Michelle Mai

Successes:

• Events Committee Leader (team of 10)
• Information Security Ambassador
• Diversity, Equity & Inclusion Site Lead
• Corning Foundation Committee Member

Specific Projects:

• Helped close down office
• Helped to maintain BlueLine Page
• Successfully coordinated office relocation from Union City to Milpitas, contributed to office decoration, oversee vendors, and collaborated closely with the leadership team.

Major duties:

• Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
• Maintained confidentiality with sensitive documents, ensuring proper storage and distribution as needed.
• Processed travel expenses and reimbursements for executive team and senior management group.
• Served as a liaison between departments to facilitate effective communication throughout the company.
• Managed office inventory, tracking supplies and placing orders to ensure smooth daily operations.
• Coordinated events for staff members, promoting team-building activities and boosting morale within the workplace.
• Prepared and edited presentations for quarterly All Hands Meetings.
• Collaborated on special projects to improve overall business operations within the organization efficiently.
• Proactively identified areas requiring attention or improvement aligning priorities effectively in line with executive preferences.
• Supported business and hospitality needs of corporate partners and staff during meetings and company events.
• Developed strong relationships with vendors leading to improved contract terms resulting in cost savings for the company.

• Provided comprehensive support to the COO, managing scheduling, preparing presentations, handling expenses, and overseeing supply procurement.
• Provided support to various departments ensuring seamless operations and effective collaboration across teams.
• Organized employee engagement events to enhance workplace morale. Collaborated across departments to drive various initiatives and streamline operations.

• Enhancing managerial productivity through expert scheduling support, domestic and international travel logistics, and expense management. Skilled in coordinating internal and external meetings, handling confidential documents, and leading a team of 17 administrators. Serves as a professional development coach for five front desk admins while managing special projects with tight deadlines. Actively promotes best practices and maintains the admin shared folder and drive to streamline operations.
• Provides comprehensive support to leadership, including the Principal OPM in San Francisco, the Principal of North America HQ, the Director of HR at Global HQ, and various administrative staff, collaborating closely with the Office Manager. Responsibilities encompass project management, administrative oversight, and office-wide initiative coordination.
• Experienced in planning and executing people, tasks, logistics, events, and training sessions. Leads and coaches administrative assistants while contributing to recruiting, staffing, training, and workload management. Passionate about team growth and development.
• Senior-level administrative professional adept at coordinating meetings, managing calendars, facilitating agendas, taking meeting notes, and providing logistical support. Assists leadership in creating PowerPoint presentations for ZS meetings.
• Supports Principals, Associate Principals, and Managers in generating client invoices, creating purchase orders, and managing contracts, ensuring compliance with payment and invoicing schedules.
• Coordinates client-mandated training programs for ZS leaders and client-facing consultants, maintaining essential training records.
• Facilitates compliance processes across ZS teams, ensuring adherence to client requirements.

• Expertly plan and execute high-quality events, functions, and meetings through meticulous calendaring, time management, agenda setting, logistics, travel coordination, marketing, décor, entertainment, supply procurement, promotional items, research, staffing, and catering—all while adhering to budget constraints. Lead and manage a team of 15 to organize monthly social events, quarterly community service initiatives, and two major internal events annually, fostering cross-functional collaboration and engagement.
• Diligently gather project information, including conducting site visits, to ensure successful event execution. Efficiently handle procurement processes by creating purchase orders in OneSRM, submitting check requests in EZ-Suite, and facilitating new vendor and customer setups. Track and manage invoice payments, corporate credit card receipts, and expense reimbursements with precision.
• Enhance new hire onboarding by assembling Welcome Kits and coordinating monthly Meet & Greet/Birthday events. Serve as a liaison for the Employee Recognition Program, overseeing initiatives such as the Wall of Success and Customer Commendations, and drafting executive thank-you letters.
• Independently manage special projects, both recurring and ad hoc, while mentoring new administrators. Exercise discretion and maintain confidentiality in resolving time-sensitive matters with accuracy and attention to detail. Draft and handle correspondence not requiring executive review.
• As an Events Lead, cultivate a dynamic and engaging workplace atmosphere. Collaborate closely with the Finance department to monitor budgets, provide purchase orders, process accounts payable, and ensure timely and accurate executive expense reports. Work alongside the Procurement Officer to research and recommend vendors for overhead needs.

• Managed logistics, catering, and marketing materials for internal and external events, including career fairs, off-site All Hands Sales meetings, sponsorships, donations, memberships, trainings, and corporate gatherings. Procured marketing collateral and promotional items strategically, ensuring cost efficiency. Leveraged Survey Monkey to collect event data, track reservations, and monitor responses for streamlined event planning.
• Proactively anticipated the needs of managers and the sales team, resolving operational and administrative challenges before they arose, enabling them to remain focused on key projects. Provided high-level administrative and secretarial support for both management and front desk operations.
• Assisted project managers with bids, contracts, pre-qualifications, and specialized initiatives such as presentations and binding materials. Successfully planned and coordinated complex off-site meetings, ensuring seamless execution.
• Authored and distributed Employee of the Month/Quarter Northern Exposure newsletters, highlighting team accomplishments and fostering employee engagement.

