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EXECUTIVE ADMINISTRATIVE ASSISTANT

EXECUTIVE ADMINISTRATIVE ASSISTANT - Otsuka Pharmaceuticals/Canon CBPS

Princeton, NJ

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Work Experience

EXECUTIVE ADMINISTRATIVE ASSISTANT

Otsuka Pharmaceuticals/Canon CBPS
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Princeton, NJ
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July 2017 to Present

A dependable professional with 17+ years of experience supporting senior executives - possesses the highest degree of integrity, supported by a flawless record of maintaining confidentiality - maintaining administrative processes that improve efficiency and accuracy while achieving organizational objectives - adaptable to changing situations, fast pace environments, and flexible about working overtime - proven strong leadership, outstanding communication skills, work load prioritization, and high level clerical skills. 
 
Relevant Experience, Work History & Professional Background 
 
Otsuka Pharmaceuticals/Canon CBPS, Princeton, NJ July 2017 - Present 
EXECUTIVE ADMINISTRATIVE ASSISTANT 
This position is supporting the to the Vice President of Global Regulatory Affairs 
 
• Manage a very complex calendar in Outlook 
• Provides support to 25 direct reports on daily basis, if needed 
• Arranges domestic and international corporate travel and meetings by developing itineraries, agendas and scheduling through Concur - American Express 
• Collaborate with other Business Services Associates and functional areas (Travel, Finance, IT, Contract Administration, to identify opportunities to streamline workflows 
• Manages meetings with internal and external clients, prepares and collects agendas and distributes materials, assists with meeting minutes 
• Submits purchasing orders/Invoices for all suppliers and services 
• Manage and prepare multi-currency expense reports. 
• Assist with planning group meetings, food ordering, room set up 
• Manages all requests for onboarding/offboarding of all contract workers.

EXECUTIVE ADMINISTRATIVE ASSISTANT

Elementis Specialties
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East Windsor, NJ
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November 2016 to July 2017

This position was a temporary assignment through Aerotek to manage the administrative duties of the Coatings Sales Team 
 
Duties and Responsibilities: 
• Arranges corporate travel and meetings by developing itineraries, agendas and scheduling other transportation; arranging lodging and meeting accommodations. 
• Completes projects and special assignments by establishing objectives; determining priorities; managing time and adjustments to plans. 
• Provide support to the direct reports of the Vice President as needed 
• Manage and prepare multi-currency expense reports. 
• Responsible for maintaining all the fleet vehicles, ordering, returning/insurance/invoicing and keeping a detailed spreadsheet 
• Assist in trade show events, managing all aspects 
 
• Assists with preparing Passport/Visas 
• Answer incoming calls and inquiries to the office. 
• Responsible for office supplies, ordering, managing and invoicing 
• Submit purchasing orders for all supplies and services 
• Maintain Coatings Americas itinerary 
• Process and enter sample requests 
• Assist with planning group meetings 
• Provides support to the CEO when needed 
• Provide support in other departments when needed. 
• Greet visitors coming into the building

EXECUTIVE ASSISTANT/OFFICE MANAGER TO BRANCH MANAGER

Fairway Independent Mortgage
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Hamilton, NJ
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November 2015 to November 2016

This position was to manage the administrative duties of the office at Fairway Independent Mortgage 
 
Duties and Responsibilities: 
• Directly Report & Provide Support to the branch manager 
• Maintain calendar, meeting set up's, travel arrangements 
• Assist in coordination of all office responsibility. 
• Assist in ensuring post-closing documents have been received, 
• Communicate to LO's regarding the loans and keep them up to date on status 
• Track outstanding applications and loan documents and call customers to follow up flagged and processed 
• Provide initial "set up" of the file (i.e., order appraisal, title, verifications, etc.) 
• Responsible processing expenses 
• Track and manage status of transactions and assist with due diligence activities 
• Pull pipeline reports daily to monitor status of applications and communicate with processors weekly/daily to make sure all loans are moving through the approval process

EXECUTIVE ASSOCIATE TO EXECUTIVE DIRECTOR - USP FIELD OPERATIONS

BRISTOL
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August 2014 to November 2015

This position was a temporary assignment through Aerotek to manage the administrative duties with Bristol-Myers Squibb in the USP Field Operations Department 
 
