Executive Assistant Administrative
Resume:
Judith A. Robinson
****.*********@*****.***
Qualification Summary:
Resourceful, versatile, and professional Executive Assistant adept at coordinating global travel, organizing large scale meetings, and managing third party vendors. Highly self-motivated with a solid work ethic. Skilled at multi- tasking and maintaining strong attention to detail. Employ’s superior communication skills to meet client and company needs and is a proactive thinker with the ability to exercise good judgement in a variety of situations. Resourceful, can-do attitude. Working Systems:
Microsoft Operating Systems: Word, Outlook, Excel, PowerPoint, SharePoint, and Teams Concur Share Point Workplace Application/Tracking Systems Google Suite JD Edwards
Zoom Slack
SAP Teams
Professional Experience:
IPS Adhesives Feb 2023 - Present
Executive Administrative Assistant to the President
• Maintain the President’s calendar, including scheduling meetings, appointments, speaking engagements, and travel
(includes domestic and international) arrangements. Exercise discretion in committing time and evaluating needs.
• Keeps the President advised of time-sensitive and priority issues, ensuring appropriate follow-up.
• Experience performing administrative task such as maintaining classified and unclassified office files/records, coordinating meetings/appointments, responding to inquiries, managing electronic mail, maintaining office supplies, data input and tracking, and preparing documents and reports.
• Experience communicating and collaborating with diverse teams and individuals.
• Serve as a liaison between the President’s staff and the public. This includes receiving and screening the President’s phone calls and visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution.
• Coordinate work with other staff as needed; play a key role in staff efforts within and outside the department.
• Serve as a primary point of contact between the Office of the President and the governance groups, including helping to coordinate the work of the diverse groups and providing administrative support for governance meetings.
• Determine priority of matters of attention for the President’s; redirect matters to staff to handle, or handle matters personally, as appropriate.
• Handle printing, faxing, mail/overnight packages, copying, filing, and email/messages.
• Sort and triage mail; maintain e-mail and other address directories.
• Compose and prepare letters relating to routine correspondence for the President’s signature.
• Schedule departmental meetings, assist in the preparation and distribution of meeting agendas and materials, coordinate weekly summer food truck luncheons.
• Prepare, reconcile, and submit expense reports.
• Maintain paper and electronic filing systems.
• Maintain confidential and sensitive information.
• Attend meetings and take notes of discussion; prepare the initial draft of minutes and summaries.
• Complete special projects including creating PowerPoint presentations, financial spreadsheets, special reports, and agenda material.
• Other additional and/or alternative duties as assigned sometimes, including supporting other departments or Executives as needed.
Innovate Biopharmaceuticals Aug 2018 - Jun 2020
Executive Assistant, CFO, CEO, CBO
• Demonstrated capacity to provide comprehensive support to high level executives, excel at coordinating meetings and management of complex travel requests and all essential administrative tasks.
• Trained new hires to ensure understanding of corporate objectives, policies and procedures and was the point person for job related responsibilities.
• Planned board related appreciation events, scheduled quarterly board meetings to include all accommodations.
• Implemented a cost saving analysis study which saved the company $50,000 in the first six months.
• Oversaw office inventory responsibilities to include ordering and requisitions, stocking and shipment receiving.
• Managed CRM database, including troubleshooting, maintenance, and data report generation.
• Communicated corporate objectives across all divisions through regular correspondence.
• Resourceful, creative problem solver can change direction to meet the team's needs.
• Foresight and anticipation of company needs with a keen ability to multitask. United Therapeutics Oct 2016 - Aug 2018
Executive Assistant, VP Sales, VP Marketing and Senior Level Staff
• Manage and process all contracts, including HealthCare Professionals agreements, advisory consultants, one-off speaker contracts and business contracts/agreements.
• Reviews contracts for accuracy, comparing to current agreement, managing PO process and is responsible for all contracts that are entered through eCAF and Winshuttle portals.
