Summary
Overview
Work History
Education
Skills
Timeline
Generic

Ramona Wilson

Oakland,CA

Summary

A results-oriented, proactive, and resourceful Executive Assistant with 20 years of supporting C-Level Executives; providing organizational, leadership, and project management services with noteworthy customer service and client discretion. Providing extensive experience in complex calendar management, managed detailed domestic/international travel logistics and corporate event planning. Adept at transparent knowledge, applying peacekeeping judgment, in the moment critical thinking, and prioritization skills within shifting demands in a fast-paced environment. Managed complex administrative duties and project coordination involving the frequent exercise of company guided initiatives, to ensure diplomacy and tact for Executives and their teams. Highly proficient in utilizing Trello Boards, Google Suites, MS Office Suite to include: Oracle for submitting purchase orders, Outlook, Excel, PowerPoint, WORD, iCertis for contracts and CONCUR for expense reporting. Efficient at producing remote Zoom events for up to 100+ participants with multiple breakout rooms. Microsoft Outlook/Google Meets: calendared multiple departmental individual and team/personal meetings.

Overview

12
12
years of professional experience

Work History

Executive Assistant to Sr. VP of N.A. Medical Affairs & Sr. VP Patient Advocacy

ULTRAGENYX Pharmaceutical
03.2021 - Current
  • Applies sound judgment when working with confidential and proprietary information within the department and company
  • Remotely manages Sr
  • VPs calendar, appointments and meeting requests through MS Outlook, calendar will include scheduling external vendors, guests and candidate interviews
  • Remotely manages extensive travel coordination including booking flights, hotels, and meeting requirements, with high attention to details and coordination of varying time zones and geographical regions, includes support of field-based staff and international staff as needed
  • Provides leadership around streamlining administrative processes, promoting an atmosphere of process improvement
  • Prepares and completes expense reports for processing within Concur Travel Management system
  • Remotely manages processes for iCertis purchase order creation, submitting invoices, vendor setup, contract management, etc
  • Proven ability to juggle multiple competing tasks, work autonomously and prioritize workload
  • Participates in other activities and special projects as needed.

Sr. Admin Associate to I2OR Field Medical Director (contract)

GENENTECH
05.2020 - 11.2020
  • Remotely managed Field Medical Director’s calendar and the 75-member Field Medical Team
  • Remotely managed all calendar and meeting logistics for Respiratory, Immunology and Ophthalmology therapeutic areas
  • Scheduled multi-panel interviews for each therapeutic area of the Field Medical team
  • Onboarded 60+ new hire Medical and Surgical Liaisons
  • Offboarded 30+ Medical and Surgical Liaisons
  • Maintained multiple master distribution lists, internal rosters
  • Follow all guidelines Genentech required with the management of meetings using the complex systems provided
  • Composed and formatted extensive slide decks, training materials and biography and ecosystem presentations via gWorks
  • Produced multiple offsite Zoom meetings to include extensive breakout rooms.

Executive Assistant to Group Vice President (contract)

FEDERAL RESERVE BANK
08.2019 - 12.2019
  • Transition new MSLs to Field Medical processes and Genentech compliance guidelines
  • Collaborate with admins, operations and CMG cross-functional teams to support ad hoc projects
  • Managed executive’s calendar, travel, and expenses, prepared PowerPoint presentations, reports, and transcribed minutes
  • Coordinated extensive catering and logistics for group events of up to 200+ people.

Executive Assistant

DONOR NETWORK WEST
05.2019 - 08.2019
  • Complex calendar management for CEO
  • Coordinated travel arrangements, processed expense reports; maintained calendars for Directors, Managers
  • Managed executive’s calendar, travel, expenses, prepared PowerPoint presentations, reports, and agendas for meetings and took minutes.

Executive Assistant to Executive Director

UCSF
02.2019 - 05.2019
  • Provided analytical analysis for national annual survey study for global publication US News
  • Collected hospital’s physician and patient data from all health departments and developed documentation to upload to the national US News System.

Executive Assistant to Director (contract)

BROWN AND TOLAND
09.2018 - 11.2018
  • Supported/managed heavy schedules; created power-point presentations
  • Organized travel, processed expenses and managed director’s calendar.

Executive Administrative Professional Scheduler to CEO

POLICYLINK
04.2015 - 08.2018
  • Managed - scheduled high volume in-person or dial-in internal and external meetings for the CEO
  • Received - screened confidential requests and communications for the Founder/CEO to refer all inquiries to staff as appropriate
  • Coordinated all meeting logistics; i.e
  • Location, catering, conference calls and correspondence communications with attendees via Skype, WebEx and MS Outlook
  • Tracked and followed-up on scheduling and engagement requests directed to the office of the Founder and CEO
  • Coordinated extensive domestic and international travel arrangements for the Founder/CEO via travel agent
  • Tracked and submitted travel and honorarium reimbursement requests, timesheets, and expense reports for the Founder/CEO to the Finance team
  • Principal Board Liaison, worked closely with the board and Founder/CEO and CFO to schedule and organize board meetings bi-annually, coordinating travel arrangements for board members
  • Created all board materials; agenda and MS PowerPoint presentations as well mails to distribute Board materials
  • Microsoft Outlook: calendared multiple departmental and social/personal meetings for President/CEO
  • Provide administrative back-up for Founder/CEO’s projects, special events and processes as required.