Duties and Responsibilities: 
• Provide support to the USP Field Operations group 
• Calendar management for all directors in MS Calendar 
• Answer incoming calls and inquiries to the office. Greet any visitors coming into the building 
• Conducts research and manage ESetup requests for teams 
• Prepare expense reports in Concur - Multi-currency 
• Create requisitions in SAP/ERSA for service/purchase orders for the teams in multiple BMS (manage the lifecycle of a PO/SO 
• Provided administrative support to the team members, calendar, travel and other office duties 
• Catering for onsite/offsite meetings. reserve conference rooms, order conferencing materials 
• SharePoint maintenance (creating and maintaining site information for multiple groups 
• Oversee Maintenance department - enter work orders into our computer system & distribute to maintenance staff. 
• Answer calls related to Department inquires

EXECUTIVE ASSISTANT TO THE VICE PRESIDENT - GLOBAL COMMUNICATIONS

TYCO INTERNATIONAL
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Princeton, NJ
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February 2014 to August 2014

This position was a temporary assignment to manage the administrative duties with Tyco. 
 
Duties and Responsibilities: 
 
• Directly Report & Provide Support to the Vice President of Global Communications & Media Manager 
• Manage all mailing, FedEx shipments, collection, & correspondence for a major project handling 200+ confidential legal documents 
• Mail-merge name & address data for incremental actions from Excel into the appropriate legal documents & check for errors 
• Prepare & send contracts via FedEx, Track FedEx shipments, 
• Communicate daily with companies that are requesting donations 
• Invoice and purchase order processing through Ariba S/M 
• Prepare and maintain a detailed Excel Workbook reporting of department budgeting of projects 
• Create Administrative Processes, Documents, & ways of improving the project to accelerate outcomes & increase efficiency. 
• Created highly effective & organized filing system, resulting in easy access to critical information & streamlined project functioning 
• Manage, update, edit, and upload confidential contracts, legal documents & legal correspondence using SharePoint 
• Internal social media platform support

CONTRACT COORDINATOR, CONTRACTS & GRANTS

JANSSEN PHARMACEUTICAL COMPANIES OF J&J
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Titusville, NJ
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December 2013 to February 2014

This position was a temporary assignment was with Janssen Pharmaceuticals in the Contracts and Grants Department. 
 
Duties and Responsibilities: 
• Review administratively finalize (headers/footers/file name consistency) watermark and protect contracts and amendments 
• Print, assemble, and track contracts, amendments, mass mail and other relevant documents 
• Secure appropriate signatures of contract documents via departmental processes 
• Update and maintain tracking databases with necessary relevant contract information 
• Work with contract database to ensure compliance with missing fields and other related items 
 
• Run reports to find contracts and amendments still outstanding and then follow-up with them for signature 
• Maintain electronic repository of contracts and related documents 
• Organize, store, archive, and retrieve files for contracts, payment documentation and other relevant documents 
• Archive documents to third party repository 
• Comply with requests from QA and auditors under guidance of analyst/manager

EXECUTIVE ASSOCIATE TO THE VICE PRESIDENT OF INFRASTRUCTURE SERVICES

BRISTOL-MYERS SQUIBB
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Hopewell, NJ
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February 2013 to December 2013

This position was at Bristol-Myers Squibb on a temporary assignment through Aerotek, in this position I was supporting the Vice President and his team 
 
Duties and Responsibilities: 
 
• Provide support to the Infrastructures group (Operational Quality and Processes, Hosting Services, Network Operations, Software Asset Management, Information Security, Hosting Solutions Services) 
• Calendar management for all IS directors in MS Calendar 
• Answer incoming calls and inquiries to the office. Greet any visitors coming into the building 
• Conducts research and manage ESetup requests for teams 
• Create requisitions in SAP/ERSA for service/purchase orders for the teams in multiple BMS (manage the lifecycle of a PO/SO 
• Provided administrative support to the team members, calendar, travel and other office duties 
• Catering for onsite/offsite meetings. reserve conference rooms, order conferencing materials 
• SharePoint maintenance (creating and maintaining site information for multiple groups 
• Oversee Maintenance Department - enter work orders into our computer system & distribute to maintenance staff. 
• Answer calls related to IS services activities for contractors, employees, and interns' PCs, workspaces as needed

EXECUTIVE ASSITANT TO DIRECTOR - CV METOBLICS

BRISTOL
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August 2012 to November 2012

