Executive Assistant

Summary:

I am a seasoned bi-lingual professional with over 20 years of administrative experience, and over 14 years of support to VP and C-level management. In a previous role, I provided support to the Regulatory Affairs department, where I assisted in revisions to advertising and promotional materials, as a promotion. I have the proven ability coordinate meetings and travel arrangements, generate reports and documents, create and maintain accurate spreadsheets, also to handle confidential matters with maturity, tact and diplomacy. I am highly computer proficient and well versed with SAP and Microsoft Office Suite products, along with Lotus Notes as well as Outlook. I am a self-starter who has the ability to network across the company to effectively find multiple touch points to conduct daily business. I am a great team player, detail-oriented, ethical and trustworthy, and also possess solid organizational, interpersonal, time management, and written and verbal communication skills, also interested in returning to an Administrative role with the flexibility to work with as much overtime as required to complete any job, and I am also willing to travel.

Skills:

Computer Software: Microsoft Office Suites: Word, Excel, PowerPoint, Publisher, Visio, Project & Access, Quicken for invoicing, Outlook & Lotus Notes, Solomon & Forecaster (budgeting), Oracle (purchasing), Gelco/Concur (expensing), Premiere Global (webinars), AS400, Diver, Navient, Heartland, Sage and Peachtree accounting software, Internet research, and various publishing software programs. Strong ability to quickly learn new programs.

Compose/edit/proofread: Correspondences, reports, proposals, and other business materials. Preparation/review of contracts and all presentations and spreadsheets.

Experience includes: Strong domestic and international calendar management, travel arrangements, meeting planning, management team coordination and accounting practices.

Office management: Supplies purchasing, phones, typing (70+wpm), file management, budgeting, invoice processing and tracking, new office start-up/planning, orchestration of special events, international meetings and training, correspondence, spreadsheets and more.

Exceptional multi-tasking abilities: Driven to produce, experienced with multi-line phone systems, office equipment, with business, medical and technical terminology.

Bi-lingual: Fluent written and verbal in Spanish/English.

Experience:

Bill Back Coordinator - Temp to Hire

Breakthru Beverage Group 10/2015 to 08/2016

Managed and oversaw the billing of our Supplier's marketing expenses, according to each Supplier's agreement.

Worked with various Department Heads to resolve billing/invoice inquiries, problems, etc.

Assisted Controller and Sr. VP with calendar, memos, emails and all administrative assistance to Accounting Department with general accounting functions, as needed, review invoices/accounts for accuracy and completeness.

Created a structured process to invoice, scan, archive and produce back-up documentation for the charges, and email the Supplier. This was a new position, so created and started the process implementation for the company.

Complied with Federal, State and company policies, procedures and regulations.

Accounting Associate - Part Time

Associated Fire Protection, Inc., 09/2013 to 10/2015

Managed and oversaw all Accounts Receivables for company. Work with various Department Heads to resolve billing/invoice inquiries, problems, etc.

Managed and oversaw the Credit Collections process (60>150) calls.

Assisted Accounting Department, and the President with all administrative and general accounting functions, as needed, review invoices/accounts for accuracy and completeness, coordinate posting and payment of company invoices, facilitate daily check posting and accounts receivable balancing (Heartland batches).

Tracked receivables and collections to ascertain a positive cash flow. Process and apply accounts receivable payments (checks, cash, and credit cards in FX/Money-In.)

Complied with Federal, State and company policies, procedures and regulations.

Communicated effectively with customers, vendors, employees, both orally and in writing.

Administrative Assistant, Sales & Marketing

Dr. Reddy’s Laboratories 10/2011 to 04/2013

Supported the VP, Generic Sales & Marketing, and the VP, OTC Products.

Managed calendars, travel and various projects, and all administrative duties for their respective teams of 40 members.

Regulatory Associate, Advertising & Promo (Promotion) 06/2007 to 07/2011

Celgene Corporation, (11/2010 to 07/2011)

Provided Regulatory Copy Review Committee (CRC) support through attendance at CRC meetings to accurately record required revisions to advertising and promotional materials.

Provided regulatory support to Marketing Operations and Sales Training through participation in proofreading of laser materials to ensure all CRC comments are correctly incorporated.

Executive Assistant, Regulatory Affairs - Temp to Hire (06/2007 to 11/2010)

Supported the VP, Regulatory Affairs (UK) managed projects, analysis and all administrative duties, right-hand support for business, attended upper management meetings and provided minutes, and assisted in special projects, ad hoc. Maintained high level of confidential material for company and department.

