JETLIRA KALBAJ
Staten Island
Summary
Operations and executive support professional with 5+ years of experience managing workflows, financial processes, and C-suite priorities across construction, nonprofit, and investment environments. Proven ability to coordinate complex schedules, oversee job-site operations, manage budgets and invoicing, and serve as a trusted liaison between leadership, clients, and vendors. Recognized for improving workflow efficiency, maintaining strict confidentiality, and driving projects forward from planning through execution in fast-paced settings, including experience at Planned Parenthood Federation of America.
Overview
10
10
years of professional experience
Work History
Operations Manager
Vanederbuilt
New York, NY
09.2020 - Current
- Managed day-to-day workflow for multiple roofing projects, ensuring crews, materials, and equipment were deployed on schedule.
- Created and adjusted project schedules based on weather, labor availability, and priority deadlines.
- Served as primary point of contact for homeowners, property managers, and small commercial clients.
- Ordered materials, negotiated pricing, and coordinated supplier deliveries.
- Assisted with estimates, proposals, and job costing for small-scale projects.
- Tracked expenses, approved invoices, and coordinated payments with accounting.
- Maintained organized project files, contracts, and warranty documentation.
Junior Specialist, Operations & Administration
Planned Parenthood Federation of America
New York, NY
05.2018 - 08.2020
- Delivered high-level administrative support to the CISO, CTO, and COO, ensuring alignment across executive priorities and daily operations.
- Managed 2–3 complex executive calendars, coordinating meetings, travel logistics, and expense reporting with precision.
- Maintained secure and organized confidential records, documents, and information systems to support cross-functional accessibility.
- Coordinated operational workflows including meeting scheduling, agenda preparation, action-item tracking, and follow-ups.
- Planned and executed team events, internal meetings, and cross-departmental initiatives.
- Processed invoicing, purchase orders, receivables tracking, and payment follow-ups while maintaining accurate financial records.
- Monitored and managed departmental expenses in accordance with approved budgets and fiscal policies.
- Supported Directors with budget oversight, financial tracking, and administrative deliverables aligned with organizational goals.
Administrative Assistant to Founder /Executive Assistant to the Managing Director
Eden Capital
New York, NY
03.2016 - 10.2017
- Served as primary gatekeeper, managing calls, emails, and visitors to optimize executive communication flow.
- Analyzed cross-departmental financial reports (sales, production, marketing) and developed executive-ready spreadsheets for strategic meetings.
- Processed, reconciled, and submitted expense reports in Concur, partnering with the CFO to ensure accurate and timely reimbursements.
- Maintained and updated Salesforce CRM data by auditing and organizing Excel-based reporting.
- Handled highly confidential personal and corporate information with discretion and professionalism.
- Coordinated high-volume domestic and international travel, including flights, accommodations, ground transportation, visas, and dining logistics.
- Acted as liaison between executives and clients, resolving inquiries efficiently and strengthening professional relationships.
- Planned and executed corporate events, overseeing vendor coordination, guest management, and on-site logistics.
- Managed conference room scheduling via Google Calendar to eliminate conflicts and improve operational flow.
- Prepared weekly executive summaries on emerging and existing investment opportunities.
- Partnered with team members to resolve administrative challenges and enhance workflow efficiency.
- Built strong, trusted relationships with leadership, colleagues, clients, and vendors through consistent, high-quality execution.
Education
Bachelor of Science - Economics
John Jay College of Criminal Justice
New York (City), NYSkills
- Executive Support
- Operations Management
- Workflow Coordination
- Calendar & Travel Management
- Budget Tracking & Expense Management
- Vendor & Client Relations
- Event Planning & Logistics
- Confidential Information Management
- Cross-Functional Collaboration
- Team Leadership
- Financial Reporting & Data Analysis
- Microsoft Office (Excel, Word, PowerPoint, Outlook), Google Workspace (Calendar, Docs, Sheets), Salesforce CRM and Concur
Timeline
Operations Manager
Vanederbuilt
09.2020 - Current
Junior Specialist, Operations & Administration
Planned Parenthood Federation of America
05.2018 - 08.2020
Administrative Assistant to Founder /Executive Assistant to the Managing Director
Eden Capital
03.2016 - 10.2017
Bachelor of Science - Economics
John Jay College of Criminal Justice