Executive Assistant Administrative

AMANDA SCHWARTZ

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

San Diego, CA 92109

732-***-**** ***************@*****.***

PROFESSIONAL EXPERIENCE

CELGENE-RECEPTOS PHARMACEUTICALS, San Diego, CA

Executive Assistant

August 2016-Present

Retrieve documents from filing system

Handle meeting schedules/requests

Prepare written responses to all inquiries

Faxing/Scanning documents/Sorting mail

Assist with Accounts Payable (PO’s/Requisitions)

Schedule and coordinate all meetings, appointments, travel arrangements for Research/Marketing team

Coordinate conference calls/WebEx calls

Handle heavy calendar and travel management

Handle meetings (taking minutes)/memos (Prepare agendas for meetings and prepare schedules)

Event planning/Off sites (Coordinate company events/offsite meetings)

Prepare and revise documents including letters, memos, reports, presentations and emails and/or independent drafting

Schedule onsite company interviews amongst various outlook calendars

Personal Assistance as well, scheduling personal appointments, setting up confidential calls and meetings

E*TRADE, New York, NY

Executive Assistant

August- 2014- June 2016

Handled expense reports for 2 SVP’s and 2 EVP’s

Organized all travel(Domestic/International)

Handled meeting schedules/requests

Handled/answered all incoming calls

Faxing/Scanning documents

Assisted with Accounts Payable(checks being sent out)

Organized all meetings for financial/sales team

Coordinated conference calls

Handled heavy calendar and travel management

Sat in on all meetings(taking minutes)

WEIGHT WATCHERS INTERNATIONAL New York, NY

Executive Assistant

Oct 2013-July 2014

Provided Heavy Administrative support for two Chief Scientific Officers, Science team, two Consultants

Maintained back to back calendars, heavy travel, meeting logistics

Helped with research/assisted with projects pertaining to Diabetes

Answered and screened and returned all calls

Handled/Coordinated all conference calls

Coordinated personal family trips when necessary

Prepared expense reports for team of 6

Project Management and special projects that the team was working on

Maintained/organized filing systems

Organized messengers and tracked all packages via FedEx

Prepared spreadsheets for presentations

Scheduled and RSVP meetings for Chief Scientific Officer

ADLAB AD AGENCY, Clifton, NJ

Executive Assistant/Office Manager

Oct 2012-Oct 2013

Project Management(Printed docs for all meetings)

Managed and oversaw office(supplies/vendors)

Provided Administrative support for President/CEO of the company

Handled all meeting requests/set up for meetings as needed

Handled expense reports for President/CEO

Prepared all travel/cars/reservations/hotels

Handled all follow up calls to clients

AVISTA CAPITAL PARTNERS, New York, NY

Executive Assistant/Office Manager

March 2006 – September 2012

Provided full administrative support to three Partners, two VP’s as well as the General Counsel

Answered phones, screened all calls for the firm

Coordinated Client events, Corporate Outings(sports games, dinners, small get-togethers)

Frequent Interaction with Board Members where I coordinated logistics and scheduled prep meetings and events

Prepared all Domestic and International Travel/Expenses

Scheduled appointments/Handled calendars as necessary

Set up conference calls and meetings with management team

Handled all building issues including building ID and access cards, as well as, vendor contacts

Responsible for developing and maintaining Department administrative policies and procedures

Scheduled and RSVP meetings for the Partner and General Counsel

Helped plan annual board meetings

Inputted and updated all investor information into firm’s database; communicated logon information to investors so that they could review their investments

Assisted with all doctors, meetings, events, appointments for children

MARQUIS JET, New York, NY

Administrative Assistant/Contracts Coordinator/Receptionist

Apr 2003 – Mar 2006

Coordinated detailed travel arrangements for two senior sales executives in both the United States and Canada: ground/air transportation, hotel and meal arrangements

Prepared and submitted expense reports

Maintained and updated constantly changing calendars

Managed complete contract process from beginning to end: inputted contract information, submitted to clients and returned fully executed copies upon receipt

Updated and distributed company telephone list

Ordered, monitored and replenished office and kitchen supplies

Contacted messengers and tracked packages until final destination delivery was confirmed

Coordinated the initial preparation and then maintained client folders

Inputted and updated the client database

EDUCATION

Brookdale Community College

SKILLS

Word

Outlook

Concur

Share Point

Power Point

Excel

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