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Executive Assistant Manager

Location:
United States
Posted:
November 15, 2018

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Resume:

Melinda Caggiano

COMPUTER SKILLS:

Windows * & **, Microsoft Office Suite, Excel, Access, Word, PowerPoint, Project, Visio, Dashboards, Publisher, Lotus Notes, Outlook, Internet/Intranet, Adobe, Cinnabar, ContractLogix, Wiki Administration, NIKU, Ariba MPOWER, Oracle; iProcurement & iExpense, eProcurement,, Concur, MFG Pro, Cognos MINDS, Kronos, PRO WAND, Siebel, QuickBooks Pro, PeopleSoft, Salesforce, SRM, Share Point, Brainshark, ZINC, Lucent 302C Multi Line (50+), Nortel Networks, Avaya, Cisco, Polycom phone systems and general office equipment.

GENERAL OFFICE SKILLS:

Advanced executive administrative core skills. High level of confidentiality maintained at all times, Job dedication, Administrative Coordination, Administrative Supervision, Frequent Executive communication, Process & Procedure; development & documentation. Events, Statistics, Projects, Project Tracking, Project Management, Bookkeeping, Database Administration, IT Coordination, Personnel Files, Human Resources, Benefits, Training, Vendor Relations, Facilities/Operations, Permits, Plans & Planning, Documentation.

PROFESSIONAL EXPERIENCES:

Takeda Pharmaceuticals, Cambridge, MA

Executive Assistant to Senior Vice President of Global Pharmacovigilance, 10/2016 – Present

Duties: Provide direct administrative support to SVP of Global Pharmacovigilance and two direct reports. Expense and Budget Tracking, Purchase Order Creation, Accounts Payable, Management of Departmental Records, On-boarding New Employees, SharePoint Site Management, Expense reporting, Intense Outlook Calendar across multiple time zones, Travel management, Meeting Planning and Management involving multiple time zones and large meetings groups.

Responsibilities:

Schedule & coordinate onsite/offsite meetings; including invitations, tracking responses, coordinating speakers, entertainment, transportation, dining, and presentation materials, tracking budgets, etc. (work with meeting planning, local or international locations).

Regularly schedule team meetings, vendor meetings, lunches etc., requiring foresight and planning for equipment, space, food and location

Produce complex letters, memos, report, presentations, spreadsheets, and/or other documents with minimal direction. Proofread and edit all documents prior to finalization.

Communicate in a clear, professional, articulate manner. Able to communicate complex information/data in a simple manner both orally and in writing.

oActively communicate with external contract vendors/internal stake holders/management on day to day basis for scheduling purposes, document exchange, etc. across all teams that I support.

Actively manage multiple (3) calendars of team/schedule meetings across multiple time zones.

Prepare all travel arrangements; domestics/international, create detailed itineraries and take care of multiple (5) expense reports.

oManage travel for three senior level staff members creating travel books with all necessary information for trip (detailed itinerary, weather, meetings, maps, notes & receipts sections).

Order/maintain departmental office supplies. Arranges for departmental equipment repair or maintenance.

oRegularly submit IT/Facilities tickets for departments as necessary for equipment/areas in need.

oOffice Supply demands proactively and as needed.

Act as resource for manager/staff and other assistants in Company policies/procedures. Provides regular updates to department when changes/updates occur to any Company policies/procedures.

oAttend regular 1:1 meetings and set-up/group meetings; update as necessary.

oAt group meetings take notes and provide to group(s) if requested.

Act as resource for department in MS office applications, Share Point sites and other technology tools used by department.

Complete other special projects as directed by manager/staff.

CDA Deputy for Department.

On-boarding/Off-boarding of staff.

oNew Hire requests; email, computer, telephone, monitor, etc.

oDesk location assignment. Badge request; first day-take for badge photo.

oIf requested set-up with Jabber, Intercall/WebEx account, ready for first day use.

oSpace set-up; clean & stock space with necessary items for work.

oOff-boarding; Collect all equipment, badge- notify/return to IT, Security, Facilities.

