Senior Administrative Assistant - Executive Support

ANN MARIE PARKINSON

Montgomery County, PA - 267-***-**** *********@*****.*** - linkedin.com/in/ann-marie-parkinson1

SENIOR ADMINISTRATIVE ASSISTANT

Dynamic and results-driven administrative professional with extensive experience supporting all-levels of

management across diverse industries. Proven track record in streamlining office operations, along with

managing complex administrative functions with precision. Skilled in human resource support, including interview coordination, onboarding implementation, and comprehensive training. Exceptional communicator who builds lasting relationships with clients and stakeholders while advancing departmental and organizational objectives through strategic administrative partnership.

KEY SKILLS

Communication Time Management Prioritize Organized Proactive Follow Up Scheduling Critical Thinker Google Suite Microsoft Office Travel Planning Meeting/Conference Expense Expert Proactive Problem Solver Team Player & Supporter

PROFESSIONAL EXPERIENCE

Johnson and Johnson February 2024 – May 2025

SENIOR ADMINISTRATIVE ASSISTANT

•Supported the Sr.Director of Immunology and his team of seven

•Efficiently managed a high volume/complex meeting requests, by leveraging context knowledge to make sound scheduling decisions, prioritize between conflicting meetings, and thoughtfully and proactively navigating last minute schedule changes.

•Ensured the executive's time is aligned with their priorities through demonstrated understanding of the business, and necessary collaboration.

•Communicated effectively with managers and the team, proactivity addressing and resolving conflicts as they arise.

•Assisted in planning and coordinating business events, luncheons, including off-site meetings.

•Managed the team’s two Directors calendars, meeting requests, travel, logistics and transportation.

•Ensured accurate preparation and reconciliation of expense reports in Concur.

•Maintained organizational org charts, distribution lists, team lists, vacation, and holiday calendars.

•Coordinated with recruiting to ensure interviews are scheduled in a timely manner.

•Assisted with hiring process and onboarding team members.

•Troubleshoot workplace facility/technology issues.

•Served as a liaison between the executive and other business units, ensuring prompt communication.

Jazz Pharmaceuticals Remote April 2022 – Nov 2023

R&D Coordinator

•Supported R&D department and the Executive Assistants with calendaring for two VP’s including Sr Directors with meetings set up with multiple people and time zones through Teams and Zoom and ever-changing priorities, proactively taking steps to initiate seamless scheduling processes.

•Handled all meet & greets along with catering needs for the department.

•Confirmed appointments and partnered with R&D Conference and Meeting planner to source venues and meals, and prepared travel arrangements domestically and internationally for R&D leaders and department.

•Reconciled expenses using Concur and knowledgeable about travel and expense policy.

•Supported HR with Onboarding processes and mentored new hires.

•Actively look for opportunities to build better synergy between teams, and within teams; brainstorm and implement solutions that improve workflows and serve a positive work culture.

•Support other teams on an as-needed basis.

Semrush Inc. Remote February 2019 - April 2020

TRAVEL MANAGER/EXECUTIVE ASSISTANT

•Managed day-to-day travel operations, booking, logistics, and researching the best prices.

•Researched and resolved all travel-related issues, assisted with Global Visa’s using a vendor, and created and maintained the policy, procedure, and process documentation for the travel program.

•Created and updated travel reports, travel forms, and Stats.

•Assisted with event-based and speaker travel and with meeting planning and company events onsite and off.

•Provided backup administrative assistance for the C-level executives and Officers.

•Maintained complex calendars and reconciled Executive's expenses and American Express and Uber Corporate account.

Reliance Standard Philadelphia, PA January 2017 – October 2017

EXECUTIVE SALES ASSISTANT

•Provided administrative and initiatives full support to the Senior Vice President of Marketing and Sales and provide support for other senior sales managers.

•Assisted in projects to support sales business objectives and reviewed email inbox to identify deadlines and high priority matters.

•Organized and maintained Vice President(s) correspondence and flag for attention.

•Supported the Senior Executive Assistant in coordination and execution of broker outings and all other sales meetings and conferences on and offsite.

•Heavy calendar management, travel, and expenses for the Sr. Vice President and his directs.

•Administered the broker-facing Continuing Education program across the country.

•Logged Salespersons completed required educations hours that is needed to fulfill their states requirements.

•Created certificates for each class completed and processed invoices for prompt payment through Oracle.

ALMAC Clinical Technologies Souderton, PA March 2014 – January 2017

EXECUTIVE ASSISTANT (Finance)

•Provided administrative support to Senior Vice President of Products and Services, Sr. Vice President of Clinical Project Service, and Sr. Vice President of Production IT, along with support for the President and Senior Management Team.

•Managed, developed, interpreted, and applied policies and procedures and consulted with management on administrative/business management activities and implements administrative policies and procedures.

•Supported and managed two offices of over 200 employees and expertly managed complex calendars and demanding meeting schedules with upper management and their teams in various global locations.

•Worked closely with Sr. Executive Administrative Assistant to coordinate schedules of high-level executives including the Board and provided back up to the President when the Sr. Executive Assistant was unavailable.

•Successfully merged the satellite office in Newtown PA with the corporate office in Souderton PA.

•Worked and communicated with contractors, project managers, and landlord during the office build-out phase in our Lansdale office and helped plan, develop, and implement work from home policies.

•Handled travel management including hotel, air travel, ground transportation, event participation.

•Reconciled expenses for the three Vice Presidents and organized onsite and offsite meetings and events for the team as well as assisted other admins in their onsite and offsite events.

•Served as a resource to others in solving moderately complex problems, handled all facilities related problems and concerns for two offices, and built strong relationships with all vendors and property managers.

ADDITIONAL RELEVANT EXPERIENCE

East Coast Clinical Associates Glen Mills, PA June 2009 – March 2014

EXECUTIVE ASSISTANT TO OWNER

Lincoln Financial/Delaware Investments Radnor, PA August 2000 – June 2009

EXECUTIVE ADMINISTRATIVE ASSISTANT

EDUCATION: Penn Foster High School – High School Diploma

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