Senior Administrative Assistant

Profile

Administrative support professional with skills in office management and project coordination. Proficient in Microsoft Office programs and capable of adapting to change while working independently with minimal supervision.

Education

Morristown High School, Morristown, NJ - Diploma

The Hill Institute of Business, Denville, NJ - Certificate (Executive Secretary)

Experience

Albireo Energy, Edison, NJ (March 6, 2025 – May 12,2025)

Procurement Coordinator (contract position)

Create purchase orders/invoices for requisitions of goods and services through the AX Purchasing system.

Assist in the procurement process from requisition through to purchase order placement, ensuring accuracy and timeliness.

Help maintain accurate records of vendor contracts, prices, and terms to ensure compliance with company policies.

Collaborate with different departments to understand their procurement needs and provide timely support.

Participate in supplier negotiations and assist in the preparation of purchase agreements.

Monitor inventory levels and assist in forecasting future procurement needs.

Fostering strong vendor relationships.

Work with project managers to ensure materials availability and timely deliveries.

Additional administrative and coordination duties.

Receive orders in AX and approve invoice in ExFlow so support the accounting department.

Summit Financial, Parsippany, NJ (6/2024-9/2024)

Administrative Assistant (contract position & Hybrid)

•Heavy calendar management, travel (domestic/international) including a travel itinerary, and expenses;

•Handled confidential agreements with prospective clients joining Summit Financial;

•Helped manage Home Office Visits for new/perspectives clients, select speakers/presenters, setting up ZOOM or TEAMS for remote speakers, sending meeting invites to all participants in their timeslot, providing an agenda, order lunch and sometimes make evening dinner plans.

Intra-Cellular Therapies Inc., New York, NY (8/2023-1/2024)

Sales Coordinator (contract position & 100% Remote)

•On-boarding/Off-boarding new reps, contingent reps and answer questions/help desk for reps;

•Weekly/daily downloads of current rosters for all reps (excel spreadsheet), RDR (contingent worker) roster (3 times a week);

•Assistance with purchase or rental of fleet vehicles. Handled other tasks such as accident reports, handled contingent contracts with outside vendor, maintaining monthly payroll deduction for fleet payroll payments and sent notifications, maintain update DL expiration dates, and vehicle maintenance.

Lord Abbett, Jersey City, NJ (9/2022-3/2023)

Investments Administrative Assistant (contract position & Hybrid)

•Travel arrangements for domestic/international and creating a detailed travel itinerary;

•File management (collects all presentations and save them to SharePoint);

•Handled confidential contracts with prospective clients and outside contractors;

•Set-up candidate interviews via Zoom/TEAMS and works with LA Talent Acquisition to schedule interviews.

Stryker – Mahwah, NJ (1/2018-6/2023)

Project Planner - Customs Cell/Specialty Instruments (contract position & 100% remote after 5/4/2020)

•Act as operations representative for all change requests related to the department, supports engineers (EU, India & Japan).

•Schedules and keep track of all machine calibrations/maintenance, alerts team of a standing appointment. Provide a check list to follow when the calibration company comes in. Execute all manufacturing documentation updates needed by way of change requests;

•Update all manufacturing documentation such as Bill of Materials, Inspection Guide Sheets, and Labels to go along with the instrument when marking updates and upload training procedures into SLMS system, including quizzes;

•Schedules meetings, vacation calendar, receive packages, create safety signs for the manufacturing cell, attend 3 sperate meetings for special projects (Brexit EU labeling update, CE manufacturing update and EU MDR).

Quest Diagnostics – Madison, NJ (11/2015-3/2017)

Medical Affairs/Clinical Education Center

Scientific Communications Coordinator/Project Mgr. (contract position & Hybrid)

•Assist in scheduling/contacting and tracking of Key Opinion Leaders (KOLs) and other healthcare providers to participate in key educational and scientific initiatives (i.e., Webinars and Advisory Board meetings), also scheduled interviews for KOLs and Quest staff and assist in determining the per-hour rate for consulting physicians using the Quest Diagnostics fair market value tool;

•Coordinates one-hour meetings with my manager and physicians/RNs/clinicians or other healthcare providers at yearly conferences;

•Perform tasks related to library collection development, such as compiling subscription usage data and procuring appropriate materials for medical publications for employees at Quest and Athena (including but not limited to journals, books, newsletters, and conference proceedings);

•Ensure access to online subscriptions via RightFind: set up log-in access for each subscription; work with publishers to troubleshoot connectivity and other issues;

•Assist in copyright service by obtaining copyright permissions for library users; track and develop reports for monthly expenditures; coordinate invoice payment.

Novartis – East Hanover, NJ (8/2014-8/2015)

Global Oncology/Clinical Development

Administrative Assistant III (contract position)

•Supports 3 managers, composing letters and reports, preparing, scheduled interviews and editing presentations/newsletters;

•Updating timecard monthly for two managers;

•Providing administrative support to colleagues over in Basel, on an as needed basis.