This position was at Bristol-Myers Squibb on a temporary assignment through Aerotek, in this position I was supporting the Director of CV Metabolic and his team of 10. Bristol-Myers Squibb is a global Bio Pharma company. 
Duties and Responsibilities: Manage all executive level administrative tasks including arranging travel for domestic and international trips - registering for offsite conferences. Coordinate all meetings, teleconferences and videoconferences, including order lunch for onsite and offsite conferences and Town Hall/Team Building events. Typed and distributed correspondence letters and mail. Entered expense claims into BMS software Concur. Scheduled off-site meetings by contacting guest speakers, sending notices, making appointments and notifying appropriate parties of the time and location

PROJECT COORDINATOR I - CLINICAL SCIENCE MANGEMENT

BRISTOL-MYER SQUIBB
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Lawrenceville, NJ
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January 2012 to April 2012

This position was at Bristol-Myers Squibb on a temporary assignment through Aerotek, in this position I was supporting the Clinical Science Management Team. Bristol-Myers Squibb is a global Bio Pharma company. 
Duties and Responsibilities: Provides support to the department, administratively by managing the weekly agenda for the core members of the CSC team Attended live promotional material review meetings as scheduled. Responsible or Sending out all triage status emails to the CSC team. Work as a team and assist other content coordinators as needed for meeting coverage. Created and updates all file folders to keep track of all the weekly studies. Responsible for maintaining the BMS SharePoint site for all weekly meetings, including uploading of action items, and study related documents, and keeping track of the newly added weekly submissions. Assist with study status reporting and completion of trial related tracking documents, as directed. Maintain up-to-date, accurate clinical trial master files to audit/inspection.

PROGRAM ASSISTANT

US DOT/PHMSA
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West Trenton, NJ
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May 2011 to December 2011

This position was a temporary assignment, in this position I was supporting the Director of pipeline safety. The Pipeline and Hazardous Materials Safety Administration is a United States Department of Transportation agency. 
Duties and Responsibilities: Provides support to the Director, administratively by managing a complex calendar, travel and hotel arrangements, domestic and international. Help develop materials and resources to assist reporting, verification. Maintain accurate records for PHMSA inspectors. 
Organize, maintain all government records. Answered phones and took public inquires for pipeline issues. Serve as liaison to staff for most of Time keeping related inquiries, leave request and vacation time availability

Engineering Administrative Assistant

Switlik Parachute Company
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Trenton, NJ
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December 2010 to May 2011

This position was at Switlik Parachute Company on a temporary assignment, in this position I supported the CEO and Engineering Director. Switlik Aviation Survival Products have been redefining the industry for over 90 years 
Duties and Responsibilities: Provided support for the CEO and Engineering Director. I made appointments and updates standing meetings in the CEO's calendar as necessary. Formatted correspondence, reports, etc. and proofreads for accuracy. Answers phones, screens call's, responds to questions, takes massages, or refers callers to appropriate personnel. Coordinates phone coverage for the entire department with other administrative personnel. 
Gathers appropriate materials to respond to internal and external email requests for information. 
Screens, sorts, date-stamps and distributes mail. Copies and distributes facsimiles for the division in a timely manner. 
Tracks progress of assigned tasks/projects. Responsible for setting up training classes for new/existing clients

Office Manager - Executive Assistant to the CEO/CFO

Faithful + Gould, Inc
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Ewing, NJ
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December 2003 to November 2009

This position was at Faithful + Gould Incorporation, in this position I supported the CEO and CFO at the corporate office located in Princeton, NJ. 
Duties and Responsibilities: Provided support to the CEO & CFO and Vice President, administratively and personally by managing a complex calendar. Office Management duties included maintaining employee vacation and sick days, maintained inventory and purchased office supplies, manage vendor contracts, managed receptionist 
Oversees daily office operations managing a staff of 30 employees 
Assisted HR with prescreening prospective candidates and all new hire setup 
Budgeted, created and managed service orders and purchase orders, inclusive of processing and approval of 75 invoices monthly and running & maintaining reports (Forecasting, Turnover and Profit Totals) 
Process over 25 Expense Claims on a monthly basis. Coordinate with various staff for operational support activities of the office; served as a liaison between departments and operating units in the resolution of day-to-day administrative and operational problems.

Education

HS Diploma

Steinert High School

1986

Associates in Business in TECHNOLOGY SNAPSHOT

Mercer County Community College