Summary
Overview
Work History
Education
Skills
Timeline
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Mary Alice Schmelzer

Hamilton,New Jersey

Summary

Dedicated, dependable and dynamic Executive Assistant with 15+ years of experience providing high-level administrative support to C-Suite executives and senior management. Expert at managing complex calendars/conflict resolution, coordinating travel, and handling confidential information with utmost discretion. Skilled in organizing meetings, preparing reports, and facilitative seamless communication.

Overview

27
27
years of professional experience

Work History

Executive Assistant

BRISTOL-MYERS SQUIBB
08.2021 - Current
  • Provide administrative support to the Cardiovascular & Neuroscience Drug Development team
  • Coordinate large internal and/or external cross-function team meetings/teleconferences, across multiple time zones for BMS/Janssen collaboration supporting Milvexian Phase 2 and current Phase 3 trials
  • Foster effective communications between internal and external stakeholders
  • Oversee and coordinate all facets of intricate domestic and international travel arrangements by meticulously crafting comprehensive travel itineraries and agendas, resulting in seamless operations
  • Providing administrative support to the Clinical Development Leads and Physicians supporting the Milvexian, Mavacamten/Camzyos and Neuroscience team
  • Coordination of cardiovascular, neuroscience and psychiatry congress registration and travel
  • Coordinate and maintain tracking of clinical CDAs and support the Clinical Scientists for Consultant contracts
  • Coordination with the Talent Acquisition team to help spearhead hiring and onboarding process for new department team members by educating personnel on company procedures, ensuring seamless integration into organization
  • Actively participate in the Princeton Pike Site Advisory Committee

Executive Assistant

BRISTOL-MYERS SQUIBB
10.2019 - 08.2021
  • Provided administrative support to Vice President, Business Development: Immunology, Fibrosis, Neurology and Cardiovascular, and Transactions/Search & Evaluations team
  • Increased productivity of executives by proactive management and planning executive's calendar and commitments to occur within appropriate timelines
  • Prioritize conflicting needs and handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures
  • Coordinated large internal and/or external cross-function team meetings/teleconferences, across multiple time zones
  • Interacted, developed and maintained relationships with internal teams and potential new external partners; coordinated scheduling of capabilities presentations, due diligence meetings and managed contract negotiation meetings
  • Managed logistics and flawless execution of external partnering meetings around all external BD events i.e., JP Morgan Conference, BIO, and other partnering meetings
  • Coordinated weekly team meetings; develop meeting agendas and ensure participants preparedness for meetings and ensure completion and documentation of follow-up items
  • Coordinated recruiting efforts with HR/Talent Acquisition, assist with new hire onboarding/transition of team members and off boarding
  • Coordinated and disseminated company and HR communications; tracked and followed-up on requests
  • Helped manage the performance management process and adhere to important deadlines while maintaining confidentiality
  • Fostered strong collaborative relationships with other teams and internal key stakeholders; Ensured teamwork and provided back-up assistance and flexibility as needed
  • Managed all aspects of highly complex domestic/international travel arrangements; prepared detailed travel itineraries, agendas and processed documents for international visas
  • Processed and reconciled travel expenses in timely manner within compliance guidelines
  • Volunteered/managed the BMS Holiday Food drive for the Strategy & Business Development team; coordinated collection of money, shopping and distributed non-perishable items with non-profit organization
  • 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.

Executive Assistant

BRISTOL-MYERS SQUIBB
10.2018 - 10.2019
  • Provided administrative support to Vice President, Research Collaborations and Discovery Alliance Management team
  • Proactively managed and planned executive's calendar and commitments to occur within appropriate timelines and provided conflict resolution
  • Prioritized activities and took prompt action based on an understanding of departmental objectives and business needs
  • Coordinated out-licensing efforts with external parties and potential new external early research collaborations
  • Coordinated quarterly JRC/JSC meetings for 20+ external discovery collaborations worldwide
  • Planned travel and logistical arrangements for face-to-face meetings, set agendas and maintained Share Point sites
  • Managed logistics and travel arrangements for BIO and JP Morgan
  • Coordinated partnering meetings for current discovery alliances and potential out-licensing opportunities
  • Arranged detailed domestic/international travel arrangements, prepared detailed itineraries and agendas and processed documents for international visas and passport renewals
  • Processed and reconciled travel expenses in timely manner within compliance guidelines
  • 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.

Executive Assistant

CONTRAVIR PHARMACEUTICALS
05.2017 - 10.2018
  • Provided administrative support to C-level executives: CEO and COO; Provided back-up support to CFO and CSO
  • Proactively managed, prioritized and planned executive's calendar and commitments to occur within appropriate timelines and provided conflict resolution
  • Managed the logistics for quarterly face-to-face Board of Director meetings and coordinated ad-hoc teleconferences/meetings
  • Interacted with Investor and Bankers of behalf of CEO/CFO
  • Arranged FDA meeting logistics for internal team, consultants, and experts, as well as meetings for CEO for external organizations and commitments, including BIO.ORG and BIO.NJ
  • Maintained tracking of all business development opportunities, managed Merrill Data site for diligence requests
  • Maintained and organized office operations and procedures such as filing system, expense reports, requisition of supplies, and other administration services
  • Coordinated the execution of CDAs and consultant agreements
  • Coordinated weekly senior leadership team meetings, executed follow-up of actionable items
  • Arranged domestic/international travel arrangements; prepared detailed travel itineraries and agendas and processed documents for international visas
  • Managed receptionist/administrative assistant projects and workload
  • 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.

