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MEET ANNA

Hello, and welcome to my online CV/Resume. With years of experience and roles office management, administrative assistance, and public relations, I am able to offer my services and skills with the utmost confidence, competency, loyalty, and enthusiasm. I look forward to representing your brand and working with you. (She/Her/Hers)

 

WORK EXPERIENCE

April 2019 - Present

ASSOCIATE PRODUCER, THE ENSEMBLIST (NYC)

  • The Ensemblist is an online advocate dedicated to ensemble performers in Broadway and off-Broadway productions.

  • Assist in the audio production (utilizing GarageBand) of The Ensemblist's (TE) popular, award-winning podcast, dedicated to ensemble performers in Broadway and off-Broadway musical productions. TE’s podcast proudly boasts over 400 episodes and 1m downloads.

  • Social engagement to maintain and organically grow TE’s Instagram audience of over 25K followers.

  • Prior to industry pause brought up on by COVID-19: Covered and/or reviewed a variety of NYC theatre-related events, functions, concerts, and theatre productions. Additionally provided a diversity of operational support for branded, larger scale photoshoots, such as venue/location scouting and outreach, and any on-site assistance needed.

  • Published articles include, but are not limited to: ​

February 2019 - Present

ADMINISTRATIVE ASSISTANT, INTERCEPT PHARMA (NYC)

Administrative Assistant (US Medical Affairs)

November 2019 - Present

  • Support VP of US Medical Affairs and his direct reports, including three (3) Senior and Executive Medical Directors and two (2) PBC and NASH Medical Directors. Provide any additional support needed to fourteen (14) field-based Medical Science Liaisons.

  • Responsible for heavy Outlook calendar management, including scheduling virtual (WebEx) and (when applicable) on-site meetings and conference spaces for internal and external groups and individuals.

  • Act as Medical Review Committee (MRC) Coordinator within Veeva MedComms, which includes reviewing medical documents for standard quality control and protocols.

  • Play a key role as Operations Lead within the organization's Global Curriculum Committee (GCC). Regular duties include scheduling all medical training sessions within the greater Global Medical Affairs group, maintaining the GCC SharePoint site for latest materials and updates, acquiring recording consent documentation from all presenters, and cascading post-session exit surveys to gauge feedback.

  • Maintain VP's and direct reports' individual expense reports, including an organized consolidation of invoices and receipts.

  • Create and annotate executive and departmental presentations, pre-meeting agendas, and highly confidential documents per strict company compliance. 

  • Scribe and consolidate meeting minutes for confidential bi-weekly leadership team meetings, as well as any other meetings requested by senior or executive leadership.

  • Assist and collaborative with other Administrative staff across Global Medical Affairs and various cross-functioning groups.

  • Receive quarterly invoices for on-going corporate Seamless expenses within Workplace ERP.

  • Prior to compulsory COVID-19 work-from-home protocols: Utilized a variety of on-site conference room utilities such as Mirror Op and Cisco technologies. Provided front desk receptionist coverage as scheduled. Coordinated restaurant, air, hotel, car, and travel arrangements.


Administrative Assistant (IT)

February - November 2019

  • Supported Chief Information Officer (CIO) and six (6) senior directors within Information Technology (IT) department. Was responsible for heavy Outlook calendar management, including scheduling meetings and conference spaces for internal and external groups and individuals.

  • Maintained and owned IT budget and expense reports utilizing Workplace, Excel, SharePoint, and OneDrive.

  • Received a high, daily volume of classified vendor invoices. Submitted requisitions and created individual check requests as directed.

  • Maintained CIO’s individual expense report, including consolidation of invoices and receipts.

  • Mediated and processed from creation to fruition highly classified legal documents and contracts, utilizing CobbleStone CLM software.

  • Created and annotated executive and departmental presentations, pre-meeting agendas, and highly confidential documents per strict company security compliance. Documented meetings and distributed minutes quickly and concisely.

  • Collaborated with and provided assistance needed to senior Intercept Executives and Directors on specific goal-oriented tasks and projects.

  • Provided front desk receptionist coverage as scheduled.

December 2018 - February 2019

ADMINISTRATIVE ASSISTANT, D.E. SHAW (NYC)

  • Organized and logged a large volume of confidential mail and packages for high-level executives, investors, VPs, and administrative staff.

