Executive Assistant, Project Assistant

Regina Reardon

Parsippany, New Jersey

Mobile: 973-***-**** adm5st@r.postjobfree.com

I am a multifaceted Executive Assistant experienced in supporting C-Suite and Senior Level Management in and upper management in global pharmaceuticals, Biotech, consumer health and financial industries. I am skilled in managing all diverse and complex administrative duties including event and meeting scheduling, heavy project coordination, organization and communications for Executive Leadership, Information Technology, Human Resources, Marketing and Operations. My objective is to become a permanent, value-added asset to a growing, dynamic organization seeking to streamline their administrative team. The recipient of “Above and Beyond” performance awards and recognized for:

Negotiated and managed multiple projects with aggressive deadlines, and successfully with a restrictive budget and completion. Ability to shift priorities while under pressure and change.

Problem solving, analytical and utilizing independent judgment skills and being driven by customer service and team work. Problem Solving – Identifies problems; determines accuracy and relevance of information; uses sound judgment to generate and evaluate alternatives

Dependability and communicating effectively with focus, flexibility, being a proactive team player in collaborative and international environments.

PROFESSIONAL EXPERIENCE

ERT Inc., Bridgewater, NJ 1/2020 - 4/2020

Office Manager/Administrative (Contractor - Project Ended – Covid-19 Virus)

Managing the operations and facilities of the branch and provided administrative support to the Regional Branch and Human Resources team in coordinating multiple projects in the areas of operation, heavy meeting coordination/training. Meeting/Conference Planner - Negotiate hotel and restaurant contracts, schedule catering, coordinate audio-visual needs, and supervise reproduction/dissemination of materials as well as travel planning for attendees. Coordinates audio conferences, web conferences with presentations and videoconferences.

Received communication from offices who need supplies, facilities and supporting their issues to resolution an escalated to upper management as appropriate. Worked on various Human Resource projects using SharePoint to track changes/approvals of documents. Review and approve invoices for submittal and process of payment. Assists with local marketing initiatives and company programs.

Phoenix Diversified Group, Fairfield, NJ 7/2019 - 11/2019

Vendor Management Coordinator / Project Assistant (Consultant - Project Completed)

Daily interface with project managers, subcontractors and vendors in processing the required various contracts, agreements, Certificates of Insurance and tax forms. Daily utilization of a database for the vendor management system with heavy data entry, follow up, and interaction with the contractors and project managers. Obtained approval from PM’s for placement on the master list for usage in an array of construction projects. Participation in contract reviews for the Project Management team and administratively supported the CCO and Vice President on an as needed basis, with a variety of duties and organizing their day to day schedules.

IMMUNOMEDICS INC., Morris Plains, NJ (Contractor - Project Completed) 10/2017 - 3/2019

Executive Assistant/Project Admin – Supporting Chief Technology Officer – CMC Manufacturing/ R&D

Provided specialized administrative support, research, and project coordination to the CTO, Senior VP of Manufacturing, Engineering, Production Support, VP of Supply Chain Manufacturing and R&D management.

Responsible for providing administrative support including the overall management and day-to-day function of the Office of the CTO. Heavy calendar management and scheduling/planning (logistics, agendas, AV needs) of internal and offsite meetings. Manages schedule to de-conflict and prioritize meetings based on mission and business needs. Schedule domestic and international travel, (hotel, air, transportation, itineraries). Heavy organization and scheduling of leadership & committee meetings.

Ad hoc special projects in planning and coordinating multiple presentations, disseminating information and organizing various events and conferences. Organize and prioritize large volumes of information, inquiries and requests. Act as liaison to Executive’s direct reports and their staff.

Preparing and submitting expense reports via the Concur system. Submit task orders and tracking RFP’s, P.O.’s and handing/processing various contracts, SOW’s, MSAs, GSA’s and interface with Legal.

Organizing and coordinating office operations/organization overseeing and managing the provisioning of vendor and suppliers relating to the department. Establishing procedures, policies and best practices.

Coordinate with HR staffing candidate interviewing, update distribution lists, and organizational charts.

Track and process various invoices/payments from vendors and follow-up across organizational units and global matrix. Utilizing all various types of software and presentation software completing slide decks.

Assisting project managers in coordination of projects to convey status of the project to stakeholders while keeping track of deadlines and designated time points for projects ensuring deliverables are met. Liaison between customers and management, communicating information, and providing status updates.

BAYER PHARMACEUTICAL, Whippany, NJ 4/2017 - 10/2017

Senior Administrative Assistant – Market Access Oncology (Contractor - Project Completed)

Provided highly confidential and specialized administrative duties to the Vice President and 13 Directors of the Division. Responsible for the orchestration of daily operations and management for the executive and provide proactive complex calendar management. Coordinate extensive domestic and international travel including flight, hotel, and transportation with documentation as required. Handle the logistics for various meetings, events, and conference management, submission of expense reports and composing correspondence.

PFIZER PHARMACEUTICALS, Peapack, NJ 7/2016 - 12/2016

Senior Administrative Assistant – Business Technology & Manufacturing (Contractor - Project Completed)

Assisted with highly confidential and specialized administrative duties to the Senior Director, Directors of the Division and team members. Creating and maintaining expense reports, budgets, reconciling purchase cards, creating ARIBA purchase orders, keeper of various agreements, (e.g. contracts, CDS, MSA’s, GSA’s).

