Administrative Assistant Executive

Susan Kovach-Ryan

San Diego, CA ***** 858-***-****

**********@*****.*** https://www.linkedin.com/in/execasstadminsandiego1/

Proven Assistant with Exceptional Skills, Knowledge, and Self-Motivated!

PROFESSIONAL EXPERIENCE

Red Peak Technical Services LLC, San Diego, CA 06/2024 – 10/2024

Administrative Assistant

Temporary Assignment Completed

Provide administrative support to the Automated Vehicle Barriers (AVB) Project Manager and Team Members

Create, maintain, and update trackers for travel expenses, project labor hours, timesheets, CAC cards, and contact lists

Schedule meetings and assist team members with coordinating domestic and international travel, as well as preparing visas for foreign countries and Navy bases. Prepare, submit, and reconcile all expenses for travelers

Takeda Pharmaceuticals, San Diego, CA 08/2021 – 02/2024

Executive Coordinator/Executive Administrative Assistant

Due to company restructuring, Susan was laid off in February 2024.

Provided high-level executive support to the Senior Vice President + Global Head of the Center for External Innovation (Key member of Takeda Leadership Team), Direct reports, and Team members. My responsibilities encompassed various crucial tasks to ensure smooth and efficient operations at the executive level

Scheduled high-level meetings with leadership, utilized 5 - 8 calendars, prepared agendas, and presentations for confidential external + internal meetings

Coordinated and reviewed all high-profile documents, procedures, and contracts for CEI approval

Mindlance, San Diego, CA 02/2020 – 08/2021

Executive Administrative Assistant

Takeda Ventures, Inc. (TVI)

Contract Position Completed

Promoted from Contractor to Direct Hire, due to the Supervisor’s promotion.

Provided high-level executive support to the President of Takeda Ventures, Inc., Academic Alliances, Direct reports, and Staff. Utilize 5+ calendars to schedule high-level meetings with leadership, prepare agendas, and distribute documentation or presentations

Collaborated with IT to create the Takeda Ventures, Inc. (Public Site) + Updated LinkedIn site

Created and designed the TVI SharePoint site; access/permissions, portfolio documents, and stock certificates

Coordinate and review all documents, emails, and presentations. Developed network contacts within Takeda and outside shareholders. Assisted with all the details regarding the planning and scheduling of TVI onsite/offsite workshops. Examples: (1) Off-site: Basalt, Colorado (2) On-site: San Diego, CA

Atlas Executive Consulting LLC, San Diego, CA 02/2019 - 10/2019

Executive Administrative Assistant

NAVWAR (Naval Information Warfare Systems Command)

Contract Position Completed

Successfully relocated the executive from the Fleet Readiness Department (FRD) to the engineering department (ENG) due to a promotion

Provided high-level executive support to the Deputy Chief Engineer, Direct reports, and Staff while utilizing 5-10 calendars. Prepared, organized, distributed, and attended “Weekly Executive Staff Meetings”

Inputted all travel authorizations daily for domestic and international travels, including airline, hotel, car rental, and conference venues, as required. Identified, reconciled, and inputted all travel expenses for the executive and direct reports within 5 business days

CSA Guidance Consulting, San Diego, CA 07/2018 - 02/2019

Executive Administrative Assistant

SPAWAR (Space and Naval Warfare Systems Command)

Contract Position Completed

Provided high-level executive support to the Executive Director, Direct reports, and Staff from the Fleet Readiness department (FRD) while utilizing 5-9 calendars. Coordinated and participated in all administrative tasks, such as management review of calendars

Input all travel authorizations daily for domestic and international travel, including airline, hotel, car rental, and conference venue. Identified, reconciled, and inputted all travel expenses for the executive and direct reports within 5 business days

Alutiiq LLC, San Diego, CA 01/2018 - 07/2018

Senior Administrative Assistant – Safety + Management Analyst – Public Relations

SWRMC (32nd Street Naval Base)

Contract Positions Completed

Safety

Provided daily administrative support to the Director, Managers, Military, and Civilian Employees, including input/tracking all check-ins/check-outs, transferring to another base location, and obtaining necessary safety gear

Attended “Weekly Director and Manager Meetings” and “Monthly Staff Meetings,” and I transcribed and distributed meeting minutes to Leadership and Staff. Submit and track all IT and Facility requests

Public Relations

Participated in Weekly Leadership Meetings alongside the Admiral and Leadership team, preparing and distributing meeting minutes to ensure clear communication and follow-ups

Developed, formalized, and distributed The Command Newsletter monthly, featuring key updates, personnel highlights, event schedules, award ceremonies, and distinguished visitors, enhancing internal engagement and morale

RTI International, San Diego, CA 11/2015 - 01/2018

Administrative Assistant 3/Travel Coordinator

Defense Health Agency/Department of Defense - HIV/AIDS Prevention Program

Contract Position Completed

Provided high-level executive support to Leadership, Direct reports, and Staff

Attended “Weekly Staff Meeting,” prepared an agenda and documents for the meeting

Inputted all travel authorizations daily for domestic and international travel, including airline, hotel, car rental, conference venues, and country clearance

MODIS, Poway, CA 11/2014 - 04/2015

Management Assistant

General Atomics (ASI)

Contract Position Completed

Provided high-level executive support to the Deputy Director, Direct Reports, and Staff while utilizing 5-6 calendars

Attended “Weekly Staff Meetings,” “Weekly Law Department Meetings,” and prepared agenda and documents for these meetings

Input all travel requests for domestic travel to include: airline, hotel, car rental, and conference venues

EDUCATION

Bachelor of Science Business/Marketing Program, University of Phoenix

SOFTWARE COMPETENCY

Microsoft Office: Outlook, Word, Excel, PowerPoint, OneDrive, SharePoint

Google: Docs, Slides, Google Drive, Gmail, Teams, Zoom, Slack, Chat, Webex

DocuSign, Adobe Acrobat Pro, Adobe Design, Website Design

DTS, Concur, QuickBooks, SAP - ERP, Ariba, Cost Point/Deltek

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