Executive Administrative Assistant

Posted on: 2006-11-13

H) 678-546-1734 (M) 714-904-8428 [email protected] EXECUTIVE SUMMARY •Twenty-two years at divisions of Johnson & Johnson, starting as Region Office Coordinator in 2-person consumer products sales office, promoted to Executive Assistant supporting Executive Director in 50-person Sales and Logistics Company. Assumed office management responsibilities as well. •Exceptional interpersonal skills •Recognized success in Top-to-Top executive meeting planning •Flexible and responsive to special requests/events, i.e. opening office for early video conference calls and meetings as well as late hours to meet deadlines •Recipient of Professional Achievement Award for implementing streamlined procedures for three satellite offices •Trained two new Region Office Coordinators •After reorganization and office closure, joined surgical eyecare company as Executive Assistant to Vice President Customer Service. PROFESSIONAL EXPERIENCE Advanced Medical Optics, Santa Ana, CA October 2005-July 2006 Executive Assistant to Vice President Customer Service •Domestic and International travel •Maintain calendar for VP and two Managers •Schedule international conference calls with personnel in Europe, Asia •Correspondence: wordsmith VP’s for proper grammar, spelling and syntax, •Based on needs identified at meetings, recommend and schedule training classes to meet needs •Complete VP’s expense report; audit two department manager reports prior to submitting to Finance •Meeting planning and on-site coordination to assure comfortable, efficient learning environment, as well as transportation and reservations for group dinners and entertainment; audit billing for accuracy •Identified and hired translator for Global Customer Service meeting to facilitate best learning for visiting Asian personnel •Plan internal meetings and consultant workshops: locate and reserve available meeting rooms, assure all attendees informed of location, agenda and updates on changes; materials preparation; arrange appropriate catering •Daily Sales reports - input changes and distribute •Dynamic PowerPoint presentations JOHNSON & JOHNSON FAMILY OF COMPANIES 1983-2005 Johnson & Johnson Sales And Logistics Company, Irvine, Ca June 1999-June 2005 Executive Assistant/ Office Manager Support Directors of Customer Development in servicing Platinum level accounts (Albertsons & Safeway) •Consistently selected to assist senior management due to professionalism with personnel and customers •Office Management: security system and access keys for personnel, security hardware & software updates for office build-outs and increased security measures; office supplies, check requisitions; equipment lease renewal •Main point of contact with corporate headquarters as well as property management company •Responsible for planning and coordinating Annual Johnson & Johnson/Albertson’s Summit Meeting in Scottsdale, Arizona, as well as other off-site meetings, conferences, planning sessions, to include: ……….Selecting hotel/resort ……….Negotiating best rates for sleeping rooms and securing complimentary meeting space ……….Compile and update attendee lists, sleeping room reservations, catering headcount. Provide to hotel sales & catering personnel on timely basis ……….General session room layout to assure comfortable, efficient learning environment ……….Select appropriate catering menus for all breakfasts, breaks, lunches ……….Binders or presentation copies for attendees ……….Audio/Visual equipment ……….Choose restaurants for off-site group dinners and/or entertainment venue ……….Group transportation to/from hotel and events •Domestic travel reservations utilizing J&J Travel Department, AmEx Travel, Corporate Travel Online (CTO) •Expense reports: complete own, and audit Director’s reports prior to submitting to Finance using eXRS •Correspondence, reports, presentations •Schedule meetings and appointments •Update Team Web site •Support Finance Manager and Logistics Director as needed •Designed Western Cross Functional Team Orientation Guide to assist new hires with policies & procedures and office layout •Strong support of Johnson & Johnson Credo through team involvement in community events: ……….Annual Heart & Soul Fun Runs, AIDS Walk Orange County, blood drives January 1995-May 1999 Executive Assistant to Executive Director Assisted Sales Vice President and Executive Director with highly confidential project of reorganizing five operating company regional offices into one southern California location, including performance evaluations, succession planning and displacements, while maintaining high degree of confidentiality •Selected to support each successive Executive Director •Responsibilities included meeting planning, presentations, travel, calendars, correspondence. •Human Resources Administration within three Western satellite offices. •support of Finance Manager included overseeing ordering process in three satellite offices Johnson & Johnson Advanced Care Products May 1983-December 1994 Region Office Coordinator •Supported Regional Manager, four District Managers and field sales •Written correspondence, daily sales reports and presentations •Liaison with all levels of personnel at corporate offices in New Jersey •Embraced computer technology when rolled-out to satellite offices •Proposed and gained approval for on-going training at New Horizons Computer Learning Center in order to quickly gain advanced skills in all successive software programs rolled out •Acted as “software support” for field sales. •Developed an efficient spreadsheet for tracking retail pricing at top 20 accounts. •As member of Quality Access Task Force, converted eight multi-part forms into computer-generated documents. •Recipient of ACP Professional Achievement Award for these efforts. •Trained two new Region Coordinators. ESSENTIAL SKILLS •Microsoft Office …… Word …… Excel …… PowerPoint …… Outlook •Lotus Notes •eXRS Expense •Concur Expense •CTO (corporate travel on-line) •CWT (Carlson Wagonlit Travel) •Visio and OrgPlus •Internal & Off-Site Meeting / Events Planning •Customer Relations •Professionalism •Written & Verbal Communication •Confidentiality •Creativity ………Invitations, newsletters, new-hire orientation guide •Personal Interest training: ………PhotoShop ………Web Design