Barbara Sylvester Email & Phone Number

Boston, Ma, Us

Cambridge, Massachusetts, Us

Worked under Director and Lab Manager, reporting to both directlyOrganized, ordered and stocked supply closetsCollected and distributed mail for three labs and director’s office Placed and processed all lab orders using both iLab and Lawon systemsWorked with Administrative Lab Manager to identify what report and documents are needed, completed appropriate forms and included supporting documentation to ensure swift payment or reimbursementBooked travel for Principal Investigator and Lab Members in a timely mannerAssisted Administrative Lab Manager with the execution of weekly faculty lunches, special seminars, WI BBQ, as well as, conception, planning and execution of miscellaneous lab eventsCreated and maintained purchase orders for payment of services invoicesAnswered telephone calls in a courteous and professional manner, transferred calls and recorded messages accuratelyCompleted access to the calendar in order to schedule and coordinate meetingsProvided coverage for the Administrative Lab Manager when absent; including answering phones/greeting visitors

Reported to Founder directly acting as the primary point of contact on her behalfCoordinated travel, Visas, and accommodations, and occasionally traveled with managementAdministered accounts and budgets, and pay household billsAssisted in developing marketing material for multiple properties in MA, NY and CAOrganized and maintained appointments, incoming emails, faxes, and posts; often corresponding on behalf of managementScheduled meetings with donors and beneficiaries on behalf of the Family FoundationWorked with foundation employees, vendors, architects and designers to plan events and logisticsNegotiated with clients often involving crucial decision-making tactics, attended meetings and ensured management’s readiness and preparationTook notes or dictations at meetings and provided general assistance during presentationsUpheld a high level of confidentiality standards across all communication and documentation platformsOrdered office supplies and personal at home suppliesWorked extensively in Excel for maintaining spreadsheets and organizational chartsResponded to and manage ad hoc requests as needed

Childcare – Assisted Family with Caring for Two Children, Prepared Meals, Transported Children to all Activities, Scheduled Appointments & Coordinated Pick-ups and Drop-offs with Other ParentsHousehold Maintenance – Contacted Vendors to Schedule Routine Maintenance on the Estate, Reviewed Expenses, Developed & Monitored the Family Schedule, Ordered School Supplies & Household Materials

Provided administrative support to executives, managed calendars, scheduled appointments, and coordinated meetings to streamline daily operationsServed as the primary contact for clients, renters, and vendors, addressing inquiries, providing information, and ensuring customer satisfactionOrganized and maintained important company documents, contracts, and rental agreements, ensuring quick access and compliance with regulationsAssisted with marketing efforts by updating social media, the company website, and promotional materials to advertise rentals and maintain brand consistencyOversaw special projects involving property maintenance, vendor relations, and rental property preparation, meeting timelines and quality standardsSupported billing and invoicing processes by managing client invoicing, tracking payments, and following up on outstanding balancesManaged office coordination by handling correspondence, organizing supplies, and supporting a productive office environmentCoordinated company events such as property showings and open houses, handling logistics to facilitate seamless events

Family Management – Cared for Two Small Children, Maintained an Organizational Chart & the Family ScheduleAnswered & Directed Incoming Telephone CallsKept Inventory & Ordered Daily Household Items as Needed