Fractional EA, Workplace Generalist, and Event Coordinator

Michelle
Arciaga-Turnbull

Fractional

Executive Assistant

Workplace Generalist

Event Coordinator

Executive Assistant and Office Manager

October 2022 - Present

Provide strategic support to the Managing Partner/Co-Founder, Partner, two Principals, and two Vice Presidents. Key responsibilities include managing complex calendars and inboxes, coordinating travel and processing expense reports, and organizing company events. Additionally, I serve as a liaison between employees and management regarding policies and benefits, manage onboarding and offboarding processes, and provide personal assistance to the Managing Partner/Co-Founder and their family, as needed.

Source and negotiate with hotels, rental car, etc. to ensure cost-effective and efficient travel options. Create and manage corporate travel accounts to streamline the booking process and ensure compliance with company policies.

Here are some key duties for an Executive Assistant:

Calendar Management: Organizing and prioritizing the executive's schedule, including meetings, appointments, and travel itinerary.
Email and Communication Management: Screening and responding to emails, and drafting communications.
Travel Coordination: Arranging flights, accommodations, transportation, and detailed itineraries.
Document Preparation: Preparing presentations, reports, and other documents, often requiring research or editing.
Project Management: Assisting in tracking and managing ongoing projects, ensuring deadlines are met.
Meeting Support: Coordinating meetings, preparing agendas, taking minutes, and following up on action items.
Expense Management: Tracking receipts, processing reimbursements, and managing budgets.
Data Entry and Organization: Managing files, databases, and ensuring systems are organized and efficient.
Client Relations: Assisting with client communications, scheduling, and maintaining professional relationships.
Ad-hoc Tasks: Supporting the executive with a variety of administrative and operational duties as needed.

The exact responsibilities can vary depending on the needs of the executive or organization I am supporting.

Here are the key duties of a Workplace Generalist:

Employee Support: Assisting employees with general inquiries regarding workplace policies, benefits, and procedures.
Culture Carrier: Foster company values in daily practices and initiatives, while promoting a positive and inclusive work environment that strengthens collaboration and engagement.
Recruitment & Onboarding: Helping with recruitment processes, including job postings, interviews, and new employee onboarding.
HR Administration: Managing employee records, attendance tracking, and maintaining up-to-date personnel files.
General Office Management: Overseeing day-to-day operations, managing supplies, and ensuring smooth working environment. May also assist or manage office relocations.
Corporate Travel Management: Planning, coordinating, and overseeing business travel arrangements, including vendor negotiations, to ensure cost-effective, efficient, and seamless travel experiences while adhering to company policies.

Here are the key duties of a Company Event Coordinator:

Event Planning & Strategy: Collaborating with stakeholders to understand the objectives and goals for company events.
Venue Selection & Logistics: Identifying and securing event venues, managing space requirements, and coordinating on-site logistics.
Vendor Management: Sourcing and managing vendors such as caterers, decorators, audio-visual teams, and transportation providers.
Budget Management: Developing and maintaining event budgets, tracking costs, and ensuring the event stays within financial limits.
Guest List Management: Managing guest lists, and ensuring smooth attendee check-in.
Timeline Development: Creating and maintaining detailed timelines for all pre-event, event-day, and post-event activities.
Coordination with Speakers/Presenters: Managing logistics and communication with event speakers, panelists, and performers.
On-site Event Coordination: Overseeing the event day, ensuring all elements run smoothly, and handling any last-minute issues.
Swag Management: Sourcing, ordering, and distributing branded promotional items (swag) for event attendees, ensuring quality, timely delivery, and alignment with event branding.
Post-event Follow-up: Collecting feedback, managing event evaluations, and sending thank-you notes to attendees, speakers, and sponsors.

Michelle Arciaga-Turnbull

Michelle
Arciaga-Turnbull