Administrative Support & Contracting Specialist

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Shani A. Williams

Windsor Mill, Maryland

Phone: 227-***-****

Email: *****************@******.***

Objective:

Dedicated administrative professional/contracting specialist, who is looking to broaden skills and experience in a robust people-oriented organization while contributing toward the company’s growth and goal achievements. Possesses a thorough understanding of process improvement practices that achieve operational objectives. Takes pride at providing administrative support with professional competencies such as having excellent time management, excellent written and verbal communication skills, Microsoft Outlook Expert, and a natural multi-tasker with a proven record for having a positive impact on the flow of productivity of office operations. Bright, creative, energetic, confident, talented and Thinks Outside the Box.

Professional Experience:

AstraZeneca - Gaithersburg, MD May 2023 – September 2024

Personal Assistant

Job function:

Provides Executive Administrative support to, and partners with the Director Clinical IO and Cell Therapy in Early Oncology

Provides daily office management that requires extreme close supervision of Executive’s calendar while managing multiple demands of complex and frequently changed meetings, coordination of onsite/offsite meetings, coordination and management of all inter-departmental meetings and agendas for Direct Report Staff and Organizational Staff across multiple countries (UK, India, Poland, Mexico, and North America) accommodating different time zones using MS Teams & Zoom.

Keeps Executives on time for appointments and communicates timely and effectively to all meeting attendees of all meeting logistical changes.

Keeps meeting minutes and action items lists for weekly and critical meetings.

Supports the recruiting & hiring process by:

oCoordinating the scheduling of interviews for various roles between candidates and interviewer’s calendars using discretion of sensitive information

oRegular tracking of role recruiting within the department

oEstablishing AZ Credentials

oEnsuring that new employees are READY TO WORK with laptop, telephone, and office space on their first day of work.

Ensuring that new employees are added to pertinent distribution lists and have necessary company information.

Supports the SOW/Purchasing process by:

oRaising Purchase Orders after MSA and SOWs have been created using Coupa.

oCreate Write-Ups to POS in support of the approval process.

oReconciles and tracks invoices against Purchase Orders

oProfessionally works directly with vendors regarding Purchase Order and Payment issues as needed.

Creates and assists with PowerPoint Presentations

Processes expense reports for team on a timely basis using Concur.

Reconciles corporate card billing statements against expense reports monthly.

Coordinates all domestic and international travel for team.

Coordinates the issuance of Visas and Passports using CIBT.

Processes office supply orders according to budget policies using ARIBA/IBUY

Expert with Microsoft Word, Excel, PowerPoint, Access, and Outlook.

Excellent follow-up, organizational, written, and verbal skills.

Completes tasks and projects to meet essential deadlines.

Pays close attention and proactively responds to internal and external requests using own discretion with sense of urgency.

Handles company and employee information confidentially.

Very resourceful and provides guidance to other team members, administrative staff, and partners.

Professionally and pleasantly escorts external visitors to onsite meetings.

Robert Half Staffing – Baltimore, MD March 2022 – April 2023

Contract and Procurement Specialist

Job function: Supports the Contract Management Process as an Operations Specialist/Administrative Support for Procurement.

Supports the Contracts and Procurement process.

Receive, proofread, screen, and upload new contracts and amendments to DocuSign.

Verify project and accounting codes for all contract requests.

Supports 10 different departments with the contract execution process.

Process purchase orders, invoices, and consultant time sheets.

Track all contracting transactions using SharePoint and Microsoft Excel

Process and Vet all vendors into system.

Screen potential suppliers using 3rd party risk management process.

Reconcile vendor accounts Purchase Order vs. Invoicing to avoid mismatch.

EA support to the Vice President of Communications

Proactively Manage Executive’s calendar daily

Coordinate domestic and international travel for Executive.

Coordinates travel for External Suppliers

Promotes Executive’s social media presence.

Process expense reports for Executives.

Assist with the coordination of offsite events and awards ceremonies.

Ground support for external events.

Supports the recruiting process and training of new employees.

Manage daily office operations and maintenance of building.

Process all department correspondence and memos.

Receive, screen, and manage a high volume of internal and external communications, including emails and citizen calls.

Assist Chief of Operations with quarterly audits.

Back-up front desk coordinator

Shafer Center, Owings Mill, MD August 2020 - February 2021

ABA Therapist/Administrative Assistant

Job function:

Assist autistic patients on the spectrum to recover by using Applied Behavioral Analysis principles and assessing patient needs and progress, motivating patients and their families, reinforcing desirable behaviors, and ignoring negative ones.

Track behavioral data and student milestone that occurs on a timely basis within a specific period then captured and averaged out for quarterly reports using Microsoft Excel.

Implement behavior intervention plans by motivating positive reinforcement for quality life skills.

Hands-on trainer and mentor to perspective ABA therapist with students.

Creates semi-annual client updates using Microsoft Power point.

Coordinate field trips for students.

Schedule center staff meetings along with regular parent/staff meetings.

Daily front desk assistance which includes phone coverage, scheduling of perspective parent/student introductions and tours, assist with onboarding of new employees ensuring that sufficient paperwork has been verified before day one of employment.

Keep track and order center’s classroom supplies using budget guidelines and purchase orders.

Contracts and Procurement

ALAMO Car Rentals March 2017 – August 2020

Team Lead - Customer Experience Representative

Job function:

Create and manage 80-100 online and in-person reservations daily.

Review daily reservation log to ensure that fleet is up to date and available.

Answer incoming calls for reservations, quotes and general questions.

Greet and welcome guest while assessing which make and model is an appropriate match from the company’s fleet for the customer.

Escort clients to desired vehicle to explain the rental process, mileage, and ensure vehicle is being rented in standing condition.

Verify customers credentials on contract in final process before leaving the premises; while also, adding any wanted car accessories to agreement.

Assist co-workers with contract complications, resolve customer issues and stock all booths at exit gate with car accessories.

Retrieve and process required identification and payment to complete transactions.

Assist and assess condition of vehicles upon return.

Education:

Year Up Baltimore

Baltimore City Community College

August 2020 – August 2021

University of Phoenix

January 2023-January 2027

Bachelor of Science in Communications

Skills:

Project management

Sales/consumer banking

Microsoft Office Suites (Word, Excel, PowerPoint)

Data Entry

Workday

Microsoft Teams/Zoom

Customer Service

SharePoint and Box management

Co-Pilot

Purchase orders/ SOW management

Excellent written and verbal communication

Detail-oriented

Adaptable

Reliable

Creative/Innovative

File management

Create/Update presentations

Time management

Receptionist

Expense Reporting

Contact this candidate