Diana Vaughan
Norwood,Massachusetts
Summary
Detail-oriented administrative professional with extensive experience in travel coordination, calendar management, and process improvement. Effectively manages executive communications and logistics to support organizational success. Skilled in utilizing ERP systems and optimizing procurement processes to ensure timely project delivery.
Overview
22
22
years of professional experience
Work History
Executive Assistant
Lahey Health
09.2022 - Current
- Supported four VPs within BILH IT group, including VP of Data and Analytics, VP of Technology and Innovation, VP of Cyber Security, and VP of Infrastructure.
- Managed executive's administrative operations, coordinating travel arrangements, schedules, and correspondence while facilitating communication with administrative and clinical leadership.
- BILH IT System Services, Finance & Administration
Administrative Assistant, Buyer/Shopper
Siemens Healthineers
Norwood, USA
06.2020 - 10.2022
- Schedule and maintain calendar of appointments for the Business Line BA Head.
- Provide administrative assistance to the Business Line BA Head and his support staff.
- Book international travel and accompanying requirements for paperwork.
- Manage and complete expense report in a timely manner.
- Managed procurement of supplies and materials for R&D projects (SRM), ensuring timely delivery and addressing quality issues with purchases and invoices.
- Coordinated orders by managing shipping dates and resolving invoicing issues to streamline order management.
- Oversaw vendor onboarding and procured materials from approved vendors, adhering to established quality requirements.
- Norwood, MA
Executive Assistant, Credence Management Solutions
Air Force Nuclear Weapons Center
, USA
04.2018 - 06.2020
- Schedule and maintain calendar of appointments for AFNWC/NCI Divisions and above office.
- Responsibility of arranging meeting conference rooms, sending out meeting invites, etc., for senior leadership.
- Managed transportation and hotel reservations, coordinated schedules for visits, and communicated with organizations and officials to arrange logistics and initiate country clearance requests.
- Provide administrative assistance to Division and Office staff members for organizing and completing Division and office related projects and tasks.
- Drafted correspondence and documents, ensuring accuracy and confidentiality in handling sensitive matters.
- Provide editorial support which will include reviewing and analyzing documents to ensure they contain proper grammar, punctuation, spelling and are in the proper style and format as dictated through guidance.
- Prepare and provide various reports and technical reviews to leadership.
- Maintaining record/archive of reports, requests for information or taskers, such as resource allocation, correspondence, etc.
- Assist in the development and dissemination of MSRs.
- Coordinated and set up video teleconferences, meeting all technical requirements for effective communication..
- Managing in and out boxes within Outlook.
- Ensures tasks are completed in a manner that is compliant with relevant Government policies, procedures and standards.
- Hanscom Air Force Base, MA
Deputy Project Manager, Federal Contracts
MorphoTrust USA
Billerica, USA
08.2015 - 06.2017
- Assisted program manager with contract proposal preparation, project cost control, and conducted monthly project reviews to ensure alignment with objectives.
- Analyzed relevant data and developed solutions for unique customer issues to enhance service delivery.
- Billerica, MA
Administrative Assistant, Federal Field Service Operations (Federal Contracts)
MorphoTrust USA
Billerica, USA
10.2004 - 01.2017
- Oversaw billing, reconciliation, inventory control, and application and contract setup in multiple ERP systems for IDIQ federal government contracts including Department of State (DOS), (CASS)/Harris, TELOS, and Customs and Immigration (CIS).
- Guaranteed customer satisfaction as well as optimal revenue on multiple contracts by directly interacting with federal field service technicians, program management, and customers.
- Automated and optimized business processes in ERP systems to enhance accuracy and efficiency in customer billing.
- Prepared all month-end field engineering reports for timely contractual billing; set up and updated databases for new contracts; and maintained customer locations and contact information.
- Managed $2M inventory through ordering, inventory control, and shipments for multiple contracts across various locations.
- Assisted the service manager in reducing on-hand spare parts by over 50% within six months.
- (Formerly Viisage Technology), Billerica, MA
Education
Associate in Science - Office Administration
Bristol Community College
Fall River06-2027
Skills
- Travel Management
- Travel coordination
- Travel arrangements
- Meeting management
- Meeting planning
- Calendar management
- Executive support
- Project Management
- Contract Administration
- Report management
- SAP System Knowledge
- Process improvements
- Microsoft Office
- Staff training
- Communication skills
Qualifications Summary
Goal-oriented, performance-focused, and highly organized professional with hands-on experience in providing administrative support as well as coordinating various office functions and procedures. Adept at working with major clients, coordinating with various teams, and ensuring quality customer service. Skilled at managing and implementing business processes to improve efficiency and profitability. Articulate communicator; able to communicate with individuals of diverse backgrounds. Technically proficient with Microsoft Office Suite (Excel, Word, PowerPoint, and Outlook), various travel systems (Concur and Defense Travel Systems), Unanet reporting and multiple ERP systems (Oracle, Workday and Microsoft Great Plains).
Timeline
Executive Assistant
Lahey Health
09.2022 - Current
Administrative Assistant, Buyer/Shopper
Siemens Healthineers
06.2020 - 10.2022
Executive Assistant, Credence Management Solutions
Air Force Nuclear Weapons Center
04.2018 - 06.2020
Deputy Project Manager, Federal Contracts
MorphoTrust USA
08.2015 - 06.2017
Administrative Assistant, Federal Field Service Operations (Federal Contracts)
MorphoTrust USA
10.2004 - 01.2017
Associate in Science - Office Administration
Bristol Community College