Ellen Hartman
Roselle Park
Summary
Senior Executive Administrative Assistant with over 7 plus years of administrative experience and expertise in calendar management, meeting management, and travel arrangements within various industries. Prior to my move to Senior Executive Administrative Assistant, I was a Project planner and buyer from 2000-2004. I transitioned into the healthcare field in 2006 as a Surgical Technician and later into life sciences with Iquvia and Bristol Meyers. Extraordinary ability to track processes from inception to completion. Expertise in SAP systems used in manufacturing, trucking, corporate travel and reimbursement.
Overview
25
25
years of professional experience
Work History
Volunteer Coordinator
Homeless Outreach
02.2025 - Current
- Coordinated volunteer recruitment efforts, increasing community engagement and support for initiatives.
- Developed training programs to enhance volunteer skills and ensure consistent service delivery.
- Managed scheduling to optimize volunteer participation and maintain operational efficiency at events.
- Implemented feedback systems for volunteers to improve overall satisfaction and retention rates.
- Collaborated with local organizations to identify partnership opportunities and expand resource networks.
Senior Executive Administrative Assistant to SVP
Persistent Systems, Inc.
05.2023 - 02.2025
- Manage calendar for Chief Revenue Officer with a sense of urgency, strategic planning and problem solving.
- Ensure executive’s preparedness for meetings using Microsoft 365 (Outlook, Word, Excel SharePoint and Power-point).
- Route correspondence and prepare letters and spreadsheets.
- Perform activities that required advanced analytical ability, independent judgement with creativity and problem-solving skills.
- Secure travel arrangements and reimbursements through Concur SAP. Used SharePoint for uploading documents.
- Manage the scheduling of 9 boardrooms providing refreshments and catering as needed.
- Assist in event planning and marketing summits.
- Purchase office supplies and pantry items adhering to strict budget and expense reporting using SAP system.
- Developed and maintained confidential filing systems, ensuring compliance with data protection regulations.
- Facilitated communication between departments, fostering collaboration and improving workflow efficiency.
- Led onboarding process for new administrative staff, providing training on company policies and software tools.
- Implemented process improvements that streamlined office operations and reduced administrative workload by 15%.
- Created detailed reports and presentations to support executive decision-making during strategic planning sessions.
- Oversaw budget tracking for department expenditures, identifying cost-saving opportunities while maintaining quality standards.
- Maintained utmost confidentiality while handling sensitive information related to company data and personnel matters.
- Established strong business relationships with internal and external stakeholders to support company objectives.
- Collaborated with cross-functional teams to drive project success and ensure seamless communication across the organization.
Recruiter/Administrative Assistant
Iconma, Inc. – Prudential Financial
03.2023 - 05.2023
- Articulate job opportunities.
- Screen 50 plus candidates per day.
- Find and screen client advisors for financial professionals using salesforce from job boards
Administrative Assistant 2
US Tech Solutions- Horizon BCBS
04.2022 - 08.2022
- Managed calendar for two senior executives with a sense of urgency, strategic planning and problem solving.
- Assisted with administrative responsibilities related to: Management of executive calendars, arranged both internal and external meetings.
- Arranged and prepared business travel international/domestic, flights, hotel, arrangements
- Ensured executives preparedness for meetings using Microsoft 365 (Outlook, Word, Excel and Power-point).
- Routed correspondence and prepared letters and documents
Customer Service and Administration
Hiregenics - Bristol Meyers Squibb
11.2021 - 03.2022
- Skilled in SIS system for customer service and admin representatives.
- Trained in REMS customer admin systems for excellence.
- Adhered to all safety and security measures approved by FDA.
- Followed SOP’s, versed in AE procedures.
Administrative Legal Assistant
Fink, Rosner, Ershow-Levenberg, Marinaro
12.2018 - 11.2021
- Organized and tracked data for Medicaid applications.
- Assisted in bank account and trust account reconciliation.
- Maintained will organization in vault inventory.
- Prepared sales portfolios for formal presentations.
