Patricia Montgomery
Sicklerville,NJ
Summary
Dynamic Office Administrator and Executive Assistant with over 10 years of experience across various industries. Possesses strong leadership, strategic, and management skills that enhance office efficiency and promote teamwork. Demonstrated ability to build trust with executive leadership, stakeholders, and clients, while effectively collaborating with human resources.
Proficient in calendar management, data reporting/management, business administration, and customer service, with technical expertise in tools such as Concur, SAP/Ariba, HRIS/Workday, ATS, and Microsoft Office Suite. Fluent in both English and Spanish.
Overview
26
26
years of professional experience
2
2
Certification
Work History
Executive Assistant, Vice President
GSK
08.2021 - 03.2024
- Managed 5 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.
- Managed office inventory, tracking supplies and placing orders to ensure smooth daily operations.
- Organized and coordinated conferences and monthly meetings.
- Coordinated events for staff members, promoting team-building activities and boosting morale within the workplace.
- 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.
- Aided in the recruitment process by screening resumes, scheduling interviews, and assisting with candidate selection.
- Facilitated orientation materials/trainings and onboarding for new hires.
Senior Administrative Assistant III
Novartis
07.2017 - 08.2021
- Maintained 3 executives' schedules, professional calendar, and individual appointments for senior staff members.
- Served as a reliable point of contact for internal and external stakeholders, demonstrating strong problem-solving skills to address any issues.
- Kept files and records in content management systems such as MS SharePoint, EXCEL, and others.
- Supported project teams in achieving their goals through proactive assistance with research, data analysis, and report preparation.
- Facilitated successful events, including conferences and workshops, through meticulous planning, coordination, and logistics execution.
- Coordinated seamless onboarding experiences for new hires to ensure proper equipment with the necessary tools to succeed in their roles from day one.
- Produced clear and accurate emails and documents as instructed by my immediate supervisor.
- Organized logistics and materials for each meeting and took detailed notes for later dissemination to key stakeholders.
Office Manager /Executive Assistant
Genpact Pharmalink
04.2016 - 06.2017
- - Provided executive administrative support to two senior-level Global Vice Presidents.
- Handled sensitive information with discretion, ensuring the confidentiality of company documents and personnel records.
- Delivered over 100 exceptional customer service ratings by addressing client inquiries and concerns through phone calls and email correspondences.
- Maintained accurate financial records by regularly reconciling accounts payable and receivable transactions to ensure balanced budgets.
- Organized logistics and materials for meetings and took detailed notes for distribution to key stakeholders.
- Coordinated events and contributed to ad hoc projects.
Executive Assistant, Global Vice President
LEO Pharma
04.2015 - 09.2015
- Managed calendars for two executive Vice Presidents by scheduling meetings and appointments and coordinating travel arrangements to optimize their time.
- Handled confidential and sensitive information with discretion and tact.
- Processed travel expenses and reimbursements for the 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.
- Screened personal and business calls, directing them to the appropriate parties.
- Enhanced operations and prioritized tasks, enabling senior staff to increase productivity by 60%
- Maintained accurate and balanced calendars to uphold strict schedules.
- Coordinated logistics, catering, agendas, and travel arrangements for meetings and events for the board of directors, president, and executive vice president.
Executive Assistant, Chief Compliance Officer
Prudential Financial
05.2012 - 09.2014
- Managed the Chief Compliance Officer, and two 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.
- Handled confidential and sensitive information with discretion and tact.
- Processed travel expenses and reimbursements for executive team and senior management group.
- Proactively identified areas requiring attention or improvement, aligning priorities effectively in line with executive preferences.
- 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.
- Assisted corporate partners and staff with their business and hospitality needs during meetings and company events.
- Streamlined communication between departments, resulting in more effective project coordination and execution.
- Assisted in preparation of high-stakes presentations, contributing to successful project pitches and client meetings.
- Maintained strict confidentiality of sensitive information, upholding company's privacy policies and ethical standards.
- Enhanced executive productivity by 30% managing email correspondence and prioritizing critical issues.
