Executive Assistant Manager
Resume:
DEARDRE SPENCER
*************@*****.***
OBJECTIVE: Seasoned professional seeking to leverage my technical skills and project management expertise to add a positive and impactful contribution to your organization. SR. MANAGER
High-performing, seasoned, and competent professional who can be trusted with even the most confidential projects. Proactive and reliable with over 15 years of experience in effective and comprehensive administrative support, project/meeting planning, budget management and contract negotiation. Skilled coordinator with expertise in executive-level support, task scheduling, program implementation and strategy development. Flexible and adaptable to changing situations, highly organized and meticulously detailed-oriented with proactive and hard-working nature. Adept in anticipating & analyzing problems, then formulating solutions. Expert in turning disorganized environments into smooth-running operations and overhauling administrative processes to improve accuracy and efficiency. Self-starter and quick learner who always exceeds expectations. Strongly adept at handling multiple tasks/projects simultaneously and bringing them to completion in a timely and cost-effective manner. Overall, positive reputation for abilities in multi-project management while continuing to be a collaborative leader. Professional Highlights
- Negotiator - Handling HR Responsibilities
- Confident Decision Maker - Performing Accounting Functions
- Training & Supervising Personnel - Planning Corporate Events & Meetings
- Proficient Communicator - Preparing Correspondence & Reports
- Detailed-Oriented & Conscientious - Managing Calendars & Travel
- Resourceful Problem Solver - Developing Policies & Procedures PROFESSIONAL EXPERIENCE:
Otsuka Pharmaceutical (NTT Data)
Sr. Project Manager- Digital Business Development & Strategy August 2019-Present
• Manage the business development process through effective and efficient triage across four therapeutic areas; CNS, Renal, T/A Agnostic and Otsuka Non-Core by coordinating meetings, managing documents, following up with colleagues for deliverables, etc.
• Manage and plan monthly governance meetings for the Digital Strategy Committee, Digital Council and Digital Product Prioritization Committee by scheduling meetings, coordinating agendas, coordinating materials/presentations, taking minutes, etc.
• Translate and summarize external companies’ non-confidential and confidential data decks, scientific literature, and other scientific sources of information to Search & Evaluation areas of focus
• Work closely with Business Development analytics and commercial counterparts to leverage internal expertise for rapid triage and evaluation of potential business development projects.
• Perform analytical capabilities with initial screens of business development target companies or landscape research using existing client resources or tools on a particular area of business interest.
• Manage and develop digital platform for housing all digital related business opportunities in Inova.
• Update and circulate monthly reports of digital related business opportunities to Otsuka Leadership.
• Lead full diligence on potential business opportunities with potential partners. Celgene Corporation
Specialist- Business Development & Global Alliance June 2017-August 2019
• Manage the early BD process, including the efficient and effective triage of inbound opportunities across all therapeutic area against targets, indications, and mechanisms of action that are of interest to R&D and commercial leadership and have synergistic or transformational potential
• Translate and summarize external companies’ non-confidential and confidential data decks, scientific literature, and other scientific sources of information to Search & Evaluation areas of focus
• Manage integrated planning and coordination of early Business Development (BD) opportunities through early-stage governance and cross-functional approvals up to and through due diligence process
• Work closely with R&D and commercial counterparts to leverage internal expertise for rapid triage and evaluation of potential BD projects.
• Provide effective project management of the following;
S&E weekly triage team meetings.
Validate QC/QA of all content uploaded on the SharePoint site/ Business Development IT platforms. Maintain SharePoint document repository and ensure that it is in an adequately searchable format.
Monitor change events impacting the Business Development document process to improve activities, specifically driven by and impacting the business unit; Maintain expertise, specifically to advance business capabilities in the department.
Engage team to clarify the business opportunities and apply a business case planning process.
Provide data analysis by reporting proactive business unit process rollouts and adoption process. Develop business enablement and solution roadmaps by maintaining accuracy of the partnerships information with business architects and the platform teams.
Develop linkages to ensure alignment/accountability for the BD database system process flows.
Lead key improvement efforts, ensure processes are clear, established, tracked/communicated to management.
• Continue to improve/develop SOPs in alignment with the BD team as it relates to the SharePoint system, IT platforms; Create consistent file naming convention system for file management.
• Work with Celgene IT to keep the database tool current and consistent. Engages with the Business Development team to clarify the document archive needs and provide technical support.
• Drive efficiency, innovation, and continuous improvement for the early BD process; Business Unit Management, Business Systems Management, Operations/Support Specialist, System Training Specialist and Change Management Specialist
• Contribute to other Enterprise Strategy & Business Development Operations projects and workstreams as needed
• Drive and developed new Salesforce database initiative. Leading Celgene IT, Enterprise Architecture and Celgene SalesForce TCoE on implementation and migration.
• Celgene SharePoint Champion- serve as a SharePoint expert to assist company implementation/migration efforts.
• Records Retention Coordinator - write policy for records retention and select designated retention schedule for Business Development & Global Alliance.
• Manage logistics, conduct site analysis, plan and execute large conferences; ASCO, JPM, etc.
