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Click here or scroll down to respond to this candidateCandidate's Name
Billerica, MA Street Address
PHONE NUMBER AVAILABLEEMAIL AVAILABLEExperienced Executive Administrative Assistant with experience in biotech/pharmaceutical as well as expertise as a Legal Administrative Assistant seeks professional Executive or Legal Administrative position.PROFICIENCIESExpert Word ProficiencyOutlook email and calendar managementAdvanced PowerPoint and ExcelExcellent Spelling and GrammarExcellent ProofreadingOrganization and Filing ExpertisePhone and Email Messaging and ScreeningApttus and DocuSign Electronic SignaturesZoom and Teams meeting schedulingConcur Travel and Expense ReportsSharePoint, SAP Purchase OrdersParalegal Certificate; Westlaw case researchiManage Document ManagementMarketing Company Research- SalesforceInvoice and check processingDictaphone TranscriptionDomestic and International Travel ArrangementsDiligent Board SoftwarePROFESSIONAL EXPERIENCEEXECUTIVE ASSISTANT Circor International, Inc., c/o The Judge Group, Burlington, MA September 2022 June 2023Supported SVP, General Counsel and Chief People Officer; CFO, SVP, Business Development; CIOManaged Outlook calendars of three C-level executives.Scheduled meeting requests and adjusted for conflicts, inviting participants.Scheduled recurring meetings and adjustments throughout the calendar year.Meeting preparation, meeting invitations, coordinated schedules, reserved conference rooms.Coordinated scheduling meetings with Executive Assistant to CEO.Scheduled domestic travel, hotel and car service, coordinated changes to itinerary.Prepared expense reports in Concur, managed receipts, and submitted for approval and processing.Coordinated Board meeting scheduling, including catering, hotel and meeting rooms.Coordinated schedules with various time zones, including Europe, PST and EST.Scheduled Teams meetings, utilizing Teams for IM discussion and phone calls.Utilized Docusign for executing legal documents.EXECUTIVE ASSISTANT Karyopharm Therapeutics Inc., c/o Beacon Hill Staffing, Newton, MANovember 2021- March 2022Supported two Senior VPs, Global Medical and Scientific Affairs and Marketing DepartmentsManaged Outlook calendars of two Senior VPs, Global Medical and Scientific Affairs and Marketing.Scheduled meeting requests and adjust for conflicts, inviting participants.Scheduled recurring meetings and adjustments throughout the calendar year.Meeting preparation, meeting invitations, coordinated schedules, reserved conference rooms.Coordinated with other Executive Assistants and Administrative Assistants with scheduling.Scheduled domestic travel, hotel and car service, coordinated changes to itinerary.Prepared expense reports in Concur, manage receipts, and submit for approval and processing.Planned travel and remote business meetings, including catering, hotel and meeting rooms.Coordinated schedules with various time zones, including Europe, PST, CST and EST.Scheduled Zoom and Teams meetings, utilizing Teams for discussion and phone calls.EXECUTIVE ASSISTANT Fresenius Medical North America, Waltham, MA July 2016 April 2021Supported Senior VP, General Counsel, Associate General Counsels, Legal DepartmentManaged Outlook calendar of Senior VP, General Counsel and other VP executives.Scheduled meeting requests for various attorneys within Legal Department and Company.Meeting preparation, meeting invitations, coordinated schedules, reserved conference rooms.Coordinated with other Executive Assistants and Administrative Assistants with scheduling.Scheduled domestic and international travel, coordinated changes to itinerary.Prepared expense reports in Concur, managed receipts and submitted for approval and processing.Utilized ExtraView to verify Directors, Officers and signatories for company entities.Saved all executed documents to iManage within file management system by hospital.Coordinated Onboarding training sessions for all practice groups, technical support.Maintained Legal Department Org Chart on iManage in PowerPoint format.Prepared SharePoint Report to Germany on behalf of Fresenius North America Legal Department.EXECUTIVE ASSISTANT American Science and Engineering, c/o KForce, Billerica, MAMay 2016 June 2016Supported Senior VP, General Manager, Detection ServicesManaged Outlook calendar of Senior VP, General Manager.Meeting preparation, meeting invitations, coordinate schedules, reserve conference rooms.Coordinated with two executive assistants and senior management, including President and CEO.Prepared international travel arrangements, coordinate with employees outside country.Project work with engineering maintenance scheduling, utilizing Excel and shared drives.SENIOR ADMINISTRATIVE ASSISTANT Genzyme/Sanofi, c/o Saviance TechnologiesWaltham, Massachusetts November 2014 - December 2015Supported Senior Management within Pharmaceutical Company.Managed Outlook calendars for five senior managers, including department head and site manager.Prepared travel arrangements and expense reports utilizing Concur.Planned complex international travel, hotel, car service and transfers.Preparations for senior leadership meetings.Catering arrangements for meetings and events.Set up and delivery of catering for lunch and dinner meetings.Project work in preparation for meetings and events.Event planning for entire site for lunches, dinners, receptions, bartenders.Technical support utilizing Help Desk tickets, follow through to completion.Proactively promoted technical updates.Received guests and visitors to senior management meetings.EXECUTIVE ADMINISTRATIVE ASSISTANT Protiviti,c/o Robert Half/Office Team, Boston, Massachusetts September 2014 October 2014Supported three Directors and Consultants in Professional Consulting FirmManaged three Directors calendars.Travel arrangements for Senior Director; Time and Expense Reports.Coordinated interview schedules for potential consultant candidates.Notified security for visitors.Escorted visitors to work stations, interview conference room or Directors office.Edited PowerPoint presentations; copy Word versions into PowerPoint.Internet Research Company Contacts and Market Practice Area.Updated and input research information into Salesforce contact database.Received and sign for