  • Processed international and domestic FedEx shipments, as well as USPS Mail, Certified Mail, and Priority Mail Express letters and packages.

  • Kept scrupulous inventory of office supplies in multiple departments throughout firm, including toner, paper supply, and shred bins.

  • Supported administrative staff with daily duties such as distributing newspapers, collecting mail, delivering packages and interoffice correspondence, stuffing and metering holiday cards, and any miscellaneous office assistance as needed.

October 2016 - October 2018

OFFICE MANAGER, SLIM INC. (PALM SPRINGS, CA)

  • Carried out standard operating procedures for all SLIM wholesale (B2B) and PROtherapies end-user (B2C) orders of company’s branded line of dietary food and health supplements. (Marketed under the B2B brand name PROtherapies)

  • Recorded and processed a high influx of daily B2B sales orders, invoices, and purchase orders in a timely, concise matter, per specific company protocols. Authorized credit card transactions, recorded statements, and posted and deposited payments for bookkeeping purposes.

  • Performed standard office managerial roles, including fielding and screening all incoming phone calls, maintaining and purchasing office supplies, creating and maintaining company spreadsheets, receiving all incoming and outgoing mail, and filing all pertinent and classified company documents.

  • Maintained B2C-facing social media properties (Instagram, Twitter, and Facebook).

  • Operated and managed the company's B2B and B2C e-commerce websites, hosted by CoreCommerce. These duties included customer account support and maintaining new and current product inventory.

  • Wrote, designed, and distributed the company's monthly B2B and B2C MailChimp e-blast newsletters, including all written copy and graphic elements.

January - June 2016

MARKETING INTERN, PALM SPRINGS LIFE (PALM SPRINGS, CA)

  • Worked alongside Palm Springs Life's marketing department as a direct liaison for Greater Palm Springs Restaurant Week 2016 (GPSRW), a week-long event showcasing the Coachella Valley's highest quality restaurants, resorts, and attractions.

  • Responsibilities included, but were not limited to, extensive and rigorous outreach and communication with current and potential participants, proofing and distribution of GPSRW collateral and press material, and extensive data entry.

  • In large part to these efforts, GPSRW 2016 proudly boasted the highest number of participating restaurants in event’s 10-year history.

  • Promoted future Palm Springs Life events via Twitter, Instagram, and Facebook, including Palm Desert Food & Wine and Fashion Week El Paseo.

  • Meticulously audited Palm Springs Life's social properties (Facebook, Instagram, Twitter, YouTube, Pinterest, et al.) for inconsistencies and outdated information.

  • Attended daily marketing meetings and assisted in proofing Palm Springs Life's new website copy, as well as specific marketing material and collateral.

 

ACADEMIC EXPERIENCE

Spring 2016

BACHELOR OF ARTS

CALIFORNIA STATE UNIVERSITY SAN BERNARDINO

Communication (Public Relations). Studied the various ethics and complexities of public relations, as well as how social media and the study of communication functions in our day-to-day lives, as both a practice and a theoretical field.

 

PROFICIENCIES

MICROSOFT OFFICE SUITE

Advanced

Word, Excel, Outlook, PowerPoint, OneNote, SharePoint, OneDrive, Teams

Two Pens on Notebook
Keyboard and Mouse

APPLE ILIFE AND IWORK

Advanced

Pages, Numbers, Keynote, GarageBand, Final Cut Pro

ADOBE SUITE

Advanced to Intermediate

Photoshop, InDesign, Acrobat

Laptop Writing
White File Folders

ERP / EXPENSE MANAGEMENT / CLM

Intermediate

Veeva MedComms, Cobblestone, BusinessWorks, Quickbooks, Workplace, ADP, SAP Concur

CONTENT MANAGEMENT

Intermediate

TweetDeck, WordPress, MailChimp, SurveyMonkey

Tidy Desk
Notepad on Desk

ETC.

Advanced

Latest Mac OS and Windows systems. Basic HTML and CSS. Typing and Data Entry (100+ WPM)

 

CONTACT

Thank you for reviewing my General CV. Please feel free to get in touch to learn more.

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©2019 by Anna L. Altheide.