Administrative Assistant Clinical Affairs

Joan Ford

**** ***** **** **. · Hernando, MS · 662-***-**** · cell: 901-***-****

********@***.***

Objective

To obtain a position utilizing my organizational and service-oriented skills to assist in meeting the daily responsibilities for an energetic office.

Experience

Asst. to Director, Clinical Affairs Jan. 2009 – Present

Administrative Assistant II

Medtronic, Inc. – Memphis, TN

Medtronic was founded in 1949 as a medical equipment repair shop by Earl Bakken and his brother-in-law, Palmer Hermundslie. Since then, Medtronic has grown into a multinational company that uses technology to transform the way debilitating, chronic diseases are treated.

Currently working for Director of Clinical Affairs and Director of Clinical Operations.

Coordinate and maintain daily schedule for management and departmental staff as requested.

Efficiently triage incoming calls and distribute to the appropriate staff.

Maintain proper phone coverage at all times.

Perform general administrative duties (i.e., messages, photocopies, faxes, expense reports, Federal Express shipments and accounting functions).

Coordinate and schedule travel arrangements for departmental staff as requested.

Prepare and proofread correspondence and confidential documents.

Perform administrative aspects of departmental projects.

Create and maintain physical and electronic files in an orderly and sensible fashion.

Maintain staff attendance and vacation reporting records.

Ensure that all pending matters are referred to appropriate management levels and perform follow-up as needed.

Track deadlines in coordination with appropriate management and staff to ensure that all deadlines are met in a timely fashion.

Process and track payments to outside vendors.

Process and track expense reports, purchase orders, check requests, etc. and follow up with the necessary departments to ensure completion.

Schedule and set up meetings, conference rooms, interview schedules, VIP/MVPs, and catering.

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Maintain a high level of business etiquette in receiving customers and guests.

Maintain total confidentiality in all matters of correspondence, telephone messages, and personal conversations.

Order and maintain adequate supplies using good fiscal judgment in all purchases.

Exercise a positive team spirit and be responsive to all inquiries in support of the Medtronic Mission

Executive Assistant to CFO Sept. 2005 – Mar. 2008

GTx, Inc. – Memphis, TN

GTx, Inc. is a publicly traded pharmaceutical company dedicated to the discovery, development and commercialization of novel therapeutics for cancer and serious conditions.

Assisted with preparation of 10-K and 10-Q reports for SEC filing

Provided assistance assembling Board Books for distribution each quarter

Prepared wire letters to move funds

Made bank deposits

Maintained petty cash and made monthly reports

Delivered accounts payable, clinical trial checks and payroll to post office for mailing

Maintained calendars, travel arrangements and appointment scheduling for CFO and Controller

Updated and maintained CPE credits for CFO and Controller

Prepared expense reports for CFO

Prepared correspondence for CFO and Controller

Assisted other employees in the accounting department when needed

Assisted other executive assistants with meeting setups and hospitality room for Board of Directors

Legal Secretary to Managing Partner Mar. 2004 – Aug. 2005

Armstrong & Allen, PLLC – Memphis, TN

Armstrong Allen, PLLC is one of the oldest and largest law firms in the Mid-South, with five offices in a three-state region with a vast number of local, regional, national and international clients.

Prepared and filed various legal documents for cases. Maintained calendar, travel arrangements and appointments for managing partner.

Coordinated correspondence including drafting of letters, legal documents, emails, faxes, etc.

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Distributed monthly billing to clients, including proofing of billing and attachment of supporting documentation.

Assisted the managing partner in American Bar Association – registration of conferences, investigations of nominees for the court system, etc.

Coordinated retrieval of court reporters, videographers, etc. for depositions.

Executive Assistant to COO, CFO Feb. 1991 – Mar. 2004

SCB Computer Technology, Inc. – Memphis, TN

Prepared daily, monthly, quarterly, and annual reports relating to various operational metrics

Maintained calendars, travel arrangements and appointment scheduling for several executives

Coordination of all correspondence including drafting and proofing of letters, emails, faxes and proposals

Provided administrative support for the Board of Directors, including preparation of materials for board meetings, earnings conference calls, shareholder’s meetings, and other sensitive and confidential information

Coordinated sales and recruiting conferences, conference calls, and other meetings; preparation of meeting materials in Microsoft Office (including Word, Excel and PowerPoint)

Back-up support to President/CEO when his assistant was not available

Provided administrative support in other areas as required

During my tenure at SCB, I also performed the following duties:

Served as project manager for special projects assigned by the COO, including the planning and coordination of company wide events, multi-faceted presentations and company wide communications

Assisted the Sr. VP of Sales in coordinating sales activities and proposal preparation

Assisted the Controller with Accounts Receivable and Accounts Payable functions

Performed multiple functions dealing with employee referral bonuses, customer service, awards, planning and coordinating of company functions

Assisted the recruiting department processing resumes and following up on references

Previous Activities

Prior to full time employment, I had several temporary assignments with companies such as Kraft, Kimberly Clark, Law Office of D’Army and Walter Bailey, Plough and Brunswick Lanes

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Skills

20+ years of varied experience

Windows 95, 98, 2000, 2003, Microsoft Word, PowerPoint, Excel Spreadsheets, Outlook, Harvard Graphics, Internet, General Office, type 65 WPM+, Gregg shorthand

Education

State Technical Institute – Paralegal Course, Harvard Graphics

Certificates obtained for the following courses:

Organizing and Prioritizing

WordPerfect Shortcuts

WordPerfect 6.1 for Windows

Microsoft Excel – I

Good Clinical Practices

Mission and Ethics-It Starts with Me, course from Medtronic University

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