BASF CORPORATION, Florham Park, NJ (Contractor –5/2015 – 12/2015)

(Contractor - Project Completed) Supported the Vice President of Traded and Basic Products Procurement NA, Directors and management team. Coordinated and executed a full range of administrative and confidential complex secretarial tasks to the division.

SPENCER SAVINGS BANK, Elmwood Park, NJ 8/2012 - 12/2014

Executive Assistant/Corporate Secretary to the Office of CEO and President

Provided secretarial and confidential administrative support to the office of the CEO and President.

Heavy calendar management, including ownership of the schedules, independent decision-making to accommodate conflicting meeting requests, sending invitations. coordinating large meetings / events, logistics planning for client meetings, documentation preparation for client distributions

Interact with employees at all levels of the company, as well as external organizations and customers. Acted as intermediary for executives, coordinated and facilitated high-level executive functions and assisted with numerous highly confidential functions including merger and acquisition early stage meetings and due diligence. Coordinated various projects/assignments and interfacing with project managers. Prepared Board of Directors Committee meeting materials, minutes and records.

Interfaced with Human Resources in coordination with various functions and business matters for the Office of the President. Managed the office of Senior Executives that required comprehensive knowledge of executive operations, policies, best practices and personnel. Coordinated and facilitated high-level executive functions with wide latitude for independent judgment. Scheduled appointments and coordinate meetings, conferences and travel.

NOVARTIS CONSUMER HEALTH INC., Parsippany, NJ 1/2007 - 5/2012

Senior Administrative Assistant - Global Product Development/VP of Research & Development

Provided highly complex and specialized administrative duties and supported a Vice President, Directors, Associate Directors and scientific personnel from various OTC platform-based categories: Pain Management, Cough/Cold, Gastroenterology, Respiratory/Dermatology and Global Head of Sensory.

Scheduled high volume of calendar appointments, meetings and events. Arranged complex domestic and international travel plans with heavy processing and submittal of expense reports.

Planned and managed numerous programs, events and conferences. Secure facilities, caterers, multimedia systems and speakers. Arranged group meetings and team building events and controlled event budgets. Organized annual Global Face-to-Face meetings and Small Business Innovation Research.

Negotiated contracts, sent out invitations, planned speech agendas and prepared presentation materials. Negotiated best contract rates for on-site and off-site events, saving thousands of dollars.

Managed high-profile networking events that were attended by R & D employees from various business units locate nationwide and globally. Managed first-ever global technology information conference attended by members of 40 small business innovation research companies (SBIRs).

Conducted consumer sensory studies and evaluations across brands. Developed communications for recruitment of panelists and collected data for analysis for Head of Sensory of Research Development and received several achievement awards.

Enhanced outdated contract processing system for various contracts (i.e. CDA’s, GSA’s, MSA’s, Consulting Agreements). Improved and streamlined approval process for easier data entry.

Created large orders in the ARIBA Purchase Order System in excess of $13M. Matched incoming invoices to purchase orders with resolving overbilling issues. Process P.O.’s for payment approvals, tracking team project accruals and yearly budget. Collaborate with Finance to maintain the promotional budget. Manage multiple procurement card (P-Card) accounts and reconciled monthly reporting statements

NOVARTIS PHARMACEUTICAL INC., East Hanover, NJ 11/2001 – 12/2006

Administrative Assistant - Neuroscience Marketing & Oncology R&D

Provided complex and diverse administrative duties for Brand Directors, Associate Directors, and Product Managers for Neuroscience brand teams. I also supported the Neuroscience Executive Finance Director and the Director of Oncology in Research & Development.

Managed day-to-day administrative functioning of the marketing brand teams. Supported a variety of projects, handled information requests, heavy calendar scheduling and coordinated international & domestic travel arrangements. Processed invoices, expense reports and reconciled P-Card charges, facilitated contracts and agreements (MSA, GSA, etc.)

Spearheaded planning events and meetings, and organized logistics for corporate health fairs, global and regional meetings. Coordination with cross functional facilitation with meeting planners, executives and brand teams, and also pre-planning speaker bureau events, nurse advisory boards meetings & Leadership Team Meetings. Heavy coordination of meetings, conference calls and WebEx (scheduling & sending out invites, secures conference room and arranges media and supplies. Coordinated CME/Grant processes for Brand and collaborated with advocacy groups and KOL leaders.

Clinical Administrative Assistant – Contractor/CVM/Diabetes R&D

Supported a team of Clinical Trial Managers, CTA's and research scientists. Handled various administrative and operational activities generally associated with the studies as assigned.

Technical Skills:

Expertise and proficiency in Microsoft Office Suite Applications, Microsoft Office 365, Outlook, Adobe Pro, PowerPoint, Excel, Word, SharePoint, Visio, ARIBA, Concur, SAP System, SRM System, Smart Sheet, One Note, Drop Box, Google Docs, WebEx, Zoom, Microsoft Teams

Education:

County College of Morris, Randolph, NJ - Business Administration & Management

CALC Horizon Computer School and Parsippany Adult Continuing Education

American Management Association, New York – Certificate Coursework

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