Summary
Overview
Work History
Education
Skills
Accomplishments
Certification
Additional Information
Work Availability
Timeline
Intern

Lauren Gillen

Dover,NJ

Summary

Accomplished Executive Assistant with a proven track record at Pfizer, enhancing executive productivity by 40% through expert calendar management and strategic travel planning. Skilled in Microsoft Office and adept at fostering strong vendor relationships, I excel in streamlining operations and facilitating effective team collaboration. My professional discretion and organizational skills drive successful outcomes in fast-paced environments.

Overview

37
37
years of professional experience
1
1
Certification

Work History

Secretary

Dover Public Schools
09.2014 - Current
  • Handled sensitive information discreetly, maintaining confidentiality when managing personnel files or financial data.
  • Answered multi-line phone system and enthusiastically greeted callers.
  • Maintained daily report documents, memos and invoices.
  • Scheduled appointments and conducted follow-up calls to clients.
  • Entered data into system and updated customer contacts with information to keep records current.
  • Maintained electronic filing systems and categorized documents.
  • Responded to emails and other correspondence to facilitate communication and enhance business processes.
  • Provided clerical support to company employees by copying, faxing, and filing documents.

Executive Assistant

Sanofi Aventis
10.2000 - 12.2011
  • Handled confidential and sensitive information with discretion and tact.
  • Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
  • Maintained confidentiality with sensitive documents, ensuring proper storage and distribution as needed.
  • Processed travel expenses and reimbursements for executive team and senior management group.
  • Streamlined executive communication by managing emails, phone calls, and scheduling appointments.
  • Served as a liaison between departments to facilitate effective communication throughout the company.
  • Organized and coordinated conferences and monthly meetings.
  • Managed office inventory, tracking supplies and placing orders to ensure smooth daily operations.
  • Answered high volume of phone calls and email inquiries.
  • Coordinated events for staff members, promoting team-building activities and boosting morale within the workplace.
  • Screened calls and emails and responded accordingly to support executive correspondence.
  • Provided professional administrative support during board meetings, including agenda preparation and minute-taking duties.
  • Supported executives in decision-making processes by conducting research and presenting findings in clear formats.
  • Prepared and edited presentations on behalf of executives for both internal meetings and external conferences.
  • Enhanced productivity by organizing travel arrangements and coordinating accommodations for executives.
  • Ensured smooth daily operations through consistent maintenance of office equipment, troubleshooting issues when necessary.
  • Collaborated on special projects to improve overall business operations within the organization efficiently.
  • Delivered exceptional organizational support enabling executive focus on high-level strategic initiatives fostering company growth.
  • Proactively identified areas requiring attention or improvement aligning priorities effectively in line with executive preferences.
  • Screened calls and emails and initiated actions to respond or direct messages for managers.
  • Facilitated training and onboarding for incoming office staff.
  • Used advanced software to prepare documents, reports, and presentations.
  • Updated spreadsheets and databases to track, analyze, and report on performance and sales data.
  • Supported business and hospitality needs of corporate partners and staff during meetings and company events.
  • Developed strong relationships with vendors leading to improved contract terms resulting in cost savings for the company.
  • Assisted in preparation of high-stakes presentations, contributing to successful project pitches and client meetings.
  • Facilitated onboarding of new employees, ensuring smooth transition into company culture and workflow.
  • Managed complex calendars for senior executives to facilitate efficient scheduling and meeting planning.
  • Maintained strict confidentiality of sensitive information, upholding company's privacy policies and ethical standards.
  • Improved team communication and collaboration through coordination of weekly meetings and distribution of agendas.
  • Supported HR activities, facilitating hiring process by scheduling interviews and liaising with candidates.
  • Enabled timely project completion by coordinating resources and timelines across multiple departments.
  • Fostered positive work environment, organizing team-building activities and events.
  • Filed paperwork and organized computer-based information.
  • Managed mail and both incoming and outgoing correspondence, mail, email and faxes.
  • Worked with senior management to initiate new projects and assist in various processes.
  • Updated and maintained confidential databases and records.
  • Handled logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors, president and executive vice president.
  • Greeted arriving visitors, determined nature and purpose of visit and directed individuals to appropriate destinations.
  • Took notes and dictation at meetings.
  • Volunteered to help with special projects of varying degrees of complexity.
  • Coordinated events and worked on ad hoc projects.
  • Upheld strict timetables by maintaining accurate, balanced calendars.
  • Created and managed office systems to efficiently deal with documentation.
  • Screened personal and business calls and directed to appropriate party.
  • Promoted team productivity by keeping supplies organized and well-stocked.
  • Led staff and vendors in providing high level of service for owner and guests.
  • Used QuickBooks to produce monthly invoices, reports, and other deliverables.

