Executive Coordinator

Posted on: 2007-01-08

07/2005 – Present Executive Coordinator / Human Resources – DuPont / Pioneer • TERMS reporting, Travel arrangement assistance, Calendaring and Scheduling conference calls and meetings and Filing. • Human Resources: Time Data Entry Coordinator, PTO Tracking, Verdia Site Calendar – (Out of Office) • Library/Lab Notebook Duties: Checking out lab notebooks, Tracking of onsite notebooks, Maintaining publications binder, All other tasks associated with laboratory notebooks and Order articles, magazines, publications, etc. • Bio-Materials Transfer, Log incoming and outgoing transfers. • Onsite Healthworks Coordinator; Answer questions, Provide information pamphlets, and Post upcoming news. • Finance: Capital Requisitions, Receive Quote from Scientist; Receive approval from Director; -Request Asset Number; Create Purchase Requisition; -Document PO Number, Asset Inventory Verification (shared) and Budget Assistance • Travel Related Needs; Travel reservation assistance for employees without corporate credit cards • Travel policy / Smart Travel inquiries and Arrange travel and lodging for Directors, and other people. • Business Meeting and Guest Visit/Seminar Needs: Meeting coordination, Schedule availability with • Admins or attendees, Circulating meeting invitation to attendees, Reserve meeting rooms • Teleconference/Live Meeting/NetMeeting reservations, Arrange coffee, snacks, and meals • Website Related Needs; Update shared calendar regularly with meetings and events. • Update website weekly. Keep folders updated • Office Related Questions & Needs; Label maker check-out and inquiries, Digital camera check-out and inquiries, emailing fax pick up reminders to company personal, communicate routine information reminders, and announcements to all employees via email and/or the internal website, Answer and Screen telephone calls, and Visitor check in / access badges • Other: Shipping and Receiving Phone backup To provide administrative support to the other Administrative Coordinator as needed 01/2003 – 07/2005 Financial Aid Officer – Wyotech, (Formerly known as Sequoia Institute) • Completed and provide general information application material regarding Federal, State, and institutional financial aid programs. • Reviewed financial material and performed needs analysis. • Data network, expected financial source, document tracking, and complete status codes. • Effectively manage the refinancing scheduling for second, third year and overview program changes. • Completed re-entry applications according to established policies and procedures. • Attended training sessions such as, workshop and seminars. 05/2002 - 12/2002 Secretary on-site with Northrop Grumman (temp position) • Supported the Commanding Officer and department heads of the US Navy. • Managed and maintained all aspects of the staff’s calendars/schedules. • Payable/Accounts Receivables and expense reports. • Coordinated all travel. • Designed and prepared the Navy’s newsletter, charts, other documents and computerized information for project tracking with confidentiality. 04/2000 - 3/2002 Executive Administrative Assistant III / Technical Report Coordinator – Medimmune (formerly know as Aviron) • Demonstrated exceptional planning, coordination, time management and actively support a wide range of administrative operations. Participant in Events Committee Board • Supported upper management and staff in the Clinical Development, Immunology, Infectious Diseases, Process Development, Analytical Development, Formulations and Pilot Plant departments. • Maintained, scheduled all calendars and emails, included but not limited to our staff and potential candidates. Assists in the enrollment of new employees • Efficiently and accurately managed accounts receivable activities including performing detailed data entry, auditing invoices for discrepancies, facilitating collections of outstanding receivables, posting payments, and producing Excel-driven statements, deposit spreadsheets, and fiscal reports • Processed all contracts and invoices for Vendor projects • Maintained library (hard copy and electronically) and database of market research reports, videotapes, and cassette tapes • Maintain weekly market research reports/updates • Assist with file management for Sr. Director of Market Research • Prepare travel itineraries for Market Research staff • Additional responsibilities as required: Assisted in maintaining agreements (including independent contractors) • Ensured and maintained confidentiality of all personnel documents • Assisted with recruitment and tracked Aviron Technical Report’s (ATRs) needed for FD&A audits • Effectively assisted Quality Assurance and maintained the flow of study documents between departments. • Worked under cGMP compliance, batch records, and tracked SOP’s when needed. • Accurately completed weekly expense reports and submitted them to designated individuals by weekly deadlines. • Researched vendors and negotiated the cost-effective procurement of equipment inventory. • Personally oversaw all accounts receivable and payable activities for our departments 6/1996- 2002 Nordstrom - Assistant Manager - Responsibilities included but not limited • Increased regional sales. • Supervised 12+ employees. • Implemented training course for new hires. • Maintained profile on customer’s preferences. • Scheduled. • Effectively convey instructions and inquiries to and from company personnel on behalf of the department Manager. COMPUTER SKILLS: SAP, Outlook, Excel, Word, PowerPoint, Meeting Maker, Publishing, Class and Eassist. References upon Request