Summary
Overview
Work History
Education
Skills
Timeline
Generic

Delina M. Smith

Springfield Township,NJ

Summary

As the Executive Associate to SVP, Global Quality, Chief Quality Officer I have worked as an extension for the executive leader and the Global leadership team. I work with a high degree of independence while applying expert judgement to address matters on behalf of the SVP and their team, with minimal mistakes and errors. Acting proactively on behalf of the SVP to endure the smooth running of their day-to-day activities as well as the overall functioning of their office. The ability to think ahead and anticipate and resolve problems before they occur. To resolve issues independently and proactively. I represent the SVP and their teams externally with a high degree of professionalism and can multi-task and as such can prioritize highly diverse, time sensitive and often complex projects, activities, and tasks with minimal support. In this role I am involved in high level exposure to confidential material and have used tact, diplomacy, discretion, and judgement. I have remained poised and focused during this fast paced, high business impact working environment.

Overview

21
21
years of professional experience

Work History

Executive Administrative Associate II

Bristol Myers Squibb
07.2020 - Current
  • Leveraged administrative support across our organizations to work as an integrated team and have raised the bar for all our administrative staff
  • Managed the SVP’s calendar along with 2 VP’s calendars
  • Scheduled meetings for SVP, two (2) VP’s Biologics Quality and SB&E
  • Point of Contact for VP, Biologics Quality and SB&E
  • Proactively look ahead at schedules, events, and needs of executive/team, anticipating conflicts, problems, and issues
  • Takes appropriate steps to produce desired results
  • Liaison for all Communications Announcements within the Global Quality
  • Revise and modify drafts of communication announcements
  • Formatting of communications for email
  • Adding of hyperlinks to communication announcements
  • Additional Content creator for GQ Town Halls to include but not limited to: Patient Video, speakers, slide presentation assistance
  • Work with HRBP to schedule all HR mtgs with Global Quality
  • Send out reminders to GQ LT for HR related deadlines and place deadlines on calendars
  • I.e., Talent Planning, Surveys, BMS Mid-Year and End of Year Process emails
  • Work with HRBP on confidential actions
  • Completed all integration planning for New Hire VPs in GQ
  • Updated Cost Centers in Workday for newly appointed GQ VP’s
  • Processing of Job change/promotion in Workday
  • Transferring of FTEs from VPs to SVP and from SVP to VPs in Workday
  • Workday and Teams Delegate for SVP
  • Workday Delegate for Onboarding of new hires in the GQ LT (3 VP's) which includes: Welcome email to new hire, location planning with Site Planning Group, Creation of Integration Plans

Senior Administrative Assistant II

Bristol Myers Squibb
12.2019 - 07.2020
  • Provide comprehensive administrative support to the VP, CTDO Quality, including extensive scheduling and calendar management
  • Arrange internal and external meetings
  • Prepare, submit, process, and track expense reports
  • Maintain staff lists, Visio organizational charts, and other departmental documents
  • Coordinate global/departmental meetings, ensuring coordination of all internal and external vendors and operating within a defined budget
  • Organize administrative systems with accuracy within necessary systems
  • Prepare presentation materials in MS PowerPoint, Excel, and Word as needed
  • Develop and maintain excellent relationships with admins across BMS
  • Establish a strong network across BMS, including within GPS
  • Maintain the CTDO Quality SharePoint site
  • Manage domestic and international travel arrangements, including multi-leg travel
  • Obtain travel visas and passports for colleagues
  • Coordinate conference room scheduling, room setup, and audio/visual needs; work with meeting coordinators to coordinate locations, room setup, catering, etc
  • Manage visitor/colleague registration at various sites