Senior Administrative Assistant, Vice President
Celgene Bio-Pharmaceuticals
02.2010 - 04.2012
- Provided administrative support to three senior Vice Presidents, Clinical/Marketing
- Served as a reliable point of contact for internal and external stakeholders, demonstrating strong problem-solving skills to address any issues.
- Supported four project teams in achieving their goals through proactive assistance with research, data analysis, and report preparation.
- Managed sensitive information with utmost discretion to maintain confidentiality at all times.
- Expedited decision-making processes for senior leadership by creating concise meeting minutes highlighting key discussion points and action items.
- Reduced errors in data entry tasks by 40% due to meticulous attention to detail when inputting information into various databases and spreadsheets.
- Facilitated efficient daily operations by managing office supplies inventory and proactively anticipating needs to prevent stock shortages or project delays.
- Enhanced communication within the organization by promptly and professionally managing both internal and external correspondence.
- Kept files and records in content management systems such as MS SharePoint, EXCEL, and others.
Office Administrator, Associate Provost
Seton Hall University
06.1998 - 02.2008
- Provided executive-level administrative support to the Associate Provost.
- Fostered a positive work environment by organizing team-building activities, resulting in increased employee satisfaction and retention.
- Streamlined over 60 appointment schedules for executives, optimizing their daily agendas to enhance productivity.
- Coordinated with vendors to reduce office supply expenses by negotiating contracts that aligned with our budget constraints.
- Maintained the confidentiality of sensitive information, adhering to strict data protection policies.
- Improved office efficiency by streamlining filing systems to ensure documents were easily accessible.
- Recruited, interviewed, and hired employees, and implemented a mentoring program to promote positive feedback and engagement.
- Leveraged data and analytics to make informed decisions and drive business improvements.
- Coordinated communications, financial processing, registration, recordkeeping, and other administrative functions.
- Managed a multi-line phone system by routing calls, delivering messages to staff, and greeting visitors.
- Contributed to a positive work environment by fostering strong working relationships among colleagues.
Education
Bachelor of Arts - Liberal Studies, Concentration in Communications
Thomas Edison State University
Trenton, NJ01.2021
Skills
- Executive-Level Admin support
- Schedule & calendar planning
- Project Management
- Travel & Accommodations
- Event Planning
- Presentation development
- Human Resource/Recruiting
- Business Strategy/Management
- Research Analysis
- Inventory Management
- Corporate Records
- Strong problem solver
- Meticulous attention to detail
- Interpersonal communication
- Expense reporting
Accomplishments
- Used Microsoft Excel to develop inventory tracking spreadsheets.
- Achieved high-level administrative tools by introducing MS Teams for internal communication tasks.
Certification
- Project Management, pending, 05/25
- Inclusive and Ethical Leadership, University of South Florida
- Software Technology Specialist, Seton Hall University
- Sports & Entertainment Events Marketing, New York University
Languages
English
Full Professional
Work Availability
monday
tuesday
wednesday
thursday
friday
saturday
sunday
morning
afternoon
evening
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Work Preference
Work Type
Full TimeContract WorkWork Location
On-SiteRemoteHybridSoftware
MicroSoft 365
MS Teams
SAP
CONCUR
Timeline
Executive Assistant, Vice President
GSK
08.2021 - 03.2024
Senior Administrative Assistant III
Novartis
07.2017 - 08.2021
Office Manager /Executive Assistant
Genpact Pharmalink
04.2016 - 06.2017
Executive Assistant, Global Vice President
LEO Pharma
04.2015 - 09.2015
Executive Assistant, Chief Compliance Officer
Prudential Financial
05.2012 - 09.2014
Senior Administrative Assistant, Vice President
Celgene Bio-Pharmaceuticals
02.2010 - 04.2012
Office Administrator, Associate Provost
Seton Hall University
06.1998 - 02.2008
- Project Management, pending, 05/25
- Inclusive and Ethical Leadership, University of South Florida
- Software Technology Specialist, Seton Hall University
- Sports & Entertainment Events Marketing, New York University
Bachelor of Arts - Liberal Studies, Concentration in Communications
Thomas Edison State University
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