Allison Jones
San Francisco,CA
Summary
Detail-oriented Senior Executive Assistant with over 15 years of experience in program administration, information management, logistics coordination, project management, business communications, and expense tracking. Strong organizational and planning abilities, with a proven track record of successfully managing and executing projects from inception to completion. Skilled in overseeing project timelines, resource allocation, and stakeholder communication. Demonstrated success liaising across all departmental levels. Adept at working independently or as part of a team to ensure timely and efficient project delivery.
Overview
13
13
years of professional experience
Work History
Administrative Coordinator
Gilead Sciences Inc
10.2022 - Current
- Proactively maintain daily calendar and manage scheduling changes and resolve scheduling conflicts
- Organize, and schedule internal/external meetings, and department events that vary in size and complexity, including conferencing (phone and/or Zoom), agenda creation, tracking action items, and note taking
- Work Order processing and provide guidance on the Commercial Project Approval Process
- Manage travel requirements
- Create and manage organizational charts and other documents and presentations
- Submit, create, and track expense reports for the team, and submit invoices to ensure payment is complete as requested
- Coordinate computer/home office equipment, assign office spaces, and ensure required training is completed
- Onboard new employees
- Effectively prioritize workload, and independently resolve conflicts related to meeting multiple/competing deadlines
- Use advanced level software programs such as Excel, Word, and PowerPoint to prepare, format, and distribute memos, letters, reports, agendas, and PowerPoint presentations
- Create and manage multiple distribution lists
- Support budget exercises, research invoice variances on behalf of the team, Accrual support such as invoice status, add funds requests, PO closures
- Create and manage Gshare, MS Teams, GPartner sites for team collaboration
Senior Staff Assistant
Kaiser Permanente
12.2021 - 10.2022
- Organize and expedite the workflow for Gastroenterology's Chief Executive, Director, and department manager
- Arrange large conferences and meetings, including securing the rooms, equipment, and presentation materials and coordinating all logistics so that events run smoothly
- Maintain managements calendar and make travel arrangements
- Prepare special reports and presentations that require data gathering and comparing and summarizing data
- Monitor the department budget, tracks, and compiles expense reports
- Purchases department supplies and manages inventory
- Submits and tracks department invoices
- Maintain the department's website
- Create spreadsheets and graphics for presentations
Lead Pharmacy Assistant
Kaiser Permanente
12.2015 - 12.2021
- Ordered pharmacy merchandise from appropriate vendor as designated on inventory control document
- Received incoming pharmacy merchandise by signing delivery receipts
- Verified contents of shipments according to name and quantity with related packing slips and purchase orders
- Received and directed new and refill prescriptions for further processing, produces computerized or typed prescription labels, packages and sells filled prescriptions and pharmaceutical merchandise, assists pharmacy personnel with clerical functions
Support Service Representative
Kaiser Permanente
07.2014 - 12.2015
- Members of the nursing supporting Nurse Chief, Director and nurse managers contributed directly to patient care by ensuring that the necessary level of staff is provided for the inpatient units
- Generated daily reports describing variances between GRASP requirements
- Addressed all urgent staffing/payroll needs
- Maintained managements calendar
Executive Assistant/Front Office Manager
Southern California Edison
07.2013 - 07.2014
- Managed schedules and communications of key company executives
- Managed and prioritized calendar
- Gathered and prepared documents for meetings
- Schedule conference rooms, set up audio visual or on-line meeting tools and events
- Coordinate & ensure meeting logistics are in place
- Greet and escort parties to scheduled meetings
- Booked domestic and international travel
- Coordinate internal and external meetings
- Prepared expense reports
- Organized and coordinated large offsite events
Lead Central Service Desk Specialist
Synarc
11.2011 - 12.2012
- Entered patient data retrieved from pulling data set information
- Filed patient data forms in archive room in an efficient and accurate manner
- Responded to high volume inquiries via email daily
- Input data from various scientific studies such as Amgen, Pfizer, Xoma, etc
- Input data into Salesforce database
- Reviewed, processed, tracked, and monitored all image data received from clinical sites
Education
College of San Mateo
01.2011
Skills
- Advanced proficiency in Microsoft Office Suite (Word, Excel, Access, PowerPoint, Teams)
- Expert in Google Workspace
- Experienced with Salesforce CRM
- Strong written and verbal communication skills
- Proven ability to multitask, problem-solve, and manage complex tasks
- Exceptional time management and prioritization skills
- Skilled in project management calendaring at the VP level, ensuring seamless coordination of high-priority initiatives
Timeline
Administrative Coordinator
Gilead Sciences Inc
10.2022 - Current
Senior Staff Assistant
Kaiser Permanente
12.2021 - 10.2022
Lead Pharmacy Assistant
Kaiser Permanente
12.2015 - 12.2021
Support Service Representative
Kaiser Permanente
07.2014 - 12.2015
Executive Assistant/Front Office Manager
Southern California Edison
07.2013 - 07.2014
Lead Central Service Desk Specialist
Synarc
11.2011 - 12.2012
College of San Mateo