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Executive Assistant Administrative

United States
October 11, 2016

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*N Sailors Quay Drive, Brick, New Jersey 848-***-****


International Society for Pharmacoeconomics and Outcomes Research– Lawrenceville, NJ 4/2016 – Present

Administrative Manager, Operations (Contract position)

•Oversee the all aspects of office management, including assisting Senior Director, Operations and Director, Finance.

•Manage office systems such as the office phone system, mail/shipping, photocopiers, printers & scanner, including training staff and coordinating resolution of issues, maintenance, and upgrades.

•Manage ISPOR conference call and WebEx systems; communications with vendors, billing information, information gatekeeper.

•Manage the ordering of all supplies and office equipment/furniture. Maintain supplies and computer equipment inventory.

•Coordinate office related maintenance, cleaning, and inspections with ISPOR’s Property Manager and other contractors as required.

•Assist with event preparation and coordination as required. Reconcile payment issues with bookkeeper and transaction log.

•Coordinate IT/computer updates and repairs with ISPOR’s vendor.

•Responsible for the ISPOR capital equipment records (labeling, updating inventory, documentation) and ISPOR insurance records. Maintains

•ISPOR Vendor Records and contracts.

•Assists with maintaining ISPOR Standard Operating Procedures, Forms and templates.

•Maintains ISPOR Staff Office Information, and other all staff information (including website) and discusses all procedures with new employees during onboarding and training.

BASF CORPORATION, SE – Iselin NJ 1/2015 – 4/2016

Executive Assistant to Senior Vice President, GCC and Vice President, GCC/C (Company restructuring)

• Manage all daily administrative duties including international and domestic travel arrangements, calendar management, schedule and manage attendance of monthly meetings, responsible for reading and responding to SVP’s emails, as well as meeting invitation responses.

• Responsible for printing, filing and saving all meeting agendas and accompanying documents, as well as gathering previous meeting notes in preparation of meeting for SVP.

• Maintain department travel calendar in the US office, as well as inform Germany office of travel schedules.

• Maintain and update organization charts, as well as phone and email distribution lists.

• Assist with internal and external meetings in regards to headcount responses, presentation material, ordering meals and audio/visual needs, as well as special events as needed such as Safety Week, Award Celebrations.

• Assist other administrative staff with any time sensitive projects and deadlines.

BUSSOLA & RALPH USA, LTD. – Tuxedo NY 11/2013 – 1/2015

Operations & Office Manager (Relocated to NJ)

• Manage all daily administrative duties including international and domestic travel arrangements, calendar management, schedule meetings, expense reports, create, proofread and submit correspondences and marketing materials, internet research

• Order office supplies, deal with vendors for office equipment related repairs, as well as facility related issues

• Create and execute correspondences, presentations, invoices, proposals, financial reports and spreadsheets

• Maintain and track open bids/awarded bids, status of current and upcoming projects, resource allocation

• Gatekeeper for financial information (bank and company credit card statements) into QuickBooks

• Manage database and spreadsheets for potential new clients and assist with forecasting potential profit/loss, as well as budgeting

• Obtain working visas for international workers, as well as business visas for jobsites located in foreign countries

• Liaison with third party CPA, Insurance company and lawyer and internal company partners, on as need basis


Senior Administrative Assistant to Director (Assist w/family business opportunity)

• Supported Global Medical Affairs team with all administrative needs such as heavy domestic and international travel arrangements, Concur expense reports, scheduled and managed audio/video/Webinar conferences

• Was responsible for event planning and organizing Advisory Boards, Congresses, symposiums which included attendees such as Board of Directors, C-level executives and respected members of the Healthcare industry

• Generated and maintained contracts for all Health Care Professionals who attended company sponsored events.