Executive Assistant

Exxon Mobil
01.1999 - 09.2000
  • Handled confidential and sensitive information with discretion and tact.
  • Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
  • Maintained confidentiality with sensitive documents, ensuring proper storage and distribution as needed.
  • Processed travel expenses and reimbursements for executive team and senior management group.
  • Streamlined executive communication by managing emails, phone calls, and scheduling appointments.
  • Served as a liaison between departments to facilitate effective communication throughout the company.
  • Organized and coordinated conferences and monthly meetings.
  • Managed office inventory, tracking supplies and placing orders to ensure smooth daily operations.
  • Answered high volume of phone calls and email inquiries.
  • Coordinated events for staff members, promoting team-building activities and boosting morale within the workplace.
  • Screened calls and emails and responded accordingly to support executive correspondence.
  • Provided professional administrative support during board meetings, including agenda preparation and minute-taking duties.
  • Prepared and edited presentations on behalf of executives for both internal meetings and external conferences.
  • Enhanced productivity by organizing travel arrangements and coordinating accommodations for executives.
  • Ensured smooth daily operations through consistent maintenance of office equipment, troubleshooting issues when necessary.
  • Aided in the recruitment process by screening resumes, scheduling interviews, and assisting with candidate selection.
  • Collaborated on special projects to improve overall business operations within the organization efficiently.
  • Delivered exceptional organizational support enabling executive focus on high-level strategic initiatives fostering company growth.
  • Screened calls and emails and initiated actions to respond or direct messages for managers.
  • Facilitated training and onboarding for incoming office staff.
  • Used advanced software to prepare documents, reports, and presentations.
  • Updated spreadsheets and databases to track, analyze, and report on performance and sales data.
  • Supported business and hospitality needs of corporate partners and staff during meetings and company events.
  • Developed strong relationships with vendors leading to improved contract terms resulting in cost savings for the company.
  • Assisted in preparation of high-stakes presentations, contributing to successful project pitches and client meetings.
  • Facilitated onboarding of new employees, ensuring smooth transition into company culture and workflow.
  • Managed complex calendars for senior executives to facilitate efficient scheduling and meeting planning.
  • Maintained strict confidentiality of sensitive information, upholding company's privacy policies and ethical standards.
  • Improved team communication and collaboration through coordination of weekly meetings and distribution of agendas.
  • Negotiated with vendors for cost savings, securing high-quality services at reduced rates.
  • Supported HR activities, facilitating hiring process by scheduling interviews and liaising with candidates.
  • Fostered positive work environment, organizing team-building activities and events.
  • Enhanced executive productivity by managing email correspondence and prioritizing critical issues.
  • Enhanced efficiency of meeting outcomes by preparing detailed minutes and action items.
  • Contributed to development of internal policies and procedures, enhancing organizational effectiveness and compliance.
  • Streamlined communication between departments, resulting in more effective project coordination and execution.
  • Coordinated international travel arrangements, ensuring seamless logistics for executives attending global conferences.
  • Filed paperwork and organized computer-based information.
  • Managed mail and both incoming and outgoing correspondence, mail, email and faxes.
  • Worked with senior management to initiate new projects and assist in various processes.
  • Updated and maintained confidential databases and records.
  • Handled logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors, president and executive vice president.
  • Greeted arriving visitors, determined nature and purpose of visit and directed individuals to appropriate destinations.
  • Took notes and dictation at meetings.
  • Volunteered to help with special projects of varying degrees of complexity.
  • Coordinated events and worked on ad hoc projects.
  • Upheld strict timetables by maintaining accurate, balanced calendars.
  • Created and managed office systems to efficiently deal with documentation.
  • Screened personal and business calls and directed to appropriate party.
  • Organized logistics and materials for each meeting and took detailed notes for later dissemination to key stakeholders.
  • Promoted team productivity by keeping supplies organized and well-stocked.
  • Led staff and vendors in providing high level of service for owner and guests.