• Performs complex and executive administrative support functions by designing and writing department correspondence, communicating (via telephone, face-to-face, and/or in writing) with vendors and key individuals; and representing and/or executing certain administrative actions on executive's behalf as designated, including processing travel, calendaring, and mail.
• Provides support and oversight of the office administrative functions and other duties as may be required for successful organizational results.
• Prepares expense reports for all senior level staff.
• Provides ad hoc support to the marketing team as needed.
• Provides meeting support for large events offsite and onsite as needed. Takeda Vaccines Inc., Morrisville, NC Jan 2016 - Oct 2016 Executive Assistant, SVP
• Strong ability to maintain a realistic balance among multiple priorities.
• Works independently on projects, from conception to completion, and works well under pressure and handles a wide variety of activities and confidential matters with discretion.
• Manages SVP’s complex and frequently changing travel arrangements internationally and domestic and coordinates pre- planning of trips.
• Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the CEO, some of which may have organizational impact.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CEO's ability to effectively lead the company.
• Develop and maintain alert systems for upcoming deadlines on incoming requests, projects, and events.
• Noted for in-depth industry knowledge, outstanding communication skills, and database management expertise.
• Recognized for financial acumen, successfully managing AP/AR, invoicing, and vendor accounts, conducting due diligence and reconciliations, and creating targeted reports.
• Expert in building client/vendor databases, optimizing billing processes, and crafting high-impact proposals and presentations.
TransEnterix Inc., Durham, NC Jan 2015 - Jan 2016
Executive Assistant, CFO and EVP
• Coordinates the schedule of the CFO, prioritizing functions, and appointments, ensuring that meetings, travel, and other duties of the executive office are carried out seamlessly.
• Performs a variety of key investor relations functions, addressing inquiries of current and potential shareholders, communicating with marketing department regarding investor relations initiatives, and maintain database.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the President, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Supports the corporate board of directors, serves as the liaison between the executive office and board members. Facilitates communication, plans events, distributes information, drafts agendas and schedules meetings and records the minutes.
BioMerieux, Inc. Durham, NC Sep 2014 - Jan 2015
Executive Assistant, Medical Affairs-Americas (Contract)
• Provide first class executive administrative and secretarial support to two VPs, Company Secretary and to assist with Board arrangements as required.
• Significant experience in an Executive Assistant role, supporting one or more senior executives (VP level or above)
• Demonstrates team working ability, approachable always.
• Excellent planning and organizational skills, ability to prioritize work and proven ability to think ahead and take initiative.
GlaxoSmithKline, RTP, NC Mar 1994 – Sep 2014
HR Services Procurement, Respiratory Marketing, Commercial Analysis, HIV Marketing Life Cycle Business Development, ViiV Healthcare, Stiefel
• Provided high-level administrative support to the Director of Human Services, Procurement, Respiratory Marketing, Commercial Analysis, HIV Marketing
• Possessed highly effective oral and written communication skills; excellent organizational, interpersonal, and team proficient skills.
• Managed contract agreements for internal and external customers to include negotiating contract terms with the legal department.
• Interim Senior Executive Secretary: Provided secretarial and administrative support to the Vice President of the Commercial Analysis Support Services (C.A.S.S.) until a permanent support person was hired.
• 12th World AIDS Conference in Geneva Switzerland: Managed, expedited and provided support with travel, ground transportation and hotel accommodations to all US GW staff and outside physicians attending the 12th World AIDS Conference in Geneva, Switzerland.
• Provides administrative support to VP of North America Business Development, and four Directors of Life Cycle Business Development US.
• Maintain the Executive's office and accounting records; monitor, review, and approve standard expenditures to ensure that the office's activities are conducted within established budgets.
• Prepare complex multi-leg travel international and national travel, schedule complex meetings, and rectify expense reports for the Vice Presidents of ViiV Healthcare.
• Supported the SRD Marketing team pre-launch to include budget tracking, PCT input, working with internal and external customers to ensure launch deadlines are supported in a timely and accurate manner.
• Manage short-term and long-term projects simultaneously and independently. Education:
• Certified Echo Cardiology Technician
• NC Notary Exp. 2024
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