Administrative Assistant Executive Director
Resume:
Sharon Michel
ad5vqn@r.postjobfree.com
SUMMARY OF SKILLS
● Microsoft Office Suite: Word, Outlook, Excel, PowerPoint, Teams
● SAP, Mercury, Ariba
● TyMetrix
● Concur
● Share Point
● PeopleSoft
● Calendar Management
• Excellent Organizational Skills
• Strong Customer Relations Skills
• Database Management/Analysis
EDUCATION
Associate Degree in Liberal Arts 2004
Fairleigh Dickinson University, Teaneck NJ
Administrative Assistant, IMO (Contract Position) 10/2022 – 4/24/2024 Novartis Pharmaceuticals, East Hanover, NJ
• Providing high level administrative support to VP of HCP Education and Engagement, National Head TLL Organization and Executive Director of HCP Education Delivery Lead
• Maintain complex and ever changing calendars
• Organize successful internal and external meetings, conference room request and catering needs for leadership teams
• Coordinate domestic and international travel arrangements and registration requirements for offsite congress meetings
• Handle confidential information and communications with all levels of management
• Create and prepare travel expenses in a timely manner, review supervisor’s and directs expense report submissions for approval
• Onboarding employees utilizing REF space, laptop, iPhone and Citi Card request and scheduling of staffing interviews
• Onboard 3rd party vendors, initiate and processing of purchase orders, change request and tracking of goods receipt in Novartis systems MDG, SAP and Mercury platforms
• Create and prepare departmental meeting agendas, presentations and communications
• Maintain and update departmental organization chart and distribute to internal departments as needed
• Support the approval process for Statements of Work and Purchase Orders, request PO and perform GRs for invoices.
• Manage and collect budget information for reporting
• Provide backup coverage for other admins as needed Legal Administrative Assistant 11/2014 - 4/2022
CIT, Livingston, NJ
• TyMetrix 360 billing administrator for legal department for processing of manual and electronic invoices, rate submissions for approval, provided onboarding of new vendors, opening and closing of matters, performed invoice audits and distribution of T360 adhoc reporting to business units
• Generate and distributed monthly client paid Adhoc reports using T360 to business units
• Provided support to outside counsel and vendors experiencing issues with invoice submissions and T360 support
• Processed and managed national and international invoices for the Insurance department through PeopeSoft system
• Managed PeoplesSoft vendor setup, opening of purchase order and requisitions and payment status inquiries
• Assisted account payables department with failed invoices reporting and invoice inquires to ensure the invoices are billed correctly
Executive Assistant – Chief Audit Executive 10/2013 - 11/2014 CIT, Livingston, NJ
• Managed and maintained the Chief Audit Executive’s calendar, arranged meetings, scheduled conference rooms, telephone screening, travel and expense reporting and invoice processing
• Managed documents posted to dashboards, customized reports, and presentations for department meetings
• Effectively managed the employee’s attendance records and activities for the department and maintained the log on Microsoft SharePoint Calendar
• Organized and effectively planed offsite department meetings, catering and activities
• Reviewed and edited audit reports prior to distribution to committee members
• Organized and coordinate office operations overseeing and managing the provision of office supplies, equipment and building service requests that enable the department to perform their job effectively
• Prepared board books for audit committee mailings and distribution Executive Assistant – Finance, Internal Audit and Procurestaff Technologies 2009 - 2013 Volt Information Sciences, Inc., New York, NY
• Provided administrative and organizational, support to Senior Executives, Directors
(President, CEO, CFO, COO)
• Managed meeting, coordinate calendars, travel plans and itineraries
• Planned and organized executive and leadership conferences and training events providing conference venue, materials, group travel arrangements and team events
• Worked with corporate business units to ensure timely and accurate completion of presentation materials, reports and correspondence required for management meetings
• Distributed internal audit reports to board and audit committee members
• Monitored and complied internal audit’s weekly timesheet allocations for Sarbanes Oxley SOX) compliance testing presented for annual budgeting
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