VIVIAN RODRIGUEZ

Northern NJ

973-***-**** adwasp@r.postjobfree.com https://www.linkedin.com/in/vivian-rodriguez-9543b757/

EXECUTIVE ADMINISTRATIVE ASSISTANT

Confident, resourceful, and ambitious bilingual Senior Administrative Professional with 15+ years of experience in the Pharmaceutical & Consumer HealthCare Industry, providing exceptional executive-level administrative support to any industry ensuring projects are completed on time and with high confidentiality. Worked with C-level and other levels of management; proven team commitment, multi-tasking capability with a high level of customer service. Thrive in a multi-cultural and cross-functional environment, while building strong relationships. I Employ several, relevant competencies to demonstrate leadership, integrity, flexibility, and efficiency in job performance while embracing the core values of the company.

ACCOMPLISHMENTS

Designed and implemented the first facilities training manual

Managed and oversaw the facilities department for 4 months

Managed all of the facilities translation for 25 employees

Co managed with facilities Director a budget of $1.2 million for 5 schools

Managed department accounting related to purchase orders and invoices

Coordinated and responded to departmental inquiries from domestic/international customers

Recognized for saving the facilities department 30% of unnecessary maintenance equipment

Coordinated and executed phone screening interviews and successfully on boarded 12 fulltime employees

Assisted Director of Facilities with 9 state of NJ inspections, certifications, purchasing, and licensing

Planned and organized all of the personal protective equipment (PPE) for the entire school district totaling 3,500

Appointed by the Superintendent to procure all facilities equipment for the new administration building

Integrated and stored all of the Global Drug Safety (GDS) & Pharmacovigilance (PV) documents into SharePoint

CORE COMPETENCIES

Administrative Support / Google Workspace / Microsoft office Suite / SharePoint / Concur T&E / Systems 3000 provider of fully integrated Accounting, Payroll and Personnel software for NJ school districts / Genesis Student Information Systems/ Internet Savvy / Customer Service / Good leadership / DocuSign/ Analytical / SAP / Problem-Solving /Zoom/ Time Management Skills / Fluency in Spanish

PROFESSIONAL EXPERIENCE

Dover Board of Education, Dover, NJ 9/2022 - Present

Sr. Administrative Assistant to the Elementary School Principal

Appointed by the Superintendent for this role

Main point of contact to interpret for the principal, nurse, teachers, students and parents as needed

On boarding and withdrawing of students in Genesis school system data base

Mange all budget tracking for the elementary school of 400 plus students

Sr. Administrative Assistant Facilities, Maintenance, and Custodial Services 7/2020 – 9/2022

Provided project support, data tracking, and administrative tasks to Facilities Director and Administrative staff

Maintained continuous knowledge of current NJ regulatory requirements for the school district and state changes

Liaised with vendors and service providers to verify invoices with purchase orders to reconcile or document any discrepancies

Worked and executed an Excel Spreadsheet that tracked all new business for the department

Delegated maintenance orders to the facilities department in a timely manner

Maintained scheduling and heavy calendar for Facilities Director

Served as interpreter for Facilities Director and 25 staff members

Facilitated communication and logistics

Assistant Registrar 7/2020 – 7/2020

Promoted by the Superintendent

Created student’s profile in Genesis

Point of contact between parents and registrar director

Interpreted for parents

Party City Headquarters, Rockaway, NJ 4/2018 – 1/2019

Senior Facilities Coordinator

Maintained active communication with internal and external Party City/vendors/contractors

Scheduled preventative maintenance, responded to urgent maintenance via email or phone calls

Coordinated the planning and delivery of meeting logistics in a timely manner

Provided administrative assistance to facilities Manager

Assisted with receiving and dispatching work requests to technical staff, vendors, & service providers

Liaised between Party City stores and outside vendors/contractors

Assisted in providing analysis of trends to management for resolution

Scheduled routine inspections of backflow, HVAC, Fire/Sprinkler

Tracked all communication for open and closed work orders

Coded invoices for services

J & J Sales Company, Cedar Knolls, NJ 6/2017 – 11/2017

Inside Data Entry & sales Coordinator

Provided administrative support to the office manager with incoming orders and invoices

Managed complaint inquiries and provided after-sales support when requested

Dealt and responded to departmental inquiries from domestic customers

Ensured the adequacy of sales-related equipment or material

Coordinated all venues for the department logistics for internal and external meetings

Cendant Corporation, Madison, NJ 9/2016 – 12/2016

Department Coordinator/New Accounts

Managed new accounts for Century 21 franchise owners/was point of contact for new business

Provided administrative support to five Senior Managers and two supervisors

Bayer Healthcare, Morristown/Whippany, NJ

Pharmacovigilance (PV) Coordinator 6/2014 – 3/2015

Sr. Executive Administrative Assistant II - Global Drug Safety 5/2010 – 6/2014

Sr. Administrative Assistant II - Drug Safety and Clinical Operations 5/2009 – 5/2010

Sr. Administrative Assistant - Medical Marketing 3/2008 – 5/2009

Executive Assistant II - (BHC) Latin America & back-up to the CEO of Consumer Care 3/2006 – 3/2008

Fulfilled all Sr. and Executive Assistant duties, special projects, managed complex calendars for the VP of Global Drug Safety (GDS) responsible for travel arrangements domestic/international for departmental staff. Provided project and logistic support to departmental managers. Compiled and maintained information on the GDS SharePoint/Website

Reviewed and tracked Project Approval Forms (PAFs): initiated/processing PAFs and Goods Receipts for vendor payments in close cooperation with Finance

Managed and filed departmental Expense Reports

Ensured Vendor Contracts were processed and expedited without delay as required

Provided support for ordered scientific journal reprints and the maintenance of the distribution of electronic medical journals

Managed the ordering of department supplies, setting up new hires, and special projects as assigned

Worked independently on a wide variety of activities, used independent judgment to plan, prioritize, and organize diversified workloads for self and other individuals

Performed Administrative Filing: as required by the Federal Drug Association (FDA) and Environmental Protection Agency (EPA)

Celgene Pharmaceuticals 10/2005 – 3/2006

Sr. Administrative Assistant II

Fulfilled all Sr. Administrative Assistant duties as per the company policies

Pfizer Pharmaceutical and Biotechnological 9/2003 – 10/2005

Sr. Administrative Assistant II

Maintained Executive Calendars

Processed Expense Reports for the department

Audited Expense Reports as needed

Prepared Presentations/Organizational Charts

Coordinated and set up high-level conference calls; board and management meetings; special events and travel arrangements

Prepared Quarterly Audit Committee presentations

Ensured prompt payment of vendors invoices/coordinated special events for the department

Pharmacia & Upjohn Pharmaceutical and Biotechnological 2/2001 – 9/2003

Sr. Administrative Assistant II

Fulfilled all Sr. Administrative Assistant duties as per company policies

PROFESSIONAL DEVELOPMENT & EDUCATION

International Association of Professionals (IAP) Career College – Executive Administrative Assistant Certified

(Continually taking the course)

Outlook Essential Training (Office 365/Microsoft 365) via LinkedIn Learning (certificate)

SAP Accounts Payable Boot Camp via LinkedIn Learning

Essentials of Team Collaboration via LinkedIn Learning

Improving Personal Productivity

Cengage Learning - Medical terminology for health professionals

The Chubb Institute, Parsippany, NJ - Personnel Computer Specialist (PCS) - Office Administrative Specialist (OAS)

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