Administrative Assistant

SUSAN RICHARDS-SPENCER

Concord, NC ***** 203-***-**** ***********@*******.***

https://www.linkedin.com/in/susan-richards-spencer/

OPERATIONS SUPPORT V

Global experience with progressively increasing responsibilities while serving as an information manager for an office, schedule meetings and appointments, organize and maintain electronic files, manage projects, conduct research, and provide information via the telephone and e-mail, prepare correspondence, and handle travel arrangements. Possess strong initiative and the ability to work independently. Bilingual, English, Spanish.

KEY SKILLS

Interpersonal communications Good judgment Organizational skills Customer service Public Relation

Supervisory skills Microsoft Suite (Outlook, Teams, Word, Excel, and PowerPoint) SharePoint Lexidia

Optima Electronic Ordering System Mercury Concur and My Expenses.

EXPERIENCE

NOVARTIS PHARMACEUTICALS CORPORATION, East Hanover, NJ 2016 - 2023

Senior Administrative Assistant, Vice President, Patient & Specialty Services (PSS), 2019 - 2023

(IHD and Marketing Design, Oncology and Rare Disease, Cosentyx, Xiidra, and Entresto)

Senior Administrative Assistant, Vice President, Business Development & Licensing, 2019 - 2019

Senior Administrative Assistant, Vice President, Breast Cancer Franchise, 2017 - 2019

Senior Administrative Assistant, Hematology / Rare Diseases Franchise, 2016 - 2017

Senior Administrative Assistant, Vice President, Human Resources, 2016 - 2016

Provided administrative and operational support to the Vice Presidents in various departments and their direct reports at the Executive Director level and at times at the Director level.

Scheduled appointments, meetings, and maintain complex and changing calendars working through scheduling roadblocks allowing Vice Presidents to effectively prepare for meetings.

Reviewed outgoing correspondence for accuracy, format consistency, signatures, and conformance with organization policy.

Arranged travel to ensure compliance with company policy and support organization in obtaining necessary travel documents to expedite Visas and passport renewal for business travel.

Assisted internal departments with the setup of Headquarters and Field associate new hires. Guided new hires with processes including expense reporting, travel systems, and other internal processes and tools.

Compiled, prepared, and processed Leadership expenses and monthly credit card reconciliation meeting deadline 100% of the time.

Provided administrative support and cross-coverage to Senior Administrative team colleagues as necessary.

Managed multiple assignments while proactively reaching out within the organization to find solutions, anticipating needs of Vice Presidents, with excellent attention to detail and partnership.

Maintained a high level of confidentiality and securely handled sensitive materials in a professional manner with all levels of management.

KPMG, PARTNER ACCOUNTS, Montvale, NJ

Senior Executive Assistant (Temporary) 2015 - 2015

Assisted partners globally in processing requests for cash transfers, including automated clearinghouse, checks, and wire transfers.

Processed daily cash closing; correspond with third-party lenders for completion of verification of employment/deposit; and processed loan documents for mailing.

Susan Richards-Spencer ***********@*******.*** Page 2 of 2

Monitored department MS Outlook mailbox messages and distributed messages to team members.

Uploaded transaction postings to sub-ledger system and filing of department documents.

Printed and mailed partner statements, deposited, and pre-note confirmations.

Completed letters of verification of employment and verification of deposits within 30 minutes of the initial request exceeding the standard turn-around time for a verification letter of 24 - 48 hours.

ST. JOSEPH HEALTHCARE SYSTEM, ADMINISTRATION, Paterson, NJ 2015 - 2015

Executive Assistant (Temporary)

Vice President of Human Resources and the Vice President of Operations

Edited and draft correspondence (e.g., Agreement and General Release; Employment Offer letters), and distribution of communications on behalf of the Vice President of Human Resources to the entire organization, relating to new directives and upcoming events.

Acted as liaison and point of contact for the Administration, including providing support to departments reporting to the Vice Presidents.

Maintained a comprehensive and efficient workflow, by providing services to both internal and external personnel.

Assigned priority to multiple tasks and manage confidential and sensitive information appropriately.

Oversaw the management of the Vice Presidents calendar, and relieving of managerial detail as scheduling/rescheduling, prioritizing, and the coordination of special events.

Attended and transcribed the minutes of the bi-weekly Executive Operation Meeting attended by senior executives.

Developed a reference guide with hyperlinks outlining various administrative procedures making it easy for new assistants to locate information in an efficient manner.

UBS AG, GROUP INFORMATION GOVERNANCE, Weehawken, NJ 2005 - 2015

Administrative Assistant

Assisted attorneys in edits and tracking changes to Master Service and Non-Disclosure Agreements. The position started as a temporary assignment and led to a full-time position after a few months.

Scheduled meetings and appointments with internal and external clients.

Coordinated new hire interviews, orientations, and extensions, as required.

Arranged domestic and international travel, managed scheduling of appointments across multiple time zones for executives, and scheduled access to meeting rooms overseas, video conferences and audio facilities.

Created purchase orders for professional services and processed outside counsel invoices.

Developed, tracked, and maintained budget forecast relating to temporary consulting hires.

Supported and directed strategic firm initiative – Records Management computer-based training.

Improved the efficiency and effectiveness of the on-boarding process for new hires, and records management of data storage by 50% over 3 years.

EDUCATION

Bachelor of Business Administration, BBA, concentration in Bilingual Executive Secretary

University of Panama, Republic of Panama

Military Accounting Supervisory / Technician Certificate

U.S. Army Institute for Professional Development

ACHIEVEMENTS

Selected as First-Runner up for the U.S. Department of the Army (Panama), Secretary of the Year Award.

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