Executive Assistant

Pfizer
01.1988 - 01.1999
  • Handled confidential and sensitive information with discretion and tact.
  • Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
  • Maintained confidentiality with sensitive documents, ensuring proper storage and distribution as needed.
  • Processed travel expenses and reimbursements for executive team and senior management group.
  • Streamlined executive communication by managing emails, phone calls, and scheduling appointments.
  • Served as a liaison between departments to facilitate effective communication throughout the company.
  • Organized and coordinated conferences and monthly meetings.
  • Managed office inventory, tracking supplies and placing orders to ensure smooth daily operations.
  • Answered high volume of phone calls and email inquiries.
  • Coordinated events for staff members, promoting team-building activities and boosting morale within the workplace.
  • Screened calls and emails and responded accordingly to support executive correspondence.
  • Provided professional administrative support during board meetings, including agenda preparation and minute-taking duties.
  • Prepared and edited presentations on behalf of executives for both internal meetings and external conferences.
  • Enhanced productivity by organizing travel arrangements and coordinating accommodations for executives.
  • Ensured smooth daily operations through consistent maintenance of office equipment, troubleshooting issues when necessary.
  • Screened calls and emails and initiated actions to respond or direct messages for managers.
  • Facilitated training and onboarding for incoming office staff.
  • Used advanced software to prepare documents, reports, and presentations.
  • Updated spreadsheets and databases to track, analyze, and report on performance and sales data.
  • Supported business and hospitality needs of corporate partners and staff during meetings and company events.
  • Developed strong relationships with vendors leading to improved contract terms resulting in cost savings for the company.
  • Assisted in preparation of high-stakes presentations, contributing to successful project pitches and client meetings.
  • Facilitated onboarding of new employees, ensuring smooth transition into company culture and workflow.
  • Managed complex calendars for senior executives to facilitate efficient scheduling and meeting planning.
  • Maintained strict confidentiality of sensitive information, upholding company's privacy policies and ethical standards.
  • Improved team communication and collaboration through coordination of weekly meetings and distribution of agendas.
  • Supported HR activities, facilitating hiring process by scheduling interviews and liaising with candidates.
  • Fostered positive work environment, organizing team-building activities and events.
  • Enhanced executive productivity by managing email correspondence and prioritizing critical issues.
  • Enhanced efficiency of meeting outcomes by preparing detailed minutes and action items.
  • Streamlined office operations, leading to more organized environment by implementing digital filing systems.
  • Coordinated international travel arrangements, ensuring seamless logistics for executives attending global conferences.
  • Filed paperwork and organized computer-based information.
  • Managed mail and both incoming and outgoing correspondence, mail, email and faxes.
  • Worked with senior management to initiate new projects and assist in various processes.
  • Updated and maintained confidential databases and records.
  • Handled logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors, president and executive vice president.
  • Greeted arriving visitors, determined nature and purpose of visit and directed individuals to appropriate destinations.
  • Took notes and dictation at meetings.
  • Volunteered to help with special projects of varying degrees of complexity.
  • Coordinated events and worked on ad hoc projects.
  • Upheld strict timetables by maintaining accurate, balanced calendars.
  • Created and managed office systems to efficiently deal with documentation.
  • Screened personal and business calls and directed to appropriate party.
  • Promoted team productivity by keeping supplies organized and well-stocked.
  • Led staff and vendors in providing high level of service for owner and guests.

