Maria Marsala Email & Phone Number

Lebanon, Tennessee, United States

Brentwood, Tennessee, Us

• Provided executive administrative and personal support to the Chief Growth Officer (CGO).• Facilitated heavy calendar coordination, prioritizing and adjusting as needed to ensure items progress properly while communicating with stakeholders across multiple time zones.• Acted as a liaison between the CGO and internal teams, departments, and external stakeholders, facilitating communication and ensuring alignment on priorities and initiatives. • Organized CGO’s agendas and travel schedules for meetings and events for medical advisory boards and joint operating committee meetings.• Arranged travel itineraries, accommodations, and logistics for the CGO, including domestic and international travel.• Produced, reviewed, edited and completed expense reimbursement reports using Concur and worked with Accounts Payable for timely payments and tracked reimbursements.

Hermitage, Tn, Us

• Provided high-level administrative support and assistance to the President.• Managed the President’s calendar, travel, and expenses.• Scheduled meetings on behalf of the President.• Ensured the President was staying organized and on task.• Performed clerical and administrative tasks including drafting letters, memos, invoices, reports, and other documents for staff.• Received incoming communication or memos on behalf of the president and other staff, reviewed contents, determined importance, and summarized and/or distributed contents to appropriate staff.• Performed office tasks including maintaining records, ordering supplies, and performing basic bookkeeping.

Nashville, Tn, Us

• Collaborated with project managers and team members to meet project milestones and deadlines.• Maintained project-related databases, spreadsheets, and files.• Organized and updated project documentation and records.• Scheduled project-related meetings, conferences, and appointments.• Prepared meeting agendas, distributed materials, and recorded meeting minutes as necessary.• Drafted, formatted, and proofed project-related documents, reports, and emails.• Handled routine inquiries and correspondence on behalf of the project team.• Ensured the proper version control and storage of project documents.• Assisted in document retrieval, distribution, and archiving.• Assisted in coordinating project-related logistics, including travel arrangements, accommodations, and equipment procurement.• Tracked project tasks, action items, and deliverables.• Followed up with team members to ensure completion.• Generated project status reports and updates for project managers and stakeholders.• Ensured compliance with company policies and procedures during the project.• Maintained the highest level of confidentiality.

Franklin, Tennessee, Us

• Provided executive administrative and personal support to the Chief Executive Officer (CEO).• Managed the CEO's calendar, including scheduling meetings, coordinating travel arrangements, and organizing events.• Handled all administrative tasks related to the CEO's office, including managing email communication, preparing reports and presentations, and tracking deadlines.• Provided creative strategic thinking to overcome challenges and optimize the productivity of the CEO.• Served as a gatekeeper and liaison, managing the CEO's email communication and calendar, organizing travel arrangements, and handling various administrative tasks.• Ensured that all high-priority messages were highlighted and responded to in a timely manner.• Advocated and planned for adequate margins in the CEO's schedule to account for breaks, meals, and personal needs.• Demonstrated an understanding of where the CEO's time needed to be spent to be most effective.• Identified and highlighted critical timelines and responses.• Brought creative solutions to explore and developed them with the CEO.• Stayed in front of evolving day and agenda. As priorities shifted, meetings ran long, or unanticipated issues arose, took point on communicating changes to affected persons and facilitated rescheduling, re-prioritizing or re-assigning to ensure nothing was dropped in transition.

Brentwood, Tennessee, Us

• Provided executive administrative and personal support for the Chief Operations Officer, Chief Financial Officer, Chief Commercial Officer, Executive Vice President of Operations and Senior Vice President of Refinery along with their internal and remote teams.• Coordinated meticulous calendaring across numerous calendars and multiple state and Israel's time zones.• Organized internal and external meetings by handling the scheduling, logistics, materials, and catering.• Ensured video conference meetings were set up as expected and synchronized with other video conference rooms at the other refineries in their time zones.• Coordinated travel arrangements through Concur and on direct airline websites, arranged ground transportation, booked hotels, managed all logistics, created final travel itinerary with directions and blocked off time in traveler’s calendar attaching all relevant documents.• Reconciled executives’ monthly expenses with credit card statements and processed expense reports through Concur, monitoring and tracking Executives’ expense reports until reimbursement.• Prepared and distributed the quarterly licenses and sub certifications for the finance team through Workiva and upon completion, certified and filed the documents.• Prepared electronic Board of Director’s quarterly binders for Audit Committee Meetings.• Maintained Audit Committee meeting materials timeline and tracking through Blackline.• Coordinated offsite Town Hall meeting for CFO Finance Team of 200, reserved hotel conference room, organized logistics, coordinated audio / visual equipment, catering and provided a $200 Visa gift cards for each attendee.• Managed and conducted personal errands and appointments for Executives.

Los Angeles, Ca, Us

• Responsible for all executive administrative duties for the Chief Communications Officer, Senior Vice President of Marketing, Product and Digital, Product Strategies and Senior Vice President of Multicultural Strategies, along with their internal and remote teams.• Coordinated meticulous calendaring across numerous calendars and multiple state and countries' time zones.• Arranged flight and ground transportation, booked hotels, managed all logistics and created final travel itinerary and directions.• Processed expense reports through the Chrome River system.• Monitored and tracked managers' expense reports until reimbursement.• On-boarded new vendors for multicultural business development, sponsorships, charities and events.