Organizes home team and/or other departments outing in accordance with Company guidelines/manager’s instructions. Performs miscellaneous filing, organizing, faxing, mailing, duplication, etc.

Responsible for records management and aggregate spend tracking for department.

Takeda Pharmaceuticals, Cambridge, MA 09/2015 – 09/2016 (Contract)

Senior Project & Administrative Coordinator, Global Pricing Market Access & Health Economics, New Product Planning, Forecasting & Analytics

Duties: Managed calendar of staff, provided full project & administrative support and organization for the team. Responsible for managing day to day operations including contracting (tracking invoices & SOWs, RFPs and deliverables), attending budget meetings with Executive Assistant/Sr. Director, ad board logistics, meeting invitations & coordination, document review & coordination, maintenance and use of SharePoint. Communicating in a clear, concise and articulate manner is key. Confidentiality is a given.

Responsibilities:

Schedule & coordinate onsite/offsite meetings; including invitations, tracking responses, coordinating speakers, entertainment, transportation, dining, and presentation materials, tracking budgets, etc. (work with meeting planning, local or international locations).

oScheduled two international, one domestic offsite meeting working with Starcite and several local workshops on my own.

oRegularly schedule team meetings, vendor meetings, lunches etc., requiring foresight and planning for equipment, space, food and location.

Work with Vendors to set-up KOL meetings & international contracts through HCP/Salesforce system.

oHave successfully entered 11 KOLs into the system 7 are fully contracted and completed.

Produce complex letters, memos, report, presentations, spreadsheets, and/or other documents with minimal direction. Proofread and edit all documents prior to finalization.

oEspecially important with SOWs to address issue with Market Research to make sure Pharmacovigilance language is incorporate when needed. Have Completed QA Security Training.

Perform all work/make decisions with minimal supervision and/or instructions.

Communicate in a clear, professional, articulate manner. Able to communicate complex information/data in a simple manner both orally and in writing.

oActively communicate with external contract vendors/internal stake holders/management on day to day basis for scheduling purposes, document exchange, etc. across all teams that I support.

Actively manage multiple (5) calendars of team/schedule meetings across multiple time zones.

Prepare all travel arrangements; domestics/international, create detailed itineraries and take care of multiple (5) expense reports.

oManage travel for three (two Directors, one Senior Director), creating travel books with all necessary information for trip (detailed itinerary, weather, meetings, maps, notes & receipts sections).

Order/maintain departmental office supplies. Arranges for departmental equipment repair or maintenance.

oRegularly submit IT/Facilities tickets for departments as necessary for equipment/areas in need.

oOffice Supply demands proactively and as needed.

Act as resource for manager/staff and other assistants in Company policies/procedures. Provides regular updates to department when changes/updates occur to any Company policies/procedures.

oAttend regular 1:1 meetings or group meetings; update as necessary.

oAt group meetings take notes and provide to group(s) if requested.

Act as resource for department in MS office applications, Share Point sites and other technology tools used by department.

oCreated shared drive for Market Access & Forecasting & Analytics, assisted in development of Ixazomib Market Access Oncohub site, assisted in creation of Ninlaropmatools email address, Administrator for the Market Access Oncohub site. Answer website questions, re-set passwords, login-IDs, give access, etc. Created & maintain spreadsheet with all Oncohub Market Access request users by country.

Complete other special projects as directed by manager/staff.

oVolunteered to be CDA Deputy for Global Marketing area, training Fall 2016 rollout.

oCreated Share Point site for Forecasting and Analytics, administrator for site.

oUpdate GPMAHE SharePoint with documents/Calendar space as needed/requested.

oOn-boarding/Off-boarding of staff.

New Hire requests; email, computer, telephone, monitor, etc.

Desk location assignment.

Badge request; first day-take for badge photo.

If requested set-up with Jabber, Intercall/WebEx account, ready for first day use.

Space set-up; clean & stock space with necessary items for work.

Off-boarding; Collect all equipment, badge- notify/return to IT, Security, President’s Assistant, Facilities.