- Proven track record of efficient calendaring, budgeting, and complex travel arrangements.
- Worked closely with to provide Office Administrator to support for the department in addition to support other teams as a backup when needed.
- Scheduled meetings for senior attorneys.
Administrative Executive Assistant / Claims processing/Customer Service
Cynet Systems - IQVIA
11.2020 - 07.2021
- Answered 350+ calls weekly inbound and outbound calls and updated SAP system. Processed claims and resolved customer complaints.
- Prepared and advised pharmacy representatives of one-time-use debit cards meeting and exceeding $1,250,000 per week in adherence to all security measures.
Admin Consultant = Consultant
Creator Underground Homeless Rescue
12.2014 - 12.2018
- Created a local homeless rescue to assist residents displaced by foreclosure.
- Equipped individuals with resources, job placement assistance and relocation to temporary and permanent housing.
Project Manager = Consultant
Hartman’s Hip Helper
11.2011 - 12.2014
- Sourced all materials used in the production process of canine medical assistance device.
- Inspected manufacturing facilities.
- Procured all items used in manufacturing of Hartman's Hip Helper.
- Project manager from start to finish.
Surgical Technologist – emergency caesarean sections, Labor & Delivery
St. Barnabas Medical (RWJ Barnabas Health)
08.2006 - 10.2011
- Prepared operating room and maintained sterile field before and during surgery.
- Maintained inventory in Labor & Delivery unit working closely with Nurse Manager.
Buyer and Project Manager
The Lilli Group Inc.
09.2000 - 09.2004
- Chief negotiator for all items used in the manufacturing of garments.
- Researched and evaluated vendors for quality, delivery, and price.
- Restructured vendors used in manufacturing process.
- Negotiated prices to reduce expenditures on staple items by 15%.
- Experienced in SAP AIC system for manufacturing.
- Purchased, tracked and shipped trim and fabric used in the manufacturing process in 3 countries.
- Receiving and shipping manager overseeing 200 employees.
Education
No Degree - Business Administration And Management
Union County College
Cranford, NJ05-2027
Graduate Diploma - undefined
Roselle Park High School
Certificate - Microsoft Office Suite
Av-tech Institute of Technology
Edison, NJ08.2016
Certificate - Surgical Technology
Medical Technology Institute
Edison, NJ05.2006
Skills
- Microsoft 365 (Outlook, Word, Excel SharePoint and Power-point), MS Teams, Webex, Zoom
- Concur SAP
- Volunteer coordination
- Interpersonal communication skills
- Volunteer scheduling
- Team Training
Timeline
Volunteer Coordinator
Homeless Outreach
02.2025 - Current
Senior Executive Administrative Assistant to SVP
Persistent Systems, Inc.
05.2023 - 02.2025
Recruiter/Administrative Assistant
Iconma, Inc. – Prudential Financial
03.2023 - 05.2023
Administrative Assistant 2
US Tech Solutions- Horizon BCBS
04.2022 - 08.2022
Customer Service and Administration
Hiregenics - Bristol Meyers Squibb
11.2021 - 03.2022
Administrative Executive Assistant / Claims processing/Customer Service
Cynet Systems - IQVIA
11.2020 - 07.2021
Administrative Legal Assistant
Fink, Rosner, Ershow-Levenberg, Marinaro
12.2018 - 11.2021
Admin Consultant = Consultant
Creator Underground Homeless Rescue
12.2014 - 12.2018
Project Manager = Consultant
Hartman’s Hip Helper
11.2011 - 12.2014
Surgical Technologist – emergency caesarean sections, Labor & Delivery
St. Barnabas Medical (RWJ Barnabas Health)
08.2006 - 10.2011
Buyer and Project Manager
The Lilli Group Inc.
09.2000 - 09.2004
Graduate Diploma - undefined
Roselle Park High School
Certificate - Microsoft Office Suite
Av-tech Institute of Technology
Certificate - Surgical Technology
Medical Technology Institute
No Degree - Business Administration And Management
Union County College
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