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Executive Assistant

Amesbury, Massachusetts, United States
August 16, 2018

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Connie A. Cohen

* ***** ******, ********, ** ****3 603-***-****


Excellent organizational and interpersonal skills; proven ability to deal with clients in service setting; detail-oriented professional.

Intuitive, successful at seeing projects through to completion; strong intercultural communications experience.


Proficient with MS Office (Word, Excel, PowerPoint & Outlook)

Concur-SAP& QuickBooks

Skype for Business, Internet Explorer

CRM & CITRIX Software

O365, One Drive

Typing 100 wpm

MAC OS 10.6.4

AdvancedMD, ACT software

Portable devices (blackberry, iPhone, iPad, etc)

Bilingual – English & French

Sharepoint Program, Smart sheet

Oracle & Access


St-Louis Maillet College – Canada- School of Executive Business Administration - Certificate


Entrepreneur - Adult Foster Care & Advocate of Autism Speaks November 2017 - Present

Mouthworks, LLC – Speech & Language Pathology

Temp Position – Newburyport, MA

Executive Assistant/Office Manager March 2017 to November 2017

Executive administrative and managerial skills to help facilitate running the front office.

Great interpersonal skills, ability to work as a team player.

Meeting and greeting patients.

Exceptional phone skills.

Ability to prioritize and multi-task is essential, maintained kitchen and kitchen supplies.

Duties included - patient check-in and checkout, scheduling appointments, payment processing.

Medical Billing and Reimbursement processing with medical insurance companies.

Updated medical records.

Onboarding of new employees.

AR/AP Reconciled patient accounts, banking accounts and payroll.

Organized other office routines and special projects for patients.

Procured office supplies and maintain inventory.

Filing and organization of office.

Maintained vendor relationships.

Capsule – Qualcomm Life Company

Contract- Andover, MA

Executive Administrative Assistant/Office Manager November 2016 – January 2017

Point of Contact for all agreements, NDAs, MSA, CDA, LOI, Certificates of Insurance and Purchase Agreements, coordinating signatures and uploading documents as needed.

Maintained c-level calendar and meeting management in Outlook.

Oversaw office administration including supply stock, kitchen and shared space maintenance

Managed office vendor relationships including FedEx, Staples, WB Mason, etc.

Answered and directed incoming calls, providing a high-level of customer service callers.

Acted as liaison with building management and maintenance staff.

Registered new hires with Concur, Capsule travel service.

Point person for room registrations with local hotels (Doubletree, Andover & Residence Inn, Tewksbury, MA).

Worked with other members of the Executive Management team as needed.

Organized logistics of company worldwide staff meetings and other events.

Contact person for the office and offer support to departments without administrative support.

Organized domestic & international travel as needed.

Managed staff parking program.

VF Corporation- Global Innovative Center

Contract – Dover, NH

Office Manager August 2016 – October 2016

Provide general office management support for Global Innovation Center for Dover site. Support Global Director of Strategy & Operations, VP Creative, and the SVP Footwear Products & Designs.

Manage incoming daily mail; manage outgoing mail coded with cost center # Fed Ex Shipping as necessary. Execute miscellaneous administrative project work including and research projects.

Act as liaison to external partners visiting the Dover site.

Coordinate periodical storage and subscriptions maintenance/renewals.

Maintain and update copier/scanner users (add new employees, delete terminated), maintain email distribution lists. Order supplies for key milestone meetings and workshops, equipment, restocking of office equipment needs, and coordinating with external office suppliers. "Go to person" for facilities and miscellaneous staff needs.

Heavy calendar management for the VP Creative at Global Innovation Center.

Book and manage travel for 4-5 Global Innovation Center Leadership team members

Manage and submit travel expenses for 4-5 Global Innovation Center Leadership team members

Support Global Innovation Center group travel planning: workshops, trade shows, internal meetings, external partnership meetings (at least 3 Directors traveling); hotels, flights, restaurants.

Coordinate and plan logistics for quarterly Global Innovation Center team workshops and key milestone meetings (room reservations, room set up, catering with Office Services/Facilities, hotels, restaurants, activities).

Assist department associates with training and general direction on internal systems such as travel and expense management.

Team liaison to GBT (using One Connect to order computers, equipment purchases, phones, etc.)

Act as a key stakeholder in GIC on- boarding process.

Manage Global Innovation Center SharePoint site: team calendars; shared documents and library management.

Support ad hoc projects and tasks across the Alameda and Dover locations as needed.

ZOLL Medical Corporation

Contract – Chelmsford, MA

Administrative Assistant to the Director of Governance June 2016 – August 2016

Supported the administrative functions relating to the Quality Control System over Financial under the management of the Director of

Governance. Support financial and legal regulatory administrative compliance and activities.

Provided analytical support to the Manager with a high degree of professionalism and with minimal supervision.

Provided Audit Support.

Evaluated and interpret data for significant trends and generate reports and key metrics data to management for review.

Solved complex problems in a deadline driven environment.

Understanding how manufacturing operations business structures work and how to obtain information from all relevant sources.


Contract – Andover, MA

Administrative Assistant III to Senior Vice President of Audits & Compliance April 2016- June 2016

• Provided administrative support to the Senior Vice President of Audits & Compliance, Executive teams and departmental groups.

Assisted with formatting and preparation documents and reports using Excel, PowerPoint, & Word.