Organizes home team and/or other departments outing in accordance with Company guidelines/manager’s instructions.

Performs miscellaneous filing, organizing, faxing, mailing, duplication, etc.

Responsible for records management and aggregate spend tracking for department.

oSpend tracking with Sr. Director of GPMAHE (ad hoc).

oBi-weekly budget meetings with Executive Assistant/Sr. Director, budget tracking file maintenance

oResponsible for collection of signature for studies, SOPs/SOWs and file maintenance - paper/electronic

Other duties as assigned:

oWork with HR contacts/teams & candidates for departmental interviews as necessary; maintain electronic departmental candidate file information.

oCreate/Process CDAs using Takeda templates, maintain electronic file.

oCompleted Zinc training to be approver for OMRC meeting for Director of Market Access

Epizyme, Cambridge, MA 03/2015 – 09/2015 (Contract)

Senior Legal Contract Coordinator

Was responsible for supporting a high volume, full life-cycle agreement process, including intake, drafting, and administration of a broad array of contracts:

Supported global contracts in managing daily workflow of contracts.

Enter all contract requests into the contracts database.

Drafted and negotiated certain types of contracts (CDAs), escalated for review as necessary.

Managed the day-to-day processing of contracts for signature through coordination with external parties.

Tracked, initiated, and managed renewals for expiring contracts.

Managed and maintained contracts database. (CDAs, MTAs, MSAs, Consulting Agreements, Work Orders, Amendments, Lease Agreements, License Agreements, MCSAs, CTAs, DTAs, LRAs, Services Agreements, Speaker Agreements, Misc. Agreements).

Migrated legacy contracts into contracts database.

Generated reports on contracting metrics.

Supported additional responsibilities of contracting group as needed (IE: writing SOP’s).

Excellent organizational and analytical skills applied

Demonstrated proficiency with MS Office applications and experience with contract management and database applications.

Used excellent communication skills, both written and verbal on daily basis.

Demonstrated ability to balance multiple projects/instructions with competing deadlines with little or no supervision.

Cubist Pharmaceuticals, Lexington, MA 04/2014 – 09/2014 (Contract)

Senior Executive Coordinator, Environmental Health and Safety

Duties: Administrative and overall support to Cubist’s Director of Environmental Health and Safety. Extensive coordination and interaction within the department, with other departments within Cubist and outside parties, normally working with information of a critical or confidential nature and the impact of disclosure/error could be severe. Overall, a high degree of initiative was required in communicating with supervisors, personnel within the department, senior personnel in other departments and third parties. Working independently, with minimal supervision in a fast-paced environment and the ability to maintain confidentiality was key, the need to anticipate others’ needs was expected and the ability to switch tasks at a moment’s notice.

Responsibilities:

Significant time spent on project work assigned by Director of EHS in addition to day to day general work flow.

Coordinate and managing the calendars, meetings and schedules of supervisor and others in department, and work to ensure supervisor is prepared and on-time for meetings.

Responsible for maintaining internal webpage (Picasso-driven by SharePoint) information for conference rooms and other EHS ad-hoc information as requested (Facilities/EHS work order page requests etc.).

Responsible for maintaining BBP/NHST (Blood Borne Pathogen/New Hire Safety Training) Program information data base and sending all new hires Welcome letters and notice to and attend safety training. Follow-up to assure training had been assigned/attended.

Responsible for Brainshark training modules. Loading reviewing PowerPoint presentations, loading into system, recording voiceovers, creating systems applications, posting live for safety trainings.

Responsible for all departmental contracts, files (financial/legal). Tracking, maintaining and filing.

Responsible for overseeing to functionality and cost effectiveness of Cubist internal Copy Center.

Coordinate/prepare travel arrangements, expense reports, approval and payment of invoices through Oracle systems; prepare requisite materials, contract preparation. Database updating and data entry/data manipulation.

Help organize and participate in regular department meetings and functions. Prepare for meetings coordinate/distribute/track follow-up items from meetings (Memos, Agendas, and Minutes).

