Executive Assistant Vice President

Karen A. Mines

*****.********@*****.*** 919-***-**** Raleigh, NC www.linkedin.com/in/karen-m-4a481626

Executive Assistant – organized and detail-oriented, providing thorough and skillful executive C-level administrative support. Proven track record that I will bring to my perspective employer a self-motivated professional who utilizes resources effectively, able to grow positive relationships with clients and colleagues across organization levels. Adaptability in decision making, team player, time management with excellent communication skills and elevated work ethics to enhance the work environment.

Professional Experience

Executive Assistant, PPD / Thermo Fisher Scientific, Morrisville, NC 2013 - 2023

Provide office support to Vice President, 3 Senior Directors, 3 Directors with support as well to 580 plus staff, Global Clinical Supplies & IRT in over 40 countries – multitasking, time management, excellent communication

Schedule appointments and maintain calendars; coordinate and facilitate meetings, monthly report and calendaring

Arrange travel logistics and complete department travel expense report reconciliation

Schedules and coordinates meetings both internally and externally

Maintains strict confidentiality of corporate records, transactions, and work in progress

Assists in the development of computerized systems and forms as needed

Compiles data as requested for Department reports and maintains records and files

Assists in proofing and submission of timesheets, expense reports, order supplies, process passport and visa requests

Order supplies, Process Passport and Visa requests

Executive Assistant, BASF, RTP, NC (Master Staff, Inc.) 2010 – 2012

Provide office support to Vice President. Schedule appointments and maintain calendars; coordinate meetings

Arrange travel logistics and complete department travel expense reports

Maintain confidential department files, utilizing discretion when handling sensitive documents

Monitor/reconcile fiscal administration for business unit, including contracts, travel and purchasing

Order and distribute department office supplies, Process CIBT Passport/Visa requests

Produce customized reports using Microsoft Office Suites and Cost Tracking Systems to maintain various lists

Create and maintain inventory and production reports, utilizing SAP tools to provide requested data/information

Perform EndNote X5 Database updates for Regulatory Compliance, Create SOP’s for training

Volunteer, Job Workshops, Raleigh, NC 2009 – 2010

Raleigh Safety Club Volunteer, Upper Room Food Bank Volunteer, Job Link Workshop, Career Connections

Executive Assistant, Teleflex Medical, RTP, NC (Insight Global) 2008 – 2009

Provide office support to Vice President, Executive Director, IT Manager and 5 senior staff members

Supported over 100 employees located in various geographic locations while responding quickly to shifting priorities

Arrange travel logistics and complete department travel expense reports

Maintained SAP Database to ensure records control, prepare Personnel and budget reports

Compose correspondence, report development, coordinate meetings, maintain confidential documents

Benchmarking and Documentation Tracking via SAP and Portfolio Databases

Executive Assistant, Dow Chemical Company, Cary, NC (Kelly Services) 2008 – 2008

Provide office support to an organization of over 50 employees including Vice Presidents, Directors, Scientists/staff

Arrange travel logistics and complete department travel expense reports

Compose correspondence, report development, coordinate meetings, create PowerPoint presentations

Served as point of contact for visitors and outside vendors

Executive Assistant, Elster Electricity, Raleigh, NC (Greer Group 6-wk assignment) 2008 – 2008

Perform a wide variety of administrative duties as required by Vice President of Manufacturing - Metering Division

Support manufacturing Directors, line leaders and staff of 150 on a daily basis

Coordinate office activities/schedules; develop and recommend office procedures; ensure smooth office operations

Receive and distribute incoming mail, ordered supplies and assist with plant tours

Accounts Receivable/Payables and various in-house company reports

Executive Assistant, Sun Microsystems Inc., Cary, NC 2006 – 2007

Coordinated and maintained schedules for 2 Region Executives, Provided office support to 60 sales staff

Organized and coordinated all travel and transportation for Executives, including expense reports and reconciliation

Arranged employee interviews and scheduled/prepared all meeting schedules

Documented Goals and forecasting in Siebel system and pulled weekly reports for 2 Regions Forecast

Ran PTO/BRIO Reports for the regions to determine their fiscal year / total goals

Frequent contact with CEO's and high level executives, including external customers