• Handled highly confidential information. Assisted clients with resolving questions and provided information and reports as requested. Proof read, edited and composed documents such as contracts, as well as report production

• Was responsible for contract process for all KOLs, vendors and HCP which includes completing Agreement Request forms, compliance approval and approval from legal to obtain original contracts. Responsible for obtaining all necessary signatures and approvals from internal Bayer departments, as well as signatures from external clients/vendors of original contracts/consultancy agreements

• Tracked and completed all aspects of Meeting planning, as well as obtaining executed contracts for all HCP, speaker, etc. participating in Bayer sponsored meetings and Advisory Boards

• Executed new vendor request forms in order to ensure payment of vendors. Process entailed obtaining completed W-8 and bank routing information from vendor. Acted as liaison between client and supervisors when needed

TGM ASSOCIATES – New York NY 01/2012 – 04/2012

Executive Assistant to CFO, Vice President (Contract position)

• Provided administrative support to CFO and staff of Accounts with calendar management, answering phone calls, expense reports, travel, scheduling meetings, scanning of tax documents and various administrative tasks

• Tracked and reconciled financial activity on internal cash sheets against various banks and accounts by accessing online prior

day activity bank statements, on daily basis

• Was responsible for all Wire and ACH transactions for payment of various invoices, utility bills, property tax payments, property sale proceeds, internal cash sweeps from a number of funds and real estate entities to corporate accounts, United Healthcare payments and non-repetitive wire transfers. Prepare all journal entries associated with wires and ACH payments

• Assisted accountants with all real estate tax preparation including auditing documents such as tax returns and partner’s K-1s for accuracy, typing accompanying letters, scanning of all documents for internal files, as well as preparing check requests and wiring funds to partners entitled to tax distribution. Provide KPMG Auditors with all requested audit documentation

• Reconciled all 401K, Payroll reimbursement and Flex Account activity. Maintain documentation and on-going log of all

• Was responsible for processing payment, logging and maintaining documentation of all Real Estate taxes for all properties

MANNKIND CORPORATION – Paramus NJ 11/2006 – 04/2011

Administrative Assistant to Senior Vice President, Director (Company downsized)

• Supported Director and management team with all administrative duties such as calendar management, domestic and international travel arrangements, expense reporting, as well as managing department budget and forecasting

• Was responsible for tracking and managing consultant and vendor contracts, preparing purchase orders requisitions and all necessary documentation for processing. Responsible for obtaining all necessary approval signatures in a timely manner

• Was responsible for preparing presentations for meetings and distributing WebEx link to all participants ahead of meeting

• Organized in-house meetings, multiple party conference calls, as well as WebEx meetings

• Participated in and recorded meeting minutes for the weekly ISS/ISE Prep meetings, White Paper meetings, Management meetings and monthly department meetings

• Prepared Gantt charts for project management of programming tasks and timelines for current clinical trials and studies

• Scheduled phone screens and interviews for available positions in Biometrics and Data Management departments

• Prepared all necessary documentation for new hires such as IT New User form, PORFs and Signature Memos

• Assisted with various special projects such as proof reading and editing of draft NDA application and quality control of statistical data accuracy and consistency on various reports and embedded tables

STRYKER ORTHOPAEDICS – Mahwah NJ 01/2003 – 02/2006

Executive Assistant to Vice President of Research and Development (Management restructure)

• Heavy calendar management, arranged meetings, video/WebEx conferences including international participants and tracked attendance responses to ensure maximum participation, arranged heavy domestic and international travel arrangements for internal and external Board of Directors, expense reporting, typing and mailing of letters and correspondences.

• Was responsible for conference room setup for meetings including appearance, necessary meeting documentation, catering and preparedness of technical equipment and prepared documents and presentations for various monthly meetings

• Handled various on-going projects, which included coordinating monthly trainings of New Product Development Process maintained training records

• Managed consultancy agreements, tracked execution of milestones and payment reimbursement


RUTGERS UNIVERSITY, College of Arts and Science - Major in Business Administration

BERKELEY COLLEGE, School of Business - A.A.S., Business/Paralegal -6/93 GP A 3.45


Highly proficient in all versions of Microsoft Word, Excel, Outlook, PowerPoint, Access, Project, Visio, Kronos, Concur, SAP, ADP, QuickBooks, Adobe Photoshop, Acrobat, After Effects, Premiere Pro, Lotus Notes, conversational Spanish and Italian.

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