Administrative Assistant Support

Anna Marie Castner

** ******** ****, ******* *****, NJ 07920

862-***-**** Cell * ********@***.***

Objective:

To provide superior and broad administrative support and partnership expertise to meet the department and organization mission and goals

Strengths:

A true self-starter with a strong sense of “ownership”

Proactive in determining and exceeding needs of the role to provide effective administrative support

Easily adapts to changing priorities in a complex organization

Adept at managing stakeholders and exceeding deliverable timelines

Recognized with Above & Beyond Awards

Professional Experience:

Johnson & Johnson – Raritan, NJ Contractor/Joule September 2024 – August 2025

Sr. Administrative Assistant – Global Medical Affairs

Supports Global Head – Patient Advocacy

Supports Global Head - MAF Evidence Gen Execution

Supports Global Head - Med Scientific Engagement Leader

Supports 5 MDs/PhDs

Gate keeper of calendars

Travel

Manage Expenses (Concur)

VISA application, when needed

Backup to Admins where needed

Novartis – East Hanover, NJ -eTeam Vendor January 2024 – September 2024

Administrative Expert – HCP Education Engagement (Contractor)

Supports VP, HCP Education Engagement

Supports Head of National Field Team:

Supports Executive Director, HCP Education and Delivery

Supports Executive Director, Marketing and Best Practices

Gate keeper of calendars

Travel

Manages Expenses (Concur)

Novartis – East Hanover, NJ July 2023 – November 2023

Administrative Expert – Patient Engagement (Contractor)

Supports Executive Direct

Gate keeper of calendar

Travel

Manage expense reports (Concur)

Barclays Investment Bank, Whippany, NJ – June 2022 – June 2023

Sr. Executive Assistant – Global Security

•Supports Chief Information Officer 2 (CIO) of Global Security

•Supports Executive Director Global Security

•Manage Expense Reports (Concur)

•Arranges International/Domestic Travel

•SAP

•Gate keeper of calendars

•Maintains high level of confidentiality

•VISA application where needed

Teva Pharmaceuticals, Parsippany, NJ; 2019 – October 2019 – April 2022

Sr. Administrative Assistant (Lead) Specialty Marketing

•Supported Head of Specialty Marketing

•Functions as Lead Administrative Assistant and gate keeper/coordinator for Managers

•Arranged international/domestic travel, reconciles all related expenses, and assists overseas colleagues with travel needs

•Managed expense reports (Concur)

•Coordinates meetings and event planning

•Provide coverage for fellow assistants within the group and back up assistant for Sr. VP

•Coordinate Special Projects as needed

•Boarding Gate Lead (On/Off Boarding)

•Ariba/SAP

•Coordinated Video Conferences (VC)

•Arranged Global and Domestic travel

Maintains High level of Confidentiality

•Lead Administrative Council

•Mentor new Administrative Assistants

Merck-Animal Health, Madison, NJ January – October 2019

Sr. Administrative Assistants Contract position.

Back up to Executive Assistants and Administrative Assistants

Assisted with Expense Reports

Organized filing system

Assisted with events and accompany guests to events.

Novartis Pharmaceuticals, East Hanover; Florham Park (2004 to 2018)

Senior Administrative Assistant (Lead), Executive Assistant) Global Commercial IT

March 2013 – December 31, 2018

•Supports Global Head of Service Delivery

•Supports Global VP CIO of IT Oncology

•Functions as Lead Administrative Assistant and gate keeper/coordinator for VP

•Arranges international/domestic travel, reconciles all related expenses, and assists overseas colleagues with travel needs

•Implements procedures to all admins; re-organized admin structure

•Manages complex international expense reports (Concur)

•Coordinates meetings and event planning

•Provide coverage for fellow assistants within the group and back up assistant for CFO

•Coordinate Special Projects as needed

•Boarding Gate Lead (On/Off Boarding)

•Coordinates Video Conferences (VC)