Front Desk Reception coverage as needed. Coverage for other Senior Coordinators as requested.

Creativity, initiative understanding of the executives’ objectives, independent manipulation of systems and applications to prepare communications. Assist in any function/event planning, set-up and ordering as requested.

General administrative support: answering phones, faxing, mailing, filing and photocopying. Efficient office procedures, filing systems, reports and record keeping methods, as necessary.

Wide variety of requests for information and requests of supervisor.

Exercise tact, diplomacy and discretion in written and verbal communications at all times.

Maintain regular and effective communication with supervisor.

Works with time sensitive and confidential information.

Genzyme Corporation, Cambridge, MA 03/2011 – 03/2012 (Contract)

Executive Assistant supporting SVP Head of MS (temp), SVP General Manager of MS, MS VP Business Development, MS Head of North America Business Unit, MS Sr. Director Finance

Provide same support as listed below to all. (Provide support to new business unit head until permanent hire decision was made and provide co-support for general manager when in the Cambridge office-based in Texas).

Work effectively with Facilities Space Planning and Human Resources on internal space planning/moves for cohesive working team spaces and external moves (building to building).

Daily approvals through Taleo, MFG Pro for Finance requests following Finance process and procedure approval guidelines and make response to declined requests with explanations and outlines for proper submissions for approval. Work with team on presentations and projects as needed.

“Cold Call” contacts to schedule “meet and greets” and coordinate calendar/schedule and travel for medical meetings/tradeshows for VP Business Development, update contact list and contact information.

Create SharePoint file space for project management/file sharing across Genzyme/Sanofi (multi-country) with IT specialist for large project in end phase for MS Business Development.

Created reports utilizing tools: Access, PowerPoint, Excel, and Dashboards and Oracle systems.

Work on special requests as needed by MS Human Resource Specialist.

Executive Assistant to the EVP, President of Genetics, Transplant, Oncology & MS and to the SVP Business Development & MS

Provide general administrative support to one or more managers. Heavy calendar coordination.

Provide administrative support requiring advanced knowledge of department, division/business unit, and company functions.

Perform complex, specialized projects requiring strong initiative. Designed and presented confidential dashboard reports in presentation of confidential material exercising discretion.

Assembles data, prepares grammatically correct correspondence, completes analyses and provides preliminary recommendations for a variety of reports for review/approval by senior management. Information may be in preparation for meetings with the Board of Directors or CEO. SharePoint international document file sharing and updates.

Oversees organization and maintenance of department filing system including confidential data. Ensures department supplies needs are met. Manages department communication for manager(s) including mail and email. Responds to various inquiries for information according to general guidelines Coordinates meetings, maintains calendars, makes travel arrangements (domestic/international-complex), etc.

Provides guidance and training to less experienced administrative staff. Other duties as requested.

Contacts are frequent with individuals representing outside organizations, and or individuals of significant importance within the company. Contacts involve planning and preparation of communications, require skill, tact, persuasion and/or negotiation to accomplish the objectives of the communication. Applies advanced concepts and additional skills and knowledge acquired through experience while performing the most complex tasks of the position. Generally, receives no instructions on routine assignments while under limited supervision. Receives general instructions on new work, which is generally reviewed upon completion.

Microline Surgical, Inc., Beverly, MA 03/2009 – 05/2010

Executive Assistant to the Chairman, President, & CEO

Administrative tasks include managing schedule, calendar (including coordination and prioritization of appointments), phone and email; travel arrangements (US/international); submitting/tracking internal requests; coordinating meetings, expense reporting and approvals on behalf of President, group events and participating in key projects

Assist in preparation of presentations as well as with correspondence (take “live” dictation as well self- compose)

Act as liaison with staff members, other departments and outside entities, coordinate on Facilities and Staff Planning

Communicate frequently with Board members, plan Board Meetings, collect Board meeting documents, maintain Board meetings book

Responsible for planning and executing Press Releases with Business Wire Communications Representative

Keep CEO’s web page updated on internal website and frequently check to make sure external page is updated with new and important information and company updates

Independently manage multiple administrative projects and meet deadlines

Control flow of diligence material for business transactions (licensing, acquisition, etc.) with other companies.