deliveries; FedEx laptops to corporate office.Screened calls for Boston office; Manage Boston office email account.Boston Office Manager.EXECUTIVE LEGAL ADMINISTRATIVE ASSISTANT, Wilchins Cosentino & Friend, LLPc/o Randstad Professionals, Wellesley, Massachusetts May 2014 August 2014Supported Senior Partner and senior attorneys in Trust and Estates practice.Managed Outlook calendar, contacts and email.Scheduled client meetings, telephone conferences and events via Outlook calendar.Prepared client documentation for trusts and estate final execution.Proactively prepared for upcoming client meetings and scheduling in advance.Time management, prioritizing and extremely fast paced environment.Maintained copies in client files and electronically via Outlook document management system.Email management and electronic filing within client folders via client/matter/category.Ongoing projects related to historical filing and accounting matters.Research regarding client/business contact information, MapQuest driving directions.Telephone screenings, message taking, email and voicemail messages for attorneys.Confirmed meetings, rescheduled and coordinated with clients directly for convenience.Greet clients and escort to conference rooms for client/attorney meetings.EXECUTIVE ADMINISTRATIVE COORDINATOR Fresenius Biotech North America,c/o The Mergis Group, Waltham, Massachusetts - March 2013 October 2013Supported Executive VP, North America, Chief Financial Officer, Biotech Division.Managed Executive Lotus Notes calendar, contacts and email.Arranged extensive domestic and international travel arrangements; prepared expense reports.Coordinated administrative needs for department, resolved computer technical issues.Supported clinical study project; updated Excel spreadsheets; edited Adobe documents.Managed contract database; downloaded and uploaded contracts and documents.Provided authorizations and processed vendor invoices with accounting department.Created expense reports, check requests, help desk tickets, follow-up to completion.Answered phones and screen calls; forwarded outside inquiries to appropriate parties.Researched FDA websites, printed documents, emailed to requesting individuals.Contact person for department; interfaced with parent company representatives.Contacted German headquarters for inquiries, sent FedEx packages, scheduled meetings.Updated clinical master file; access to restricted website with original research information.Originated correspondence; faxed, scanned, prepared copies for files and distribution.Ordered office supplies, maintained kitchen; ordered snacks, coffee, equipment, purchase orders.EXECUTIVE ASSISTANT Lantheus Medical Imaging, c/o Randstad, Billerica, MassachusettsJune 2012- July 2012Supported VP, Manufacturing and Operations, direct reports; assisted senior administrative assistant during medical leave.Managed executive Outlook calendar, meeting scheduling and email maintenance.Prepared and revised documents in PowerPoint and Word.Maintained orderly filing system.Extensive domestic and international travel arrangements, prepared expense reports.Prepared travel itinerary brochures.Conference call set-up; travel, map, directions and itinerary research.Arranged meeting catering, visitor badges and escort through Security.Prepared daily schedule for review and revision.SENIOR LEGAL ADMINISTRATIVE ASSOCIATE Millennium, The Takeda Oncology Company, c/o Randstad, Cambridge, Massachusetts October 2011- April 2012Supported IP VP, General Counsel, corporate and litigation attorneys within Legal Department of international pharmaceutical company.Outlook calendar management; email maintenance; meeting scheduling.Revised and prepared documents, PowerPoint, Word, Excel, blacklining, printed versions.Researched corporate contracts, publications and articles on E-Counsel and Internet.Extensive domestic and international travel arrangements, prepared expense reports.Arranged meeting catering planning, visitor badges and escort, computer access.Conference call set-up; inventory document files; research.Ordered office supplies, maintained orderly filing system; prepared travel itinerary brochures.Prepared daily schedule for review and revision.OFFICE ADMINISTRATOR- Missile Defense Government ContractsBoeing Company (at Raytheon) c/o PDS Technical Services, Inc., Woburn, MA- July 2009-October 2011Supported a department of engineers within Raytheon facility working in Missile Defense contracts.Prepared extensive, complex PowerPoint presentations from submissions by multiple parties,departments and divisions.Managed Outlook calendar for manager of department; access to multiple calendars.Organized meetings, send invitations via Outlook for conference calls.Reserved conference rooms for internal and external classified and unclassified meetings.Scheduled classified video conference meetings via several locations and participants.Ordered office supplies, tracked shipments, inventory computer equipment, managed repairs.Participated in regular departmental meetings via conference call; presentations in person.Telephone contact with government agencies, interaction with Raytheon and Boeing personnel.Emailed weekly two major PowerPoint presentations to multiple parties for conference calls.Supervised, provided clearance and escort visitors to facility for classified meetings.EXECUTIVE LEGAL ADMINISTRATIVE ASSISTANT- Bankruptcy DepartmentEDWARDS, ANGELL, PALMER & DODGE, LLP, (now Locke Lord) Boston, MAOctober 2000 November 2008Supported a Bankruptcy Partner and Associate for eight years; a role supporting multiple attorneys.EXECUTIVE LEGAL ADMINISTRATIVE ASSISTANT, Litigation/Corporate DepartmentsHALE AND DORR (now WilmerHale), Boston, MA July 1990 October 2000Supported three Litigation Associates in Litigation Department.Transitioned to support two Corporate Associates and a senior Corporate Paralegal/Attorney.EDUCATIONBachelor of Arts -UMass Lowell-Liberal Arts-Legal Studies and English- in process- graduate 2024Bachelor of Arts - Music, Cleveland State University, Cleveland, Ohio (Attended, not completed)Associate of Applied Business -Court and Conference Reporting, Cuyahoga Community CollegeParalegal Certificate - Middlesex Community College - completed December 2020 4.0 GPAREFERENCES AVAILABLE UPON REQUEST |