Executive Assistant/Office Manager

COMMUNITY HOUSING PARTNERSHIP
04.2013 - 04.2015
  • Managed CEO/CFO and Executive team’s calendar-meetings; provided project management support
  • Maintain all office management systems
  • Supervised private company maintenance team and Admin-Assistant/Receptionist; who provided backup administrative support for the Board of Directors
  • Managed building facilities to include supervision of janitorial services for 14 properties
  • Managed infrastructure and equipment at all properties (computer networks, IT support, phone and voicemail system, email accounts, office machines)
  • Maintained - troubleshooted all office computer systems including: PC hardware-software, network-servers
  • Served as on-site computer and network administrator, ensuring technical supervision from the independent IT Consultant, for all properties and staff IT issues and support requests for organization’s database, equipment inventory, security, mailing lists and development and implementation for IT disaster recovery procedures
  • Managed phone/voicemail system, mobile phone, and other communications contracts
  • Planned and coordinated all annual and quarterly special events as required.

Executive Assistant/Office Manager

OFFICETEAM - Edgeworth Economics
11.2012 - 04.2013
  • Principle Liaison for the CEO’s scheduling and critical confidential correspondence and communications
  • Responsible for the facilities day-to-day operations and maintenance
  • Served as critical and initial point of contact and support for all vendors and clients
  • Managed and coordinated all office supplies and orders; Staples, Iron Mountain, Arrowhead, FedEx etc
  • Managed and ensured effective telephone and email communications internally and externally
  • Maintained MS Outlook calendars/schedules to include time off requests and marketing visits
  • Coordinated with Human Resources and participates in the interview process and selection of candidates
  • Managed and submitted expense reports via web-based reporting system
  • Documented preparation for research, proposals and other presentations; responds to routine correspondence
  • Updated executives and staff weekly and monthly re; attendance/pto, holidays, vacations, marketing and new projects
  • Coordinated extensive travel and logistics for Corporate Principals as well as scheduled and interviewed candidates.

Executive Assistant to Executive Director

MUSEUM OF AFRICAN DIASPORA
01.2012 - 01.2013
  • Managed daily activities for the Executive Director’s administrative, financial, clerical, and operations
  • Scheduled appointment calendar via MS Outlook and Google business and personal calendars
  • Created and maintained PowerPoint presentations, handouts as well as printing, collating and binding materials
  • Drafted and typed detailed correspondence using Microsoft WORD
  • Department Liaison for Technical and Telecommunications support
  • Developed and updated complex spreadsheet for Capital Campaign development using Excel
  • Liaison and maintained museums client and vendor relations for Salesforce database
  • HR – onboarding: set up employee, orientations, phone and computer assignments for new hires
  • Coordinated conferences/meetings and set-up, all museums catering, and logistical arrangements using SharePoint as well as in-person contact
  • Coordinated museums special projects and Executive’s fiduciary and personal essential requests as necessary.

Education

Bachelor of Arts - Radio/Television Communications

San Francisco State University
08.1996

Associate of Arts - Social Sciences

Laney College
12.1993

Skills

  • Executive Support
  • Administrative Support
  • Office Management
  • Strong Problem Solver

Timeline

Executive Assistant to Sr. VP of N.A. Medical Affairs & Sr. VP Patient Advocacy

ULTRAGENYX Pharmaceutical
03.2021 - Current

Sr. Admin Associate to I2OR Field Medical Director (contract)

GENENTECH
05.2020 - 11.2020

Executive Assistant to Group Vice President (contract)

FEDERAL RESERVE BANK
08.2019 - 12.2019

Executive Assistant

DONOR NETWORK WEST
05.2019 - 08.2019

Executive Assistant to Executive Director

UCSF
02.2019 - 05.2019

Executive Assistant to Director (contract)

BROWN AND TOLAND
09.2018 - 11.2018

Executive Administrative Professional Scheduler to CEO

POLICYLINK
04.2015 - 08.2018

Executive Assistant/Office Manager

COMMUNITY HOUSING PARTNERSHIP
04.2013 - 04.2015

Executive Assistant/Office Manager

OFFICETEAM - Edgeworth Economics
11.2012 - 04.2013

Executive Assistant to Executive Director

MUSEUM OF AFRICAN DIASPORA
01.2012 - 01.2013

Bachelor of Arts - Radio/Television Communications

San Francisco State University

Associate of Arts - Social Sciences

Laney College
Ramona Wilson