KIMBERLY MCGUINNESS
South Plainfield,New Jersey
Summary
Reliable administrative professional with over 20 years of experience providing comprehensive support to C-suite executives. Expertise in managing confidential information and optimizing executive schedules to enhance productivity. Committed to fostering team collaboration and adapting to evolving business needs through exceptional communication and organizational abilities. A results-driven approach ensures seamless operations and contributes to the overall success of the organization.
Overview
16
16
years of professional experience
Work History
Executive Assistant
Orexo US, Incorporated
11.2015 - Current
- Facilitated support operations at corporate office of 25 for President and Senior Vice Presidents in Sales, Marketing, and Digital Mental Health Products departments, enhancing collaboration with field salesforce.
- Championed in implementing company-wide employee recognition program that led to prestigious award. Developed and launched coding system and website for tracking milestone anniversaries and quarterly sales champion awards. Aided in new company store initiative through effective PowerPoint presentations. Updated company store quarterly with new vetted merchandise and maintained spreadsheet with Business Boosters. Communicated milestone anniversary achievements to employees via email.
- Assisted in creating and distributing Orexo sales field roster and confidential sales roster to support various departments including headquarters, Hibbert Distribution Center, Motorlease, and Syneos Health. Updated weekly responsibilities to reflect territory changes, new hire addresses, start and end dates, SIQ codes, fleet data protection periods, vacancy chart, and leave of absences. Communicated timely updates to vendors regarding any changes promptly.
- Received We Notice Award for conducting research and implemented lightweight, functional tabletop displays to enhance quarterly Zubsolv and Modia conference presentations.
- Attended weekly and monthly meetings with Hibbert Distribution Center and medical legal regulation team to support sales and marketing initiatives. Helped maintain updated marketing materials and verify that rate runs were accurate and expiration dates were current. Approved invoices for printing orders and organized backup shipping documentation.
- Assisted sales and marketing departments by coordinating printing orders with Permagraphics Inc. Provided necessary information for order placement. Communicated packaging details, including glue dot application if needed.
- Developed and maintained archive filing system, ensuring efficient document retrieval and organization of all expired marketing materials and supporting documents.
- Coordinated executive calendars to facilitate appointments, meetings and interviews. Assisted with logistics for new hire training, including tracking onboarding checklist and arranging travel services. Supported organization of set up of town halls and compliance roundtable meetings.
- Prepared quarterly mail merges using data from healthcare practitioners for Zubsolv formulary materials. Organized, labeled, and dispatched shipments promptly.
- Assisted in organizing new hire binders. Compiled Zubsolv training modules, booklets, charts, studies, and marketing materials. Coordinated shipping prior to training. Scheduled training sessions and informed new hires, Regional Sales Managers, and Senior Vice President, Sales and Training about shadow week bookings and live week training at headquarters. Supported new hires with travel arrangements by adhering to guidelines for airfare and hotel accommodations.
- Handled incoming calls for corporate office, assisting patients through Zubsolv call center and addressing customer inquiries. Supported healthcare practitioners with marketing material requests in absence of assigned specialty sales representatives.
Administrative Assistant /Training Administrator; Contract
Celgene Corporation
05.2013 - 07.2015
- Provided high-level administrative support to the Vice President of the Clinical Quality Assurance department and staff of 25.
- Planned off-site leadership and international meetings, logistics, team building activities, dinner reservations for Vice President.
- Maintained and scheduled all Executive-level meetings and travel logistics.
- Edited, processed, and distributed audit reports in QAAD for Auditors.
- Coordinated office activities to enhance workflow and improve team productivity.
- Set up staff meetings, video conferencing, and audio visuals weekly for Vice President of Clinical Quality Assurance Department.
- Streamlined document management processes, ensuring timely access to critical information.
- Managed the set up of interviews and candidate's itineraries for the Auditor's of the department.
- Devised, edited, tracked and set up several Lunch & Learns for entire department.
- Created and deployed evaluations for Good Clinical Practices trainings and Lunch & Learns using SurveyMonkey.
- Processed domestic and international expense reports using Concur.
- Prepared and reviewed presentation materials in PowerPoint for Executives.
- Processed local work practices and standard operation procedures, entire work flow from solicitation to deploying training to all functional area employees.
- Met deadline of processing several procedures by year-end with limited time or supervision.
- Created and recorded historical compliance training records for all employees, trainers and instructors.
- Generated Curriculum Overview Reports for functional areas using ComplianceWire.
- Processed, updated, linked, and deployed job descriptions to various employees.
- Updated user groups and individual accounts.
- Processed new hires, terminations, and deactivations in ComplianceWire.
- Removed and assigned curriculums for various functional areas including international.
- Entered new training items and removed old items.
- Logged procedures on tick sheet and spreadsheet of share drive using Excel.
- Added quizzes and feedback to procedures and enabled.
- Assigned QAAD Link training daily to users.
Executive Assistant
Catalent Pharma Solutions, Ltd
05.2010 - 12.2012
- Provided high-level administrative support to 2 Vice-Presidents and 40 Contractors in the Information Technology Department. Backup support to the Chief Information Officer for portal design.
- Devised company newsletter. Recognized by company of increasing amount of readers by 30%.
- Updated daily metrics chart and back up data in excel for Global Information Technology.
- Maintained calendar arrangements, travel logistics, bridge numbers, and meetings.
- Submitted purchase orders to Finance Department and set up new vendor invoices.
- Managed Information Technology portal, updating articles and images daily.
- Took minutes for Operation Daily Meeting each morning, accurately accounting for ongoing issues.
- Booked car service, travel arrangements, meals, and hotel accommodations for global IT department.
- Processed domestic and international expense reports using Concur.
- Member of the Ergonomics Team. Attended regular meetings and assisted installations of desk stations.
- Submitted Ergonomic assessments to appropriate department.
- Member of the Enhanced Health and Safety Committee. Attended regular meetings and reported to group departments findings in Information Technology.
Education
Bachelor of Arts Degree - Communications, Minor in English
Villanova University
Villanova, PA05.1995
Skills
- Administrative and Executive Support
- Office Management
- Strong problem solver
- Meeting Logistics
- Travel Arrangements
- Calendar scheduling
- Project planning
- Event coordination for team building
- Proficient in Microsoft 365
- Microsoft Outlook
- Concur Expense Reporting
- SurveyMonkey
- Microsoft Teams
- WebEx
- Multitasking
- Meticulous attention to detail
- Customer Service-oriented
- Conference planning
- Excel spreadsheets
- Notary
Accomplishments
Recognized by Orexo US, Inc. for going above and beyond the call of duty.
5- We Noticed Awards given from September 2016-February 2025
1 - Most Valuable Professional Award with bonus given on November 2016
- Received in recognition of excellent planning of holiday party and semi-annual teambuilding events. Staying late to complete marketing mailings and to assist the calendar set up and video conferencing for Human Resources Executive.
Timeline
Executive Assistant
Orexo US, Incorporated
11.2015 - Current
Administrative Assistant /Training Administrator; Contract
Celgene Corporation
05.2013 - 07.2015
Executive Assistant
Catalent Pharma Solutions, Ltd
05.2010 - 12.2012
Bachelor of Arts Degree - Communications, Minor in English
Villanova University