Assist in the preparation of budget needs and annual reports of the organization

Coordinate preparation, signing and filing of Agreements with Exclusive Distributors and Independent (Agency) Representatives, create & maintain tracking database

Maintain business relations with attorneys, executives of sister companies and corporate colleagues, their assistants and vendors (such as travel agency, executive car service, hotels, restaurants)

Maintain high level of confidentiality at all times

Juniper Networks, Cambridge, MA 06/2006 – 04/2008 (Contract)

Sr. Executive Assistant for COO, 2 VP’s & 3 Sr. Directors for Advanced Technologies Sales group, R & D Group

Full executive support; correspondence, calendars, expense, meetings, travel, projects & events

Weekly Sales Forecast, Dashboard Summary, Pipeline and Group Overview report, using Siebel

Administrative coordination; oversee administrative process & procedure, tasks, documentation in reception

Local Administrator for disc storage library; JTAC (Juniper Technical Assistance) & QA (Quality Assurance)

Coordinate, schedule and record Transfer of Information sessions; maintain (TOI) documentation local library

Local Coordinator; onsite/offsite specialized training, documentation

General administrative support to all departments; spreadsheets, reports, presentations, projects as needed

Sr. Executive Assistant for COO, 3 VP’s, 3 Sr. Directors, 2 R & D Groups

Full executive level support; correspondence, calendars, expense, meetings, travel & events

Advanced knowledge of Microsoft applications: ability to learn/comprehend/utilize new programs

Database administration

Project management

Local administrator; disc storage library; QA, transfer of information library, documentation

Local coordinator; onsite/offsite specialized training (Reception training, process & procedures), documentation

General administrative support to all departments; spreadsheets, reports, presentations, projects, Oracle systems

Lesley University, Cambridge, MA 10/2005 – 02/2006

Administrative Coordinator for VP of Administration, University Centers & Institutes

Full senior level executive support; correspondence, calendars, expense, travel, projects & events

Oversee departmental purchasing, day to day flow of office services University parking program

Administrative coordination/supervision; process & procedure, staff, tasks, documentation

Manage University room reservations, Facility tours, rental agreements/payments

Manage enhancement & update content of the VP Administration website

Edit departmental publications, grant proposals and surveys

Coordinate Board of Trustee meetings

Collect/Track/Maintain; Departmental time sheets

Team with Director Special Projects to manage & maintain: University parking program, databases, analysis, cost/loss detail, spreadsheets, various other projects and reports as needed.

Alantos Pharmaceuticals, Cambridge, MA 11/2003 - 09/2005

Executive Assistant to CEO & VP of Drug Discovery/ Office Manager/Benefits Administrator

Administrative; all office support as needed, events, functions. All office/operations management

Bookkeeping; AR/AP, payroll, purchasing & vendor relations, oversee finance assistant

Human Resources; benefits, personnel files, visas/green cards, office policy & procedure

Operations; all building/space/laboratory issues, build-outs, moves, systems, cost projection

IT: coordinate services with IT vendor, maintain daily back-up tapes/logs

Full C-level executive support; correspondence, calendars, expense, travel, projects & events

Administrative coordination; creation/documentation/implementation of laboratory policy & procedures, update/maintain corporate legal files, contracts, high-level confidentiality.

Millennium Pharmaceuticals, Cambridge, MA 3/2003 - 11/2003

Executive Assistant to Sr. Director, Applied Research Technologies & Science Group

Full executive support; correspondence, calendars, expense, meetings, travel, projects & events

Full administrative support for managers; meetings, minutes, expense, travel, presentations/projects

Administrative coordination; departmental sick/vacation time, personnel record maintenance

Administrative; key departmental notifications, supplies, maintain technology files, general support

Liaison; departmental to Legal Department for key contracts & agreements, general office

Data verification for bio-repository, specimen data entry, Universal customer contact for technology group



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