Annie Graves Email & Phone Number

California, United States

Redwood City, California, US

• Strategic support to the CEO and CFO of a $2B market cap public biopharmaceutical company developing novel therapeutics for rare diseases:
• Manage 4+ email inboxes and highly dynamic calendars across multiple time zones for the CEO, CFO, and Leadership Team. Coordinate complex domestic and international multi-leg travel arrangements, and process and file.
• Oversaw an expedited office relocation, scaling space for a growing team of 20 to 75+ in less than 6 months. Partnered with brokerage to secure a larger office space, directed budgeting, vendor selection, and project.
• Organize and execute logistics for all Board meetings, including Compensation, Audit, and Nominating Governance Committee meetings. Coordinate travel, lodging, F&B, car services, reimbursements, and venue management.
• Successfully coordinate logistics for 15+ global investor and biotech conferences, including 1x1 meeting scheduling and non-deal roadshows hosted by leading investment banks. Manage data rooms, webcasts, press release.
• Support the commercial team in state licensure processes and corporate registrations, and sole point of contact to Registered Agent to prepare and notarize comprehensive documentation packages tailored to diverse state.

• Contact: anniethemobilenotary@gmail.com
• Fully insured and licensed mobile notary specializing in last minute signings of trusts, deeds, POA's, mortgages, marriage/pre-nuptial agreements, and commercial loan documents

San Jose, California, US

• Primary support to the CEO and Executive Team of a biotech start-up specializing in the production of cell-cultivated leather:
• As part of the company’s Series A Financing Round, supported the implementation of its investor CRM (Affinity) and equity management software (Carta). This included managing investor communications, deck preparation.
• Coordinated domestic and international Board Meetings, collaborating with legal teams to track Board Consents and Minutes in Carta.
• Managed the CEO’s complex calendar, inbox, and frequent international and domestic travel, including visa processing, ensuring entry requirements were met, and handling detailed itineraries for each destination.
• Guided project management for Executive meetings by preparing notes, tracking project KPIs, and following up on deadlines.

Sydney, NSW, AU

• Oversaw California operations for one of the largest Australian investment firms reporting directly to the Head of Americas and Chief Compliance Officer:
• As EA to the HOA and Infrastructure Equity Team – manage extremely active calendar of appointments and emails in various time zones, complete expense reports, arrange international travel schedules, and process highly.
• Act as primary liaison between the company and office building management (e.g. repairs, building code compliance, fire training, etc.)
• Managed COVID transition committee for the California offices including the negotiation of various subleases, the build-out of expansion office space, checklist procurement of employee PPE by Federal guidelines, and IT.
• Assist CCO in a variety of HR needs, including benefits administration, immigration, and compliance projects.
• Successfully organized annual team events involving the coordination of international travel logistics, venues, agendas, and presentations.

Santa Monica, California, US

• Gatekeeper to the Executive Vice President, Partners, and Director of Acquisitions of one of the largest private self-storage and commercial real estate operators nationwide:
• Personal EA to EVP in managing an extremely busy calendar, extensive travel schedule, daily liason with key shareholders, and the independent execution of all personal projects
• Assisted Partner of Acquisitions in tracking CRM business development, due diligence procurement, and meeting prep
• Sourced and managed all vendor relationships to ensure smooth function including the purchasing and upkeep of workstations, furniture, IT equipment, and employee supplies
• Served as point of contact in coordinating due diligence structure and materials to various deal teams in major portfolio sales
• Supervised clerical staff and delegated administrative projects as appropriate

Irvine, CA, US

• Administrative support to the Chief Executive Officer, Chief Financial Officer, and Chief Operating Officer of a rapidly growing market research company:
• Managed all professional and personal calendars, oversaw shareholder meetings, coordinated travel, and scheduled webinars.
• Developed strong working relationships with fellow administrative personnel in organizing company events and managing the office.
• Created and edited project spreadsheets, agendas, proposals, and presentations using Microsoft Word, Excel, and PowerPoint.

Basking Ridge, NJ, US

• Provided poised and high level executive support to the Chief Science Officer, VP of Research, and VP of Business Development of a fast-paced biotech company:
• Simultaneously managed heavy calendaring, meeting coordination, business & personal travel arrangements, and monthly expense report reconciliation with accuracy, quality, and consistency.
• Organized company events & luncheons, coordinated meetings, and managed the office space.
• Exercised confidentiality in overseeing executive email accounts as well as the distribution of sensitive materials and mailings.
• Set up BOD & international meetings in various time zones and coordinated bookings requiring flights, hotels, cars, & itineraries via Concur.

Newport Beach, California, US

• Provided project support to the Managing Partners, CFO, and HR Director of the 5th largest auditing firm on the West Coast:
• Oversaw final invoicing and project coordination of 1,000+ clients from setup, QuickBooks payment tracking, and project completion
• In less than 6 months, oversaw onboarding, new hire training, and applicant screening/interviewing with the Director of HR
• Ensured timely execution of all booking preferences for a calendar that included 5+ international and domestic trips monthly
• Reconciled AMEX corporate cards and expense reports via QuickBooks and Excel for the entire company at 50+ reports per month
• Maintain high level of discretion in handling the firm’s bank deposits, legal documentation, and client engagement letters (LOI’s)

Los Angeles, CA, US

• Provided sales support to 3 Executive Vice Presidents of the firm’s top producing commercial real estate branch:
• Conserved executive time by drafting and proofreading correspondence, scheduling meetings with key clientele, and ensuring all legal contracts were entered correctly and up to date.
• Assisted in the design and distribution of high impact brochures and mailers to prospective clients.
• Compiled prospective property reports and sales packages for brokerage team.
• Maintained master distribution of broker directory and property listings through various databases (AIR, Smith Guide, ILS, Costar, Loopnet).
• Performed all routine clerical duties which included tracking and ordering of office supplies, faxing, scanning, mailing, and phone reception.

La Jolla, CA, US

Served as the first point of contact to Registrar in providing comprehensive information and support services via phone, email, and in-person in such areas as registration, class schedule information, enrollment/degree verifications, transcript requests, withdrawal information, and University policy.

• Supported the Managing Partner of a boutique law firm specializing in estate planning with document preparation for deeds and livings trusts as well as various administrative tasks:
• Kept attorneys organized by maintaining billables, weekly to-do lists, and firm’s minutes.
• Assisted in the proofreading and red-lining of confidential documents for clientele.

• Provided office and accounting support to the CEO of a start-up web servicing firm. Received promotion from Office Assistant to Executive Assistant following 10% increase in customer sales:Executive Assistant 2009-2010
• Remote support to CEO and CFO.
• Provided bookkeeping support - documented invoices, electronic bank deposits, and weekly expenses. Tracked customer sales via Excel and QuickBooks. Office Assistant 2007-2009
• Assisted clients' questions and problems with software and PC use.
• Processed cash and credit card payments using cash register system and QuickBooks.
• Screened and resolved calls/tickets using multi-line phone system and ticket tracking software.