Administrative Assistant Executive
Resume:
JANICE RILEY
Rockaway, NJ *****
*********@*****.***
OBJECTIVE: Senior Executive Administrative Professional providing Fortune 500 and high-profile global organizations with leadership, execution and coordination for efficient and cost-effective operating procedures across numerous industries including Media, Entertainment and Biotech/Pharmaceutical
SKILLS: Word, Excel, Power Point, Outlook, Concur
PROFESSIONAL EXPERIENCE
NOVO NORDISK, INC. - Plainsboro, NJ 6/2024 - Present
Administrative Assistant - Strategic Partnership & Engagement Lead;
Rare Disease Commercial Field Lead
• Manage very heavy calendar schedules for both Leads
• Schedule/manage 4 Regional Meetings a year for Rare Disease Field Team
• Coordinate all travel schedules, both domestic and international, for both leads, (1 - 2 trips each month, for each Lead); prepare expense reports
• Review field team expense reports and submit for approval
• Schedule and manage bi-weekly and monthly Sales Team meetings, including taking minutes
• Sending out monthly Communication notices from Field Lead and P&E Lead
• Onboard new employees for Field Teams, including gathering information, updating employee lists and sending new employee welcome kits
• Update all email distribution lists for both field teams
• Update field maps
• Assist with miscellaneous tasks and department events
FOSUN PHARMA USA - Princeton, NJ 3/2023 - 9/2023
Office Manager/Executive Administrative Assistant - Chief Medical Officer
• Handle calendars for R&D Team
• Coordinate/schedule meetings for all visitors from China office who visit New Jersey office
• Process invoices for medical contractors
• Manage heavy travel schedules for R&D team
• Onboard/train new employees for R&D team
• Work with real estate agent to tour sites for prospective new office
• Work with logistics vendors for prospective new office
JANICE RILEY - RESUME - PAGE 2
MITSUBISHI TANABE PHARMA AMERICA, INC. – Jersey City, NJ 8/2017 – 3/2023
Administrative Assistant – Executive Director, Marketing; Director, National Sales
• Handle extremely busy calendars for entire Sales and Marketing Team for internal/external
meetings
• Coordinate internal meetings ensuring necessary preparations are in place, including, if necessary, ordering meals
• Manage heavy travel schedules; prepare and submit expense reports
• Schedule and manage weekly Sales/Marketing meetings; take minutes, transcribe and distribute to Team
• Coordinate all on-boarding meetings for new hires; assist Human Resources with interview
scheduling
• Prepare on-boarding accommodations for new hires
• Assist with vendor contracts; manage large volume of vendor invoices for Sales/Marketing
• Ensure expeditious follow-up of voucher approvals from department to Accounting
• Assist Meeting Planner with coordination of Team off-site trips
• Preliminary work with production company prior to National Sales Meetings
• Monitor travel costs for field Sales representatives
• Assist with coordination of promotional meeting materials
• Assist Vice President, Sales & Marketing with ad hoc tasks
• Site Committee member
DeVRY UNIVERSITY - New York, NY (Temporary Assignment) 5/2017 – 8/2017
Executive Assistant - President, Northeast and Midwest
• Manage travel for President
• Handle extremely busy calendar
• Schedule and manage weekly Group Executive Committee meetings
• Schedule and manage Town Hall meetings
• Update all Power Point presentations for meetings
• Update information for IPP/Calibration meetings
• Manage expense reports and P-card expenses/submissions
• Committee member for Unity Day
NOVARTIS CONSUMER HEALTH – Parsippany, NJ 1/2011 – 5/2016
Executive Administrative Assistant – Head, Global DSP
• Served as lead administrative and clinical support for Global Head of Drug Safety and Pharmacovigilance and their leadership team
• Led collection, tracking and logging of Resource Management data; oversaw contingent worker on-boarding and served as liaison for preferred vendor
• Partnered with recruiters to ensure consistent and smooth hiring processes; scheduled candidate interviews; oversaw on-boarding for all new employees
• Executed ad-hoc Human Resource projects as assigned
• Coordinated bi-weekly leadership team meetings and monthly global team meetings; organized agenda content and guest speakers; responsible for publishing meeting minutes
• Provided fill-in administrative support to Global Head R&D as needed
• Coordinated all seminars and travel reservations (domestic and international) for leadership team and all of Drug Safety staff
• Oversaw attendance tracking; ensured accuracy of organizational charts and contact data lists
Prepared documents, spreadsheets and presentations; member of team that manages all employee-focused site-wide activities
Janice Riley - Resume - Page 3
FOREST RESEARCH INSTITUTE – Jersey City, NJ 12/2003 - 1/2011
Executive Administrative Assistant – Director, Drug Safety Surveillance
• Managed travel activities for NJ and St. Louis DSS Staff
• Assisted with the training of new administrative employees; coordinated interviews with recruiters for potential DSS employees; Coordinated New Employee/Terminated Employee Checklists
• Coordinated monthly DSS Staff Meeting and weekly Operations Staff Meeting
• Took dictation and prepared DSS Staff Meeting Minutes
• Managed departmental budget fact sheets for In-house Contractors, seminars and subscriptions
• Managed calendars for Operations group in DSS
SIGNIFICANT PAST EXPERIENCE
WALT DISNEY COMPANY; NEW YORK, NY- Executive Assistant to VP, Educational Publishing
NEW YORK MAGAZINE; NEW YORK, NY - Executive Assistant to Publisher
CONDE NAST PUBLICATIONS; NEW YORK, NY - Assistant to Associate Editor, Glamour Magazine
NICKELODEON STUDIOS (VIACOM); ORLANDO, FL - Administrative Assistant to VP, Mktg./Aff Sales
THE ORLANDO SENTINEL; ORLANDO, FL - Executive Secretary to Vice President Advertising
WALT DISNEY WORLD; ORLANDO, FL - Executive Secretary to Sr. Director Lake Buena Vista Special Events
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