Administrative Assistant Manager
Resume:
Lea Clack
Objective: To obtain a professional administrative assistant position in a
challenging and growth oriented corporation.
Experience:
**/** - **/** (Laid Off)
Executive Assistant to the President
AVOS Life Sciences - Morrisville, NC
Supported the President and the Vice President with all administrative
duties. Managed President's hectic and continuously shifting calendar
including incoming emails. Organized both internal and external
appointments between executives of other pharmaceutical companies and built
a rapport with their executive assistants. Coordinated meetings,
conference calls, calendars, and extensive domestic and international
travel, lodging and car services arrangements. Proactively followed up on
cancelled or rescheduled arrangements and proactively provided alternative
arrangements. Coordinated President's travel itinerary (domestically and
internationally) which included accommodations details, client contact
numbers, location of meetings, directions and entered all information into
the President's blackberry as back up. Provided telephone coverage,
screened all calls for the President and used discretion when to interrupt
and or take a message. Took detailed and accurate messages and
communicated to President or via email, if traveling and also included the
next day's agenda. Prepared and submitted expense reports via and
reconciled credit card statements. Proactively took initiative in a fast
paced environment and worked well under pressure in order to meet deadlines
in a timely manner. Used sound judgment to deal with complex situations,
worked cooperatively and effectively with various personalities and levels
of management. Treated confidential information appropriately and kept a
personal weekly backup file of all documentation pertaining to organizing
the President's weekly calendar.
03/08 - 05/09 (Laid Off)
Sr. Administrative Assistant - Contractor
GlaxoSmithKline - Medical Services - Durham, NC
Provided administrative support to the Medical Services Manager and team.
Created and imported components (body, references and articles) into
product specific training manuals. Components process was very detail
oriented time consuming and learned the in-house programs quickly.
Additionally, provided back-up for the fulfillment processing center
(coordinated and organized packages that required to be sent out same day
processing to requesting clients). Processed a large amount of expense
reports for department and provided support to other assistants. Ad hoc
projects as needed.
08/07 - 01/08
Administrative Associate
Talecris Biotherapeutics, Raleigh, NC
Supported the Sr. Director of Pathogen Safety Research and Development and
the Business Operations Manager. Coordinated and managed heavy
calendar/schedule for Sr. Director. Answered and screened phone calls
appropriately. Processed and submitted expense reports and reconciled
credit card statements for staff in a timely manner. Attended, recorded
and distributed weekly management meetings, updated and submitted human
resources report to the senior management on a weekly basis. Ordered
supplies for department. Site coordinator for company events: Susan Koman
Cancer Awareness, Food Drives, Blood Drives and other charity events.
Coordinated site picnic and holiday catered events for ~100 employees.
07/06 - 08/07
Executive Assistant (Company Take Over)
Pfizer, Research Triangle Park, NC
Supported the VP of Research and Development, four direct reports and their
teams. Answered phones, coordinated internal/external meetings including
catering and coordinated domestic and international travel arrangements and
obtained visas/passports in a timely manner. Typed letters, reports and
spreadsheets as required in addition to updating PowerPoint presentations
for scientists. Ordered and maintained supplies, worked with IT to
coordinate set for new employee and their workstations and organized a
"welcome" breakfast with the team. Kept records and documentation for
company's patents and reviewed all patents prior to being submitted to
ensure that they were within the SOP's guidelines. Maintained patent
filing and record system; submitted monthly reports to senior management
and ordered patent plaques as needed. Assisted in solving problems and
answering question regarding company patents. Attended, recorded and
distributed quarterly patent meeting minutes held with attorneys.
Additionally, functioned as the Administrator for the Institutional Animal
Care and Use Committee (IACUC). Coordinated and attended monthly committee
meetings: recorded and distributed minutes, maintained current project
files and assisted in bi-yearly inspections. Back up for the front desk
receptionist using a multi-lined phone system and other departments.
Treated confidential information appropriately.
