Executive Assistant

E lizabeth Reyes-Perez

*** ****** * *******, ** *7002 201-***-**** e ********@*****.***

PROFESSIONAL SUM MARY : Skilled and efficient Senior Level Executive Assistant with an extensive list of

credentials spanning various industries and a proven t rack record of interacting with C-level and Global

E xecutives. Strengths include strong organizational, communication, interpersonal and t ime management

skills. Crit ical thinker with a high aptitude for learning, multi-tasking, adaptability, and with an eagerness to

accept new challenges and responsibilities.

PROFESSIONAL EXPER IENCE

Optimer Pharmaceuticals (Pharmaceutical) May 2012 – Present

Executive Assistant, Medical Affairs, Health Economics and Quality Outcomes Research

Administration

• Supported the Sr. Vice President, Vice President, 3 Sr. Directors, 2 Directors, Support to In ternal/Field

Team of 20

• Skilled at supporting C-level executives to free up time for other initiatives and discretionary duties

• Managed all onsite & offsite meeting logistics including scheduling, catering, minutes and meeting follow

u ps

• Coordinated logistics for teleconference, video conference, and webinar meetings

• Created and designed PowerPoint presentations for meetings and monthly dashboard reports

• Developed Excel spreadsheets to manage and t rack contract status through the legal and finance

p rocesses

• Managed the On-Boarding process for all new employees

Data Management

• Assisted the Project Manager in maintaining the department SharePoint site ensuring materials were

current

• Coordinated & monitored contracts and purchase order requisitions within the e-Requester system

• Reviewed and t racked Investigator Initiated Studies and Continuing Medical Education grant

submissions within the Polaris system

• Assisted team with Legal, Medical and Regulatory review submissions to ensure document compliance

• Managed all Key Opinion Leader interaction within the OpenQ customer relationship management

system

Travel & Expense Management

• Ar ranged group t ravel for Offsite events, including it ineraries, e-packets for access on Smartphone and

i Pads

• Assisted with event management logistics, agendas, presentations, team building, and evening events

• Managed team registrations for meetings, conventions, and congresses

• Processed all t ravel and meeting expenses through Concur ExpenseLink System

T eli ris I nc., (Telepresence) April - May 2012

(Contract position) - Executive Assistant/Office Manager to CEO and Human Resources Director

A dministration /Facilities Management

• Coordinated international and domestic t ravel for CEO, processed related expenses

• Developed an electronic file database for t racking purposes. Assisted Director with all office logistics

U BS Financial Services ( Finance) Nov. 2005 - March 2012

Executive Assistant, Finance and Risk Department February 2011 - March 2012

Administration

• Supported Chief Financial Officer, and the M anaging Director of WMA B usiness Analytics & Planning

• Served as a liaison between NJ Headquarters, New York, Connecticut, and global affiliates

• Created meeting materials, including Agendas, PowerPoint presentations, and Excel Spreadsheets

• In charge of setting up Quarterly Town Hall logistics and events for Finance/Risk Groups

• Delegated meetings for CFO/CRO when unable to attend. Assisted VIP Guest, and Executive Commit tee

• Addressed HR issues with total confidentiality and efficiency. M aintained t ime off records for team

• Experienced in handling calls with high level request on a daily basis

• Coordinated catering for department on a daily basis for departmental events

Expense Management

• Processed intensive expense reports to mi r ror American Express bill

• Coordinated with vendors, purchase orders and invoices to be process accordingly maintained supply

budget

Event planning / Data / Email management

• Setting up t raining sessions w ith Ernest & Young, Deloit te, McLagan external client; as well as

i nternally

• Reviewed priority i tems and brought to the attention of others as appropriate

• Stayed updated on technologies and administrative concepts with internal company courses

Elizabeth Reyes-Perez

375 Avenue A Bayonne, NJ 07002 201-***-**** *********@*****.***

PROFESSIONAL EXPER IENCE - CONT I NUED

UBS Financial Services ( Finance) April 2008 - February 2011

Executive Assistant, I nformation Services Department, Order T rade Processing Division

Administration

• Supported the Managing Director and six directs and team of 200

• Created and Edited PowerPoint Presentations for the team meetings and Quarterly Town Hall

• Maintained department’s Org. Chart, Staff Flow and Contractor headcount with Pivot table report

• Set up teleconference, video conference domestically and internationally

• Worked with Human Resources in highly confidential information. Maintained SharePoint site

Expense Management / O ffice Facilities Management / Event Planning

• Handled t ravel expenses on Concur for payments. Processed purchase orders for prompt payments

• Managed a staff of 200 with administrative request. Tracked and maintained time off for a team of 200

• Coordinated Holiday Party for staff of 200. Arrange catering for Town Halls with successful outcomes

Executive Assistant, National Sales March 2006 - April 2008

Administration

• Administrative Assistant to Executive Director of client services, and five directs, Assisted with field team

• Updated and Coordinated distribution of a weekly PowerPoint presentation report for National Sales

Department

Expense Management / Event Management

• Kept corporate credit card accounts information updated, vendor invoicing and managed expense for team

• On occasion responsible for handling of events management outside of company

( Leafstone Staffing) Contract November 2005 - March 2006

• Administrative Assistant - Departments: Clients Services, National Sales

Toys “R” Us, I nc., Wayne, N J (Retail) J une 2003 - May 2005

Executive Assistant to Executive Director

• Assisted Executive Director and 2 Directors in Risk Management

• Closely worked with 18 Adjusters pertaining to r isk liability coverage policies and customers to resolve

issues

• In charge of meetings all respective logistics. Prepared, managed and controlled supplies budget

Risk / Data Management

• ATS - Entered new and accurate insurance certificates checking for limits/liability into the ATS Database

• Manage certificates needed for legal cases. Responsible for wri ting letters to vendors and landlords

• Facilities /Office-Coordinated office space and setup for new employees. Supervised clerk that assisted me

Block D rug Company, I nc., Jersey City, NJ ( Pharmaceutical) June 1991 - June 2001

Secretary I I I (1997-2001)

Administrative Support - V ice President of Worldwide Operations, Vice President of Operations Finance

Work with international teams in Mexico, Puerto Rico, Argentina for logistic coordination

On occasion was responsible for t ranslations of documents from Spanish to English

Travel Management / Event Planning

• Handled expenses and t ravel arrangements for staff within our 12 international manufacturing plants

Secretary I I (1991-1994) Administrative Support- D irector of Manufacturing and a staff of six.

(1994-1997) Administrative Support- D irector of Household Products and a staff of five product

managers

• Handled delivering mechanicals to engineering departments and routing for signage

• Worked on presentations, reports, administrative duties. Handling of FedEx and DHL deliveries

Education: - Borough of Manhattan Comm. College, NY, NY - (Secretarial), 46 credits

I nter. American University of Puerto Rico (Secretarial), 15 credits, UBS Company courses (Lunch & Learns)

A dministrative Skills : Scheduling, WorldTravel, EZ Travel, WebEx, Teleconferencing, Videoconferencing, Webinar,

MeetingPlace,

Software : MS Office - Access, Word, Excel, Outlook, PowerPoint, Visio, SharePoint, Adobe-Acrobat,

Concur, Lotus Notes

D ata Management : E requester - I nvoice/POs, APRIMO -Database for compliance documents, Polaris, OpenQ

database

Customer Service : Extensive customer service base experience

Languages: Bilingual-f luent in English/Spanish

R eferences: Available upon request

Contact this candidate