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Executive Assistant Manager

Arlington, Massachusetts, 02476, United States
January 16, 2019

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Ondine Lizdenis

*** ******** ******, *********, ** 02476

617-***-**** ~ Internet

Executive Assistant/Office Management


Contract Position, Astra Zeneca, Waltham, MA 01/2018 - present

Executive Assistant/Administrative Coordinator

Support three directors in Early Clinical Development and Quantitative Clinical Pharmacology. Heavy calendar management and international and domestic travel, expense reports,

Partner with Personal Assistants in the UK and Sweden to coordinate events across all three sites. Also provide coverage for administrative leaves, including scheduling meetings, travel, and completing expense reports for their managers when they are on leave.

Partner with HR to bring in candidates, coordinate all-day interviews. Onboarding of new employees.

Contract Position, Architectural Firm, Somerville, MA 06/2017 – 08/2017

Office Manager

Flatley Discovery Lab LLC, Charlestown, MA 05/2014 – 03/2017

Operations Manager

Operations Manager – Order laboratory supplies, generate purchase orders, receive purchases, oversee Lab Manager, write office and laboratory policies, manage insurance documents for clinical trials

HR Manager – Manage medical, dental and LTD and STD insurance, maintain employee files, generate and submit payroll reports to Accounting Department, schedule and interview candidates, perform confidential HR-related duties as needed, work closely with VisaNow to procure work visas for international employees, counsel employees with HR issues

Office Manager – Order office supplies, plan, schedule and implement meetings and company events, work with landlord and cleaning staff to maintain cleanliness and safety of offices and laboratory, prepare expense reports for CEO, manage petty cash, files

Icosystem Corporation, Cambridge, MA 03/2012 – 02/2013

Executive Assistant to CEO and President and CTO

●Provided executive administrative support to the Founder/CEO, and the President/CTO

●Managed calendars, travel, expense reports

●Maintained highly confidential files (contracts)

●Set up and prepared Board meetings

●Attended meetings, prepared meeting notes and follow-up

●Tracked sales leads

Brightstar Corp., Cambridge, MA (Contract position) 09/2009 – 05/2010

Executive Assistant / Office Manager

●Provided 24/7 executive administrative support to President of International Supply Chain Solutions

●Handled personal administrative support to President and Family

●Managed calendar, travel, expense reports

Handled extremely heavy international travel and meeting scheduling with Asia and Australia and Russia

Managed procurement of visas for international travel for all staff

●Planned on-site and off-site meetings and conferences for Executive staff

●Prepared PowerPoint presentations for Executive Staff

●Set-up and preparation for Board of Directors Meetings

●Maintained highly confidential filing system

TransMolecular, Inc. Cambridge, MA 08/2006 – 04/2009


Executive Assistant to President & CEO / Office Manager

●Provided administrative support to President, CEO, Vice President of Finance and personal administrative support to President & CEO and Family

●Managed calendar, travel, and expense reports

●Planned on-site and off-site meetings and conferences for Executive staff

●Prepared PowerPoint presentations for Executive Staff and Scientific Staff

●Set-up and prepared for Board of Directors meetings and arranged travel for Board Members

●Maintained highly confidential filing system

Freelance Interpreter, Vilnius, Lithuania 10/2005 – 03/2006

Interpreter/Tour Guide - Foreign Nationals in Lithuania

●Provided language instruction and ethnographic song

BIOGEN IDEC., Cambridge, MA 07/2001 – 09/2005


Senior Administrative Assistant - Customer and Partner Services

●Provided administrative support for Senior Director, Customer and Partner Services, six Vice Presidents and Directors in Global Commercialization, Sales and Marketing Operations, and the Neurology sales force

●Managed calendars and travel arrangements for up to six executives simultaneously using Lotus Notes

●Built and maintained Commercial Steering Committee intranet website

●Planned external meetings for Sales Force and Customer Service groups

●Assisted in planning trade shows; coordinated booth, shipped collateral material

●Designed and edited slide decks using PowerPoint

●Prepared expense reports, tracked/distributed partner invoices and adverse event reports

●Assisted in budget planning for Customer Service Department

●Maintained various internal websites

Vantage Partners LLC., Cambridge, MA 04/2000 – 03/2001

Negotiations/Business Management Training Consultants

Coordinator - Training Operations and Marketing

●Solely managed training calendar and coordinating logistics for Negotiations and Business Management training

●Prepared contracts for trainers and clients

●Prepared client proposals and followed up with significant interaction

●Tracked client leads and maintained leads database

●Coordinated direct mail projects

●Planned events for clients and training staff; coordinated and staffed trade show booth

EPIX Medical, Cambridge, MA 08/1998 – 04/2000


Executive Assistant to Executive Vice President - Research and Development

●Managed calendars and travel arrangements for four Research & Development Executives

●Elected Secretary of various research steering committees

●Maintained journals library

●Renewed all controlled substance and FDA related licenses

●Implemented new filing systems for references and revamped files

GTE Internetworking, Cambridge, MA 07/1997 – 08/1998

Internet Technologies/Web Hosting

Executive Assistant - Network Centric Solutions

●Provided administrative support to Executive Vice President and General Manager

●Prepared PowerPoint presentations

●Planned and attended monthly off-site strategy meetings

Copley Pharmaceutical, Inc., Canton, MA 05/1992 – 05/1997

Generic Pharmaceutical Manufacturer

Executive Assistant - Scientific and Regulatory Affairs (1996-1997)

●Provided administrative support to Executive Vice President of Scientific and Regulatory Affairs

●Prepared slide decks using Aldus Persuasion and PowerPoint

●Assisted in preparation of academic presentations

●Implemented and maintained central scientific records

●Supervised Regulatory Affairs Assistant

●Received R&D security clearance

Marketing Assistant (1992-1996)

●Developed marketing and sales material including collateral/product catalogue

●Created and implemented advertising schedules and budgets

●Served as liaison to media reps

●Wrote and coordinated press releases for new product approvals

●Prepared slide presentations for Investor Relations and Office of the President

●Handled direct mail projects, planned internal and external events, and attended trade shows


Microsoft Windows, MS Word. MS Outlook, MS PowerPoint, MS Excel, CommonSpot, Aldus Persuasion, Adobe PageMaker, PhotoShop, Meeting Maker, Lotus Notes, Oracle, Cognos, Concur, Video Conferencing, Web Casting, Yardi, Replicon


Regis College, Weston, MA

Major; Communications, Minor; Spanish

Member, American Management Association

Completed Courses in Negotiations Skills, Time Management, Partnering with Your Boss

Quincy Career Center, Quincy, MA 03/2013 - 03/2014

Refresher courses in Microsoft Office - Powerpoint, Excel, Outlook, Word

Notary Public

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