Mai Pham

Sr. Office Manager:

• Organized high-stakes internal and external meetings for Executives by managing complex calendars across multiple time zones, preparing meeting materials, reserving space, placing catering orders, and following up on action items.
• Served as the first point of contact for internal and external vendors, stakeholders, departments, and visitors.
• Set up domestic and international travel arrangements for the executive team by booking flights, hotels, dinner reservations, car services, and setting travel itineraries.
• Prepared and edited all office correspondence, including emails, presentations, and reports using Outlook, Word, Excel, PowerPoint, and VISIO.
• Submitted travel expense reports and invoices for Executives using Concur with acumen and accuracy.
• Assisted in writing new procedures and SOPs to optimize efficiency and redefine processes.
• Managed both CA and NJ offices by conducting new employee orientations for the entire company, onboarding and offboarding employees, and ensuring workplace safety compliance for 160 employees.
• Executed monthly internal and external company-wide events that included webcasts and vendor selection for both CA and NJ offices with organized finesse.
• Supported all office day-to-day functions and activities, including: ordering supplies, filing confidential documents, submitting facility work orders, managing vendors, managing all mail and deliveries, placing catering and grocery orders, maintaining all office equipment, and fulfilling all employee requests and questions.

Purchasing Manager:

• Managed all company purchase orders, initiating and maintaining hundreds of records.
• Successfully implemented the Coupa Procure-to-Pay system, collaborating closely with other departments as part of a long-term task force.
• Negotiated contracts with vendors, securing favorable terms and cost savings.
• Streamlined PO reconciliation process, including generating Excel reports and fact-checking balances, in collaboration with Legal and Finance department representatives.

• Composed instructions on the interview process and trained group of admins on how to make interviews successful.
• Executed and tracked LOAs, POAs, CTAs and other legal documents and collaborated with Legal departments to create a process for shipping documents to EU sites.
• Scheduled interviews and meetings for VPs and Senior Directors requiring heavy calendaring requirements for supported departments: Clinical Development, Clinical Operations, Regulatory Affairs & Operations, Biometrics, Medical Writing, Drug Safety, and Supply Chain.
• Coordinated large meetings by attending to all logistics, including calendaring, catering, and IT needs.
• Managed Executive's calendars, booking travel arrangements, creating travel itineraries, and completing expense reports.

• Coordinated large projects from inception to completion involving transportation, lodging, and on-site reservations for a large group traveling to NY.
• Planned, organized, and executed redesign of facility transition and office layout.
• Managed internal and external office communications as liaison between SF, NY, and Turku offices.
• Executed monthly office events and company-wide holiday celebrations with finesse.
• Created a new expense reporting system and composed easy-to-follow instructions.

• Composed weekly reports of design costs, project status, and pertinent deadlines for the President.
• Coordinated large events such as company open house for over 500 guests and midsized events such as corporate company meetings and lunch and learns.
• Managed the Pacific Gas and Electric account by coordinating show details to client's specifications, working with graphics and sales departments, organizing shipments from shows to the base warehouse, maintaining inventory electronically, and resolving issues promptly.
• Estimated project budgets based on Sales Executives proposal and warehouse production costs.
• Processed Design Requests from Sales Executives to ensure completion and accuracy of all paperwork and purchase orders were sent to designers.
• Edited and distributed bi-weekly marketing e-mails and composed report to VP of Marketing on results derived from buyer lists.