Xavier Tenorio

Calendar management

• Conduct daily calendar checks for all leads and ensure alignment with monthly or quarterly priorities
• Coordinate large team meetings for leads and direct reports (ex. All Staff meetings across multiple time zones and locations)
• Prioritize and triage requests by strategically partnering with leads to optimize time and resources

External Partnerships and Event Coordination

• Arrange external meetings with consultants or coaches, coordinate presentations and onsite visits
• Collaborate with internal teams to coordinate logistics, including prep blocks, audio/visual tests, run throughs, etc. for successful events (international and domestic)
• Coordinate team events, domestic and international, to promote team bonding and morale

Project management

• Confirm speakers/presentations for weekly meetings and coordinate celebrations/recognition for teams to foster positive work environment
• Maintain project resources and provide ongoing support for project management tasks, such as generating and submitting expenses/POs and managing credit cards
• Creating new processes to address ongoing/new issues by listening to stakeholders and applying learnings to process creation (ex. Creating budget and event tracking process for global User Operations team)
• Manage discretionary budgets and handle travel planning for both international and domestic trips
• Manage onboarding process for new hires, including updating Google groups, creating onboarding plans, and setting up new hire calendar.

Candidate Coordination:

• Support and coordinate candidate stages, including phone screens, interviews, and onsite visits
• Support multiple 5-7 Talent Acquisition partners across various recruiting functions and time zones
• Coordinate interviews for leadership roles (Director level and above) and manage candidate care experience

Team and Project Management:

• Supervise team of 3-4 coordinators, overseeing their activities, providing support, and developing their skills
• Mentor and train new team members on processes and procedures
• Generate and distribute offer letters for Business Team (ex. Partnering with TA partners and People Ops to insure offer letters had most up to date information before sending offers out)
• Update weekly hiring metrics dashboard for entire Talent Acquisition team
• Contribute to ad hoc Talent Acquisition operations projects by creating training material and updating out of date information (ex. Made updates to Candidate Experience survey process, resulting in 200% increase in response rate)

• Provide comprehensive project and administrative support to Executive Director, CFO, and VP of Marketing, including calendar management, travel coordination, and expense processing
• Facilitate Board of Directors activities, including scheduling quarterly meetings, preparing materials, recording meeting minutes and other logistical details
• Coordinate internal and external meetings, ensuring smooth logistics and timely dissemination of agendas and briefing materials
• Spearheaded design and maintenance of organizational calendars to optimize scheduling
• Manage gift processing procedures, log donations, liaise with Finance, and draft acknowledgment letters to donors
• Led office infrastructure upgrades, enhancing video conferencing capabilities, and overseeing workspace remodeling projects
• Collaborate on organization-wide projects, providing support in areas such as event coordination, marketing, fundraising, and policy initiatives
• Act as liaison between internal stakeholders and external vendors, ensuring seamless communication and project execution
• Provided event planning and event support to onsite and offsite events, both internal and external.

• Maintained gift-processing procedures with the Finance team, processed donations, and prepared acknowledgment letters for donors
• Managed foundation, corporation, and individual donor files, ensuring accuracy and confidentiality of records
• Generated monthly fundraising reports and database analyses to support decision-making processes
• Conducted preliminary research on prospective donors and facilitated donor communication
• Coordinated production and mailing of fundraising appeal letters, ensuring timely and accurate distribution
• Provided administrative support for leadership meetings, including agenda preparation, material creation and editing, logistical planning, and catering arrangements
• Provide logistical support and on-site support for conferences and events.

• Managed shifts to ensure optimal staffing levels and operational efficiency
• Managed team in daily operations - breaks, assign duties, keep coffee bar and outside area clean/stocked
• Counted inventory and worked with General Manager to make orders for supplies
• Counted money in registers at the close of each day
• Prepared high-quality beverages and provided exceptional customer service
• Resolved customer issues and ensured a positive experience for all patrons.

• Collaborated with internal and external stakeholders to define project scope, objectives, and deliverables
• Managed project timelines, provided regular updates on progress, and resolved any issues that arose during project execution
• Coordinated logistics for equipment relocation projects and served as a liaison between clients and sales representatives
• Identified resource requirements and allocated team members to ensure project delivery within specified timelines and budgets.

• Qualified leads for products and services through outbound calls and email outreach
• Kept tracking documents up to date for sales manager
• Provided logistical support to carriers
• Scheduled and provided support for meetings with current and prospective customers
• Coordinated marketing fulfillment activities, including direct mail campaigns and sales literature distribution
• Maintained customer relationships and entered sales data into the company ERP system
• Prepared and distributed daily asset tracking reports to customers and sales manager.