Executive Assistant, Operations
Executive Assistant to the Vice President of Operations.
- Orchestrated all operation functions including but not limited to: award ceremonies, executive meetings, golf outings,
- Created, implemented and maintained comprehensive database for reporting of productivity statistics to comply with corporate policies which resulted in significant time and financial savings.
- Analyzed and facilitated automation of manual reporting resulting in savings of more than $5,000 annually.
- Coordinate all travel arrangements for all Operations Management Employees.
- Reduced cell-phone expenses, resulting in savings of over $8,000 the first year.
- Streamlined the preparation of monthly, quarterly, and annual productivity reporting reducing review and input processes by 90% by working with IT to create a "data pull" from the existing system to upload the information. This process
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Executive Assistant
In the capacity of Management Assistant, provided administrative support to 2 department managers, 16 section heads and 180 individual contributors
- In the capacity of Executive Assistant, provided executive level support to 3-5 directors at a time and their program managers with various engineers' matrixed in.
- Supported a program of 400 employees
- Saved our product line $42,000 by pursuing, planning and coordinating a 3 day Public Key Infrastructure rollout with various departments
- In receiving my Six Sigma Certification, established a recycle and reuse office supply database that resulted in substantial cost savings of over $100,000
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Executive Assistant to President, COO, and CFO
Provided exceptional administrative support to three senior executives of this newly formed management consulting firm.
- Organized the new office and designed systems to maximize administrative operations. Arranged and maintained sensitive documents in compliance with security procedures.
- Developed the payroll system for the sales force. Calculated and submitted all sales commissions to the CFO biweekly.
- Efficiently managed all aspects of a 12 person B2B appointment setting call center.
- Dramatically improved the quality and standard of appointments allowing the sales force to increase company sales by over 20%.
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Executive Assistant
Provided administrative support to five Leadership Team executives who oversee the flagship research site for a privately- held, world-wide pharmaceutical company. Leadership Team members are: President/SVP of Research, VP of Science &
Technology-Research, VP of Drug Discovery, Sr. Director of Program Management, Associate Director of Human
Resources. Provided additional administrative support to extended Leadership Team members: Sr. Directors of Business
Development, Drug Discovery Pharmacology, Chemistry, Biology.
- Managed and tracked travel/meeting/conference expenses; worked closely with finance and accounting group to ensure spending was aligned and within budget.
- Participated in weekly Leadership Team meeting: generated agenda, recorded minutes, followed up on action items.
- Coordinated all aspects of internal and external visitor meetings, seminars, interviews.
- Scheduled and coordinated weekly, biweekly and monthly research management and new ideas team meetings.
- Organized and maintained administrative and research-related document migration to SharePoint folders.
- Participated in Employment Engagement Committee for planning corporate events, to include obtaining RFP and adhering to budget guidelines.
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Executive Assistant
Responsible for supporting and handling all administrative tasks for three senior vice presidents within account groups.
- Maintained phones, managed calendars, scheduled appointments, meetings, luncheons and conference calls, as well as arranged all travel plans.
- Generated expense reports, handled campaign correspondence emails and launched blast mailings to media outlets and subscribers and wrote reports.
- Performed research, responsible for quarterly planning and logistics management and created press kits and media coverage reports.
- Served as key member of a public relations team that developed a highly successful national media campaign, played an integral role in pitching stories for national publications and devised promotion strategies.
- Responsible for increased distribution of promotional materials to media and potential corporate partners.
- Developed and updated media contact lists and handled special projects as assigned.
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Executive Assistant, Strategic Planning & Business Development
Provided executive level administrative support to two Directors, one VP, and staff of approximately 11.
- Maintained calendar for Directors and VP ensuring appropriate preparation for daily activities: scheduling and meeting coordination, interviews, appointments, events and other similar activities
- Drafted and prepared meeting agendas and minutes for Business Steering Committee meetings: gathered
- Created and handled presentations, complex reports, confidential correspondence and files and maintained
- Requested and assigned to Transaction Reduction Project and served as key contributor to team on process improvements
- Gathered select data from company departments and leaders for the 2011 Distribution Plan
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Executive Assistant
Coordinated schedule, travel, and expenses for Sr. VP, Global Resource Group
- Justified client's account receivable and collected $250k in past due invoices
- Produced and edited presentations, marketing reports, client proposals and correspondence
- Updated website with departmental information
- Coordinated video conferencing for employee work-related training seminars
- Instituted and organized contact database
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Executive Assistant
Administered high-level support to Chairman and Chief Financial Officer of private investment firm, handling all
administrative and support efforts
- Maintained document filing retention and storage system with the highest regard for confidentiality, organization and timely retrieval of documents
- Maintained phone and voice mail system
- Planned company Board and Staff meetings, prepared agendas and processed meeting minutes
- Coordinated domestic and international travel arrangements for senior staff
- Arranged office holiday parties and other outside functions
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Executive Assistant
Managed and maintained a daily situational report with Secret Clearance for Joint Service personnel
- Conducted Research, prepared correspondence and prepared travel vouchers for both lower-level and senior-level personnel
- Scheduled travel, appointments and meetings
- Screen phone calls, emails, mail and visitors; routed and resolved any information requests
- Managed files and other sensitive management
- Retrieved and sorted through incoming and outgoing mail
- Prepared purchase requests for supplies and other equipment needed for mission accomplishment
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Executive Assistant to The President
Aided President, planned conferences, conducted public relations for 140-employee ministry
- Collaborated with ministry leaders related to ministry, program and facilities needs
- Assisted in establishing ministry-wide calendar scheduling protocol
- Arranged transportation, hospitality and technical support for board meetings
- Managed operations and coordinated logistical aspects of conferences held on campus
- Assisted in establishing managed rental contracts for ministry properties
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