MaryAnne De Carolis
San Jose
Summary
Results-driven operations and executive support professional with 15+ years of experience spanning Growth & Partnerships, Human Resources, and Office Leadership. Skilled in executive scheduling, travel coordination, conference and offsite planning, and cross-functional team support. Adept at streamlining processes, managing vendor and partner relationships, and ensuring smooth day-to-day operations in fast-paced environments.
Overview
23
23
years of professional experience
Work History
Growth & Partnerships Operations Coordinator
Beyond Type 1
10.2022 - Current
- Provide strategic and operational support to the Growth & Partnerships team, enabling efficient execution of fundraising initiatives, corporate partnerships, and development programs.
- Manage complex executive calendars, cross-functional scheduling, and meeting coordination.
- Coordinate travel, conference registrations, and logistics for partnership initiatives.
- Research prospects and develop briefs to support strategic partnerships and development leadership.
- Maintain Salesforce CRM records and support reporting for partnership pipelines and fundraising.
- Prepare executive presentations, documents, and materials for leadership meetings.
- Maintain the Growth & Partnerships Process Playbook and improve operational workflows.
- Oversee conference swag, printed materials, and partner engagement logistics.
- Serve as Bay Area office point of contact and support team operations.
- Track expenses and documentation related to partnerships and travel.
- Manage gift processing, acknowledgements, agreements, and donor communications.
- Coordinate contracts, invoices, and administrative workflows.
- Support onboarding logistics, including system access and documentation.
- Contribute to operational improvements and internal process documentation.
Office Manager
Amobee
07.2022 - 12.2022
- Supported Operations and Development teams with office leadership, vendor management, and operational coordination.
- Managed vendor relationships including sourcing, contract coordination, and service agreements.
- Coordinated office events, leadership meetings, and team offsite logistics.
- Managed tracking systems for invoices, acknowledgements, public inquiries, and RSVPs.
- Assisted executives with travel arrangements, meeting logistics, and expense tracking.
- Oversaw office operations including workspace design, kitchen redesign, and conference room upgrades.
- Hosted onsite collaboration meetings and supported office reopening initiatives.
- Coordinated onboarding logistics with HR including background checks and new hire preparation.
Facilities Coordinator and Regional Office Manager
Udacity
Mountain View
01.2019 - 07.2022
- Directed day-to-day office operations while supporting employee experience and executive coordination.
- Managed vendor contracts, pricing negotiations, and service provider relationships.
- Oversaw expense reporting, invoice processing, and payment tracking using Concur.
- Supported executive calendars, travel planning, and meeting coordination.
- Registered employees for conferences and coordinated event logistics.
- Coordinated onboarding with the People Team including background checks and workspace setup.
- Managed office openings, relocations, and facilities operations.
- Organized company offsites, virtual events, and team gatherings.
- Documented office procedures and internal operational policies.
Office Manager & Human Resources Representative
Therapia
San Jose
09.2012 - 04.2019
- Managed administrative operations and HR coordination for a healthcare practice.
- Supervised administrative staff and therapists (15-20 employees).
- Managed payroll, scheduling, billing, and financial reporting.
- Conducted interviews, onboarding, offer letters, and exit processes.
- Facilitated background checks and HR documentation compliance.
- Maintained employee records and HR administrative processes.
- Coordinated executive scheduling and administrative support for ownership.
- Managed travel arrangements and company event coordination.
- Coordinated two office relocations.
- Managed corporate client accounts and accounts receivable.
Office Administrator & Program Coordinator
Rainbow Montessori
Sunnyvale
03.2003 - 06.2006
- Supported HR and Accounting departments with administrative coordination.
- Managed timecard recording, data entry, filing, and front office operations.
- Assisted classroom teachers with daily instruction and student supervision.
- Coordinated enrollment logistics and activities for summer programs.
- Assisted with planning schedules, program activities, and parent communications.
Education
Bachelor of Fine Arts (BFA) - Pictorial Arts
San Jose State University
San Jose, CASkills
- Executive Support & Calendar Management
- Travel Coordination & Conference Registration
- Meeting & Offsite Planning
- Expense Reporting & Budget Tracking
- Salesforce CRM Management
- Partnership & Donor Operations
- Vendor & Contract Management
- Office & Facilities Operations
- Employee Onboarding & HR Coordination
- Event & Conference Logistics
- Process Documentation & Playbooks
- Cross-Functional Team Coordination
Websites
Timeline
Growth & Partnerships Operations Coordinator
Beyond Type 1
10.2022 - Current
Office Manager
Amobee
07.2022 - 12.2022
Facilities Coordinator and Regional Office Manager
Udacity
01.2019 - 07.2022
Office Manager & Human Resources Representative
Therapia
09.2012 - 04.2019
Office Administrator & Program Coordinator
Rainbow Montessori
03.2003 - 06.2006
Bachelor of Fine Arts (BFA) - Pictorial Arts
San Jose State University