Newport Beach, California, Us

• Provided administrative support to the Chief Technology Officer, 6 Executive Vice Presidents and 1 Senior Vice President of Technology along with their internal and remote teams.• Coordinated meticulous calendaring across numerous calendars and multiple state and countries' time zones.• Organized internal and external meetings for managers by handling the scheduling, materials, meals / refreshments, and logistics.• Ensured video conference meetings were set up as expected and synchronized with other PIMCO video conference rooms around the world in the appropriate country's time zones.• Worked with managers to coordinate travel arrangements through the onsite AMEX travel agency according to the internal Travel and Entertainment Policy.• Arranged ground transportation, booked hotels, managed all logistics and created final travel itinerary and directions.• Processed expense reports through the Concur system.• Monitored and tracked managers' expense reports until reimbursement.• Reconciled monthly expenses with credit card statements.• Monitored and managed the Technology Services Administration Portal which received a high volume of incoming technology email inquiries and resolved or redirected them to the appropriate party to assist.• Assisted with technology contractor on-boarding.• Responsible for maintaining accurate seating floorplans for two floors of the building.• Assigned new hires their seats and managed all logistics to coordinate with the building's security department.• Conducted new hire orientation facility walk through.

• Administratively supported the Regional Manager, Regional Operations Manager, Regional Sales Manager, 4 Equipment Sales Specialists, 2 Digital Technology Specialists, 20 Field Sales Consultants and 20 Equipment Service Technicians.• Maintained Branch and Regional Manager's calendars.• Prepared monthly analytical reports, expense reports and maintained office lists.• Scheduled appointments, conferences, events, and sponsorships.• Responsible for event planning, organized logistics, reserved conference rooms, coordinated audio / visual equipment, and catering.• Arranged travel for upper management, sales, and service teams.• Processed invoices for approval and payment.• Answered high volume telephone switchboard.

New York, New York, Us

• Provided management for diverse office functions and support systems for the Orange County Chapter and Inland Empire Branch. • Oversaw all office duties and managed chapter and branch accounting and facilities operations. • Managed volunteers, chapter communications and provided support for fundraising activities.• Managed all financial reporting and record keeping for the Orange County Chapter and Inland Empire Branch.• Responsible for input of data for fundraising events, membership, leadership, volunteers, and donors.• Coordinated monthly Board of Directors meetings, including reservations of conference room, catering, provided “live” and follow-up support (e.g., registration, set up, meeting minutes, and thank you notes).• Provided administrative support for fundraising activities held by the chapter and branch.• Supported the special events staff to ensure that fundraising and office needs were met.• Recruited and supervised volunteers to ensure that the chapter had the needed assistance for fundraising and non-fundraising activities.

• Responsible for the management of the corporate headquarters and administrative staff and provided administrative support to the Divisional Vice President and upper management.• Maintained schedule and calendar of Divisional Vice President and coordinated team meetings and events.• Made necessary travel arrangements and prepared travel itineraries for the Divisional Vice President.• Prepared and submitted expense reports and tracked financials of the department and corporate headquarters and ensured expenditures were within budget and balanced.• Tracked costs and performance and service levels to ensure project goals and objectives were met.• Coordinated maintenance and servicing of corporate headquarters.• Tracked all departmental hardware and software and maintained an inventory of office supplies.• Supported management by coordinating new hire orientation, maintaining ID and badge administration for assigned departments, and coordinating payroll transactions.• Screened, prioritized, and responded to correspondence, telephone calls and email as appropriate.

• Provided administrative support to the Chief Information Officer and Information Technology Management Team.• Coordinated meeting scheduling and arrangements across multiple calendars.• Prepared and monitored expense reports.• Coordinated and tracked on-boarding and off-boarding of contractors.• Invoice processing and tracking.• Worked with hiring managers to post positions and arranged travel for managers and visiting candidates.• Managed multiple high-volume requisitions for both internal and external candidates.• Updated candidate records and job postings in recruiting systems.

Atlanta, Georgia, Us

• Administratively supported the college President and 5 Executive Committee members consisting of the Dean of Academic Affairs, the Dean of Student Affairs, the Senior Director of Admissions, the Director of Administrative and Financial Services, and the Director of Human Resources.• Prepared school's Key Statistics Report for Executive Committee Meetings, Monthly Transmittals, and Board of Directors Books.• Assessed existing and established new guidelines for Faculty Handbook, Student Handbook, Crisis Management Plan, Crisis Communication Plan and Strategic Plan.• Planned and conducted New Student Orientations, New Employee Orientations, Ethics Training programs and e-Learning programs.• Maintained correspondence logs, files, information databases, and other tracking systems as necessary such as the President's files, Academic Faculty files, Student Housing files, Student Portal and employee distribution and phone lists.• Prepared Academic Affairs, All Staff / Faculty and OPM meeting minutes.• Scheduled and organized meeting dates, meeting structure, and sent out agendas as necessary including off-site and large group meetings.• Prepared President's expense reports and reconciled the student housing utility bills and purchasing card transactions.• Orchestrated graduation ceremonies from inception to completion.

• Throughout tenure, administratively supported 1 General Managing Partner, 3 Partners, 2 Principles, 5 IT National Technology Leaders, 3 IT Directors and 14 IT Senior Managers along with their internal and remote teams.• Handled extensive domestic and international travel arrangements with multiple modifications using judgment in determining appropriate decisions independent of directions.• Entered time and reconciled expenses for Partners, Principles and Directors.• Served as contact point for phone calls and office visitors for executives.• Interacted with all levels of the company.• Processed paperwork for new hires and contractors.• Prepared professional business communication documents including memos, letters, and email.• Coordinated meetings, including reservations of conference rooms, conference calls, media marketing, catering, providing "live" and follow-up support (e.g., registration, set up, meeting minutes, thank you notes) and registering executives for off-site conferences.• Coordinated and arranged logistics for external functions including meetings, conferences, entertainment, receptions, and dinners.• Scheduled and facilitated year-end reviews.