Nancy Weiss
Rogers,AR
Summary
Seasoned office services administrator and NYS Notary with executive assistant experience possessing a complete array of office management skills as well as leadership skills. Managed special projects in a variety of technical fields, with a high degree of efficiency while utilizing excellent communication skills, problem resolution abilities, and high level of confidentiality. Effective at supporting commercial field activities, including travel and expense management, conference registration and coordination, facilitating logistics and order entry. Consistently high ranked performer with a strong work ethic.
Proactive and goal-oriented professional with excellent time management and problem-solving skills. Known for reliability and adaptability, with swift capacity to learn and apply new skills. Committed to leveraging these qualities to drive team success and contribute to organizational growth.
Overview
17
17
years of professional experience
Work History
Administrative Assistant / Commercial Field Coordinator
BEYOND AIR, INC.
06.2020 - Current
- Assist the CCO and provide admin support for nationwide Clinical / Commercial field teams
- Manage travel and calendars for the Head of Sales Operations and the Head of Sales
- Plan National Sales Meeting including but not limited to venue, catering, rooms and materials
- Track spent to be sure we stay within budget
- Take call rotation for the customer service 24/7 call line (LungFlex)
- Review expense reports for clinical/commercial field team, ensuring they are within policy
- Implement Salesforce from the ground up, working with the developer and collaborating with internal customers to design a platform that met the team’s business needs
- Perform 2 to 4 internal audits per year, initiating CAPA’s where needed
- Create new customer / vendor profiles and enter purchase orders / sales orders in NetSuite
- Track PO balances
- Prepare and track the conference budget for the field team
- Manage registration, housing and materials shipment
- Reason for leaving: Planning a move to NW Arkansas to be near family
- Supported executive staff through scheduling meetings, coordinating travel arrangements, and preparing crucial documents.
- Managed expense reports for executive staff members, ensuring accurate documentation of spending for budgeting purposes.
- Supported recruitment processes, scheduling interviews and communicating with applicants to improve hiring timelines.
- Managed scheduling for executive team, balancing complex calendars to ensure optimal use of time.
- Managed filing system, entered data and completed other clerical tasks.
- Managed phone and email correspondence and handled incoming and outgoing mail and faxes.
- Built and maintained excellent customer relationships through timely response to inquiries and going above and beyond to accommodate unusual requests.
- Created and maintained detailed administrative processes and procedures to drive efficiency and accuracy.
- Continually sought methods for improving daily operations, communications with clients, recordkeeping, and data entry for increased efficiency.
- Identified and recommended changes to existing processes to improve accuracy, efficiency, and quality service.
- Supported company leaders by managing budgets, scheduling appointments and organizing itinerary.
- Organized logistics and materials for each meeting and took detailed notes for later dissemination to key stakeholders.
- Developed comprehensive training programs for new staff members, improving overall team performance.
- Increased client satisfaction by maintaining frequent progress updates and addressing concerns promptly.
- Managed budgets effectively, tracking expenses and identifying opportunities for cost savings.
- Improved project efficiency by streamlining communication channels and organizing team meetings.
- Created and maintained daily and weekly reports for upper management.
- Organized company events to enhance team cohesion, coordinating logistics and catering for over 50 participants.
