Administrative Assistant Vice President
Resume:
Melinda Beattie
*** ****** ******, *********, ** 48813
*******.*******@*****.***
PROFILE
Dedicated and established executive assistant with experience in high
caliber industries. Proficient in Microsoft Word, Excel, PowerPoint,
Outlook, and CONCUR. Experience with Microsoft Access, Peachtree
Accounting, Schwab Portfolio Center, and IBM Lotus Notes. Extensive
experience with conference planning, meeting scheduling, expense
reimbursement, and travel organization in addition to training and
experience in human resources and benefits. Excellent proofreading skills.
PROFESSIONAL EXPERIENCE
Manulife Asset Management (US) LLC
September 2011 to April 2013
Investment Company Boston, Massachusetts
Executive Assistant
. Delivered high-level support to the Vice President & General Counsel,
Vice President & Chief Compliance Officer, Vice President & Counsel,
Sr, Counsel, and Assistant Counsel.
. Assisted Compliance Department staff of 10.
. In charge of heavy calendar management.
. Coordinated complicated travel arrangements.
. Organized and submitted detailed expense reports (CONCUR)
. Arranged complex meetings using IBM Lotus Notes
. Reviewed and sorted correspondence; responded as requested.
. Liaison with legal and compliance colleagues from other countries and
contracted attorneys.
. Prepared check requests and ensure payment of invoices.
. Arranged handouts for high-level meetings.
. Responsible for new hire office set-up.
. Oversaw all paper and electronic legal files.
. Gathered data for audits, legal matters, and presentations.
Cabot-Wellington, LLC
September 2008 (Temp for 6 weeks) to September 2011
Private Investment / Management Company
Boston, Massachusetts
Administrative Assistant
. Provided high-level administrative support to the Executive Director /
Chief Investment Officer.
. Screened incoming calls and handle as required.
. Reviewed and sorted correspondence; respond as necessary.
. Liaison with high net-worth clients.
. Prepared meeting agendas and hand outs.
. Responsible for Human Resource new hire / termination paperwork and
administration of employee handbook
. Oversaw office management functions.
Portfolio Assistant
. Responsible for the preparation of checks for all tax payments, tax
returns and tax estimates.
. Gather data for technical reports and presentations.
. Perform independent research and prepare information for special
projects as assigned.
. Prepare monthly disbursement for clients and complete fund transfers
as requested.
. Perform daily downloads of investment transactions.
. Update complicated trade order spreadsheets for investment decisions.
. Prepare confidentiality agreements for new clients as well as new
documentation for investment and bank accounts.
. File annual reports for multiple limited liability companies,
alternative asset funds, and corporations.
Washtenaw Community College
April 2005 to August 2008
Michigan Small Business & Technology Development Center
Ann Arbor, Michigan
Administrative Assistant
. Assisted Regional Director and counselors.
. First line of communication with the public, screened incoming calls
and email; handled as required.
. Responsible for office manager functions.
. Assisted with preparation of presentations.
. Prepared information for events and prepared for training events.
. Submitted requisitions and monies obtained at training events to
Financial Services.
. Edited the quarterly newsletter.
. Developed various brochures and other visual aids for the public.
. Prepared and presented Intake Counseling training to MI-SBTDC
employees as a specialist in the field.
. Administrator of the ATHENA PowerLink program in Washtenaw County.
Express Solutions
July 2003 to April 2005
Virtual Assistant Ann Arbor, Michigan
Owner and Operator
. Provided administrative support to various clients including a
business consultant, a university, and an automotive company.
. Prepared presentations for training events.
. Assisted small business owner in opening a brick-and-mortar office.
. Contributed in the preparation of grant documentation.
. Organized complex meetings and travel arrangements.
. Arranged a conference of 200+ attendees.
Pfizer, Incorporated
November 1996 (Contractor for 20 months) to September 2003
Pharmaceutical Corporation Ann Arbor, Michigan
Records & Information Coordinator
. Filed, archived and inventoried records.
. Recalled archived records for customer requests.
. Performed electronic quality checks.
. Performed administrative tasks for supervisor.
. Pioneered the reconciliation of operational and trial master files for
a new drug application in compliance with requirements for FDA.
. Headed the project in drafting and finalizing Standard Operating
Procedures for the records management group.
Administrative Assistant / Study Site Initiation Package Specialist
. Organized large meetings using Microsoft Outlook.
. Prepared expense reports.
. Supervised the organization of off-site investigator meetings and
special functions, ensured attendance and continued relationships with
investigators.
. Attended investigator meetings, took meeting minutes, ensured flow of
meeting moved successfully.
. Prepared, tracked and submitted legal and regulatory documents from
investigator centers for the shipment of study drug.
. Restructured the process for sending documents to investigators.
. Reduced errors in submissions to the clinical document center which
improved the timely shipment of study drug to the investigator
centers.
Administrative Assistant - Clinical Diabetes / Clinical
Communications
. Provided assistance to clinical scientists and research associates.
. Examined and recommended sites for investigator meetings. Assisted in
organizing investigator meetings and completed all arrangements.
. Researched and resolved problems which allowed the release of study
drug to the investigator center.
. Demonstrated knowledge and understanding of the Study Site Initiation
Package process, enabling Pfizer to promote me as the Study Site
Initiation Package Specialist specialist.
EDUCATION
Associates Degree in Applied Science 2002
Washtenaw Community College
Ann Arbor, Michigan
Contact this candidate