Aja Calica Napolis Email & Phone Number

Oakland, CA, US

Oakland, California, United States

San Francisco, California, United States

- Interfaced with HR, Finance, and Recruiting departments to establish and amplify processes for a 350-member organization, encompassing annual and quarterly planning, budgeting and reporting, as well as talent management and planning.- Oversaw the planning and execution of more than 50 team events, skillfully combining logistical precision with.

San Francisco Bay Area

• Executive Administrative support to 4 Founders: CEO, CTO, CMO & CIO.
• Implemented new Health Insurance for the Company within the first month of hire.
• Created procedural and organizational mapping for internal Operations, Marketing, Tech and Productsprocesses
• Developed & implemented a new payroll process.
• Managed calendaring, scheduling, booking and travel for C Level Executives
• Liaised with leadership and all departments to make decisions for operational activities and set strategic goals.

San Francisco Bay Area

• Proactively managed calendars for President and Vice President.
• Plan and execute domestic and international travel requirements for President, Vice President, Senior Vice President, Associate Principals, and staff of 50+
• Spearheaded review and replacement of new travel provider. Successfully implemented new company travel policy. Tracked and reconciled expense reports in the Travel Expense system.
• Created a new wellness preventative care program with company health insurance provider
• Oversaw completion of two office moves.
• Managed Office Coordinator.

Walnut Creek, CA

• Primary liaison and first point of contact for President, Managing Director and International Operations Team in Cuba.
• Provided administrative support and calendaring to CEO, Director of Operations and VP of Sales.
• Manager of the Air Department. My responsibilities include scheduling, organizing and quoting all Commercial Air, Charter Air and Private Jet requests to and from the US & Cuba.
• Involved in all logistics of travel coordination with outside lead agents once bookings are confirmed; such as confirming hotels, rooms, land arrangements, tour guides, final itineraries and travel documentation.
• Assisted in 60% increase year to year revenue December, 2016 – December, 2017.
• Developed, researched and assisted with data needed for complex Cuban hotel, restaurant and overall destination info.

San Francisco Bay Area

• Provided all overhead operations: Accounting, Sales/Marketing Support, Event Planning, Local & Nationwide Travel Coordination, heavy calendaring for two Directors & VP of National Sales.
• Provided regional executive support and customer relationship/account management for the entire Bay Area market, which included two offices, eight account executives and over 500 clients.
• Assisted with $60k revenue increase for the San Francisco market from Sept. 2013 – Sept. 2014 and maintain collections under 60-90 days past due from 2014-2016.
• Managed production and publication of quarterly magazine, ensuring print and online equivalents were marketed and distributed, meeting quality standards and deadlines.
• Organized, managed and published trade show calendar; responsible for all arrangements necessary to exhibit at over 15 trade shows annually.
• Assisted with hiring and training new Account Executives for the Northern CA markets.

Provide administrative support to CEO, CFO, and HR department within Engineering Firm by scheduling meetings, coordinating travel, and managing all essential tasks.Act as liaison with outside Contractors, Engineers, Purchasing departments while maintaining seamless operations.Assisted department heads with maintaining OSHA compliance.Performed all.

Prepared and processed tax returns for high profile clients and maintained high degree of confidentiality.Provided administrative support for three head accountants.Maintained / Processed: payroll, deposits, bank reconciliations, and additional tasks required by superiors.

Maintained retail shop and assisted with training and supervision of volunteersMaintained cash registers, cash reconciliations at end of day, product inventory and product purchasing.

Radio & Television Broadcasting

Photography, General Ed; Radio & Television Broadcasting, Journalism