Senior Administrative Assistant II

Bristol Myers Squibb (Formerly Celgene)
10.2018 - 12.2019
  • Provided comprehensive administrative support to the SVP, GPDO Quality Operations, VP, Global Quality Systems and Compliance, and VP, Biologics Quality Assurance, along with their teams
  • Managed scheduling and calendar management for the SVP and two VPs
  • Arranged internal and external meetings, coordinating logistics and ensuring adherence to defined budgets
  • Coordinated global/departmental meetings, including town hall meetings and special guest speakers
  • Managed logistical support for on- and off-site meetings and events, including conference room scheduling, room setup, audio/visual arrangements, and catering
  • Managed domestic and international travel arrangements, including multi-leg travel, for the SVP and two VPs
  • Obtained travel visas and passports for colleagues
  • Prepared, submitted, processed, and tracked expense reports for the SVP and two VPs
  • Prepared, revised, and proofread documents and presentation materials in MS PowerPoint, Excel, and Word
  • Coordinated the scheduling of all GPDO Global Operations Leadership Team meetings and events
  • Proactively prepared agendas for GPDO Global Operations LT meetings, Global Quality Systems, and Biologic Quality Assurance meetings
  • Maintained staff distribution lists for Global Quality Operations and Global Quality Systems and Compliance
  • Maintained and updated organizational charts for Global Quality Operations, Global Quality Systems and Compliance, and Biologics
  • Drove financial accuracy by opening purchase orders, working with Legal and Procurement, and ensuring prompt and efficient entry/closing of purchase orders
  • Submitted purchase order requests via Oracle, monitored contract approval status, and resolved invoice discrepancies
  • Collaborated with the Legal team to complete legal contracts for vendors and with the Procurement team to resolve past purchase order issues
  • Developed a purchase order spreadsheet to track PO openings and spend, ensuring invoices were paid promptly
  • Managed onboarding and general assimilation of new hires, including planning Day One workspace, desk phone, cell phone, and office supplies, and coordinating the first 90 days checklist activities
  • Served as the primary contact for hiring managers of Global Quality Operations, Global Quality Systems and Compliance, and Biologics Quality Assurance, coordinating and scheduling interviews within the groups

Executive Assistant

Pfizer Consumer Healthcare
01.2016 - 09.2018
  • Provided comprehensive administrative support to the VP, Chief Medical Officer Consumer Healthcare of Global Clinical Development and Medical Affairs (GCDMA)
  • Supported the Heads of Health and Wellness and their two teams
  • Provided personal and confidential support for the VP in all aspects, including day-to-day operations such as telephone coverage, handling mail and fax documents, filing, and maintaining/ordering office supplies as needed
  • Organized all staff meetings for the VP, Leadership Team (LT), and Extended Leadership Team (XLT), as well as for the Heads of Health and Wellness
  • Coordinated and managed domestic and international travel arrangements, including preparing typed itineraries for the VP, Heads of Health and Wellness, and their teams
  • Organized administrative systems to support department members, including filing/records retention, management of SharePoint, and other systems/functions as needed
  • Facilitated communications to the VP and assisted in prioritizing responses
  • Created and followed up on Ariba SAP Purchase Orders (PO), including handling invoices and payments
  • Submitted expense reports for the VP, Heads of Health and Wellness, and their teams using Concur
  • Prepared and/or updated presentation materials as requested by the VP and Health and Wellness Teams and Heads
  • Facilitated communication between the VP and direct reports, including urgent responses needed from the VP

