Executive Assistant
Resume:
PAULA FOSTER
P.O. Box **
Tracy’s Landing, Maryland
********@*******.***
CAREER SUMMARY
Accomplished Executive Assistant/Office Manager with 30 years combined experience in the energy, biotechnology (gov’t.), IT (gov’t.), Job Corps (gov’t.) and construction industries. Demonstrated ability to multi-task and achieve results through effective time and resource management. Skilled in anticipating business needs and changing direction to succeed in meeting aggressive goals and deadlines. Possess exceptional communication and organizational skills and committed to maintaining confidentiality and security. Skilled proficiency in office administration and management, providing support to C-suite executives, event planning, project management, word processing, spreadsheets, databases, presentations, contracts, filing systems, human resources, travel planning, problem solving and vendor relations.
TECHNICAL SKILLS
Microsoft Office (Word, PowerPoint, Excel, Outlook, Access), Adobe Acrobat, Visio, SharePoint, InDesign CC and various accounting software packages. Typing speed is 75wpm.
PROFESSIONAL EXPERIENCE
ADAMS AND ASSOCIATES, INC. – Columbia, MD December 2014 – Present
Executive Administrator/Office Manager
I currently provide full, direct assistance to the President, Vice-President, and the Vice-President of Finance in the corporate office. I supervise the office administration staff and ensure the integrity of the day to day operations. I am responsible for formatting and editing proposals, downloading SharePoint files, and maintaining the contract files. I track various statistical and Job Corps Center reports weekly, monthly, quarterly and yearly. I oversee the office management of the company. I prepare PowerPoint presentations, assist in heavy calendar scheduling and monitor all correspondence associated with Job Corps Centers and the Federal government.
Streamlined office procedures.
Organized the corporate contract files and archives.
Implemented new procedures for corporate office and introduced using conference, training rooms and conference calls in Outlook.
PHARMATHENE, INC., Annapolis, MD July 2005 – July 2014
Executive Assistant/Office-Facilities Management
Provided complete administrative support to the Sr. Vice President of Operations and the Sr. Vice President of Regulatory and Quality. Coordinated video conferences and acted as the department liaison between the corporate office and the satellite offices in Massachusetts, UK, North Carolina and our agriculture facility located in Montreal, Canada. I was responsible for facilities and office management along with maintaining the corporate office fixed asset inventory. Ordered all office supplies and furniture and prepared the yearly facilities budget. Planned office space relocations of employees and acted as the lead safety floor warden for the company. In addition, I provided routine daily administrative assistance to other departments as necessary.
Created database and managed fixed asset inventory for the corporate office.
Created corporate safety manual and implemented evacuation procedures.
Streamlined office and kitchen inventory and shipping methods to reduce costs by 25%
Responsible for the document archival in the closing of the Milford and UK office.
Supervised the delivery and installation of furniture for new office space.
Coordinated interoffice moves of employees.
PHARMATHENE, INC., Annapolis, MD November 2010 – July 2014
Regulatory/Quality Ops/Contracts Specialist
In this position I was responsible for the review and editing of all internal and external documents of acceptable quality required for submissions to the FDA in paper and electronic format. I provided assistance to authors of multiple functional areas to ensure documents were compliant with the corporate style guide or the department common technical document (CTD) template. I coordinated submission planning meetings, reviewed and tracked required supporting documents for submissions to ensure timelines were met. I worked with department teams to resolve identified completion dates for technical packages needed to support regulatory submissions. I participated in the creation of regulatory filings including IND’s, Annual Reports, and Orphan Drug Applications and generated interactions with the FDA through contact reports. I assembled final submission packages per FDA guidelines and ensured delivery. I managed the daily operations and maintenance of the electronic document regulatory repository (EDMS) and maintained the regulatory document control room (DCR). I created, edited and revised regulatory standard operating procedures (SOP’s) and policies. In addition, I supported the Quality, Program Management, Clinical, Business Development and Contracts departments with other various assignments on a daily basis.
Set up archival system for paper and electronic submission files.
Created regulatory submission process.
Implemented various multiple tracking systems for the department.
Responsible for publishing high volume submissions.
Prepared materials including PowerPoint presentations and agendas for formal meetings with the FDA and for internal meetings.
Reviewed technical documents for consistency, formatting and accuracy.
Created, managed and tracked purchase orders for Regulatory and Quality Affairs.
Maintained database and paper filing system for all corporate agreements in the Legal department and all agreements, proposals, project plans, work orders and miscellaneous documentation for all product subcontractors and FDA correspondence for the Contracts department.
NATIONAL ENERGY & GAS TRANSMISSION April 2000 – June 2005
US GENERATING NEW ENGLAND, Bethesda, MD
Executive Assistant
Supported the Vice President with additional support to directors and managers of the IPP Asset Management and Operations department. Maintained calendars and contact information, made travel arrangements, coordinated meetings, organized department events and teleconference calls. Prepared various correspondence, spreadsheets, expense reports, timesheets, itineraries, and agendas. Created PowerPoint presentations for distribution to executives, senior level management, third parties, and for the Board of Directors’ approval and authorization. Assisted with budgets, business plans, and monthly operating reports for final submittal to the Board of Directors. Served as primary liaison between the corporate office and the general managers of several power plants in the United States. Supported the President and Vice President of US Generating New England in the same capacity as National Energy & Gas Transmission.
Managed multiple departmental projects, completing most ahead of schedule.
Facilitated relocation of entire department to a new office building, successfully transferring all records.
Reorganized project document filing system to increase productivity time in retention location. Handled correspondence for several power plant projects (requiring capital outlays of approximately $800M per project) and managed project document files, averaging 5,000 documents per project that included contracts, permits, land easements, etc.
Provided support with the closing of the businesses.
SNOW VALLEY, INC., Upper Marlboro, MD July 1999 – April 2000
Executive Assistant/Human Resources
Provided primary support to the President. Greeted visitors and screened phone calls. Distributed meeting minutes and maintained communication with various organizations. Maintained the voice mail and telephone system. Coordinated company events and established vendor relations. Managed office to include uniform inventory, office supplies and equipment.
Reorganized inventory room to alleviate clutter.
Implemented procedure for recording the distribution of access keys to personnel.
Reorganized and managed the Human Resources department.
-Processed new hire paperwork/updated personnel records.
-Processed weekly payroll with ADT.
-Updated and maintained the company policy manual.
-Coordinated and maintained all insurance and benefits packages, workers compensation, pension plans, and responded to all employee inquiries.
BAYSTATE COMPUTERS, INC., Lanham, MD January 1997 – June 1998
Executive Assistant
Assisted the President, Executive Vice president, Vice President and Sales Director on a daily basis. Maintained human resource information, scheduled temporary hires, and set up interviews for in-house proposals, made travel arrangements, scheduled meetings for various departments, maintained spreadsheets, coordinated company social and business events. Managed office to include ordering supplies and furniture and assisted in space planning. Maintained marketing database, researched information, generated reports, created PowerPoint presentations, generated and recorded sales and marketing meeting minutes. Assisted in proposal preparation to include word processing, assembling of proposals, and ensured proposal security.
Outsourced proposals to printing firm, reducing costs without sacrificing the quality of the product.
Set up marketing database for quick referencing.
Education
The Calverton School
Huntingtown, MD
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