•Arrange Global and Domestic travel

•Maintains High level of Confidentiality

Senior Administrative Assistant, Global Medical Affairs Jan. 2009 to 2013

•Supported (1) Executive Medical Director

•Supported the Head of Operations

•Supported (2) Medical Directors and (4) Associate Directors on Exjade and PI3K

•Coordinated meetings and event planning

•Proactively served as gatekeeper/coordinator for each person’s calendar

•Arranged international/domestic travel, reconciles all related expenses, assists overseas colleagues with travel needs

Senior Administrative Assistant, Global Medical Affairs May 2004 to 2009

•Supported the Global Vice President and several Medical Directors/Managers for Femara/Solid Tumors

•Proactively served as gatekeeper/coordinator for each person’s calendar

•Arranged international/domestic travel, reconciled all related expenses, assisted overseas colleagues with travel needs

•Interfaced with Human Resources to coordinate internal interviews for clinical positions

•Initiated confidentiality and consulting agreements

•Coordinated webcasting/VC

Kelly Services, Contract Employee at Novartis (Dec. 2001 to May 2004)

Senior Administrative Assistant, Global Medical Affairs Oct. 2003 to May 2004

•Supported the VP of Global Oncology

•Coordinated all international/domestic travel, reconciles all related expenses

Served as point of contact for all scheduling issues, coordinated, routine department meetings, documented and distributed meeting minutes

•Processed/tracked all invoices within Ariba System

•Managed the flow of protocols within Novstyle, Credi Documents for submission to FDA

Human Resource Specialist/Coordinator June 2002 to Oct. 2003

•Supported the Director and two Associate Directors of Human Resources

•Maintained calendars, coordinated travel and reconciled all related expense reporting

•Coordinated and processed performance reviews

•Processed promotions/termination reports

•Conducted/documented and finalized exit interviews

•Provided additional support to the HR Specialist to the Vice President

•Super User for Talent Management System

Marketing – Administrative Assistant March 2002 to June 2002

•Assisted in special project

Project Management – Administrative Assistant Dec. 2001 to March 2002

•Reported to two Project Leaders and 2 Managers

•Maintained calendars

•Travel arrangements

•Expense Report

Novartis Sponsored Training/Certification(s):

•“Diversity in the Workplace” Global Dynamics Cross: Cultural Training

•Talent Management Systems (TMS) Managing Talent: Super User

“The Excellent Administrative Assistant”: Certificate Course, 2007

•Event Planning: Certificate Course, 2007

•Workplace Enhancement Team: Upgrading our buildings when needed (created maps for each floor indicating offices/conference rooms)

Education/Training:

Certificate of Achievement: Ultimate Assistant Workshop, April 2015

Business Management Training: Advanced Certificate- Executive Assistants, 10/ 2014

Berkeley College: Attended 1 year

Ho-Ho-Kus Secretarial School: Certificate in Business (completed)

Entre Program, Bloomfield: Computers Operations (completed)

Software / Systems:

Microsoft 2003 Word, Excel, PowerPoint Access; Lotus Notes, Outlook; Concur/Gelco, Ariba; Visio; Novstyle, Credi Documents; PeopleSoft, HRIS; SAP; School Partner; Lawson and Sparq; Kronos; Boarding Gate;WebEx;

Volunteer Activities:

Director of Hospitality/Conference Planning, (NALWC), 1990 - 2005

•Coordinated and managed budget for 3+ conferences annually (500+ guests)

•Developed overall project plan, implemented meeting team(s) and delegated tasks

•Coordinated team meetings, outlined deliverables, managed timelines

•Recruited and contracted with guest speakers; negotiated speaking contracts/fees

•Sourced external vendors for event, (book/audio/video tapes)

•Developed diverse menu plan

•Negotiated with hotel(s) for room blocks at best rates

•Researched and coordinated travel logistics for both speakers and meeting attendees

•Drafted, finalized, and coordinated with printers all meeting materials

•Provided budget reporting to Senior Management; processed all invoices for payments

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