Joana Calvo

• Support the Head of US Commercial Portfolio and Head of Operations and Administration
• Provide comprehensive support to senior executives, demonstrating mastery in managing complex calendars, meeting management and coordinating international and domestic travel arrangements.
• Handle sensitive information with the utmost confidentiality and protect company interests and employee privacy.
• Lead multiple large-scale event planning efforts, showcasing my organizational skills and creativity in executing successful meetings and off-site events.
• Draft professional correspondence on behalf of executives, fostering strong relationships with stakeholders.
• Coordinate the review of preparatory materials, craft meeting agendas, record minutes and action items, and oversee post-meeting follow-up for high-level or time-sensitive meetings.
• Coordinate and execute web-based meeting technologies, demonstrating expertise in leveraging available IT systems.
• Manage contract processing and internal/external engagement/presentation management.
• Led an administrative team of twenty-five Administrative Professionals, contributing to team cohesiveness and connectedness.
• Independently make decisions in high-pressure, high-stress, high-visibility, and high-impact environments.
• Assist in developing presentations, effectively conveying crucial information to stakeholders.

• Support three Global Heads (South San Francisco and Basel, Switzerland site-based) in Global Medical Affairs, complex/advance calendar management, expense reporting, extensive global travel management, conference arrangements, and conflict resolution for high-priority commitments.
• Independently plan, schedule, and coordinate on-site, off-site, and virtual meetings in the US and internationally for internal and external attendees, including team-building events and Advisory Boards for conferences/events of 10 up to 150.
• Prepare and manage rolling agendas and minute-taking and ensure follow-through of all discussed action items.
• Contract execution for non-HCPs & HCPs, invoicing, purchase orders, and vendor management.
• Successfully managed the interview scheduling and coordination for a significant number of open positions post-department transformation and others as needed, demonstrating strong organizational skills and the ability to handle multiple tasks.
• Uphold the highest level of professionalism by maintaining the confidentiality of all communications and documentation according to company policy.
• Special project assignments, create and maintain Google Web pages, Currents, lead operations person for cross-functional high-level meetings.
• Member of the Product Development SSF site team
• Enhanced team collaboration through regular meetings, fostering a positive work environment for increased productivity.

Oversee and direct the pioneering project for Rituxan Subcutaneous Oncology Drug Advisory Committee (ODAC) to achieve unanimous approval of the new Subcutaneous formulation for the treatment of blood cancers.

• Coordinate and manage iPODD / Atezolizumab and Ocrelizumab project teams to prepare for Advisory Committee meetings.
• Support the Commercial Regulatory Affairs group in re-organization and Regulatory compliance-focused initiatives.
• Provide project management support for various groups within the PDR organization.
• Developed slideshows, coordinated meeting agendas, action/decision logs, and minute taking.
  
• Draft action plans and lead team meetings to review project status, enforce deadlines and propose changes.
• Collaborate with teams to draft project schedules and develop presentations; single point of contact for project scheduling and changes.

• Facilitated and supported four major SSF site groups, including 1500 employees’ relocation and communication objectives, for transition into new, state-of-the-art showcase building, highlighting workplace innovation and environmental sustainability.
• Ensured customer experience for year-long, $161M New Work Environment (Site Services) project.
• Acted as Lead Program Developer on adoption and readiness support for 80 administrative staff, including creation of a Google Plus community site for feedback exchange and sharing best practices.
• Guided and supported four Program Managers in development of communication channels, as well as gathering, capturing and maintaining accuracy of project data.
• Created documentation and tracked progress for project action items, maintained project checklists, file updates and data to ensure deliverables were met.
• Coordinated and facilitated feedback sessions with user groups to drive customer experiences and inform future NWE program decisions.
• Functioned as Lead Presentation Developer and Meeting Coordinator for Site Services and eight product development groups to educate on the move, coordinate information and review logistics.
• Partnered with web designer to coordinate the vision, content, and launch of the new space, including website updates.
• Led building tours and answered customer questions related to structure, sustainability, and progress.
• Organized and attended core project team meetings and record meeting minutes.
• Developed and executed special projects to support core project teams and ensure successful project delivery.

PD Regulatory Affairs

• Delivered executive-level administrative support to the VP of Product Development and US Regulatory Affairs, including meeting management, executive obligations, travel commitments, expense reports, contracts and management of a complex calendar.
• Determined and prioritized executive obligations, management meeting schedules and travel commitments to minimize conflicts and maximize time productivity for the VP.
• Planned and executed three global meetings for 400 attendees and multiple on-site and off-site management meetings, including agenda preparation, minutes and tracking action items.
• Partnered with Site Services on all PDR needs, for 140 employees pre- and post-move, related to New Work Experience project, including space requirements and planning, headcount maintenance, space use tracking and communications.
• Performed as Project Coordinator for the highly-visible Notice of Opportunity for a Hearing (NOOH), to include meeting coordination, agenda preparation, ample material and contract executions, on-site meeting support for all Mock rehearsals and hearing support in Washington, DC.
• Held multiple, key roles as Member of the Product Development SSF site team and Project Coordinator for the group, in addition lead for the administrative professional staff.

• Supported Senior Director of Product Development and Medical Affairs, as well as project managers, with meetings, reports, and space allocation.
• Planned and arranged all aspects of corporate events, including global and manager meetings for up to 400 attendees.
• Supplied leadership and strategic direction to administrative and departmental staff in the maintenance of multiple calendars, communications, travel arrangements, expense reports and purchase orders.
• Managed confidential documents and information securely and with discretion.
• Assisted the Vice President with meeting and agenda preparation, minutes and action items for meetings and commitments.
• Coordinated and scheduled candidate interviews, travel and reimbursement.

• Contributed senior-level administrative assistance to five senior and group medical director in Product Development, clinical science-oncology, calendar management and conflict resolution for high-priority commitments.
• Outlined, scheduled, and coordinated on-site and off-site meetings and agendas, as well as travel and conference arrangements.
• Directed and completed project assignments, including contract execution, invoicing, compliance, vendor management and time lines for ad boards.
• Served as main point of contact for general operations and administrative questions for department staff.