executive assistant senior admin assistant IV contracts liaison

Administrative professional with 17 years of experience having 4 years of experience as Executive assistant in the Biotech Industry, 2 years of experience as a contracts Liaison in the Bio/Pharmaceutical Industry, and 9 years of Senior Admin assistant experience in the biotech industry. Seeking to apply my calendar management, executive partnering, project coordination and onboarding/interview coordination logistics working for a Biotech/Pharmaceutical firm which will provide me with an offer with long term career growth and professional challenges. San Francisco Bay Area Bio/Pharmaceutical firm that will provide me an opportunity with long term growth as an executive assistance administrator.

Professional Highlights

-9 years of C-Level Suite Executive Partnering within R&D

-5 years supporting Executive Board Members

-17 years of Complex Calendaring

-3 years working with R&D Dept & Commercial Dept within Biotech/Pharma Org

Selected Knowledge & Skill Areas:

Contract Negotiations SAP/SRM Contract management** Event Management (100+ people)**

Onboarding Concur/Expenses for up to 5 Executives Inventory Management Process

Salesforce (CRM) ** Project Coordinator Microsoft Access for testing purpose

Customer Satisfaction Conference/global video calls PowerPoint & Excel

Customer Service Excellence Coordinated-National Sales Meeting/tradeshows MS Teams/Zoom**

Slack** Expensify Sharepoint

Professional Experience

Senior Administrative Assistant IV JUL 13, 2023 – Oct 31, 2023

Genentech– South San Francisco, CA

(Project/contract term)

-Meeting Coordination- Prep Agenda and Host Meetings

-Weekly Executive meetings ex: Board Meetings, and Leadership Quarterly Business Review Meeting

-Event planning and preparation for All Hands and Quarterly Meetings

-Travel Management and Expense reporting

Executive Assistant to Chemistry Professor (UC Berkeley) JAN 2023- MAR 2023

Berkeley Laboratory- Berkeley, CA

(3 month Short term Project assignment)

-Calendar scheduling and email (inbox) management for Professor within Chemical Science Division

-Support in Travel and submit TAR docs for approval. Set up Conference and Event registrations for Professor.

-Assist with capturing and delivering action items and Minutes for Meeting/Notes

Executive Assistant to CEO DEC 2021- JUL 2022

Mission Bio- South San Francisco, CA

(Workforce reduction/layoff)

-Provided executive support for Chief Executive Officer and Leadership team (i.e., schedule meetings cross functionally and Board of Directors and Investor members). Event planning and preparation for Quarterly Business Review (total 20 people)

-Support in travel, itinerary creation, presentation coordination, expense reimbursement, and invoice processing

-Meeting planning and travel logistics for key industry conferences the CEO attends

-Support CEO in activities during critical periods of investor meetings and business deals, including facilitating quarterly earnings timelines and logistics and aiding in the preparation of materials and agendas for internal and external meetings: capturing action items, decision, revisions etc. in bi-weekly Leadership, weekly Executive meetings along with QBR BOD Meetings, and Leadership Quarterly Business Review Meeting

Senior Administrative Assistant III/Contract Liaison APR 2021- AUG 2021

Ultragenyx– South San Francisco, CA

(Maternity coverage)

-Creating/drafting contracts (MSA, SOW, Change Orders, and Invoices) via Oracle System and iCertis Application for Medical Affairs Team.

-Heavy calendar scheduling for interviewees applying to Ultragenyx. Ex: Research Associate, Associate Director, and Sr. Directors.

-Support 3 VPs within Medical Affairs dept, and 1 Executive director for Head of Global Medical Affairs Dept.

Senior Administrative Assistant III

Genentech– South San Francisco, CA MAR 2020 - AUG 2020

(6-month contract term)

-Support of onboarding new employees, consultants and temporary staff within Protein Chemistry and Antibody Engineering. Compiled interview scheduling within Google Hangout/Gmail. Identify and escalate priority issues that need immediate attention within departments. Most were last minute rushed interview prep coordination.

