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Executive Assistant to CEO, COO & President, President of the Americas and President of APAC

Administration & Clerical

I am highly adaptable, resourceful, creative, committed individual with excellent communication and administrative skills, as well as the ability to interact well with all levels of management, investors, vendors and personnel. Seasoned with experience in a fast paced, start up environment; I am fiercely motivated, multi-task oriented and display high attention to detail throughout all of my work.

•	Effectively manage and coordinate multiple executives’ calendars
•	Arrange travel and schedule local, international and off-site meetings for executives and their team
•	Confer with board members, organization officials, and staff members to discuss issues, coordinate activities, and resolve problems
•	Compile data, create dashboards and prepare presentations via Microsoft PowerPoint for executives
•	Manage and execute quarterly Board of Director dinners and meetings
•	Trusted with highly sensitive and confidential information and records, such as building and compiling board books prior to the Board of Director meetings
•	Manage and coordinate for the core, monthly executive meetings, such as the Executive Leadership Team meeting, Partners meeting and Commercial Alignment Team meetings
•	Plan and fully execute quarterly Executive Management Retreats; responsible for attendees travel, room block, transportation, catering, team building activities, meeting content and materials
•	Project lead for company sponsorships such as TEDxOrangeCoast
•	Participate in monthly development sessions and maintain relationship with Ophthalmic Women Leader (OWL)
•	Co-lead and organize the company’s internal “Lean In” group; empower women in the corporate world
•	Coordinate and attend domestic and international industry conferences and events; responsible for maintaining industry sponsorships and work the trade show floor
•	Coordinate formal company cocktail events; design and send invitations, order catering, manage setup and takedown
•	Complete and submit multiple weekly and monthly expense reports
•	Manage meeting agenda and ensure equipment and presentations are in place and ready for meeting; Anticipate needs of team prior to meetings and able to handle challenges and requests
•	Attend meetings to record, compile, transcribe, and distribute minutes of meeting
•	Maintain and update department information for easy access by executives and team members
•	Coordinate the development and implementation administrative control processes
•	Supervise and train other clerical staff and arrange for employee training by scheduling training or organizing training material
•	Act as a project manager on assigned projects and works with peers on company-wide projects as needed
•	Manage leasing of facility space, oversee construction and renovation projects, participate in architectural and engineering planning and design, including space and build-out

Manage main office line to answer, screen and transfer calls, provide information about the company and take messages
•	Greet persons entering establishment, determine nature and purpose of visit, and escort them to specific destinations
•	Perform general office duties, such as order office and kitchen supplies, flower arrangements, and maintain lobby and reception area
•	Communicate directly and maintain relationships with investing board certified physicians during their funding process
•	Prepare investment documents, create investment packets and personalized welcome packages to send to physician investors once funding was received 
•	Manage inventory and ordering of company merchandise, such as cuff links, lapel pins, pocket squares, ties, silk scarves, embroidered polo shirts, stuffed lions, scratch pads, notebooks, stationary and business cards
•	Coordinate hotel room blocks and badge purchasing for employees attending conferences
•	Prepare invoices, reports, letters, financial statements and other documents, using Microsoft Word, Excel and PowerPoint
•	Manage payment and record invoices for services
•	Collect, sort, distribute, and prepare mail and arrange for courier deliveries

Investor Relations and Events Administrator

Find out detailed information about Alexandra Hepfinger, Executive Assistant to CEO, COO & President, President of the Americas and President of APAC in Costa Mesa, CA

Alexandra Hepfinger: Executive Assistant to CEO, COO & President, President of the Americas and President of APAC in Costa Mesa, CA

Alexandra Hepfinger

Orange Coast College

Western Kentucky University