business meetings
  • Managed a shared workspace and successfully negotiated leases for over 50 companies; served as a liaison between executives and internal/external stakeholders, fostering professional relationships
  • Prepared for Board of Directors and Committee meetings by creating presentations, drafting agendas, and reviewing minutes
  • Handled event budgets and vendor contracts, including COIs and other related documentation
  • Managed administrative tasks such as overseeing a multi-line phone system, distributing mail, maintaining office inventory, writing the weekly newsletter, and updating database and the company website
  • Arranged catering, coordinated with Paramount Group and other departments to ensure seamless event execution
  • Led and oversaw 100+ engagement events, including weekly happy hours, speaker luncheons, panel discussions, fireside chats, and major networking events such as InnovateNordics, eWc, and Skyline
  • Utilized social media platforms to engage potential attendees and promote upcoming events effectively

Operations Coordinator

Nohotel
11.2019 - 06.2021
  • Adapted marketing strategies to align with business expansion goals
  • Assisted the COO with scheduling and overseeing the management of all property portfolios
  • Created rental property listings, including conducting property photography to enhance marketing efforts
  • Managed digital advertising campaigns, increasing traffic through Google Ads
  • Organized schedules, client showings, and travel arrangements

Hostess

Coppola's West Restaurant
10.2014 - 10.2019
  • Answered customer questions about hours, seating, and menu information
  • Greeted customers warmly upon arrival and provided friendly and warm presence throughout dining experience
  • Demonstrated strong multitasking skills, balancing responsibilities such as answering phone calls, greeting guests, and updating reservation logs simultaneously
  • Took reservations and to-go orders by phone, answered customer questions, and informed of accurate wait times

English Instructor

Francisco Ayala Elementary School
09.2017 - 06.2019
  • Designed and delivered engaging lessons for non-native English-speaking students
  • Utilized the Oxford Premium platform to develop tailored ESL curricula
  • Provided translation services for the ESL department
  • Organized class and school events and trips to enhance learning and showcase American history and traditions

Education

Bachelor of Arts - Humanitarian Affairs and Spanish Studies

Fordham University

Certification - Data Analytics

Cornell University

Skills

  • Event Planning & Coordination
  • Vendor Management
  • Executive Support
  • Budget Management
  • CRM & Event Platforms
  • Travel & Meeting Logistics
  • Contract Negotiation
  • Cross-functional Collaboration
  • Onboarding & Payroll (ADP)
  • Problem-solving
  • Team leadership
  • Customer service
  • Operations management
  • Project management
  • Workflow optimization
  • Inventory control
  • Client relationships
  • MS Office, Excel, AdobePro
  • AV Support, Troubleshooting
  • Mailchimp, Canva, Eventbrite

LNGG

Fluent in Spanish and Albanian

Timeline

Operations Manager

World Childhood Foundation USA
04.2024 - 10.2024

Office and Events Manager, Executive Assistant to President

Swedish American Chamber of Commerce
07.2021 - 04.2024

Operations Coordinator

Nohotel
11.2019 - 06.2021

English Instructor

Francisco Ayala Elementary School
09.2017 - 06.2019

Hostess

Coppola's West Restaurant
10.2014 - 10.2019

Certification - Data Analytics

Cornell University

Bachelor of Arts - Humanitarian Affairs and Spanish Studies

Fordham University

Similar Profiles

CREATE PROFILE
IRENA NILAJ