VIRGINIA KARPOUZI
Walpole,MA
Summary
OFFICE MANAGER/EXECUTIVE ASSISTANT Consummate professional with training and experience necessary to support the requirements of busy executives. Detail oriented, focused, and efficient. Accustomed to working in a fast-paced professional environment with a critical appreciation for the needs of confidentiality and appropriate handling of sensitive information. I have experience supporting C level and other top executives with problem-solving, effective teamwork, and respect for deadlines. I also enjoy mentoring administrative and entry-level talent with the goal of fostering a productive work environment that aligns with my professional development as well as corporate needs.
Overview
29
29
years of professional experience
Work History
Office Manager/Executive Assistant
Paragonix Technologies
Waltham, MA
12.2024 - Current
- Spearhead the renovation of multiple office areas, managing the project from proposal collection and vendor selection through daily oversight and decision-making to successful completion
- Research, secure, lease and organize an offsite QA laboratory, ensuring full operational readiness and smooth transition to internal teams
- Manage the lease and coordination of 4 corporate vans, including equipment preparation, shipment across the U.S., and ongoing remote oversight
- Plan and execute company events of varying scale, including Board of Directors meetings, Global Sales Meeting, Holiday Party and monthly employee engagement events
- Support the Executive Team with calendar management, travel coordination, event planning and special projects
- Oversee onboarding logistics for new hires, including workstation setup, equipment distribution and welcome initiatives to enhance employee experience
- Manage day-to-day office operations, ensuring efficiency, organization and a high-quality workplace environment
- Serve as the primary point of contact for vendors, building management and internal teams
Office Manager
Next Insurance
Waltham, MA
05.2024 - 11.2024
- Facilitate the design and renovation of a new office location,
ensuring alignment with company branding and employee needs. - Manage the office relocation process, coordinating logistics,
timelines, and vendor relationships to ensure a smooth transition. - Collaborate with contractors and stakeholders to oversee project milestones and maintain budget compliance.
- Organize and execute office events such as Happy Hour with C-suite, Grand Opening of the new office and surprise moments.
- Oversee and manage daily office operations to ensure efficiency, employee satisfactions and productivity.
- Serve as the primary point of contact for building management,
internal employees and cross-functioning partners. - Coordinate administrative activities, including vendor scheduling, company meetings, and visitor tours.
- Manage office budgets and expenses effectively. Assist with People-related tasks, including hosting visitors and
providing an uplifting office experience.
Office Manager
Alira Health
11.2021 - 04.2024
- Assist in various projects VP of Global HR and Partners (travel, calendars, meeting scheduling)
- Assist in on-boarding of new hires
- Plan and organize monthly and annually events (IWD, Pride, Pink October, Movember, Holiday Party, Birthday Celebration, New Hire Welcome Breakfast)
- Create and enforce policies (Corporate Car, Corporate Apartment, Bring your Dog to Work)
- Designed and created a travel page for all Alira Health offices (13 offices located worldwide)
- Assist different departments with special requests: scheduling, planning, emailing, mailing, organizing
- Assist on a wide variety of initiatives, projects, and daily tasks
- Track and process receipts and expenses (Expensify)
- Liaise with Building management and facility vendors on a variety of facility-related issues, including but not limited to functionality of equipment, HVAC, noise management, repairs, and cleanliness
- Order, organize and maintain office supplies
- Ensure visitors are greeted, signed into visitor system, meet with their Allira Health hosts, and are assisted with any special requests, IT information, food/drink, travel arrangements
- Manage calendars for corporate cars and corporate apartment
- Manage vendors; approve invoices
Administrative Assistant, Main Office Supervisor
Tri - County RVTHS
07.2019 - 11.2021
- Perform a wide variety of administrative duties to support the Principal & the Athletic Director
- Manage the Principal’s calendar