Page 2
Experience
01/04 - 07/06
Administrative Assistant
Quintiles, Inc., Research Triangle Park, NC
Supported the Senior Group Director of Global Biotech Project Unit, direct
reports plus their teams and additionally provided the Executive Director
(off-site) support as needed. Coordinated heavy international and domestic
travel arrangements (10+ employees), prepared and processed expense reports
via on-line system and reconciled credit card statements in a timely
manner. Coordinated large volume of domestic and international conference
calls for teams. Attended, recorded and distributed minutes for various
client meetings. Updated and posted team's weekly reports and prepared
large PowerPoint presentations. Coordinated mass mailings on a regular
basis (typed letters, carrier labels and sent appropriate items to various
locations). Used project codes for weekly time sheets. Ordered and
maintained supplies and coordinated with IT that new employee's
workstations was set up properly. Ensured company procedure was followed
for employee's leaving (e.g., collected badge, had IT remove computer, had
phone disconnected, cleaned workstation, coordinated exit interview with HR
and planned a "farewell" breakfast/lunch). Treated confidential
information appropriately
11/02 - 11/03 (Moved to N. Carolina)
Administrative Specialist
Amersham Health, Princeton, NJ (GE Healthcare)
Supported the Assistant Director, four Senior Managers and one Manager of
the Clinical Research department plus their teams. Answered phones,
managed calendars, coordinated meetings and conference calls. Filing for
company archives and proof read clinical trial documents being submitted to
FDA. Coordinated on/off-site meetings (conferences) including materials,
travel arrangements, hotel arrangements, organized cocktail hour and dinner
for attendees. Worked overtime as necessary or as requested
03/02 - 11/02
Temporary Administrative Assistant
Amersham Health, Princeton, NJ (American division)
Supported the Global Head of Clinical Operations and the Clinical
Operations and Medical Writing teams in the Clinical Research department
and two Sr. Managers and one Manager in the Clinical Research department
and their teams.
05/00 - 02/02
Administrative Assistant
Merrill Lynch, Plainsboro, NJ
Supported the Director of the Custody Relationship and Fund Treasury Units
of the Treasury Department of Merrill Lynch Investment Managers Division.
Provided support with phones, calendar management, expense reports,
letters, binding, presentations and ad hoc projects. Ordered and
maintained supplies and worked overtime as necessary or as requested.
02/99 - 05/00 (Company Relocated to Illinois)
Executive Assistant to the President
Takeda America Research & Development Center, Inc., Princeton, NJ(American
division)
Primarily supported the President's extensive international travel
(airlines, hotel and car services). Acted as a personal assistant as
needed. Provided support to the Treasurer with expense reports, ordering
office supplies, processing and submitting expense reports in a timely
manner and any ad hoc projects. Coordinated off-site FDA approval rewards
dinner for ~75 people and assisted in coordinating rewards trip for entire
office. Also, organized holiday parties, private dinner parties and
ordered gifts for President's friends and peers. Always maintained
confidential information and worked overtime as necessary in order to meet
deadlines in a timely manner.
08/90 - 02/99
Secretary, Sr. Secretary and Executive Secretary
Merrill Lynch, Somerset, NJ
Supported multiple Vice Presidents, Directors and their teams in various
departments. Typed and mail clients documents (letters, quarterly
statements, PowerPoint presentations etc.) for the 401(k) Department and
the FSOS Training departments. Answered multi-lined phones, provided back
up to other assistants. Processed and submitted team's weekly times sheets
(updated vacation, sick and holidays on internal system). Coordinated
internal/external client meetings (travel arrangements, catering, prepared
a large volume documents copies for client quarterly report binders).
Coordinated new employees work station with IT, set up desk with
appropriate office supplies and organized a "welcome" breakfast with team.
Worked overtime to ensure project deadlines were completed in a timely
manner or as requested.
Computer Skills: Word, Excel, PowerPoint, Lotus Notes and Outlook
1980 - 1982 United States Marine Corps - Supply Warehousing
1980 - High School - Cook Inlet Academy, Soldotna, Alaska
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