Successfully on boarded a new VP, Regulatory Affairs (North America) and assisted with all administrative duties when VP moved to UK.

Accomplishments:

Assisted in the development of H1N1 Business Continuity Plan for Site/Business Function. Successfully coordinated and executed Global and National off-site All-Hands Meetings of 50-80 participants.

Participated and supported special projects and initiatives.

Maintained departmental master phone lists, vacation tracking and workload assignment lists for department on shared drive and database, showing strong organizational and communicational skills, and able to prioritize workload between VP's requests and the Departmental requests, including heavy travel and expense reporting.

Created departmental organizational charts in PowerPoint and Visio, which were later adopted by other departments.

Assisted in a working group with IT to create and develop the look and functionality of new Intranet/Internet website.

Managed Solomon and Forecaster programs to maintain budgeting for department. Created departmental invoice tracking sheet, maintained weekly/monthly reports and analysis of departmental budget in real time.

Publisher role for the Celgene Chapter of IAAP, created and published minutes and newsletters for International Association of Administrative Professionals showing strong communication and organizational skills within company.

Started a Celgene-wide Breast Cancer Awareness Drive backed by the Celgene Chapter - IAAP, and petitioned the Company to match the Drive Fund for the program.

Training:

Attended SkillPath Seminars for The Indispensable Assistant (9/27/07). Attended Excel Workshops Intermediate and Advanced, obtained certificates. Attended PowerPoint Workshops – Intermediate and Advanced, obtained certificates.

Executive Assistant/Office Manager/HR Coordinator

Triax Pharmaceuticals, LLC 10/2005 to 06/2007

Managed all administration for CEO, COO, CFO, 4 VPs and 3 administrative members of newly formed dermatology pharmaceutical company.

Project Manager for office relocation, including coordination with vendors for equipment and communication technologies. Liaison with corporate building manager, building contractors and city inspectors for construction.

Assisted in the creation of the company letterhead, policies and procedures, and employee handbook.

Coordinated communications, calendars, travel planning, expenses, projects, meetings, heavy international and national teleconference scheduling and invoice processing.

Created contracts, updated sales tracking, managed a high volume of Power Point presentations for BOD meetings, Sales/Marketing and Regulatory Affairs, producing Purchase Orders and purchasing supplies.

In charge of HR, benefits coordination and responsible for hiring and managing receptionist and Sales Administrator.

Executive Assistant - Temp

(Spectrum Agency-Temporary Assignments) 12/2003 to 10/2005

Temp Assignment 3-Bayer HealthCare: Managed all administration for a VP, three Directors and staff of HR Department for a well-established company. Coordinated communications, calendars, projects and meetings. Updated and expanded PowerPoint organizational charts to encompass the entire firm. Scheduled interviews and coordinated candidates, interviewers and staffing agencies. Created an interactive tracking system to manage Departmental interviews.

Temp Assignment 2-Altana Pharma US: Managed all administration for a VP and two Directors of US Sales Department for a growing US-based pharmaceutical company. Coordinated and managed communications, calendars, travel planning, expenses, projects, meetings and presentations, as well as invoice processing and the creation/implementation of a personalized budget and invoice tracking system.

Temp Assignment 1-Bayer HealthCare: Managed all administration for a VP and three Directors of Consumer Health Global Strategic Marketing Department. Coordinated communications, calendars, travel planning, expenses, projects, meetings and invoice processing. Implemented budget and invoice tracking Excel spreadsheet for whole department use. Inclusively, managed all administration for a Sr. VP, a VP and five Managers of Consumer Health, Latin America Division.

Executive Assistant - Temp to Hire

Pharmacia, Inc./Pfizer, Inc. 03/2002 to 08/2003

Managed all administration for a VP and six Senior Managers of Global Publications Marketing Department.

Coordinated communications, calendars, travel planning and expenses.

Prepared monthly reports, presentations and spreadsheets.

Created the first template for company contracts.

Education:

Business Administration County College of Morris & FDU 09/1997 to 12/1999 Randolph, NJ

Member of Phi Theta Kappa Business Honor Society, Lifetime membership

Member of Alpha Beta Gamma International Business Honor Society, Lifetime membership

Secretarial Courses Stafford Hall School of Business 09/1986 to 06/1987 Summit, NJ

High School Diploma Union Catholic Regional HS 09/1985 to 06/1985 Scotch Plains, NJ

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