Management Office

ROUPINA K TUTUNJIAN

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

Fountain Valley, CA 92708

714-***-**** / ****************@*****.***

SUMMARY

Executive Administrative Professional with extensive experience providing support to C-level and mid-management executives and business units. Talented in balancing needs of various levels of management and meeting company objectives and demands in a fast paced environment. Highly flexible, trusted and adaptable team player with solid time management, organizational and multi-tasking skills. Expert in coordinating, complex calendars, meetings, travel arrangements, expense reports and projects. Proficient in, MS Office, Outlook, Word, Excel, PowerPoint and Visio. Key strengths include:

Well Organized

Detail Oriented

Efficient and Effective

Reliable and Resourceful

Pro-active and Collaborative

Committed to Excellence

Flexible

Time Management

Multi-Tasking

Leadership and Problem Solving

PROFESSIONAL EXPERIENCE

PFIZER INC. (formerly Pharmacia), Aliso Viejo, CA 2001 - 2016 Administrative Specialist – Pfizer (2007 – 2016)

Regional Coordinator – Pfizer (2003 – 2007)

Regional Account Management Coordinator – Pharmacia (2001 – 2003) U.S. TRUST COMPANY, Costa Mesa, CA 1999 - 2001

Marketing Coordinator – (2000 – 2001)

Sales & Marketing Coordinator – (1999 – 2000)

Administrative Support

Maintained and coordinated multiple heavy calendars, appointments, executive staff meetings, domestic & international travel needs, meetings and conventions to optimize time efficiently by prioritizing needs, deadlines and schedule changes without conflicts.

Succeeded in organizing multiple managers’ workloads in order to reach company goals.

Acted as gatekeeper and represent manager and office in a professional and approachable manner.

Arranged standing and ad-hoc meetings by coordinating all requirements; presentations, meeting space, materials, audio visual, supplies, easels, refreshments, etc.

Prepared comprehensive domestic and international travel arrangements, including flight details, hotel arrangements, ground transportation and detailed agenda for travel, meetings and conventions.

Monitored multiple managers’ e/mail to ensure their awareness of urgent issues and deadlines.

Prepared and submitted expense reports for team ensuring entries are compliant with company policies and guidelines. Also verified reimbursements and quickly processed and reconciled.

Review, code and reconcile invoices to be submitted for payment including processing of check requests and purchase orders.

Maintained confidentiality by exhibiting discretion at all times.

Ensured accurate and effective control of correspondences, files and contracts.

Liaise with external customers and internal staff at all levels in a professional manner.

Answered phones with detailed and accurate messages, open and distribute mail, manage shared business areas to ensure limited interruptions of day to day business needs including supplies, maintenance, printers

First line of contact to triage and answer various questions, handle any issue from internal colleagues, external customers and vendors in a timely manner.

Prepared all correspondences as needed to customers and colleagues.

Managed monthly global organizational charts in VISIO. ROUPINA TUTUNJIAN

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Coordinated and completed special projects and reports as needed.

Goal oriented and skilled in completing all assigned tasks and responsibilities by utilizing my strong skill sets in organization, multi-tasking, PowerPoint, Excel, MS office.

Designed data spreadsheets, newsletters and correspondences.

Oversaw confidential documents, records and personnel files.

Trained and mentored new administrative assistants to the department. Meeting Planning

Planned and executed all types of meetings for 15 – 400 attendees, and ensured every aspect was completed to specification.

Planned and executed Global Leadership meetings. Managed meeting planning, contract negotiations, presentations, agendas, meeting materials and inform and coordinate with attendees to ensure all needs are met.

Managed venue, attendees, meals, audio visual, accommodations, team-building events, dinners and budget.

Selected to work with Mid-West Medical Lead on managing a co-meeting and saved over $60K.

Designed and created PowerPoint presentations and materials for meetings. Finance - Budget

Prepared supervisors expense reports on monthly basis within guidelines and deadlines.

Verified that all managers’ direct reports expense reports were in compliance.

Reviewed and monitored regional and district budgets including T&E, EZ Speak and meetings.

Reviewed reconciled and coded invoices and submitted for payment.

Completed all finance responsibilities by compliance and Managers’ deadlines.

Designed and managed award contests for Regional Managers.

Provided timely and accurate reports for distribution, developed tracking spreadsheets for quotas and budgets. HR - Recruiting

Managed HR responsibilities and ensured new hire paperwork was submitted accurately and timely.

Assisted Recruiting to ensure all open positions were filled as soon as possible.

Coordinate and scheduled all aspects of candidate interviews including travel and logistics for openings and managed new hire processing.

Assisted HR to ensure all applicant flow logs and interview guides were submitted within 24 hours of completing interview and obtain salary for final candidate.

Created and implemented new hire processing procedures and managed new hire process for Western region.

Human Resources liaison and maintenance of confidential personnel files for sales team.

Chosen to update the On-boarding/Off-boarding processes and distributed to all counterparts. Project Management

Lead and maintained MOS SharePoint Site: Creating links and files, validating security clearances, maintaining the integrity of the site and nomenclatures.

Facilitated and organized monthly conference calls with Senior Directors: Developed agendas, monitored WebEx attendance, managed follow-up committee recommendations.

Lead a team of 5 in creating the Administrative Professional Global Performance Review template: Scheduled WebEx – conference calls with multiple counterparts with a specific time management.

Initiated and oversee necessary purchasing procedures in order to secure appropriate PO’s, Clinical Studies, Meeting venues and office supply orders.

Controlled data management and staff surveys (start to finish): Created and designed Teleform data forms and used SurveyMonkey. Scanned incoming forms, verified and imported into a database (Access/Excel). Performed data analysis and converted data into graphs for management presentations. EDUCATION & TRAINING

University of Phoenix - General Education Courses

TECHNICAL SKILLS

MS Office (Access, Excel, Outlook, PowerPoint, Publisher, Visio, Word), SharePoint ARIBA, Atlas, Concur, PT&E, Teleform, APIQ, WebEx, InSight, GCE, Travel Connect

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