- Manage extensive standing meetings
- Manage all travel arrangements for Conferences & Athletic Competitions
- Manage all aspects of Conference attendance (registration, travel, dinners)
- Process PO’s, track expenses and invoices and ensures payments are coded to the appropriate account
- Responsible for Principal’s Correspondence (Mailing to Faculty, Appointment Letters)
- Manage SchoolDude (School’s Facility Program) in order to reserve areas of building for evening and weekend events
- Make sure the building is always covered with Administrators in case of Emergency Evacuation
- Assist the Academic Coordinator with summer school – during summer
- Student Enrollment
- Attendance
- Record and type School Council’s minutes
- Manage the Graduation preparation
- Trained two new Secretaries for the Main Office - Assisted in their hiring
- Guide and coordinate the work of the Main Office Personnel
- Manage a very busy Main Office-Assist in the daily office duties
- Screen phone calls and direct to the appropriate person/department
- Greet and assist parents, teachers, students, and visitors
- Process and distribute mail
- Order office supplies
Sub Coordinator Main office secretary
Tri – County RVTHS
08.2018 - 06.2019
- Answer phone calls
- Greet and assist parents, teachers, students, and visitors
- Contact substitutes
- Prepare daily substitutes schedules
- Log personnel attendance in software program
- Assist with student attendance
- Organize and order graduation diplomas
- Prepare substitutes time sheets for payroll
- Assist with daily office duties
Administrative Assistant
Sheehan Elementary School
09.2016 - 06.2018
- Greet and assist teachers, parents, students, and visitors
- Answer phone calls
- Take messages from absentee line and email teachers and nurse
- Maintain attendance – ASPEN
- Prepare all dismissal lists
- Update CORI applications
- Familiar with AESOP
- Execute banking responsibilities, including deposits
- Assist with payroll
Sheehan Elementary School
10.2015 - 06.2016
- Copying, laminating, binding, cover front desk during secretary’s lunch break
Medical Interpreter
Inlingua
04.2011 - 12.2013
- Provide interpretation for patients in hospitals and rehab facilities
Service Coordinator
New England Nurses
12.2007 - 12.2008
- Coordinate orientation process and perform related administrative procedures
- Monitor and maintain client relationships and resolve client/employee issues
- Recruit, interview and hire new employees
- Coordinate and maintain employees’ files
- Prepare staff timesheets for submission to Payroll department
- Provide on–call coverage to secure urgent business/staffing issues during non-business hours
- Administer and coordinate a growing Nanny agency within the Company
Executive Assistant – Property Manager
Gigilinis Shipping Group
09.1999 - 10.2006
- Monitor and renew property leases
- Collect rents
- Check and pay bills (company’s and personal)
- Monitor and coordinate all banking procedures
- Perform all administrative duties
Secretary – Receptionist
Spyroglou School for Foreign Languages
09.1997 - 06.1999
- Coordinate scheduling
- Order books
- Enroll students
- Collect tuition fees
Office Assistant
Anatolia American College
09.1997 - 01.1998
- Language and Testing Office
- Assist with the smooth operation of the exams
- Process payments
- Process mail
Skills
Senior Leadership Support
Project Management
Operational Streamlining
Calendar Management
Travel Coordination
Event Coordination
Troubleshooting
Organizational Skills
Office Administration
Microsoft Office (Word,
PowerPoint, Excel, Teams,
SharePoint)
Google Suite (Gmail, docs, meet,
sheets)
Zoom
Navan
Expensify
PayEm
Languages
Greek
Native or Bilingual
Timeline
Office Manager/Executive Assistant
Paragonix Technologies
12.2024 - Current
Office Manager
Next Insurance
05.2024 - 11.2024
Office Manager
Alira Health
11.2021 - 04.2024
Administrative Assistant, Main Office Supervisor
Tri - County RVTHS
07.2019 - 11.2021
Sub Coordinator Main office secretary
Tri – County RVTHS
08.2018 - 06.2019
Administrative Assistant
Sheehan Elementary School
09.2016 - 06.2018
Sheehan Elementary School
10.2015 - 06.2016
Medical Interpreter
Inlingua
04.2011 - 12.2013
Service Coordinator
New England Nurses
12.2007 - 12.2008
Executive Assistant – Property Manager
Gigilinis Shipping Group
09.1999 - 10.2006
Secretary – Receptionist
Spyroglou School for Foreign Languages
09.1997 - 06.1999
Office Assistant
Anatolia American College
09.1997 - 01.1998