Senior Administrative Coordinator

Pfizer Consumer Healthcare
09.2013 - 12.2016
  • Provided comprehensive administrative support for the Rx to OTC Switch Team
  • Coordinated with the Department Head and Finance to prepare and complete the Finance Department Template Annual Budget with annual/quarterly numbers, tracking actuals by cost center for the Quarterly Forecast for the Switch Consumer Development Department
  • Worked with Switch Product Managers/Directors and Finance to prepare and complete Finance Product Actuals and Forecasts in the Finance Tool by cost center, project, and WBS cost element
  • Followed up with Ariba/SAP and AP to ensure departmental and Therapy Area expenses were forecasted and spent per planned budget
  • Served as a system expert for the Finance Budget System, Ariba/SAP, and Funding Request Form system, training admins, inexperienced users, new hires, and legacy employees on how to enter, track spend, and obtain informational reports
  • Managed the opening and tracking of spend against cost centers, tracking of location within specific product budgets and cost centers within the US and globally for all purchase orders, contributions, sponsorships, memberships, and funding requests for the Global Switch Group
  • Partnered with outside advertising, packaging, and environmental management groups to coordinate involved and complicated meetings for Switch Projects, increasing meeting efficiency and time management
  • Identified areas of gaps or emerging issues and brought them to the relevant leader’s attention with solutions, such as improving the tracking of Epays by number in the Finance System
  • Implemented and maintained a new Purchase Order (PO) and Funding Request (FRF) questionnaire to reduce errors when opening POs and FRFs
  • Generated and utilized user-friendly reports to assist the team with budget tracking, showing open POs and spend projections
  • Coordinated quarterly and year-end accruals to provide updates to the finance team
  • Developed a system to make the accrual process more efficient
  • Analyzed purchase order summaries, confirmed invoice status, and provided support documentation from vendors to the finance team to ensure all accruals were accurate
  • Reviewed all purchase order documentation for accuracy
  • Submitted purchase order requests via Ariba SAP, monitored approval status, and worked with Procurement to ensure quick processing turnaround time
  • Resolved invoice discrepancies

Senior Administrative Associate

Townsend & Associates
12.2012 - 09.2013
  • Company Overview: Contractor at Pfizer Consumer Healthcare
  • Provided comprehensive administrative support to the Senior Director, Global R&D Lead-GI Franchise, and the team
  • Supported the VP of Global Medical Scientific Affairs and the Director of Global Project & Portfolio Management, along with their respective teams
  • Scheduled complex interview schedules for new candidates
  • Managed GROW trainings, including coordinating meetings and training materials
  • Managed the GROW SharePoint site
  • Updated organizational charts for GMSA and GPPM
  • Scheduled appointments and managed calendars
  • Planned and managed domestic and international travel arrangements
  • Prepared and submitted expense reports
  • Printed and prepared meeting materials
  • Onboarded new hires
  • Typed and proofread documents and presentation materials
  • Contractor at Pfizer Consumer Healthcare

Senior Administrative Assistant

Merck & Co
10.2010 - 12.2011
  • Provided comprehensive administrative support to the Director and staff of Bone, Respiratory, Immunology, and Dermatology (BRID)
  • Managed the Director’s calendar with control authority
  • Expedited SAE Alert report distribution and filing
  • Managed ClinDoc filing
  • Tracked and reported the status of issues related to projects
  • Coordinated all domestic and international travel arrangements
  • Processed and tracked all expense reports in COMET/SAP
  • Coordinated all internal and external meetings
  • Managed SharePoint sites by adding files and providing permission to view files to appropriate external individuals
  • Routinely managed internal and external inquiries by screening calls, answering questions, and redirecting to appropriate personnel
  • Responsible for various recruitment activities
  • Maintained heavy contact with upper management
  • Generated correspondence and faxes under own signature, with varied content
  • Maintained attendance records for the Director and team
  • Prepared complex Clinical Study Reports for the BRID team

