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Administrative Assistant

Location:
Basking Ridge, New Jersey, United States
Posted:
September 11, 2018

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Resume:

JANET NAPOLI

Basking Ridge, NJ *****

908-***-**** (Home)

ac60kp@r.postjobfree.com

SUMMARY

Accomplished Senior Administrative Assistant with 10+ years of experience providing comprehensive administrative support at the executive level. Demonstrates a strong ability to listen and effectively communicate information to facilitate smooth business operation. Operates independently with a high degree of efficiency and attention to detail in a fast-paced corporate environment. Adept at grasping new material and effective at providing support using Microsoft Office Suite: Word, PowerPoint, Excel and Outlook. While providing daily administrative support, undertakes stretch assignments freeing up bandwidth of other colleagues.

PROFESSIONAL EXPERIENCE

MERCK & CO., INC.

(formerly SCHERING-PLOUGH CORP.), Kenilworth, NJ Dec 2004 – Aug 2018

Associate II Administrative Assistant Mar 2015 – Aug 2018 Global Clinical Trial Operations North America (GCTO-NA) – Infectious Disease and Early Stage Development (ID & ESD)

Provided administrative support to 3 Clinical Research Directors (CRD) and their Direct Reports (Remote Users throughout the US)

Proactively managed and corrected calendar conflicts as they occurred on the CRD’s calendars and scheduled meetings to ensure they were productive meetings for their departments.

Completed monthly Quality Control of Key Contact List vs. Updated ORG Chart and processed updates from Vendor Companies PRA, Clintec and Covance for Business Continuity. Monthly responsible for uploading updated copy of Key Contact List to the GCTO NALT +1 teamspace.

Made travel arrangements through Concur for CRDs when attending meetings with PIs, Internal company meetings, etc. Completed expense reports in SAP on behalf of CRDs in a timely manner so no late fees were incurred.

Processed New Hire/Termination requests. Updated Key Contact List with New Hire’s contact information. Completed all tasks as per the GCTO Onboarding/Offboarding checklists ensuring business applications and equipment was accessible to new hires and that equipment has been returned from terminated FTCs/FTEs.

Processed mini protocol orders as requested by CRMs. Once received sent to individuals working on that study. Tracked information for orders on mini protocol spreadsheet.

Coordinated with Merck Meeting Planning and US ID Central Region Planning Team Committee a F2F with the US ID Team. Received an Inspire Recognition Award from my manager for contributions in putting in a lot of time and effort with the CRMS to make this happen while she was away on vacation. Meeting was a great success and went off seamlessly.

Compiled agendas for monthly Central Region’s Team Meetings. Downloaded minutes for each meeting to the Central Region’s SharePoint site.

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Monthly reached out to Clinical Research Managers to obtain sites they will be visiting. Updated this information in the main Quality Control Tracker Spreadsheet. Reconciled the Clinical Quality Management Database with Quality Control Tracker ensuring site information entered accurately and was up to date.

Monitored GCTO-NA Shared Mailbox and fulfilled requests such as sending CRA supplies as requested on the CRA Supply Request Form, performed M/CDA and CDA processing according to established guidelines and timelines. Logged agreements into MCDA/CDA spreadsheet and forwarded to appropriate person for signature. Responded to questions from CRAs regarding processing of these agreements. Processed requests for new hires to obtain access to Veeva, Spectrum and SMART.

Planned and coordinated an offsite meeting with the West Region of GCTO-NA keeping all stakeholders informed, liaising with meeting management, hotel and other vendors to ensure all decisions were made in a timely manner. Received an Inspire Recognition Award.

Completed numerous Surveys in ZARCA. Received an Inspire Recognition Award for my expertise in generating them so quickly.

Provided backup support for other Administrative Assistants when they were out of the office and also when additional help within their areas was needed. Associate II Administrative Assistant Feb 2012 – Mar 2015 Global Technology Operations – Application Management Services (AMS), Global Infrastructure Operations (GIO) and Client Engineering and Collaboration Provides administrative support to 6 Directors and 12 Direct Reports

Completed a broad variety of administrative tasks including, but not limited to: Proactively managed multiple calendars reducing scheduling conflicts ensuring effective and efficient meetings, coordinates and schedules complex multi-leg domestic and international travel arrangements

(processes Visas / Passports through CIBT), processes and tracks expense reports through SAP ensuring that payment on AMEX corporate card is received on time; organizes and schedules global meetings with great attention to detail on conference-room bookings through Resource Scheduler/Merck Conferencing Services including WebEx, video conferencing/webcasting and catering, when necessary.

Assisted with the onboarding process for partners (non-Merck personnel) submitting requests through Access Center on behalf of Business Sponsors for new hires in accordance with the Managed Services onboarding process. Continually managed/tracked new hires by maintaining profiles (extending, ending, etc.) until offboarded. Assisted with job postings and scheduling of interviews for new hires of Merck employees.

Processed all purchase orders for capital and expense projects in SAP on behalf of managers in Global Infrastructure Operations. Served as a liaison between GIO and Global Procurement when issues arose to ensure staying in compliance with Merck Corporate Policy 56.

Collaborated with the Planning Committee for the 2014 Americas Tech Innovation Summit by assisting in compiling agenda of speakers, internal/external exhibitors and events taking place at this offsite event. Also, worked at the registration desk during the event signing in all internal/external participants. Assisted with the Program 1000 planning team that won People’s Choice Award for best internal exhibitor booth at the event. Recognized with an Award for Excellence for being part of the winning team.

