Administrative Assistant Executive Events Coordinator

TRACEY L.WILLIAMS

DUBLIN, CA 510-***-**** adwknp@r.postjobfree.com

PROFESSIONAL

SUMMARY

A resourceful,self-motivated, agile mindset professional eager to contribute and collaborate towards desired business outcomes. Successful track record supporting professional needs with well-organized precision; ability to think creatively and calmly, perform under pressure with limited direction when quick and unplanned decision and changes are needed; Well balanced working in a fast-paced, ambiguous enviornment;Excel at managing time and multi- tasking;Proactive with high attention to detail;Equipped to operate with a strong sense of urgency in every task to exceed department and company needs. SKILLS Proficient in: MS Office Suite, gSuite, Slack, MS Teams,Skype, Concur, Adobe Acrobat, Outlook, WebEx, Zoom, Concur, Smartsheet, SharePoint & Docusign

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A natural at building trusted relationships across organizations with utmost integrity and professionalism.

• Event planning,meeting coordination,client/ vendor relationships WORK HISTORY

11/2021- Current

EXECUTIVE TALENT ACQUISITION COORDINATOR

Intuit, Manpower

Partner and support the Executive Recruiting team.

• Schedule high volume complex interviews via zoom or in-person, within various time zones, process job offers and onboarding for executive level candidates.

SITE CLOSURE COORDINATOR

Viatris (formally Mylan) Randstad 02/2021- 10/2021 Prepared office building for permanent closure in December 2021.

• Handled tracking and communicating for all project information, details, revisions, monitoring and followed-up on action items as assigned.

• Updated vendor and department information in SharePoint, Smartsheet,communicate with departments via MS Teams. Work closely with executive candidates, hiring managers and interview teams to achieve efficient and high-touch canadidate experience.

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IT OPERATIONS COORDINATOR

Myovant Sciences, Insight Global 11/2020 to 02/2021 Support IT Service Desk and Commercial IT teams to manage purchasing and spend for computerized systems. Worked closely with accounting and legal teams to ensure technology is procured efficiently.

• Procurement of new computerized systems, evaluate best solutions for business needs. Coordinate demos and meetings.

• Onboard new vendors collect financial information, submit purchase orders for review. Updated vendor and department information in SharePoint, Smartsheet and Lucidchart.Reconcile monthly expense reports via DocuSign and Concur

EXECUTIVE ASSISTANT 10/2019 to 08/2020

Mylan Pharmaceuticals (formally Novartis)

EXECUTIVE ASSISTANT 01/2019 to 10/2019

Novartis Pharmaceuticals

Support site head,executive leadership team and over 80+ employees proactively. Schedule all meetings, Townhall, prepare agendas, record, transcribe and distribute minutes from executive meetings. Draft and communicate memos,emails and presentations to employees on behalf of executives.

• Manage complex calendars, update meeting cadences to reflect business priorites,aligning with executives on schedules,proactively scheduling large meetings, working with external and internal stakeholders,Process expense reports via Concur. Utilized sound judgement and discretion when handling confidential information.

Coordinated team moral activities:luncheons, holiday events etc. budget, vedor vetting and all event logistics and operations from end to end. implemented a more efficient office supply ordering procedure, saving department over 20% in costs.

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ADMIN COORDINATOR

Gilead Sciences, ObjectWin Technology 06/2018 - 12/2018 Provided administrative and clerical support to individual executives and departments, complex calendar management. Coordinate training and meetings via Skype, WebEx or in person.

Planned onsite meetings, luncheons and seminars for up as many as 25 people, coordinated menus with detailed logistics. Supported interview process, creating and distributing agendas, scheduling and making travel arrangements for candidates. Submitted expense reports in Concur.

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PROJECT AND EVENTS COORDINATOR

Novartis Pharmaceuticals, PRO Unlimited 09/2017 to 03/2018 Created and managed budgets of $45,000 for events such as Holiday parties, luncheons and seminars for 150+ people.

• Planned and implemented large-scale, multi-day offsites, including hotel and space procurment,contract negotiation,vendor management,team building activities,travel,ground transportation,logistics,catering, ect. Confirmed payment of vendor invoices and insurance certifications. OFFICE ADMINISTRATOR

NGM Biopharmaceuticals 08/2016 to 07/2017

Supported C-Level Executive team consisting of COO, CEO, VP, President, their direct reports and Patent Attorney. Maintained multiple complex Google calendars, scheduled face to face meetings, online and via WebEx.

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Arranged Domestic and International travel for executive staff including airline reservations, hotel accommodations and transportation. Prepared expense reports submitted for payment through Concur.

• Planned luncheons and seminars for groups up 160 people. FACILITIES COORDINATOR /EVENTS ADMINISTRATIVE ASSISTANT Novartis Pharmaceuticals, Fountain Group 08/2014 to 07/2016 Submitted building maintenance work orders, coordinated space planning, on boarded new employees, reviewed invoices, receipts and work order tickets.

• Planned luncheons and seminars for up to as many as 130 people, food vendor coordination, obtained event permits and equipment rentals.

• Created and managed budgets of $25,000 for events. Always delivered on time, under budget.

• Updated vendor information in System Application Products (SAP), submitted check requests, obtained quotes for consulting services and/or material purchases; created purchase requisitions, tracked purchase orders and invoiced payments for monthly budget accrual reports. EDUCATION Associates of Arts Visual Design

. Brooks College, Sunnyvale, CA

Complex calendar management to reflect business priorites,aligning with executives on schedules,proactively scheduling large meetings,Utilized sound judgement and discretion when handling confidential information.

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