Senior Administrative Assistant

Merck & Co (Formerly Schering-Plough Corp.)
07.2007 - 10.2010
  • Provided comprehensive administrative support to Global Clinical Compliance (GCC), including Global Clinical Quality Assurance (GCQA), Global Inspection Organization (GIO), Global Clinical Audits (GCA), and Global Clinical Document Management Systems (GCDMS)
  • Supported 2 Directors (GIO and GCDMS), 1 Associate Director (GCA), 14 Managers (GCQA), 1 Manager (GIO), 1 Manager (GCDMS), and 5 Managers (GCA)
  • Assisted with the GCP Compliance Committee, including updating the GCP Compliance Committee SharePoint Site, maintaining the GCP Compliance Committee Excel Summary Log, scheduling bi-weekly meetings, and sending out periodic updates to all attendees
  • Managed all hard copy filing of documents
  • Provided HAAMS training to assist with GIO and CAPA tracking
  • Assisted GIO with FDA and EMEA inspections
  • Populated CAPA templates
  • Served as SharePoint Owner/Administrator for GCQA/RCQA and GIO
  • Managed onboarding of FTEs and contractors for all groups
  • Created and edited Excel spreadsheets for all groups
  • Developed PowerPoint presentations for GCQA and GIO
  • Created and edited Visio flow charts for GCQA
  • Managed ClinDoc filing for all groups
  • Managed domestic and international travel arrangements for GCQA
  • Created expense reports for GCQA
  • Tracked attendance for all groups
  • Scheduled meetings for GCQA, GIO, and other groups as needed
  • Scanned documents for GCQA and GIO
  • Ordered office supplies for all groups

Administrative Assistant

Merck & Co (Formerly Schering-Plough Corp.)
02.2004 - 07.2007
  • Provided comprehensive administrative support to the Director of Operations Assurance, Clinical Supplies, and Training, as well as 14 Managers and 2 Coordinators
  • Managed complex calendar schedules for the Director and Managers
  • Distributed monitor mailings and managed SAE Alert Report filing and distribution to sites
  • Created departmental organization charts using Visio in collaboration with the VP of GMA
  • Managed ClinDoc filing and archiving of departmental and business-related documents
  • Arranged complex travel itineraries for the Director and Managers
  • Circulated documents for RFCs and prepared and tracked expense reports
  • Processed invoices and reconciled accounts payable for Clinical Supplies
  • Managed UAR requests and scheduled complex meetings for the group
  • Conducted all scanning and faxing tasks for the group
  • Prepared secrecy contracts and cover letters
  • Tracked and maintained filing for Investigator brochures and maintained computer files for PSRs
  • Coordinated label proofs, production orders, and batch record approvals for Clinical Supplies
  • Verified invoices for consultants and planned the Clinical Meeting in Berlin, Germany
  • Managed IT and maintenance calls for the group
  • Managed monitor mailings and FedEx shipments
  • Set up teleconferences for the group
  • Managed all aspects of onboarding for new FTEs and consultants, including working with HR to set up interview schedules and collaborating with outside vendors
  • Tracked attendance for the group

Education

High School Diploma -

Arthur L. Johnson
Clark, NJ

Skills

  • People Skills: Strong interpersonal, communication, and organizational skills
  • Multi-tasking: Demonstrated ability to multi-task, establish priorities, and meet deadlines with utmost accuracy
  • Management Support: Proven ability to work with all levels of management and provide support in a fast-paced work environment
  • Communication: Above average verbal and written communication abilities
  • Collaborator: A highly effective collaborator who understands the value of working together towards a common goal
  • Training: Experienced and effective at training new employees and co-workers alike
  • Technical Proficiency: Microsoft Office, Visio, SharePoint, Ariba SAP, Concur, and Workday

Timeline

Executive Administrative Associate II

Bristol Myers Squibb
07.2020 - Current

Senior Administrative Assistant II

Bristol Myers Squibb
12.2019 - 07.2020

Senior Administrative Assistant II

Bristol Myers Squibb (Formerly Celgene)
10.2018 - 12.2019

Executive Assistant

Pfizer Consumer Healthcare
01.2016 - 09.2018

Senior Administrative Coordinator

Pfizer Consumer Healthcare
09.2013 - 12.2016

Senior Administrative Associate

Townsend & Associates
12.2012 - 09.2013

Senior Administrative Assistant

Merck & Co
10.2010 - 12.2011

Senior Administrative Assistant

Merck & Co (Formerly Schering-Plough Corp.)
07.2007 - 10.2010

Administrative Assistant

Merck & Co (Formerly Schering-Plough Corp.)
02.2004 - 07.2007

High School Diploma -

Arthur L. Johnson

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