SUMMARY

• For over 25 years I have supported a myriad of individuals, organizations and teams.
• I partner and team with those I support to be aware of their short and long - term goals as they relate to the overall mission of the organization.

• Effectively interface with internal and external executives and staff at all levels.
• Professional image conscious.
• Maintain budget awareness.
• Profit/product driven.
• Understand end user computer logic and adapt quickly to new applications.
• Adapt quickly to new office systems, and work to improve them.
• Superb business writing skills.
• Expert keyboarding and Word Processing Skills.
• Work well both independently and in a team environment.
• Expert MS-Office Suite - Outlook, Word, Excel, PowerPoint, Access, Visio, Publisher, SharePoint, and MS-Teams.
• Other software experience includes Constant Contact, Confidential, QuickBooks T-Sheets, Zoho, Slack, Glip and Google Docs.

PROFESSIONAL EXPERIENCE

Transaction Coordinator

Confidential - Rockville, MD

Responsibilities:

• Scheduled all home stages, destages, and set employee schedules in QuickBooks TSheets.
• Arranged for transportation of furniture including renting moving trucks and hiring moving companies.
• Selected, screened, and interviewed employees for hire including warehouse workers, stagers, and project managers.
• Tracked all customers in Zoho CRM.
• Utilized Google OneDrive for Document Filing and controlled access for employees based on role.
• Utilized Stageforce software to provide stagers with descriptions, photos and logistics of home stagings.
• Utilized Slack for all internal communications.
• Created and utilized spreadsheets to track and calculate expenses and earnings for weekly and monthly reporting.

Administrative Coordinator

Confidential - Gaithersburg, MD

Responsibilities:

• Managed busy calendars and updated schedules frequently to accommodate changing situations and priorities, keeping in account appropriate business hours for employees in multiple time zones.
• Prepared complex travel arrangements through BCD travel involving multiple stops around the globe, to include flights, hotels, and ground transportation.
• Prepared and submitted complex expense reports in Confidential .
• Queried meeting attendees for agenda topics and prepared agendas and distributed to attendees.
• Checked calendars each evening and morning to cancel meetings where attendees were out or had otherwise declined and worked with line managers and/or other admins on the team to reschedule.
• Prepared e-cards for special occasions or sympathy and sent gifts.
• Registered executives for conferences and kept professional memberships current and up to date.
• Held weekly meetings with named supports and other ad-hoc meetings as needed.
• Created the current onboarding process and lead the global onboarding team for Late Respiratory and Immunology, including instructional slide decks for both onboarding admins and line managers.
• Received notice of new starters and start dates from various sources and worked with line managers, hiring managers and their admins to make sure everything was complete for new starters when they started on day one.
• Utilized SharePoint to create new starter folders and provided access to key onboarding individuals for checklists and other relevant documents.
• Ordered all equipment for new starters in a timely manner from various vendors used --laptops, monitors, docking stations, and other equipment as determined on a case-by- case basis -- to insure there was adequate time for IT to image the laptops, and were ready to distribute during human resources orientation and provide to the new employees.
• Ordered training to be assigned to the employees through SABA Cloud platform so that their accounts were ready to go on the first day.
• Added new starters to organizational charts, provided access for SharePoint and MS-Teams accounts, project folders and distribution lists.
• Worked with appropriate admin(s) on the teams to make sure new starters were scheduled for 1:1s and team meetings.
• Worked with new starters to prepare and complete biography templates and worked with hiring managers to distribute on Workplace to announce the new employee to the team.
• Requested workspace and lockers for all new starters.
• Held short meetings with the new starters several times during the first two weeks to make sure everything was up and running properly.
• Reached out to candidates to assess their availability.
• Matched candidate availability with interviewer availability; used complex training matrix to select interviewers.
• Set up placeholders for individual interviewers and panel interviewers, adjusting until all appropriate interviewers had a slot.
• Created the candidate calendar invites, using the same times and MS-Teams dial-in information in the candidate invites.
• Confirmed with candidates and adjusted until candidate and interviewer’s schedules aligned.
• Sent formal invites to candidates with full itinerary of interviews.
• Provided CV and candidate presentations to interviewers.
• Conducted AV checks with candidates to ensure their personal equipment was compatible with Confidential ’s.
• Set up debriefs with all interviewers to discuss candidate.
• Updated templates to insure uniform flow of information.
• Created Recruitment instructions and checklist for hand-off to other recruitment admins.
• Attended weekly global regulatory recruitment update meetings, providing updates on interview scheduling.

Executive Assistant to the CEO

Confidential, Charles Town, WV

Responsibilities:

• Supported the President, CEO, and sales team. Primary responsibilities included creating educational videos, creating tests and answer keys for CEO approval, and advertising and registering students in the courses.
• Other primary function was drafting provisional patent applications for CEO approval and submitting them to the United States Patent and Trademark Office.
• Created MS-Access database for tracking and monitoring progress of over 40 newly invented medical devices.
• Coordinated conference calls/interviews with CEO for the Board Certification class; worked toward moving Confidential into becoming certified to provide continuing education units for chiropractors in various states.
• Endeavored to assist Confidential to become FDA certified to manufacturer and sell its current line of inventory.