• Special projects as assigned.
Celgene Corporation
Sr. Coordinator- Translational Development/Diagnostic April 2016-June 2017
• Provide executive/administrative support for the Translational Development/Diagnostic group including the EVP/CSO of Immuno-Oncology, Executive Directors and Director.
• Interface with Finance on daily basis for budget related items for the Translational Development/Diagnostic department.
• Plan and coordinate high level administrative and site management functions including multiple advisory boards, workshops, and all other multi-disciplinary meetings including guest speaker seminars, department meetings, team bonding events and special occasion/holiday events.
• Extensive interaction with the legal departments in the U.S. and Europe to draft, process and submit various agreements for meetings, non-clinical/clinical projects and consultants.
• Submit purchase order requisitions, monitor and facilitate processing until completion.
• Maintain department website content for the Inflammation & Immunology projects with monthly updates and edits.
• Assist, manage and provide information related to Translational Development I&I and Oncology rolling forecast budget.
• Update Finance weekly to discuss group contracts and budget.
• Handle highly confidential and sensitive HR information. Participate in recruiting efforts with Staffing department. Schedule interviews, coordinate interview packets and host candidates on-site. Responsible for all on-boarding activities for new hires including processing new hire paperwork and application training.
• Acting supervisor for temporary workers
• Manage contractor time submission through Fieldglass/delegate approver.
• Facilitate shipping research compounds, specimens to collaborators and lab analysis labs via domestic and international courier.
• Organize administrative systems to support department members including filing/records retention and other functions as required by updating documents in internal databases as required.
• Designated and appointed as Corporate Records Coordinator for the Translational Development group.
• Plan, book and manage domestic and international travel by arranging travel itineraries and related activities. Prepare and process electronic filing of expense reports for the Translational Development group.
• Provide administrative support to the executive/senior members of the department for day-to-day operations as well as individual projects as needed.
• Manage, code and approve Basware invoices on behalf of the Translational development group.
• Organize/plan large group seminars for guest speakers, round table meetings, provide technical support, guest travel/ accommodations and honorariums.
Celgene Corporation
Senior Administrative Assistant II- Translational Development January 2013-April 2016
• Provide executive and administrative support for the Translational Development group and the CSO of Immuno- Oncology, Executive Directors and Director.
• Plan and coordinate high level administrative and site management functions including multiple advisory boards, workshops, and all other multi-disciplinary meetings including guest speaker seminars, department meetings, team bonding events and special occasion/holiday events.
• Extensive interaction with the legal departments in the U.S. and Europe to draft, process and submit various agreements for meetings, non-clinical/clinical projects and consultants.
• Submit purchase order requisitions, monitor and facilitate processing until completion.
• Maintain department website content for the Inflammation & Immunology projects with monthly updates and edits.
• Assist, manage and provide information related to Translational Development I&I and Oncology rolling forecast budget.
• Handle highly confidential and sensitive HR information. Participate in recruiting efforts with Staffing department. Schedule interviews, coordinate interview packets and host candidates on-site. Responsible for all on-boarding activities for new hires including processing new hire paperwork and application training.
• Manage contractor time submission through Fieldglass.
• Facilitate shipping of research compounds, specimens to collaborators and lab analysis via domestic and international courier.
• Organize administrative systems to support department members including filing/records retention and other functions as required by updating documents in internal databases as required.
• Designated and appointed as Corporate Records Coordinator for the Translational Development group.
• Book domestic and international travel by arranging travel itineraries and related activities. Prepare and process electronic filing of expense reports for the Translational Development group.
• Perform special projects as needed.
• Manage, code and approve Basware invoices on behalf of my manager for the Translational development group.
• Organize/plan large group seminars for guest speakers, round table meetings, provide technical support, guest travel/ accommodations and honorariums.
• ourCelgene Ambassador (OCA)- subject matter expert that maintains ourCelgene corporate or private team sites. As well as setting goals, establishing success metrics, analyze and optimize your portal on a regular basis. Celgene Corporation
Document Specialist- LifebankUSA
• October 2012-December 2012
• Educate donors on the cord blood donation process (i.e. applicable time frames, paperwork requirements, overview of collection process, etc.) and the advantages of private cord blood banking. Provide literature and enrollment services.
• Review submitted forms for accuracy and completeness.
• Review and cross referencing medical charts and electronic records for missing medical history information and discrepancies. Conducting medical follow up to determine donation eligibility.
• Use internal database system to keep track of every call, follow-up on leads, and placing outgoing calls to potential donors who have called but have not yet enrolled.
• Manage hospital donation program inventories.
• Other duties include various projects, but not limited to customer service duties for the LifebankUSA private banking program as needed and as workload warrants.
Automatic Data Processing, Inc.
Program/Project Administrator
September 2010 to October 2012
• Support Global Security Officer and senior level executives
• Prep all meeting materials for upcoming meetings with the Board of Directors.
• Co-share in supporting additional staff of 150 employees.
• Act as building facilities coordinator for office space allocation.