• Provided high-level administrative support to two co-founders, overseeing daily operations and managing essential tasks such as calendar coordination and the development of new processes and procedures to enhance efficiency.
• Actively fostered company culture, upheld standards, and streamlined systems, particularly during on-site organization and relocation efforts, ensuring seamless transitions.
• Delivered exceptional customer service, acting as a key liaison between staff, clients, and vendors. Maintained and managed client electronic records and accounts with precision using Excel.

• Expertly managed a dynamic calendar and coordinated travel logistics for an event planner, ensuring seamless scheduling and organization. Maintained and organized client files while fostering strong relationships with a diverse network of vendors and caterers.
• Provided professional support for development department events, handling the shipping and transport of event-related materials, maintaining event records, conducting trend research, and generating marketing and sales leads.
• Played a pivotal role in the research, planning, and execution of corporate events and weddings. Successfully coordinated and assisted in the setup and tear-down of 10 weddings and 7 corporate events for a prestigious commercial real estate company, ensuring flawless execution.
• Exercised sound judgment and discretion in scheduling appointments and managing telephone communications with efficiency and professionalism.

• Successfully coordinated an office relocation, overseeing organization, front-office design, and management. Tracked inventory, scheduled weekly meetings with staff and clients, contributed to showroom design and table mock-ups, and collaborated closely with wedding planners to ensure flawless event execution.
• Implemented workflow and process improvements that enhanced efficiency, enabling the team to handle increasing responsibilities despite staff limitations. Managed client rentals from start to finish, ensuring timely pickup and delivery while maintaining high service quality standards.
• Expertly handled client inquiries via phone, fax, and email, serving as the primary liaison between customers, office personnel, and warehouse staff to uphold a consistently positive customer experience.
• Maintained client account profiles, updated databases, and established a streamlined filing system using SalesForce and Sirius for improved organization and accessibility.

• Provided executive-level administrative support to the President and CEO, VP of Marketing and Sales, Controller, and HR Manager. Managed agendas, meeting minutes, confidential correspondence, purchase orders, expense reports, and highly sensitive PowerPoint presentations. Oversaw meeting coordination, calendar management, scheduling, travel arrangements, and preparation of meeting materials to ensure seamless operations.
• Led special event planning efforts, including invitations, RSVPs, gift and material procurement, while facilitating a smooth execution of corporate functions. Delivered comprehensive event planning services, including contract submission, event calendaring, budgeting, travel logistics, staffing, training, inventory management, and catering for major trade shows.
• Served as the primary on-site contact for trade shows, working closely with the Logistics Manager and Road Sales Reps during events such as the V-Twin Expo in Cincinnati, the 40th Anniversary Dealer Show at the Hayes Mansion, and the Daytona Bike Show in Florida. Oversaw trade show logistics, setup, and tear-down while compiling post-show satisfaction surveys and reports to evaluate success.
• Consistently upheld professionalism, diplomacy, and composure, even in high-pressure environments, ensuring smooth execution and effective problem resolution.

• Led and coordinated comprehensive marketing and promotional initiatives aligned with company objectives, overseeing market research and data analysis to inform strategy. Played a vital role in product development, directing a forward-thinking marketing team to drive impactful campaigns.
• Expertly prepared and managed event budgets, ensuring cost-effective execution while maintaining high-quality outcomes. Successfully expanded and retained the client base through innovative customer-retention projects that strengthened brand loyalty.
• Recognized by co-founders for outstanding performance and quickly established as a key member of the management team. Contributed compelling campaign themes that effectively communicated brand messaging and ensured successful event execution.

• Expertly managed confidential reports, customized proposals, contracts, and non-disclosure agreements, ensuring compliance with company policies and strict deadlines. Oversaw front office operations, established operating procedures and systems, and maintained key relationships with IT, sales development teams, building contacts, office supply/equipment providers, caterers, and vendors.
• Successfully coordinated meetings, prepared conference rooms, facilitated AV/computer support, arranged catering, managed calendars and scheduling, and handled travel logistics, ensuring seamless event execution.
• Strategically planned, managed, and executed trade show logistics while supporting business development efforts through industry research, competitive analysis, and identification of key strategic partners—driving new prospects, mergers, and acquisitions.
• Developed a deep understanding of emerging technologies, management transitions, corporate developments, and industry trends to inform decision-making and business strategy.

• Promoted to managerial role to oversee recruitment, training, and supervision of 25+ customer service representatives and tellers. Cultivated a customer-centric environment that fostered high service standards while motivating employees to deliver top-tier performance. Managed front-end operations to ensure smooth and efficient transactions at the teller window.
• Recognized for excellence with the "Sales and Service WOW Award" at the 2006 Conference in Mexico, ranking in the top five in the market. Earned promotion from the Branch Manager and commendation from the District Manager and Vice Market President to spearhead the launch of a new "Denovo" branch.
• Proactively resolved customer concerns to maintain loyalty and uphold company policies. Led training programs for CSRs and tellers across three underperforming stores, driving improvements in customer satisfaction, sales growth, and successful audit results.
• Completed extensive coursework and seminars in customer service, sales strategies, inventory control, loss prevention, time management, leadership, and performance assessment. Actively contributed to HR functions, including hiring, training, and conducting annual performance reviews.