Executive Assistant, Consumer Strategy & Business Development

JOHNSON & JOHNSON
06.2016 - 04.2017
  • Provided administrative support to the Vice President, Consumer Strategy and Business Development and team
  • Proactively managed, prioritized and planned executive's calendar and commitments to occur within appropriate timelines and provided conflict resolution
  • Managed monthly cross-functional governance meetings, planned agendas and disseminated meeting materials
  • Coordinated large cross-function team meetings and teleconferences, across multiple time zones
  • Built effective relationships with potential new external partners and coordinated scheduling of high-level meeting with executives
  • Managed logistics and flawless execution of external partnering meetings for JP Morgan Conference
  • Coordinated weekly team meetings, assisted in the planning of agendas and tracking of follow-up items
  • Coordinated recruiting efforts with HR/Talent Acquisition, assist with new hire onboarding/transition of team members and off boarding
  • Arranged detailed domestic/international travel arrangements, prepared detailed itineraries and agendas; processed documents for international visas and passport renewals
  • Processed and reconciled travel expenses in timely manner
  • Provided back-up administrative support and assistance to other team members to foster teamwork
  • 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.

Executive Assistant, Business Development Transactions

MERCK & CO. INC.
01.2014 - 06.2016
  • Provided administrative support to Vice President of Business Development Transactions, Head of Strategic Transactions, Head of Oncology Transactions and various other team members
  • 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.

Senior Administrative Associate, Corporate Licensing

MERCK & CO. INC.
01.2003 - 01.2014
  • Provided administrative support to Vice President/Chief Licensing Officer and other key team members
  • Proactively managed, prioritized and planned executive's calendar and commitments to occur within appropriate timelines and provided conflict resolution
  • Acted as a project liaison and point of contact with external company counterparts during deal negotiations and built effective relationships with potential new external partners
  • Coordinated high-volume scheduling of capabilities presentations and managed contract negotiation meetings with potential external partners, including travel
  • Provided meeting planning support, coordinated cross-functional complex meetings with all levels of management; developed agendas and took detailed meeting notes and follow-up and action items
  • Managed logistics and flawless execution of external partnering meetings around all external BD events i.e., JP Morgan Conference, BIO, and other partnering meetings
  • Implemented a checklist process and coordinated execution and filing legal documents in repository and legal files for executed original contracts
  • Ensured accuracy of documentation for audits
  • Created and modified spreadsheets and presentations on behalf of the department
  • Arranged complex domestic/international travel arrangements, prepared detailed itineraries and agendas and processed documents for international visas and passport renewals
  • Processed and reconciled travel expenses
  • Coordinated HR activities to support departmental reorganization and internal/external hiring
  • Spearheaded onboarding process for new hires
  • Provided back-up administrative support and assistance to other team members to foster teamwork

Administrative Associate, Worldwide Human Health Marketing - Cozaar/Hyzaar

MERCK & COMPANY, INC.
01.2000 - 01.2003

Administrative Associate, Latin America Human Health, Worldwide Human Health Marketing

MERCK & COMPANY, INC.
11.1998 - 01.2000

Administrative Associate, Corporate Human Resources

MERCK & COMPANY, INC.
09.1997 - 11.1998

Education

Associates in Applied Science - Business Administration

Berkeley College of Business
Woodbridge, NJ
09.1995

Skills

  • Administrative support
  • Travel coordination
  • Calendar management
  • Meeting coordination
  • Proficient in Microsoft Office
  • Outlook
  • Teams
  • Internet Explorer/Chrome
  • SharePoint
  • Workday
  • Concur

Timeline

Executive Assistant

BRISTOL-MYERS SQUIBB
08.2021 - Current

Executive Assistant

BRISTOL-MYERS SQUIBB
10.2019 - 08.2021

Executive Assistant

BRISTOL-MYERS SQUIBB
10.2018 - 10.2019

Executive Assistant

CONTRAVIR PHARMACEUTICALS
05.2017 - 10.2018

Executive Assistant, Consumer Strategy & Business Development

JOHNSON & JOHNSON
06.2016 - 04.2017

Executive Assistant, Business Development Transactions

MERCK & CO. INC.
01.2014 - 06.2016

Senior Administrative Associate, Corporate Licensing

MERCK & CO. INC.
01.2003 - 01.2014

Administrative Associate, Worldwide Human Health Marketing - Cozaar/Hyzaar

MERCK & COMPANY, INC.
01.2000 - 01.2003

Administrative Associate, Latin America Human Health, Worldwide Human Health Marketing

MERCK & COMPANY, INC.
11.1998 - 01.2000

Administrative Associate, Corporate Human Resources

MERCK & COMPANY, INC.
09.1997 - 11.1998

Associates in Applied Science - Business Administration

Berkeley College of Business

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Mary Alice Schmelzer