Administrative Coordinator

Confidential - Rockville, MD

Responsibilities:

• Supported Regulatory Team in preparing paper and electronic copies of documents to the FDA, complying with their very specific and detailed standards in submissions.
• Created shared directory infrastructure for employee navigation to submission documents and the correct placement of documents therein in various folders and subfolders, as they were accessed by different staff with varying levels of access.
• Formatted documents for the various long-term clinical studies including Annual Reports, Cover Letters, New Investigator Information, Changes in Authorized Representatives and Responses to Requests for Information.

Executive Assistant

Confidential - Gaithersburg, MD

Responsibilities:

• Performed heavy Outlook calendar management for Director, working closely with other employees and administrative assistants to adjust schedules to ensure key players could attend various meetings at multiple levels.
• Assisted with candidate acquisition, calling candidates and telephone screening them for employability, and tracked candidates throughout the hiring process in spreadsheets and provided reports to Director and Human Resources.

Executive Assistant

Confidential, Gaithersburg, MD

Responsibilities:

• Travel Arrangements in Confidential including hotel, flight, and ground transportation. Expense Reporting in Confidential .
• Monitored, printed and de-conflicted calendars for numerous individuals, utilizing working knowledge of staff priorities and command chain to accept, decline, or request rescheduling of meetings as necessary.
• Performed initial summarization of weekly Skyline Status Report and submitted for further processing.
• Printed and electronically submitted documentation to prepare staff for weekly Federal Aviation Administration (FAA) meetings.
• Updated SharePoint Continuous Operations Map and any other parts of the SharePoint site that needed updating; was administrator on the site and granted access to individuals as requested.
• Provided drive access to employees through Group Commander.
• Served as first point of contact for printers, scanners, fax machines, and conference room AV equipment issues.
• Seeded charts and prepared staff for monthly Program Management Review meetings and the Quarterly Host Program Management Review.
• This entailed updating PowerPoint slides and Excel Spreadsheets, as well as ordering reproduction and delivering hard and soft copies to Confidential and FAA employees.
• Monitored Hot Desks for out-of-town employees and guests and set up WIFI for guests who required it.
• Owned and Monitored the SharePoint calendar onsite, and calendars for 600 Maryland Avenue's (DC) large and small conference rooms.
• Prepared fed-ex labels online and packaged outgoing items.
• Copied, scanned and collated large documents.
• Sent out reminders for meetings and other workflow activities to varied distribution lists for daily, weekly and monthly due dates for reports and documents.

Executive Assistant to the President

Confidential - Rockville, MD

Responsibilities:

• Prepared travel arrangements for senior executive staff including complex multi-stop trips, hotel, and ground coordination for travel to events, meetings and satellite offices. Arrangements were made using multiple travel agents and online resources (Priceline, Orbitz, etc.) to procure the most direct and cheapest airfare, lodging and rental cars.
• Prepared organizational charts and flow charts in Microsoft PowerPoint and formatted and edited monthly e-newsletter.
• Set up bridge codes for video teleconferences that would often involve attendees from 2 or more different time zones.
• Researched and met with catering companies and restaurants for both in-house and off-campus meetings and celebrations.
• Overhauled HR file system to eliminate huge backlog; designed and implemented color coded retention schedule to meet present and future needs of the HR file system.

Executive Assistant to the President

Confidential - Washington, DC

Responsibilities:

• Directly supported President in getting out communications electronically and by mail, including heavy use of Dictaphone to type documents from President's pre-recorded dictations.
• Maintained MS-Access client database, coordinating with IT support to explain changes and recommendations for new functionalities as needed.
• Used database to market and track marketing efforts for Confidential events to 1500+ prospects, contacting all by telephone.
• Processed registrations in database. Researched venues for events and trainings for President's comparison and decision.
• Prepared all folders/binders for trainings and meetings and shipped appropriately.
• Supported the Accounting and Marketing department. Sending out membership renewals and formatted and sent out newsletters in Constant Contact.
• Maintained and kept updated registrants and other information for upcoming meetings on Confidential website.
• Prepared president for local and out-of-town meetings, including travel, lodging, ground transportation, personalized itineraries, and all other contact information and folders and documents he would need at site.
• Researched, recommended and implemented new online event management system that better met Confidential 's needs.
• Interviewed one candidate for the Georgetown Intern Program when President could not make the appointment; he was hired on my recommendation.
• Trained and delegated assignments to interns.

Principal Administrative Aide

Confidential - Rockville, MD

Responsibilities:

• For the training department, handled all aspect of meeting and training support, including putting upcoming meetings on website, registering participants, grading papers, processing and reporting scores and participant surveys. Also set up and broke down meetings - both seating and all audio/visual equipment.
• Coordinated all use of space in building for meetings by public agencies.
• Formatted and edited quarterly newsletter to all child care providers in Montgomery County, as well as brochures and flyers.
• Created and administered database for ChildLink referral program, which acted as interim database while in the process of getting funding for proprietary system.
• Represented Child Care Services at a series of meetings to determine what new software would be funded - I pitched ChildLink on behalf of the department - it was funded on the final vote.
• Created and implemented Disaster Preparedness Program for the building staff and 100+ children in child care classrooms.
• Convened meetings with key building staff, and staff from the Montgomery County Departments of Security, Fire and Rescue and Facilities, to craft a plan that was suitable for building and staff needs.
• Worked independently to bring credit card system to our office for trainees, including researching the company, and working with them to implement.
• Served as recycling coordinator.