Coordinator – Business Development / Proposals, Pricing & Marketing
CLEVER DEVICES LTD
06.2016 - 04.2020
- Assist the SVP of New Ventures and the SVP of Business Operations with day-to-day tasks
- Serve as back up for the Executive Assistant to C-Suite Executives
- Launch team for CRM to Salesforce over a span of 2 years
- Helped to manage the sales team and organized yearly sales meeting
- Responsible for training of new administrative staff
- Track metrics with regard to the pricing team using Excel and pivot tables
- Manage subscription contacts for search engines to generate leads
- Responsible for review and dissemination of business leads as well as tracking of win loss ratios
- Work with the marketing team to track budgets
- Organize and track action items for weekly project status meetings
- Run reports through Salesforce and maintain the Salesforce dashboard
- Created a dashboard to monitor monthly quote requests statistics
- Work with customer service to ensure close-outs are properly done
- Track and manage PTO and timecards in ADP for all direct reports
- Take minutes during high level internal business meetings
- Reason for leaving: Layoffs due to COVID
Project Coordinator – Store Planning & Design
SLEEPY’S, LLC
08.2014 - 01.2016
- Assist the four Project Managers in the successful opening of approximately 100 stores in 12 states
- Coordinate with multiple vendors to request / review proposals to ensure budget adherence
- Create purchase orders, capitalize/expense appropriately and communicate approvals to vendors and Project Managers
- Process and track all invoicing related to each project
- Close out projects and provide a report to management and accounting as to whether the project was over/under budget with explanation
- Work with lease management to collect tenant allowance related to new store openings
- Report accruals to accounting on a monthly basis
- Reason for leaving: The company was being sold and layoffs were announced
Collections Administrator
DARBY DENTAL SUPPLY, LLC
11.2013 - 08.2014
- AR Responsibilities:
- Account reconciliations
- Scheduled meetings for Manager of AR
- Participated in hunt groups to receive payments and route calls as needed
- Resolved issues related to customer accounts as they arose
- Updated customer coding in JDE
- Ran monthly aging report, evaluate data and sent letters as needed
- Backed up to Order Releasers – Evaluated accounts to determine whether the account was in good standing
- Made call to review and collect outstanding balances before releasing order
- Assisted the VP of Finance with Power Point presentations
- Reason for leaving: There was no room for advancement
Administrator / Word Processor/ Office Services
PRICEWATERHOUSECOOPERS, LLP
07.2007 - 10.2013
- Initially hired in July 2007 as a temp through Randstad and hired permanent in January 2008
- Prepare Firm financial statements, linking Word and Excel, ensuring all documents conform to Firm standards for clients in various industries, under tight deadlines with high quality and proficiency
- Prepare proposal documents and presentations using PowerPoint and other presentation software
- Format a variety of letters including regulatory response letters, client correspondence and engagement letters based on Firm standards
- Create mail merges for marketing and Customer Relationship Management purposes
- Assist in preparation of documents for electronic filing
- Maintain file archives both onsite and offsite
- Lead the effort to train on-site staff during the roll out of a new Records Management System
- Office Services Administration backup support, including handling reception, visitor hoteling, inventorying of supplies and other general office duties as needed, including coordinating with building services
- Coordinated marketing events, golf outings, office outings etc
- Working directly for the office managing partner
- Provided back-up support for office managing partner
- Reason for leaving: My position was outsourced
Education
NEW YORK INSTITUTE OF TECHNOLOGY-Old Westbury - Business Administration/Marketing
NEW YORK INSTITUTE OF TECHNOLOGY
Skills
- Microsoft Word /Excel /PowerPoint /Outlook
- Salesforce
- Oracle Financial
- NetSuite
- Concur
- NYS Notary Public
- Greenlight Guru
- ISO 13485:2016 Certified Internal Auditor
- EU-MDR 2017/745 Practitioner
- Administrative support
- Time management
- Customer and client relations
- Strong problem solver
- Scheduling and calendar management
- Dedicated team player
- Deadline oriented
- Invoice processing
- Document control
Volunteer Experience
- Committee member for the American Lung Association Long Island Walk 2023 - Co-Captain of a Top 10 Fundraising team for MS Walk for the 8 years.
- Recipient of the Champions for MS award in 2018.
- Guest speaker at National MS Society’s Leadership Conference.
- Co-host of the Relationships Matter program for couples living with MS.
- Team Co-Captain for the Breast Cancer Walk.
- Ambassador of PwC EARN YOUR FUTURE – Financial literacy program 2010 - 2013.
Timeline
Administrative Assistant / Commercial Field Coordinator
BEYOND AIR, INC.
06.2020 - Current
Coordinator – Business Development / Proposals, Pricing & Marketing
CLEVER DEVICES LTD
06.2016 - 04.2020
Project Coordinator – Store Planning & Design
SLEEPY’S, LLC
08.2014 - 01.2016
Collections Administrator
DARBY DENTAL SUPPLY, LLC
11.2013 - 08.2014
Administrator / Word Processor/ Office Services
PRICEWATERHOUSECOOPERS, LLP
07.2007 - 10.2013
NEW YORK INSTITUTE OF TECHNOLOGY-Old Westbury - Business Administration/Marketing
NEW YORK INSTITUTE OF TECHNOLOGY
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