Sales Administrative Assistant

JOAN C. MCDONALD

**** ****** *****

Elk Grove, CA 95758

973-***-**** (cell)

*****@*********.***

SUMMARY Leader with a demonstrated record of managing all

administrative aspects of diverse business environments

focused on change and growth. Strategic thinker and

communicator through correspondence, training, reports and

presentations. Able to make things happen identifying

resources, capturing knowledge and organizing data.

PROFESSIONAL Novartis Pharmaceuticals, East Hanover, NJ

EXPERIENCE September 2008 to present

Sr. Administrative Assistant - Global/US BD&L

Provide administrative support to 2 executive directors, 3

directors (calendars. meeting logistics, travel, expense

reports, video conferences, maintain project

confidentiality, PowerPoint decks). Format and compile

monthly project status report for senior management

review. Coordinate alliances' joint management and kick

off meetings. On board suppliers, open POs and process

invoices.

Accomplishments

Coordinated offsite Alliance Management and S&E meetings

from beginning to closure of PO and payment of honorariums

Coordinated offsite training FAME Forum for Alliance

Management Excellence

Serve on MAG (Military Affinity Group), coordinated

Veterans Day logistics, advertising, outside speaker and

participated on the panel

Created team charter and coordinated pulling together

assessments on 28 companies for senior management review

Created team rooms, managed virtual dataroom, meetings and

logistics for due diligence

Created project summary forms on community portlet

enabling easy updating and ease in compiling into a deck

for senior management reivew

Key driver working with IT to capture all information

related to deal analysis and review for the creation of a

database that will enable sharing and retention of

corporate knowledge, provide security and the ability to

run reports for presentations to senior management

September 2006 to 2008

Sr. Administrative Assistant - Integrated Marketing

Solutions Group

Provide administrative support to 1 executive director, 3

directors, 3 associate directors (calendars, meeting

logistics, travel, expense reports, video conferences).

Schedule and maintain agenda items for leadership and

department team meetings. Maintain contact lists and

organization chart. Oversight of PSME and operation

budgets utilizing PAWS and Ariba.

Accomplishments

Developed and published an Agency Tree (map of holding

companies, agencies, Novartis brands).

Updated and published "The Gallery." Book of industry

awards received by agencies on behalf of Novartis brands.

Business Excellence Award received for DST Conference Room

scheduling.

Business Excellence Award received for eMail

Excellence-logistics and coordination with trainers for

campus-wide training.

December 2003 to September 2006

Sr. Administrative Assistant - Strategic Sourcing

Provided administrative support to 5 directors (calendars,

meeting logistics, travel, expense reports). Compiled,

edited and published department quarterly report.

Coordinated the sourcing and on-boarding of associates and

contractors. Participated on the Guiding

Coalition-Integration Team and the Non-Financial Task

Force. Established and led the Social Committee. Lead the

intranet redesign team. Served on and co-led the Office

Network, a team of 9 senior admins serving the 450+ admin

population at Novartis Pharma EH, FP, SF.

Accomplishments

Introduced travel itinerary and interview schedule

templates.

Redesigned a well-received quarterly report format

utilizing Crystal Xcelsius, noted in Germany.

Developed a departmental onboarding process.

Social Committee achieved 10-14% positive increase in the

employee survey in areas of encouraging good team

behavior, aligning as a whole and feeling valued. Received

Business Excellence Award.

Office Network: launched a collaborative tool for

maintaining the manager/admin relational database, used

the same tool for developing an excess office supplies

database, launched an ongoing process for maintaining

V&V's Yellow Pages, maintained the Office Network intranet

site, maintained the Office Network distribution lists,

served on Professional Admin Day, TYCTWD and Office Expo

teams.

Morris County Cardiology Consultants, Mendham, NJ

October 2002 to February 2003

Administrative Manager

Reporting to the Practice Manager reprocessed and

reorganized the billing department of 10 people to fit

with a new billing system (MediSoft) for the efficient

submission of claims to health insurance companies.

The Dun & Bradstreet Corporation, Murray Hill, NJ

June 2001 to August 2002

Executive Secretary

Managed the administrative aspects of the office of the

General Counsel.

Enhanced team building and new hire assimilation through

department meeting structure, relevant guest speakers, and

training opportunities.

Provided reorganization expertise within the legal support

staff addressing workflow and skills matching.

Ongoing leading of the team through simplification of

administrative processes.

Maintained the department personnel files.

Redesigned and enhanced the Legal Department intranet site

utilizing FrontPage.

Participated and lead among the team of executive

secretaries/assistants within the company.

Served on the Quality Corporate Action Team addressing low

scores from the November 2001 employee satisfaction

survey. Worked with the team to implement educational

communications about information quality through

Frequently Asked Questions and a global Challenge.

SBC DataComm, Inc., Parsippany, NJ

June 2000 to June 2001

Associate Business Manager

Responsible to provide business support to two Regional

Sales Directors and their teams within the northern

NJ/NYC region selling network integration solutions.

