Administrative Assistant II
Kleinfelder Engineering
Total years of experience :26 years, 7 Months
Administrative Assistant to Chief of Staff of the Executive Vice President of Research and Development at Biogen Idec. The position involved heavy calendar management via Outlook and extensive meeting preparations including arranging presentations, conference rooms, and WebExes. In addition, was responsible for editing and developing departmental intranet page including story tracking, editing and publishing. Travel arranging and luncheon preparation. Also, assisted in maintaining departmental SharePoint site. Other duties as assigned including correspondence, spreadsheets, facilities assignments and supply orders.
I managed the office of a busy faith-based community organization that sought to assist Muslims in becoming engaged in their communities as well as assisting the Muslim community in the Boston area in building the new Islamic Society of Boston Cultural Center.
The position also involved managing the daily operations of the office and assisting the facility department with the daily physical plant operations of the center. This included such duties as greeting visitors, assisting with tours of the center, typing correspondence, arranging for flights and hotel reservations and transportation for visiting scholars and clergy, managing office supplies, managing trash/recycling scheduling, assisting with donation processing, assisting with bookkeeping, telephone donation solicitations, human resource duties, and many other responsibilities as assigned.
In addition, I was involved in supporting the varying community programs such as the Outreach Program, the Debts to Assets Program, and many other community programs.
I provided high-level administrative support to approximately 36 Principals, Senior Associates, Associates and Staff. This position entails preparing contracts for services, preparing project reports for clients, managing both corporate and personal correspondence for principals, assisting principals with their monthly billing, assisting marketing department with corporate rolodex, arranging complex international and domestic travel, visa preparation, assisting staff with immigration needs, scheduling and conducting both monthly and bi-weekly staff meetings and quarterly off-site conferences, arranging for client visits and handling all catering for client visits, preparing expense reports for all staff, managing Principal’s personal calendars, handling confidential departmental matters, supporting other administrative office staff on a weekly basis, as well as managing other departmental responsibilities as requested.
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Served as Administrative Assistant for Vice President/Director of Education and Training and the Director of Quality Management and the Director of Product Development and four Clinical Resource Specialists. Administered the new “Site Start-Up Kits” for new corporate sites. Designed and administered the clinical reference library for the staff. Assisted with monthly Corporate Orientation. Assisted in production of new corporate training materials.
Provided administrative support for Vice President and three Senior Environmental Analysts. Managed RFP process for Phase I Preliminary Environmental Site Assessments. Evaluated Phase I Bid Proposals. Awarded Phase I contracts to vendors. Assigned reports for review to Senior Environmental Analysts. Generated Phase I and Phase II environmental contracts for vendors. Managed work-in-process reports. Generated monthly spending reports to monitor for MWOB participation. Completely refurbished and organized entire Vendor contract files.
Provided administrative support to Vice President of Real Estate Appraisal Group. Prepared both corporate and personal correspondence. Managed Vice President’s calendar. Prepared weekly departmental meetings. Maintained the appraisers’ educational and licensure logs. Maintained vendor files.