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Senior Administrative Assistant Feb 2010 – Feb 2012 Enterprise Application Services – CIT Delivery

(formerly Corporate Information Technology (CIT), Global Solutions Delivery (GSD) Provides administrative support to 1 Senior Director and 5 Direct Reports Daily tasks included but not limited to: Calendar, e-mail and file systems management, meeting/appointment coordination and scheduling, telephone coverage, travel arrangements, supply ordering/maintenance, attendance tracking and expense report processing.

Responsible for coordinating moves for the CIT organization. Through this role, I facilitated the successful relocation of 25+ employees from Union (U-23 to U-1-2) and 5+ to Whitehouse Station. Recognized with a "Shining Performance Award" as a contributor to the consolidation effort for collaboration and teamwork that was critical to the execution of the fast-paced project

Successfully coordinated 3 quarterly Face-to-Face meetings for the leader of GSD, which were smoothly broadcasted worldwide to GSD colleagues enabling the creation of an open channel of communication.

Provided ongoing back-up support to Vice President of CIT

Proactively seeked opportunities to provide assistance on projects such as the migration of "eRoom teamsites" to "SharePoint" freeing up bandwidth of other colleagues

Supported the organization's monthly staff meetings by scheduling and coordinating attendance of guest speakers, collecting and consolidating presentations and preparing meeting agendas

Coordinated interview processes for open positions within GSD Senior Administrative Assistant Sept 2008 – Mar 2010 Global Information Technology, Application Delivery Services (ADS) Provided administrative support to 1 Vice President, 12 Direct Reports (consisting of 9 Directors and 3 Managers) and their direct reports supporting a total team of 118 employees. Daily tasks included but not limited to: Calendar management, meeting/appointment coordination and scheduling, telephone coverage, email management, travel arrangements, file system management, invoice processing, supply ordering/maintenance, attendance tracking and expense report processing. Back -up support for Executive Assistant to VP/CIO on an as needed basis.

Assisted in developing operational scorecard used by senior management to assess key vendor performance. Vendor scorecard used monthly for continuous improvement of strategic vendor initiatives and partnerships.

Responsible for the coordination of purchase orders, in excess of $1M, from creation through invoicing and closeout

Provided ad-hoc IT desktop support to Senior Executives to expedite problem resolution

Volunteered to work on multiple stretch assignments within IT so that others in the analyst/manager role can focus on other projects. Examples include: brochures for Project Manager Network using Microsoft Publisher; forms for System Development Lifecycle created in Microsoft Word; organization charts using Microsoft Visio, etc.

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Successfully led the coordination of office moves of 38+ employees ensuring all needs were met while maintaining deadlines on each task involved.

Partnered with Solution Centers to design, develop and implement collaboration website in SharePoint. Website was currently being used for critical information sharing for both ADS colleagues and internal customers.

Senior Administrative Assistant Jan 2005 – Sept 2008 Global Information Technology, Program Management Office (PMO) Supported 1 Senior Director and 7 direct reports (consisting of 2 Directors and 1 Manager) supporting a total team of 8 employees

Performed diverse administrative support : Coordinated meetings (video and Interwise); developed, organized and maintained departmental files; coordinated logistics and drafted agenda for Senior Leadership Staff meetings; reviewed monthly departmental expense reports and reconciled to budget allocations; assisted in creation of PowerPoint presentations; created and maintained organizational charts in Visio.

Assisted the Senior Director of the PMO in the creation of the PMO Executive Overview presentation which was presented to the top 100 Global IT leaders across Schering-Plough.

Key contributor to the success of Schering-Plough and Organon Biosciences integration by coordinating all integration meetings including agendas and minutes for this cross -divisional program involving senior leaders from multiple IT divisions and business units.

Created web pages (using SharePoint and FrontPage), presentations (using PowerPoint and Publisher) and content for multiple initiatives including: Project Management Methodology, Core Processes and Business Case Development. Liaison with Web Publishing and Collaboration technology teams to publish and maintain content.

Acted as a Super User in the rollout of a global procurement management system. Provided ground level support for day-to-day inquiries related to usage of the system and the IT contractor hiring process.

Administrative Assistant (Consultant) at Schering-Plough Nov 2003 – Dec 2004 Global Information Technology, Project Planning Office and Information Processing Services Supported 2 Directors and their teams (consisting of 6 Managers) supporting a total team of 34 employees With minimal direction/supervision provided administrative support to 2 Directors and staff. This support included calendar management, meeting/appointment coordination and scheduling, telephone coverage, email management, travel arrangements, file system management, invoice processing, supply ordering/maintenance, attendance tracking and expense report processing. NEW JERSEY AMERICAN WATER

(formerly ELIZABETHTOWN WATER COMPANY), Westfield, NJ 1990 – 2003 Executive Assistant to Chief Financial Officer (1999 - 2003) Administrative Assistant t o Controller and Accounting Department (1990 - 1999) Under limited supervision, coordinated, assisted and ensured office efficiency for the Chief Financial Officer and accounting department that often required exercise of discretion, judgment and negotiation.

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EDUCATION

Legal Secretarial Program Certificate – Roberts Walsh Business School, Union, NJ Associates Degree – Applied Sciences - Union County Technical Institute, Scotch Plains, NJ

TECHNICAL SKILLS

Microsoft Office Suite:

Proficient in Word, Excel, Outlook, PowerPoint

Web Technology:

Proficient in Microsoft SharePoint and SAP

PROFESSIONAL DEVELOPMENT

In-house Training Courses:

Time Management – Working with Multiple Managers and Priorities

Conducting Effective Meetings

Communicating for Results



Contact this candidate