Utilizing Access and Excel developed queries and reports

to track and report weekly bookings, backlog and monthly

billings with a strong emphasis on profitability.

Prepared quarterly presentations.

Worked closely with reps as they developed sell price for

customer solutions ensuring profitability.

Developed and maintained good vendor relations.

Monitored and ensured back-end monies received through

special pricing agreements with vendors.

Developed monthly forecast and tracked billings through

month end. Developed training materials and trained reps

on web-based forecasting tool, pricing matrix, etc.

Interfaced with multiple departments and levels of

management.

Dialogic, an Intel company, Parsippany, NJ

November 1998 to May 2000

Executive Assistant

Assistant to the President, Sales & Services The

Americas.

Calendar (president & departmental), email management,

travel, expense reports, presentations, on-site/off-site

meeting coordination, web meetings.

Managed two full-time, one part-time department

administrative assistants.

Prepared meeting agendas, took meeting notes, followed up

on action items.

Compiled information from worldwide geographies for

monthly/quarterly reporting.

Directed customer issues through to satisfactory

resolution, with follow up.

Worked on CRM implementation team, pulled reports, etc.

Coordinated the Office of the President during four-month

transition between managers. Maintained all monthly

reporting.

Special projects: Created formats for yearly market

analysis, indicator and monthly reports. Analyzed cell

phone utilization resulting in a $1,200/per month savings

for the department. Coordinated customer meetings at

trade shows. Planned, coordinated and facilitated

initial customer meetings and factory tours.

American Management Systems, Roseland, NJ

April 21, 1998 to September, 1998

Executive Assistant

Assistant to the Vice President of the Northeast

Utilities Consulting and Systems Group.

Prepared monthly project revenue statements and customer

invoices.

Served as liaison to clients' procurement department

regarding the resolution of invoice discrepancies and

timely payment of invoices.

Prepared monthly financial summaries and resolved

internal issues.

Participated on client projects as project administrator

with responsibility for meeting minutes, project plan

maintenance in Microsoft Project, document/presentation

development, team event planning, client meeting

logistics, and travel and expense policy management.

Made travel arrangements and prepared expense reports.

Supported sales team in proposal development.

Ericsson, Inc., Enterprise Networks, RTP, NC

January 2, 1996 to November 19, 1997

Executive Assistant

Assistant to the Vice President of Sales & Services.

Assisted with the re-engineering and reprocessing of

Sales & Services earning a management award.

Performed all general office duties with a strong

emphasis on developing and preparing presentations,

meeting facilitation (on-site and off-site), composition

of all internal and external communications, scheduling,

travel arrangements and expense reports.

Prepared and distributed meeting minutes, tracked action

items.

Edited and published quarterly newsletter to Sales &

Services organization.

Developed and tracked sales promotions.

Tracked and reported orders, sales, margins and expenses

against budget for Consono MD110.

Prepared monthly stack rankings.

Assisted in the development of quarterly user group

meetings earning a management award.

Planned and hosted first Professional Secretary's Day

luncheon.

Created "How-To" book (quick reference for all office

supplies and common equipment needs and repairs).

Project Work: Relocated equipment and documentation from

Northborough, MA, and built the Bids & Proposal Center in

RTP.

Assigned technical responses for proposals and quotes to

Sales Engineers.

Compiled information and wrote responses to RFPs.

Ensured timely submittal of quotes and proposals to the

customer.

Developed monthly report format, tracked quotes and

proposals, and reported metrics to management on a

monthly basis.

Developed and wrote ISO 9001 procedures for proposals and

RFPs.

Incorporated the quality certificate in all customer

submittals.

Upgraded and enhanced the Microsoft Access database.

Catalogued standard responses in hard and soft copy.

Bausch & Lomb, Rochester, NY, corporate office

June 1, 1994 to November 17, 1995

Executive Secretary

Assisted Director, Diversity & Work Environment in the

establishment of the Diversity Function.

Typing, filing, phones, scheduling, travel, invoices,

supplies.

Prepared presentation overheads for direct manager and

for various senior executives.

Monthly Exempt Requisition Report (rewrote instructions

and created computerized forms).

Created and maintained the Preferred Hiring List.

Milestone letters (CEO, to all Rochester-based employees

for their years of service).

Maintained the Personnel Policies and Practices Manual,

distributed revised or new policies to all manual

holders.

Preparation of three budget centers with monthly

monitoring.

Assisted in securing speakers for the quarterly Speaker

Showcase Series, coordinated logistics for key speaker,

luncheons, breakout sessions and maintained invitation

list of over 700 managers.

Compilation of data and preparation of EEO-1 (created

computerized form).

Assisted in the tracking of quarterly AA/EEO reports from

all divisions.

Compilation of data from all divisions for the 5500

Report (created computerized form).

Maintained database of all resumes received by Diversity

Function.

Member of Bausch & Lomb's Secretary's Council (designed

the 1995 invitation to Secretary's Day seminars and

dinner resulting in a savings of over $700 from prior

year's invitation).

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