Vicky Peña

advheo@r.postjobfree.com 858-***-****

ADMINISTRATIVE ASSISTANT

Organized administrative professional with hands-on experience supporting a variety of business areas. Collaborative team player with strong communication, decision-making and time management abilities.

COMPUTER SKILLS

Microsoft Office Suite (Outlook, Word, Exxcel, PowerPoint) Concur NetSuite CarePaths Infusion Soft Wells Fargo deposit system ERS (Electronic Record System) ARIBA SAP POS Nikita Apropos American Express Expense System Paypal

PROFESSIONAL EXPERIENCE

Emergent BioSolutions, Inc October 2022 – 2023

General administrative support to four (4) Senior Directors in the Technical Operation Leadership Team.

Managed meeting rooms coordination.

Coordinated travel arrangements as required.

Prepared and submit expense reports for Directors.

Monthly credit card reconciliation.

Catering/food order as requested.

Conference room reservations.

Created departmental purchase requisitions as necessary.

Power Point presentation.

Managed Excel file.

Submitted vendor invoices for processing in SAP.

iAssay Inc November 2021 - March 2022

Engineering/BioScience start - up company that utilized the cloud to send and receive test result in a much expedited time.

Executive Assistant (contract)

Assisted the CEO with his needs.

Submission of any invoices.

Managed database.

Managed quarterly newsletter published via MailChimp.

Attended healthcare conferences/trade show.

Travel arrangements: hotel and air.

Scheduled both US and internationally.

Assisted the CEO with grant request.

Worked with San Diego World Trade Center in locating/identifying possible grants.

Animal Cell Therapies July 2021 – November 2021

Administrative Assistant (contract assignment through Ultimate Staffing)

Provided secretarial and administrative support to the CEO, CFO, President as well as the Founder.

Coordinated work of the executive office with other executives, managers, and staff.

Provided high performance and internal customer service.

Hyspan September 2020 – June 2021

Temporary assignment through Ultimate Staffing

Assisted the Controller and the Financial Department with their administrative needs. Assisted the CEO and CFO with calendaring and meeting needs. Worked with members of the executive team and assisted with their needs to achieve desired results.

Aytu Biosciences (was Innovus Pharmaceuticals, Inc) March 2018 – August 2020

Assigned through Robert Half International - converted to an employee on the second day of assignment.

Assisted the CEO, General Counsel, Vice Presidents.

Responsible for all incoming orders received through the mail, depositing customer checks for orders.

Processed customers’ orders upon clearance of their payment through credit card or bank notifications.

Daily reporting on orders/payments received and product inventory.

Created and processed sales orders and invoices for outgoing shipments to suppliers.

Processed purchase orders received from suppliers such as Kroger, Walmart, Walgreens, McKesson, etc.

Processed Expense reporting for the Executives.

Processed reimbursements for Board Members who travelled.

Managed office supplies and computer equipment purchases.

Managed a team of 20 warehouse personnel. Made sure tasks at hand are completed correctly to meet Quality Assurance standards prior to shipping out order.

Worked closely with temporary personnel with time management as well as any pertinent issues.

Calendaring for the Executives.

Weekly catering for the Executives as well as team members.

Arranged agenda items to be discussed at meetings; collected agenda items from staff.

Managed travel arrangement for the Executives.

Entered daily customers orders for uploads from Excel to InfusionSoft and Shipstation database (daily uploads conducted by IT).

Robert Half International July 2016 - March 2018

Various temporary administrative assignments. Was unable to accept fulltime employment due to family issues.

Assignments include Tony Robbins International, Cushman & Wakefield, Google, Local Union 127, Marsh & McClennan, Independent Financial Group.

LPL Financial Inc. August 2013 – March 2015

An independent broker-dealer service offering an integrated platform of proprietary technology, brokerage, insurance, and investment advisor services to a variety of customers.

While providing services through a staffing agency, converted to an employee after 2nd week of assignment.

Sr. Administrative Assistant

Supported one (1) Senior Vice President and four (4) Vice Presidents in the Operations Department along with their direct reports in Charlotte and San Diego offices.

Created Power point presentations for training sessions with the Sr. Vice President.

Budget Reporting. Worked with the finance department as well as Departmental Managers and Directors in making sure their number are correct and made any necessary changes.

Monitored and reported stock findings.

Managed calendars and other needs for 2 Vice Presidents in Charlotte and 2 Vice President in San Diego along with 1 Senior Executive Vice President.

Acted as liaison between upper management and internal staff.

Coordinated travel arrangements for the Executives in the Operations Department.

Vicky Pena advheo@r.postjobfree.com Page Three

Prepared expense report for the Executives as well as for staff.

Coordinated departmental move to Corporate new office.

Recipient of eight (8) High5 awards (for performance).

HARMONIUM INC. December 2008 - December 2012

A non-profit organization providing services that promote self-sufficiency and well being in children, youth and adults through creative education, intervention and prevention services rooted in collaboration with neighborhoods and families.

Executive Assistant

Provided Executive support to the CEO, COO, CFO as well as the Divisional Directors.

Broad range of support including client relations, agency collaborations, scheduling, travel arrangements, meeting and catering arrangements.

Monthly Board of Directors reports and meetings.

Worked with the Board of Directors with the tasks they were assigned to improve organizational goals.

General administrative support to Upper Management.

Managed and coordinated events for Carl De Maio to speak at a Community Event in Mira Mesa. CA. Event was held at Harmonium’s Youth Center/Epicenter.

Excellent customer support internal and external.

Prepared meeting space and logistics for CEO, CFO, COO.

Ensured agendas for meetings were prepared and assisted in organizing office.

Assisted the Executives in addressing problems and issues.

Liaison between Harmonium and San Diego County Commission on Gang Prevention and Intervention, as well as other governmental agencies, community agencies, the public and the media, such as the San Diego Mental Health Services, Chief of Police.

Assisted in managing the Youth Program at the San Diego Regional Teen Center – Epicentre.

Provided coverage at childcare facility (subbing).

Monthly Birthday cards preparation for ECO signature, and mailing.

Conducted research and prepared proposals for Board Members (in order to solicit contribution).

Coordinated Annual Holiday Cards and Annual Holiday Event.

Recipients of multiple Harmonium’s Employee Recognition Awards.

ADDITIONAL RELEVANT EXPERIENCE

KAISER PERMANENTE

Administrative Assistant IV

NESTLE USA

Nestle is the world’s leading Nutrition, Health, and Wellness company providing consumers with the best tasting, most nutritious choices in a wide range of food and beverage categories and eating occasions, from morning to night.

Administrative Assistant

EDUCATION

California State University of California Los Angeles, CA

Specialized workshops courses in Business Administration – Office Administration

Pasadena Community College Pasadena, CA

Associate of Arts (AA), Business Administration – Office Administration

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