Executive Assistant

Theresa A. Sothern

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

Cinnaminson NJ 08077

***********@*****.***;

856-***-**** (H) 856-***-**** (C)

Qualifications:

Proven success as an Executive Administrative Assistant and Regional Office Administrator for a major

Pharmaceutical company.

Ability to pay close attention to detail and handle large volumes of work under strict time constraints .

W ork well in demanding, ever-changing, high pressure environment.

Possess exemplary customer service skills.

Excellent communications and telephone skills.

Customer focused and budget experience.

Capable of working individually and/or in a team environment.

Work Experience:

Novartis King of Prussia (March 2015- Present)

As part of the divestment of GSK's Oncology Business to Novartis I am currently transitioning over to Novartis.

GlaxoSmithKline Philadelphia, PA

Executive Administrative Assistant (11/2008- March 2015)

Provide administrative assistance to Sales Vice President, Oncology (see job details listed below).

Led Executive Admins and RSO monthly meetings; took minutes and followed action items through to completion.

Take minutes and record action items for special departmental meetings /projects.

Manage & organize Special Sales Events budgets; travel to various sites throughout the U.S. to ensure meetings

were successful.

(8/2011 – Present)

Regional Office Administrator

In addition to above role, serve as Regional Office Administrator for Area Vice President, Oncology, specialty sales

force; (support AVP, 5 RSD’s and 40 AM’s).

(5/2007 – 11/2008)

Executive Administrative Assistant

Served as Executive Administrative Assistant for Senior Vice President U.S. Sales.

Scheduled monthly 2C meetings with direct reports/business partners

Scheduled quarterly PDP review with direct report

Ensured all meetings/conference calls are on calendar.

Noted all Field Meetings (Manager/Regional, Winners Circle, Launch meetings etc.)

Scheduled interviews/meetings for positions to include travel, housing and transportation for candidates.

Scheduled meetings with external customers as requested.

Organized and maintained confidential office files.

Co-ordinated all air and ground travel and housing arrangements for all meetings/travels (US and International)

Ensured details of travel itinerary are provided in calendar including confirmation codes and contact information for

emergency use.

Prepared and submitted all expense reports for several managers.

Reviewed VP Direct Reports expense reports and escalate any concerns to the VP.

Processed all VP Spirit Awards.

Processed all invoices for VP; maintained appropriate documentation.

Coordinated and submitted departmental communication(s) from the VP and other managers within the department

to the Sales & Marketing Organization and Senior Management

Submitted time cards in Kronos for entire department.

Supervised High School student.

(8/2004 – 5/2007)

Regional Office Administrator

Served as Regional Office Administrator for Area Vice President, Acute Care, specialty sales force; (support AVP,

12 RSD’s and 130 AM’s).

Coordinated AVP and Regional travel arrangements ensuring adherence to GSK Corporate Travel Policy and that

an ever changing travel itinerary is updated accordingly.

Maintained AVP calendar; prepared AVP expense reports; verified accuracy of RSD/Staff expense reports for AVP

to approve.

Managed special projects, specific to each Region as assigned by AVP.

Managed records and support field sales region approximately 150 employees.

Implemented and managed RTIC processes and personal changes, including profile changes, salary adjustments,

terminations, new hires, transfers, promotions and rewards including:

o Designed/implemented systems for monitoring progression increases, merit increases and promotion eligibility.

o Generated customized reports to analyze salary, grade, territory and other situational data.

o Ensured employee data changes are entered into Peoplesoft. Liaised with the Employee Response Center.

o Created notification letters as appropriate and distributed to employees and their managers.

o Prepared and submitted accurate Regional reports: i.e. Vacation/Absence, and corporate reports on a

timely basis.

o Maintained Regional personnel records.

Ensured appropriate handling of communication/correspondence to Field personnel, corporate and GSK

customers.

Acted as liaison between Regional Sales Management and the RVP.

Coordinated/established and managed RSO accounts payable system and monitored expenditures to ensure

that operating budgets (i.e. Field Fund, Speakers Bureau, Conventions) are accurate an d within Regional

allocations.

Compiled information for annual budget submissions.

Utilized existing computer software and hardware systems (desktop and laptop)

Traveled to quarterly Sales meetings when required; managed on-site assistance for AVP and RSD’s.

(10/2003 – 8/2004)

Administrative Assistant

Served as Administrative Assistant for the Manager of New Hire Training (NHT) and nine New Hire Trainers in

Sales Training.

Maintained accurate and constantly changing New Hire database; utilized for new hire training material

shipments, Visa cards, and computers.

Scheduled meetings, appointments, staff meetings, calendar and travel arrangements and planned agendas.

W orked closely with Regional Office Administrators; knowledge of current sales fo rce structure and product

responsibility; proficient in Word, Excel, PowerPoint, Lotus Notes, Expense Manager and RTIC

(2001 – 10/2003)

Conference Center Coordinator

Updated/maintained scheduling for over 80 conference rooms within both FP1 and 3F using Conference Center

Scheduling System; schedule over 20,000 meetings annually and receive over 2,500 inbound calls monthly.

Coordinated customers' catering needs with ARAMARK, GSK's preferred food service vendor.

Scheduled worldwide video teleconferencing from Philadelphia utilizing Global Crossing VTC Scheduling

System.

Assisted all Senior level executives with special meetings, i.e., board room visitors, dining room, etc., ensuring

appropriate equipment, food and other special requests are met.

th

Served as Receptionist for 24 floor executive area which included, signing in and issuing badges to Executives'

visitors.

Coordinated sales meeting rooms with Sales Trainers; met on a monthly basis to discuss their needs.

Managed and recruited for Guest Relations Program. Ensured accurate coverage for events, schedule tour

guides, special evening affairs, receive and arrange promotional handouts, display set -up; served as hostesses

for the Annual Shareholders meetings and GSK Town Hall meetings.

Liaison for Edcor, GSK's Learning Link distributor. Scheduled all on-site development courses. Ensure d proper

materials were mailed, received and distributed for over 160 courses annually. Update calendar of new

courses.

(2000 – 2001)

Administrative Assistant Site Services

Provided Administrative Assistance for Director, Site Services and three Managers. Scheduled meetings,

appointments, staff meetings, calendars and travel arrangements and planning agendas. Processed purchase

orders and utilized Lotus Notes, Microsoft Word, Power Point, Excel and Right on Time for entire Site Services

department.

(1999 – 2000)

Administrative Assistant/Clerk

As GSK temporary; worked in various areas within Site Services department: employee store, phone room,

conference center, Help desk, front receptionist desk, and provided back up for Administrative Assistant.

Education:

Rosemont College 40 credits towards an Associates degree in Business Administration

Community College of PA (24 Credits in nursing)

St. Hubert High School, Philadelphia, PA

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