Sr Administrative Assistant
Resume:
Jill Awe
***** ********* ***, *******, ** *****
919-***-****, ****.***@*****.***
Summary of Qualifications
** ***** ************** **********,
* ***** ************** ******** **********
Attention to detail, able to work independently
Experience supporting Senior Management
Heavy Meeting Planning experience
HR and Finance experience
Systems: Very Proficient in MS Office (Word, Excel, PowerPoint, Access) Lotus Notes, Visio, PeopleSoft
November 2008 – Present
Clinsys Clinical Research, Inc., Raleigh, NC
Senior Administrative Assistant
• Support Chief Information Officer/VP of Biometrics
• Work closely with other senior staff on behalf of manager
• Heavy Calendar Management
• Prepare PowerPoint presentations, letters, and correspondence as needed
• Manage travel (domestic and international) arrangements
• Read/route emails/correspondence on behalf of manager
• Complete and maintain various reports and spreadsheets
• Coordinate and handle the scheduling, logistics, agenda, materials preparation, travel arrangements, food and presentations for meetings as needed
• Prepares minutes and any other required documents related to development and operations for department
• Prepare and submit expense reports
January 2006 – November 2008
GlaxoSmithKline, Sales Division, RTP, NC
Regional Office Administrator
• Supported Regional Vice President with sales staff of 170 reps, including, travel, calendar management, process invoices
• Managed new hires, terminations, transfers, salary adjustments, promotions, & profile changes
• Monitored regional budgets and worked closely with finance to manage the budgets
• Managed multiple projects – both in house and field based.
• Generated/Analyzed variety of customized reports
• Worked closely with regional sales directors/district sales managers as liaison to RVP
• Maintain regional personnel records
• Planned local and regional meetings. Secured meeting sites and negotiate hotel rates adhering to GSK policy
• Prepared/Monitored expense reports adhering to Corporate Policy and Procedure guidelines
April 2004 - January 2006
GlaxoSmithKline, Creative Services & Event Management, RTP, NC
Administrative Assistant
• Supported Director of Speaker Events, Professional Education, Creative Services & Event Management
• Monitored and managed department budgets, 6 cost centers
• Responsible for extensive calendar management
• Back up point of contact for all invoices received from Speaker Events vendor (invoices totaling approximately $400K per day). Certify that all line items are correctly coded, investigate and correct any inaccuracies, and follow-up to ensure all invoices are paid in a timely manner
• Purchase office equipment/supplies to support departmental needs while remaining within budget
• Managed multiple departmental relocations with Space Planning, ensuring adequate space and equipment for RTP-based employees within the Creative Services & Events Management Departments
• Supported the “Non-Independent Speaker Events Audit Team”. Was Point person on Audit Document, managing multiple edits from Legal, Audit, and Speakers departments with final document going to President, US Pharma.
• Maintained current employee data in PeopleSoft. Make changes as necessary via ERC
• Planned cross campus staff/teambuilding meetings, securing hotel and making group travel arrangements
• Provided back up support to Speaker Events department, answering Physician & Sales Rep calls as needed
November 2001 - April 2004
GlaxoSmithKline, Advertising Media Services, RTP, NC
Administrative Assistant
• Provided support for 2 Directors, and 4 managers in high profile environment
• Managed and tracked dept budget, extensive travel activity, invoices, and expenses
• Supported daily cross-campus activity with staff support of all GSK brands
• Supported and/or rely on detailed tracking systems (x3, including JDE)
• Administrator for media-tracking system representing GSK DTC spend ($250M)
• Worked daily with brand management contacts, as needed
• Worked daily with GSK creative (representing GSK spend of $70M) and media agency of record contacts, to coordinate GSK communication/meetings, as needed
• Worked daily with external Media Industry contacts, including network and print executives (representing a GSK spend of $250M) to coordinate GSK communication/meetings, as needed
• Department liaison with Legal and Procurement; track approvals of creative agency and media agency contracts (representing approx $4M each)
• Supported APS executive management as point on designated initiatives with high degree of complexity and confidentiality
October 2000 - Nov 2001
Glaxo Wellcome, Inc., GSK, Tax Department, RTP, NC
Administrative Assistant
• Provided support to VP, Director, and direct reports
• Maintained Access Database
• Managed Tax Return Library
• Schedule complex travel arrangements, domestic and international
• Prepared International and Domestic Expense Reports
July 1999 - October 2000
Glaxo Wellcome, Inc., Clinical Genetics, RTP, NC
Administrative Assistant,
• Provided support to 1 director and 4 staff
• Scheduled complex travel arrangements, domestic and international
• Maintained multiple calendars
• Prepared expense reports, domestic and international
• Coordinated offsite meetings
• Tracked and monitored budgets
June 1996 - June 1999
Marshall E. Niedecker Co., Long Beach, CA
Sales Representative,
• Sold Industrial / Oilfield Equipment in Southern California area
• Established new customer base within new industry
• Created electronic inventory database of resale equipment
October 1990 - June 1996
Brea Cañon Oil Co. - Harbor City, CA
Office Manager/Field Accounting
• Managed monthly Oil & Gas production payments
• Generated daily, monthly and yearly production reports
• Prepared presentations and charts for monthly corporate meetings
• Purchased major office equipment
• Benefits Administrator
Associations
Meeting Planners International (MPI), Associate Editor on Quarterly newsletter
References Provided Upon Request
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