Sanofi-Aventis – Bridgewater, NJ (1/2013-4/2013)

Diabetes Field Medical Coordinator (contract position)

•Provides general administrative support to the Director and direct reports (40 people). Supporting the US Diabetes Regional Field Medical Team (remotely). Prepare/update PowerPoint presentations, develop and update and created Excel spreadsheets, as well as quickly learned Sanofi computer systems that will include but not limited to document review/approval systems (TAMRC), field automation/reporting systems;

•Interact/collaborate with various coordinators, Legal department and the Project Director of the department on content approval for marketing purposes;

•Coordinate and assist with the department budgets, finance and invoice processes;

•Responsible for processing Medical Content Review process that will encompass extensive interdepartmental interaction with upper management (VP’s, legal and above), detailed oversight of process tracking and detail record keeping ensuring compliance with all company policies.

Johnson & Johnson – Piscataway, NJ (11/2011-6/2012)

Project Coordinator (contract position)

•Manages complex and multiple priorities simultaneously;

•Research and resolves problems of broad scope complexity relating to customer account set up and maintenance, using work instructions and direction of project manager;

•Thoroughly research and resolves gray, potential queues which are system generated by holding queues consisting of 3rd party, GPO and Operating Company feed customer data that require reconciliation. Also utilizes the internet and other 3rd party references to obtain or verify customer information when you cannot contact a customer directly;

•Professional communication/follow up skills, to validate information with the end user customer as well as interface with our internal department stakeholders and various other franchises.

KPMG – Montvale, NJ (4/2011-5/2011)

Project Coordinator (contract position)

•Coordinated the registration process in the Learning Management System;

•Serve as course coordinator, including remote office setup for vendors;

•Liaise with external parties (i.e. HRSC, functional and internal service contacts, instructors, vendors, etc.);

•Coordinated the distribution of course materials to participants;

•Coordinated the processing of participant rosters and course evaluations and assisted with the processing of continuing professional education credits, course development binders, etc;

•Research, troubleshoot and monitor mailboxes for user/technical issues.

Daiichi Sankyo (Medical Affairs) – Parsippany, NJ (8/2009-3/2010)

Administrative Assistant (contract position)

•Provided daily administrative support for the Executive Director and staff with regards to global travel arrangements, conference calls, on/offsite meetings, filing, expense reports and ordering supplies/equipment, ordering lunch for meetings, video conferencing/teleconferences (including international calls) and shipping items via UPS or Federal Express;

•Prepares a travel itinerary for the Executive Director and direct reports outlining the agenda for upcoming trips and events including flight, hotel, car arrangements, interviews (if scheduled) and on-boarding on new employees.

Schering-Plough (Global Quality) – Summit, NJ (6/2007-5/2009)

Sr. Administrative Assistant (contract position)

•Organized and managed activities, projects and resources for the four groups including the directors (Microbiology, Stability, Statistics and International groups - around 50 people); tracking projects;

•scheduling meetings (on and off-site), arranging domestic/international travel while assessing and managing priorities and timelines;

•Scheduled interviews for open positions with Schering-Plough staff;

•Responsible for updating the website for the Microbiology, Statistics and Stability groups were up to date i.e., departmental changes, current department heads, current staff and any scientific, product or research articles;

•Played a key role in two projects, a Harmonization project that involved 22 countries and a 3-day Global Workshop.

ACNielsen BASES – Parsippany, NJ (3/1997-9/2006)

Lead Word Processor/Administrative Support (Full-time)

Provided advanced document processing and copying of materials to create and edit reports for several internal groups at ACNielsen. I also supported the supervisor and manager of the Document Processing Department.

• Played key role in design and the coordination of reports and presentations which were created in PowerPoint; used CSV in Excel to create tables and graphs in PowerPoint; supervised document processing staff and kept supervisor/manager informed of departmental issues/concerns; handled confidential material; adhered to and supports company security procedures.

• Consulted with internal account groups regarding report/proposal formatting, graphics, and ensuring that all the correct data was received.

• Worked well as a team with others to achieve the same goals as well as independently; kept analyst and the department supervisor informed of work status; provided new hire training to employees (incoming analyst and junior word processors) on MS Office and some company-based programs.

• Engaged in various management functions including overseeing career paths, promotions, interviewed candidates for open word-processing positions and writing performance appraisals for word processors.

• In this dual role I was used as a back-up admin to more senior staff; making travel arrangements, covering phones, scheduling conference rooms, taking meeting minutes, scheduling meetings, scheduled interviews, assisting with on-boarding of new employees, typing memos and proposals.

• Coordinated and planned the company’s annual Valentine Day Cook/Bake-Off – coordinated this event for two years in a row and it was successful both years.

• Promoted to Lead Word Processor in 2002.

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