Sofia Arenas

Manage dual calendars, inboxes, and scheduling for two Co-Executive Directors across a team spanning 10+ countries; triage emails; prioritize time-sensitive requests; handle confidential information with discretion. Translated a presentation into Spanish and presented at the United Nations Chile CESCR session. Co-drafted Health & Safety and Security policies, and developed SOPs for internal processes. Coordinate meetings and prepare agendas; record quarterly Board minutes and distribute action items. Produce polished presentations, reports, spreadsheets, and 3 organizational handbooks. Plan and manage travel logistics, including budgeting and venue coordination. Assisted Survey Design by overseeing Argentina's correspondent and testing next year's survey. Support People & Culture onboarding workflows and handle sensitive confidential data with strict discretion.

Led all student rotation operations across 10 U.S. states, managing placements and confidential records for 300+ students in Pipedrive CRM. Ran daily workflow operations, including file management, internal communications, and task tracking. Refined onboarding processes to reduce administrative friction. Drove returning business by proactively reaching out to students about upcoming rotations and issuing referral codes. Reconciled accounts, audited rotation-related documentation for compliance, and ensured financial and records accuracy. Monitored regional performance metrics and supported cross-functional projects to boost efficiency.

Acted as the primary point of contact between students, preceptors, and university partners, resolving scheduling issues and aligning all parties. Tracked credentialing, compliance deadlines, and paperwork for all student rotations. Managed internal communications and status updates through Avochato, reducing back-and-forth and keeping workflows on track. Maintained detailed records of student-preceptor assignments and timelines, supporting operational accuracy and traceability. Kept organized digital filing systems to ensure clinical placement documentation was complete and accessible.