-Participate in recruiting efforts by working with Staffing Department on scheduling of interviews, prepare interview packets, and host candidate upon arrival. In addition, coordinated with AAP Board to align on selected individual for the position. Most candidates selected would go through an intense review process within the departments interviewed. Meetings would be scheduled to go over qualifications.

-Supported the Fellow Vice President, overall department and Sr. executive directors and their project managers in general administrative and clerical support for day-to-day operations. Managed calendars, Scheduling, and coordination of meetings; including catered lunches involving Directors and Department teams.

Executive Assistant

Nektar Therapeutics– San Francisco, CA JUNE 2019 – AUG 2019

(3-month project)

-Meeting coordination and Extensive travel planning (Domestic/International) for 4 teams. Scientific Operations, Clin Pharm & Quantitative Sciences, Safety Assessment and Pharmacology. Travel arrangements include booking flights, accommodations, car service, arranging meetings and preparing itinerary packets.

-Create and Edit PowerPoint Presentations including gathering information from team members and other groups. Recommendations given to VP of clinical operations on integrating new ideas to slide deck presentation.

-Order catered breakfast/lunches for meetings involving Directors and department team leads. Assisted teams with vide conference capabilities to prepare for their meeting and give team members time to eat prior to presentation. The IT Dept sent notifications to each meeting in the event we had a technical issue to address.

Executive Assistant/Contract Specialist MAY 2017 – APRIL 2019

Grifols Diagnostic Solutions– Emeryville, CA

(Perm Role)

-Created 2-million-dollar MSA/SOW agreements with assistance from Legal /Procurement Dept to input within SAP/SRM system. Followed strict guidelines of SAP Contract LifeStyle Management Contract System. Processed 30-50 Invoices within R&D to Procurement department. Analyze Purchase order data and follow up on missed supplier delivery date.

-Process New Hires. Onboarding Coordinator to schedule 2-4 interviews a week with travel assistance, hotel placement, and final schedule for interviewees.

-Trained and mentored new department members on IT related issues for video conferencing and WebEx. These tools helped them in the event no IT person or Administrator was available during off-peak hours.

-Demonstrated solid abilities in prioritizing and managing tasks within a fast-paced environment. Set clear expectations, adjusted as needed, and maintained the proper sense of urgency.

-Excelled in handling challenging situations from both an employee and customer perspective. Calmed employees who became frustrated with customers; ameliorated irate and upset customers.

Senior Administrative Assistant III/Contracts liaison (Company acquired by Amgen)

Onyx Pharmaceutical – South San Francisco, CA JAN 2013-JAN 2014

-Worked in a functional role as a Contracts Liaison to review and prepare one-time MSA, Service Agreements, SOWs. Payments were made to physicians and speakers via the Law Departments Contract workflow system.

Senior Administrative Assistant

Fluxion BioSciences – South San Francisco, CA APR 2008-JULY 2010

-Demonstrated advanced customer service skills. Used strong negotiation skills to reduce costs for the company and ensured on-time delivery of materials.

-Filled requests for materials to meet production schedules along with Inventory Control guidelines.

Education & Credentials

Certifications

Microsoft Office Suite, Google Docs (Word, PowerPoint, Excel, Outlook)

Awards/Honors

Ceridian University (HR Benefits/Reporting III)-completed 2006.

Technology Skills

Proficient: Microsoft Office Suite (Word, PowerPoint, Outlook), CRM, Salesforce, SAP/SRM Contract Management, Oracle, iCertis Application, Google Suite, DocuSign, Adobe, HelloSign, Expensify, and Slack

Intermediate user: Microsoft Excel (v-look up, pivot tables)

Education

Working towards Business Administration Degree-CCSF Online

Bilingual

Fluent: English, Conversational: Spanish

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