• Maintained a robust c-level complex calendar in Outlook.

• Processed weekly/monthly expenses/reimbursement and reconcile accounts in Concur.

• Administered weekly and monthly Global Audit & Compliance Team meetings.

• Assisted with Collection, dissemination and analysis of monthly metrics from all divisions pertaining to Quality and Regulatory Affairs.

• Prepared monthly presentation Executive Management.

• Helped with preparation of departmental report for presentation to the CTO including project updates and statuses, challenges and metrics recap.

• Assisted Coordinator with collecting and disseminate information from Senior Vice President of Audits & Compliance direct reports for weekly update to Leadership team.

• Prepared regular updates to Executive Management on behalf of Senior Vice President of Audits & Compliance for a variety of projects and initiatives.

• Provided back up to the Senior Vice-president’s Coordinator as needed.


Billerica, MA

Executive Assistant & Commercial Administrator June 2014 – November 2015

Provided administrative support to the SVP & VP of Commercial and Life Science Business Americas, VP of Clinical Operations and Executive teams both US and Bremen Germany based.

Assisted with formatting and preparation of sales and revenue forecasts for Life Science Business of the Americas documents and reports using Excel, PowerPoint, Word, CITRIX and CRM.

Prepared and organized any and all legal documents and applications (e.g. apostilles, travel visas, passports, etc.). For North, South America and Bremen Germany.

Updated Sales CRM with information related to sales, orders, and prospects.

Maintained c-level calendar and meeting management in Outlook.

Scanned important documents, meeting notifications, follow-up requests, etc.

Tracked and followed-up urgent issues and action items.

Managed all aspects of travel, both domestic and international for management, visitors or prospects, including shuttle, taxi, car rental and hotels; and emailed confirmation numbers, details/directions to visitors; maintained travel logs, database for documentation

Organized in-house and off-site meetings, teleconferences, demos, and trainings for the life science & Application teams as needed.

Orchestrated all semi-annual North American & Bremen Germany Sales Meetings & VIP days providing administrative and logistics support.

Coordinated all catering needs for applications, sales and training; documents cost center/reason and sign off on invoices.

Reviewed, documents and signs off on invoices as they came in; resolved costs discrepancies.

Maintained office supplies and coordinated maintenance of office equipment for the Life Science team.

Prioritized incoming mail, email, faxes and telephone calls, including customer prospects both by phone and email.

Provided back up to the building’s Front Desk Receptionist.

Administrative Assistant/Receptionist November 2013 - May 2014

Provided timely, professional, responsive, and supportive reception and administrative assistance.

Greeted visitors, answerd telephones and direct ed calls/visitors to appropriated internal personnel: processed badges and escorted assistance, maintained daily access log, reception lobby, and schedules.

Coordinated conference calls; received and provided routing assistance for incoming faxes, customer requests, media equipment, deliveries, and general inquiries. Maintained timely and accurately administrative office assistance for sales and coordinated catering as needed.

Processed and tracked invoices, assisted with mail services, maintained database information, and provided support for internal group requests.


Cambridge, MA


Senior Administrative Assistant & Office Manager

Administratively provided support to the Executive Director and the Associate Dean for Executive Education.

Responsible for managing C-Level complex calendars of the Executive Director and Associate Dean.

Extensive scheduling of international and domestic travel and accommodations.

Served as focal point and liaison with the building managers and MIT facilities staff.

Assisted with onboarding of new employees.

Worked with outside vendors and caterers on a weekly basis.

Processed weekly/monthly expenses/reimbursement and reconciled accounts for both executives.


Administrative Assistant II

Supported administratively the Professor of Chemical Engineering and Director of Novartis Manufacturing.

Orchestrated comprehensive C-Level complex calendar management and the dynamics within a fast paced environment.

Performed all aspects of extensive international and domestic travel.


KOCH INSTITUTE FOR Integrative Cancer Research October 2008 – January 2011

Administrative Assistant II & Office Manager

Responsible for all same tasks listed from October 2003 – October 2007 below.


Boston, MA

Executive Assistant

Supported the Vice-Chairman of Department of Neurology/Director of Telelstroke-Acute Stroke Services.

Coordinated and managed extensive complex C-Level calendars within a fast paced environment.

Planned domestic/international travel and expense reports/tracking.


Cambridge, MA

KOCH INSTITUTE FOR Integrative Cancer Research October 2003 – October 2007

Administrative Assistant II & Office Manager

Provided extensive administrative support to the Ludwig Professor of Integrative Cancer Research/Biology & Chairman of the Scientific Advisory Board at various Research & Medical Foundations.

Managed C-Level complex calendar, including international and domestic travel.

Coordinated his engagements with teaching, committee, research, and review and board membership functions to include patient and doctor appearances and presentations during courses.

Interfaced/liaison with internal and external contacts, including screening telephone calls and fostered relations with key personnel.

Assisted with formatting and integrated information for all grant applications, assisted with creating pre-proposal and post-proposal documents (i.e. biographical sketches, publication listings, protocol applications, progress reports); renewals and fellowships programs include several NIH funded research grants as well as collaborative programs with several other institutions including Massachusetts General Hospital, New England Medical Center, Tufts, Columbia, Harvard and Oxford Universities.


Executive Assistant

AXIA Ltd., Boston, MA


Executive Assistant to President & CEO, Woburn, MA


Executive Assistant to President & CEO, Cambridge, MA

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