Results-driven Executive Operations and Business Operations Partner

SUSAN KOVACH-RYAN

San Diego, CA ***** 858-***-**** **********@*****.*** linkedin.com/in/operationsworkflowsuccess11

PROFESSIONAL SUMMARY

Results-driven Executive Operations and Business Operations Partner with extensive experience supporting C-suite and senior leadership in healthcare, biotechnology, pharmaceutical, government, and complex corporate environments. Expert in executive readiness, governance execution, and enterprise operating cadence, leveraging workflow optimization, priority management, and cross-functional collaboration. Trusted partner to Legal, Finance, Compliance, Human Resources, Information Technology, and Business Development, with a strong track record of driving operational efficiency, risk mitigation, and organizational alignment.

Demonstrated results include improving operational efficiency by 75%, increasing team engagement by 25%, reducing executive travel disruptions by 20%, and achieving 95% or higher on-time delivery of enterprise initiatives. Recognized for discretion, execution rigor, and translating strategy into scalable, compliant operations.

CORE COMPETENCIES

Executive Operations & Executive Readiness

Business Operations & Enterprise Coordination

Governance Support & Compliance Execution

Healthcare & Biotech Operations

Cross-Functional Partnership (Legal, Finance, HR, IT)

Workflow Optimization & Process Improvement

Change Management & Operational Excellence

Contract and Approval Workflows

Complex Calendar and Meeting Management

Global Travel and Expense Management

Budget Tracking and KPI Reporting

TECHNICAL SKILLS

Microsoft Office (Outlook, Excel, PowerPoint, Microsoft Copilot, One Note)

Microsoft Project

SharePoint, Website Design, Documentation, Administrator

SAP/ERP System, Ariba, Deltek (Timekeeping)

Google Workspace, Google Docs, ChatGPT, Visio

Adobe: Agenda, Presentations, Charts, Graphs

Concur, SAP, DTS (Domestic + International)

Teams, Zoom, Slack, Webex

PROFESSIONAL EXPERIENCE

Administrative Assistant Red Peak Technical Services LLC 06/2024 – 10/2024

Served as operations partner to senior leadership, supporting executive readiness and daily operating cadence

Tracked all Time Entries, Project Code, Project Cost, and Domestic + International Costs

Improved operational workflows by 30% through documentation, prioritization frameworks, and process standardization

Designed and implemented compliant visa processing workflows

Managed executive budgets, expenses, and compliance documentation within regulated environments

Executive Coordinator Takeda Pharmaceuticals 08/2021 – 02/2024

Primary executive operations partner to the Senior Vice President, supporting global pharmaceutical initiatives

Enabled 98% on-time contract completion through coordination with Legal, Finance, and Compliance stakeholders

Supported enterprise governance processes, approvals, and executive communications

Reduced onboarding cycle times by standardizing documentation and operational workflows

Coordinated complex global travel, expense reporting, and executive calendar management

Executive Assistant Mindlance (Takeda Ventures, Inc.) 02/2020 – 08/2021

Supported the President and senior leadership in a pharmaceutical venture capital environment

Managed investor operations, executive calendars, and confidential communications

Launched a compliant external website and internal SharePoint platform to support governance and transparency

Coordinated cross-functional partners, including Legal, Finance, and IT

Reviewed and approved all Expenses based on TVI guidance and rules

Previous Administrative and Operational Roles:

Executive and Administrative Operations roles supporting Mission-Critical Navy Organizations, including:

NAVWAR SPAWAR SWRMC Defense Health Agency (HIV-AIDS)

Supported the Chief Engineer, Executive Director, government, and defense healthcare environments, with strict compliance requirements

Oversaw daily administrative operations, including meeting coordination, calendar reviews, and document preparation to ensure smooth departmental workflow

Developed, formalized, and distributed “The Command Newsletter” monthly, featuring key updates, a monthly spotlight article, personnel highlights, event schedules, award ceremonies, and distinguished visitors, enhancing internal engagement and morale by 85%

Managed domestic and international travel arrangements, handling authorizations, bookings, and logistics for flights, accommodations, car rentals, and conferences

Processed and reconciled travel expenses for all travel within established timelines, maintaining accuracy and compliance

Executive & Administrative Operations:

General Atomics Port of San Diego San Diego County Credit Union Life Technologies First Wind

Provided high-level administrative and operational support to Deputy Directors, Directors, Chief Operating Officers, Senior Vice Presidents, Vice Presidents, and Leadership. From various public, private, and regulated environments

Coordinated executive governance and operational workflows across clean energy, banking, and corporate administration functions, managing 5–6 concurrent executive calendars and achieving 95% on-time meeting scheduling

Managed end-to-end domestic and international travel logistics, including travel authorizations, airfare, lodging, ground transportation, and country clearance documentation

Planned and facilitated weekly leadership and staff meetings by preparing agendas, briefing materials, and post-meeting follow-ups to support timely decision-making

Maintained and audited departmental records, documentation, and files to ensure accuracy, compliance, and accessibility in accordance with organizational and regulatory standards

EDUCATION

Bachelor of Science in Business, Minor: Marketing, University of Phoenix

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