• Maintain daily spreadsheets and manage multiple large projects
• Consult with clients/groups to identify program needs.
• Develop long range plans, programs and strategies for new site security implementations.
• Monitor programs and services to ensure they meet stated goals (based on deadlines, weekly follow-up status reports)
• Assist with program and project evaluations. Create updates to current programs and global services.
• Act as a resource for program/project development and initiatives.
• Collect, analyze information and data for annual reporting.
• Provide advice to senior officials concerning relevant security issues and staff training.
• Attend annual training with New Jersey State Police department
• Develop policies, guidelines, SOPs and reporting systems.
• Review existing programs and adapt existing programs as required.
• Research training needs and training options for our Global Securities team.
• On-board all Consultants and Contractors working in the Global Security Organization.
• Implement work tickets for computer hardware, software and telecom services.
• Assist with the re-imaging process of new equipment for standard Windows 7 application.
• Upload documents to our GSO SharePoint website
Bayer Healthcare Pharmaceuticals
Outsourcing Contracts Coordinator/Executive Assistant July 2008 to September 2010
• Responsible for providing support in the PRDS (Procurement Research and Development Services) and Global O&I Division to 7 Sourcing Managers, Vice President of Operation and Information Global Strategic Planning and 2 Associate Directors on multiple IT development projects.
• Calendar management; domestic & international travel arrangements prepare expense reports, create purchase orders, type general correspondence and take initiatives in managers' absence.
• Book domestic and international travel by coordinating travel logistics such as flights, visas, hotel accommodations and ground transportation.
• Prepare request forms for Legal to process Change Orders, MSA, SOW and Start-UP Agreements
• Manage all procurement contracts through access database by uploading and distribution
• Facilitate contracts for signature through Vice President, Study Managers and Vendors between USA, Canada, and United Kingdom.
• Coordinate the gathering of information from various sources in the preparation of contracts and legal documents.
• Provide administrative support for Contract Administrators to include creating, conforming and providing final copy of legal agreements to Contract Administrators for review
• Provide assistance on special projects such as electronic file management, assisting with filing and return of executed documents as needed
• Prioritize delegated tasks to ensure progress according to timelines.
• Plan onsite & offsite project team meetings, investigator meetings, including accommodations, equipment, and presentation materials within budget.
• Update department intranet site as need by uploading and editing documents
• Prepare and control administrative budgets and recommend management action to improve standard operating procedures. Presented comparisons on costs, risks, and benefits. Novartis Pharmaceuticals Corporation
Project Management Administrative Assistant
August 2006 to July 2008
• Provide high-level support to 2 Project Leaders (Directors) and 2 Project Managers (Associate Directors) on multiple drug development project teams in the Oncology Division.
• Extensive calendaring and coordinating of meetings, conferences and travel logistics.
• Book travel arrangements on a domestic and international scale with regards to flights, hotel accommodations and transportation.
• Review and distributed project team meeting minutes to the entire Oncology BU.
• Utilize Lotus Notes to post documentation in the project team room databases to ensure all Project Leaders and Managers received required information in a timely manner.
• Plan onsite & offsite project team meetings, investigator meetings, including accommodations, equipment, and presentation materials within budget.
• Assist the US Head of Project Management (Executive Director) with special projects including, yearly travel budget tracking and expense reporting proficiency analysis.
• Prepare PowerPoint presentations for executive team.
• Selected to serve as Development Space Coordinator. Advanced Health Media
Event Planner & Meeting Coordinator
October 2004 to August 2006
• Plan meetings for the Midwest Territory consisting of 12 states and over 720 site representatives.
• Plan one hundred plus medical education programs monthly
• Responsible for the pre-planning through execution of conference logistics, including budgeting, site qualifications, venue contract negotiations, attendee communications, online registration, air/ground transportation for the speaker, food and beverage, print materials, attendee CME credits.
• Prepare financial analysis/cost breakdown for the meeting representative (post-meeting)
• Aid in the distribution, implementation, and execution of Faculty contracts using database management
• Communicate efficiently with Clients, Faculty, and Colleagues by providing excellent customer service using oral and written communication.
EDUCATION:
Boston University, Boston, MA
Master of Science- Project Management (1 year completed) Johnson & Wales University, Providence, RI
Bachelor of Science - Sports/Entertainment/Event Management PCDI
Certificate in Medical Billing/Coding
DNASYS Academy
Certificate in Scientific Writing
Certificate in Drug Regulatory Affairs
Certificate in Clinical Data Management
East Anchorage High, Anchorage, AK
High School Diploma
CERTIFIED CORPORATE COURSES:
AMA’s Comprehensive Project Management Workshop Corporate Records Management Project Management Infectious Substances Managing Projects Using MS Project 2010 Essentials of Project Management for the Non-Project Manager SKILLS:
Microsoft Office (Outlook Access, Word, Excel, PowerPoint, Visio, Access and Project), Microsoft Power BI, ARIBA Purchasing System, Concur System, Gelco Expense System, TD Contracts System, Research Alliance System, Oracle, Fieldglass, SharePoint, Salesforce, Inova and Basware
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