Education

Associate of Science - Business Administration

American Intercontinental University
Online
2003

Skills

  • Customer Service
  • Verbal and written communication
  • Office Administration
  • Organization
  • Executive support experience
  • Workplace Safety Protocols
  • Strong Organizational Abilities
  • Event planning experience
  • Expert Time Management
  • Effective problem solving
  • High-Level Multitasking
  • Database management knowledge
  • Microsoft Office Suite proficiency
  • Inventory Control Management
  • Team collaboration abilities
  • Vendor Relationship Management
  • Human Resources Coordination
  • Recruitment and Onboarding Assistance
  • Presentation Development Expertise
  • Travel arrangement expertise
  • Professional discretion
  • Sales Support Expertise
  • Calendar Management Expertise
  • Document Preparation Mastery
  • File Management System Knowledge
  • Expense report processing
  • Records Retention Policies
  • Verbal Communication
  • File Organization
  • Database entry
  • Billing and Invoicing
  • Scheduling and calendar management
  • Document Preparation
  • Materials Management
  • Schedule Management
  • Building Maintenance
  • File Management
  • Administrative Support
  • Spreadsheet Creation
  • Calendar Management
  • Spreadsheet development
  • Report Preparation
  • Database Administration
  • Supply Management
  • Meeting Coordination
  • Expense Reporting
  • Administrative coordination
  • Presentation Development
  • Travel Arrangements
  • Correspondence Preparation
  • Travel Planning
  • Minute Taking
  • Teamwork and Collaboration
  • Problem-Solving
  • Honest and Dependable
  • Time Management
  • Reliable and Responsible
  • Attention to Detail
  • Problem-solving abilities
  • Multitasking
  • Multitasking Abilities
  • Reliability
  • Excellent Communication
  • Critical Thinking
  • Organizational Skills
  • Team Collaboration
  • Team Leadership
  • Active Listening
  • Effective Communication
  • Adaptability and Flexibility
  • Decision-Making
  • Executive Schedule Management
  • Relationship Building
  • Strong Problem Solver
  • Team Coordination
  • Microsoft Office
  • Documentation and Recordkeeping
  • Team building
  • Professional and mature
  • Task Prioritization
  • Self Motivation
  • Excel spreadsheets
  • Interpersonal Skills
  • Analytical Thinking
  • Work Prioritization
  • Goal Setting

Accomplishments

I am Microsoft certified.

Certification

  • CAP - Certified Administrative Professional

Additional Information

My strengths lie not only in individual detail oriented work but in team collaboration. I know when I can handle a task myself vs. when I need to ask for guidance. I do not waste unnecessary time on a task that can easily be completed with the help of my teammates. I have extremely advanced communication skills, ensuring I understand the task at hand as well as in communicate in written format. I receive positive feedback on my written and oral communication skills at the highest of levels of staff and administration. I am not an "it's not my job" person. Everything is my job. I work in a highly diverse school district and manage to help parents/guardians, and students who do not speak a word of English even if it means searching to find a bilingual staff member to assist. I never leave anyone feeling frustrated, misunderstood or degraded. I grew up in Dover, NJ. I am a graduate of Dover High School. I am familiar with its demographics. I am sensitive to the needs of our community. I have been working in the Guidance Office of Dover High School for 10 years. To put it in its simplest of forms, I have work triage for 10 years. I have seen everything from panic attacks and extreme bullying and abusive situations to how can I find a form to track my volunteerism. It is a diverse department that cannot be confined to a box. Every day is different and I am a better person/employee for it. I recognize the challenges of society needing patience and understanding as families want to give their children/grandchildren/ etc a better life than they themselves had. I bring humanity to the table. I have compassion and empathy along with my technical and administrative skills. I feel I have an exceptional balance between the two.

Work Availability

monday
tuesday
wednesday
thursday
friday
saturday
sunday
morning
afternoon
evening
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Timeline

Secretary

Dover Public Schools
09.2014 - Current

Executive Assistant

Sanofi Aventis
10.2000 - 12.2011

Executive Assistant

Exxon Mobil
01.1999 - 09.2000

Executive Assistant

Pfizer
01.1988 - 01.1999

Associate of Science - Business Administration

American Intercontinental University
  • CAP - Certified Administrative Professional

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Lauren Gillen