SAP Project Coordinator, Eisai, Inc., RTP, NC (Greer Group) 2005 – 2006

Assisted the Project Team of 40 consultants and employees to help design the software to fit the SAP needs

Responsible for maintaining SAP project data including, running test scripts and tracking SAP expenses

Prioritize and execute multiple tasks under simultaneous deadlines

Remain knowledgeable and report on project timelines, activities and project issues

Assisted with development of end-user training plan

Executive Assistant, Quintiles, RTP, NC 2000 – 2005

CDM Specialist (part-time nights 15 hours – full-time @ IBM) 1997 – 2000

Provided support to VP, Executive Director, Business Systems/Finance, Director 4 Associate Directors and staff

Arrange travel logistics and complete department travel expense reports

Processed new hires and maintained Personnel information

Managed/monitored department budget. Accurate keying of case report forms into an electronic database

Solicit all ongoing, monthly and annual meeting requests and coordinate appropriate dates

Closely monitored company related projects, to ensure that project timelines and deadlines were being met

Deal with sensitive and confidential information in a professional manner

Executive Assistant, IBM, RTP, NC 1988 – 2000

Office support to VP, Director, Manufacturing, Finance, Mobile Pricing Manager, one first line manager and staff

Domestic and International assignee transfers done to and from the United States

Interfaced with Legal Department on Document of Understandings, Confidential Disclosure Agreements, contract administration and Procurement on Single Sourcing protocols

Knowledge of Litigation department procedures. Short term foreign visas obtained

Created graphics and text presentation charts. Maintained personnel information

Arrange travel logistics and complete department travel expense report reconciliation

Acted as Facilities Coordinator

Word Processor, Aetna Life & Casualty, Purchase, NY 1981 – 1988

Sole support for office of 160 persons

Transcribing from dictation on tape, and hard copy

Conducted training sessions of DisplayWrite and dictation

Processed contract bonds, i.e. – License Bonds, Peddlers Bonds, Notarized bonds

Associate Secretary, IBM, White Plains, NY 1979 – 1981

General clerical duties, filing, typing and receptionist coverage. Expense report reconciliation

Software/Hardware Experience

EndNote, Quickr, Conqur Cliqbook Travel & Expense, SharePoint, Nitro Pro, PowerPoint, Visio, PeopleSoft Customer Connection, SAP, Accounts Payable, DocuSign, Access IT, Microsoft Word, Excel, Access, Outlook, Project, CIBT Visa/Passport, Advanced Internet, Polycom 8000, Quick Books, Data Entry, Lotus Freelance Graphics, Lotus Notes, Windows 98/NT/2000/XP, Web Ex Conferencing, WordPerfect, Nero Burning Software, IBM Pentium 100 PC-350, IBM Pentium III 6862, Compaq Desk Pro, Gateway, HP, Dell Computers, CISCO, ROLM, AT&T & Lucent, NEC Elite Mail FMS/VMS Telephone Systems, Toshiba Octel Voice Processing System, GBC Docubind P300, Pelouze RCX5 Scale, Brother Intellifax 4750E, Pitney Bowes 8050 Fax Machine, Kodak Ektaprint 90 Copier, Minolta DI520 Copier, UMAX Astra 4000U Scanner, Scan Jet 5590 Scanner, Canon Image Runner 5000, IBM Laser Printers, Panasonic UF-880 & 885 Fax Machines, Canon 6085 Copier, Sharp AR-651

Education

Wake Technical Community College, Raleigh, NC 2005 – 2005

Skills/Training

SharePoint, Workday, Mosaic, Microsoft Teams, Zoom, Adobe Creative Cloud, One Note, One Drive, Cisco Webex, Mock Interviews, Confidence Focused Interviewing, First Aid, CPR & AED Training, Pub Med, Diversity Imperative Workshop, Professional Development, Office Enhancement Technique, Business Letter Writing, The Reality of Change, Completed Staff Work, Keyboarding Literacy, Time Management, Rediscovering Individual Greatness, Lotus Freelance, Progressive Pathways, Communications CEO, ISO 9000, Management System Education, Problem Solving/Decision Making, Freelance Graphics, Technical Seminar, Medical Terminology, Understanding CDM Specs, Data Entry in Oracle Clinical, Drug & Development Process, Data Integrity & Management

Contact this candidate