Summary
Overview
Work History
Education
Skills
Timeline
SUMMARY OF QUALIFICATIONS
Generic

Tanya Guptill

Salem

Summary

Obtain a position as an Executive Assistant in a fast-paced work environment that allows career advancement through use of administrative, clerical and managerial skills for mutual growth and success.

Professional administrative professional with track record in supporting executive leadership. Proven ability to handle confidential information and manage executive schedules effectively. Focused on fostering team collaboration and meeting dynamic business needs through exceptional communication and organizational skills.

Overview

21
21
years of professional experience

Work History

Executive Assistant to: CEO, CRO, CFO

ONTARIO SYSTEMS/FINVI
06.2022 - 08.2025
  • Coordinated executive schedules, ensuring efficient time management and prioritization of key meetings.
  • Organized travel arrangements, optimizing itineraries for cost-effectiveness and convenience.
  • Track expenses, invoices and overall budget monitoring and management.
  • Organized and coordinated conferences and monthly meetings including space and facility needs, meals and refreshments, supplies, and technology.
  • Managed correspondence, streamlining communication between executives and internal/external stakeholders.
  • Provided professional administrative support during board meetings, including agenda preparation and minute-taking duties.
  • Negotiated with vendors for cost savings, securing high-quality services at reduced rates.
  • Improved team communication and collaboration through coordination of weekly meetings and distribution of agendas.
  • Collaborated with administrative team to ensure alignment, knowledge and function as coverage for staff as necessary.
  • Implemented office procedures, improving workflow efficiency and reducing administrative bottlenecks.
  • Managed office inventory, tracking supplies and placing orders to ensure smooth daily operations.

Executive Assistant to the Vice President

DASSAULT SYSTEMES
11.2012 - 06.2022
  • Actively managing calendars, schedules, activities, meetings, correspondence (emails, phone, mail) and priorities.
  • Proactively resolving scheduling conflicts, competing demands, anticipating needs and ensuring timely follow-up.
  • Respond to regularly occurring requests for information from internal and external parties.
  • Collaborate with administrative team to ensure alignment and function as coverage for other administrative staff as needed
  • Provide travel coordination and logistics to meet rapidly changing needs, book, confirm and communicate travel itineraries, including flights, car service and hotels, focusing on expense control and cost savings; adjust as required.
  • Coordinated cross-departmental communication to facilitate project alignment and timely information sharing.
  • Track expenses, invoices and overall budget monitoring and management.
  • Drive, plan and execute various elements of on and off-site events/conferences, including but not limited to:
  • Produce and manage hotel specifications, menus, rooming blocks and on-site logistics as necessary
  • Oversee travel, transportation and hotel arrangements for attendees and/or staff for events
  • Produce and manage team building activities, dinners, and off-site functions for attendees
  • Manage site selections and coordinate hotel contracts
  • Manage C-Level attendees experience pre-event and on-site
  • Attend meetings and providing accurate and timely notes; capturing key topics and action items.
  • Integrate Word, Excel, and PowerPoint files and content in order to create executive level presentations
  • Collect and organize incoming correspondence/materials, compile agendas and manage meeting minutes/action items
  • Streamlined office operations by implementing new filing systems, enhancing document retrieval efficiency.
  • Work heavily with the License Compliance Operations team on the following:
  • Developed and maintained positive relationships with internal stakeholders and external partners to foster collaboration.
  • Revenue Recognition – ensure accuracy and timely updates for PO dates, revenue types in accordance with established DS rules.
  • Organized high-level events and meetings, overseeing logistics to ensure seamless execution of initiatives.
  • Legal Activity Tracking – assist the LC team with managing priorities between GEO’s by tracking activity on a daily basis.
  • Assisted in budget management by tracking expenses and preparing financial documentation for review and approval.
  • Damages Process – ensure the accurate and timely processing of damages revenue transactions, billing the clients appropriately and that the associated revenue is recorded properly.
  • Optimized use of available resources with thorough budget management for office supplies, travel expenses, and event planning costs.
  • Win Slides – maintain an up-to-date repository in a shared database. Summarize in a standardized format, the key points of significant LC wins in the market.
  • Improved information flow between departments by serving as a liaison between the Vice President and other executives or team members.
  • Infringement and Damages Spreadsheets – assist LC Investigators with preparation of infringement and damages spreadsheets for cases to be researched.
  • Boosted team morale by fostering a positive work environment through effective conflict resolution and proactive problem-solving measures.
  • Lead the activities to execute the License Compliance team wide meetings and events, including the WW LC Annual Kick-offs and Training Seminars. Track attendees, prepare meeting space, order meals, and ensure alignment of event details.
  • Enabled timely decision-making with accurate record-keeping of meeting minutes, action items, and follow-up tasks.
  • Prioritize and manage multiple and complex projects simultaneously.
  • Impacted company growth by supporting the recruitment process through scheduling interviews, conducting reference checks, and orienting new hires to the department culture.
  • Assist with other project related work beyond the traditional “administrative” role as necessary
  • Supported the successful execution of departmental initiatives by coordinating resources, tracking progress, and providing regular updates to involved parties.
  • Demonstrated adaptability by seamlessly adjusting to shifting priorities while maintaining focus on long-term goals set forth by the Vice President.
  • Facilitated smooth executive transitions by training incoming assistants on procedures, responsibilities, and software tools.
  • Safeguarded sensitive company information through strict adherence to confidentiality protocols when handling documents and communications.
  • Served as an essential point of contact for internal and external stakeholders, ensuring timely responses to inquiries and effective communication between parties.
  • Reduced meeting preparation time by creating agendas, gathering relevant materials, and setting up conference rooms.
  • Promoted a healthy work-life balance for the Vice President with diligent calendar management that accounted for personal appointments alongside professional commitments.
  • Increased office efficiency by maintaining organized filing systems and updating database records.
  • Processed travel expenses and reimbursements for executive team and senior management group.
  • Organized and coordinated conferences and monthly meetings.
  • Screened calls and emails and responded accordingly to support executive correspondence.
  • Used advanced software to prepare documents, reports, and presentations.
  • Facilitated training and onboarding for incoming office staff.
  • Updated spreadsheets and databases to track, analyze, and report on performance and sales data.
  • Updated and maintained confidential databases and records.
  • Worked with senior management to initiate new projects and assist in various processes.
  • Handled logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors, president and executive vice president.
  • Took notes and dictation at meetings.
  • Coordinated events and worked on ad hoc projects.
  • Volunteered to help with special projects of varying degrees of complexity.

Executive Assistant, Finance and Business Systems Group

FRESENIUS MEDICAL CARE, NA
01.2005 - 01.2012
  • Manage calendars, emails, phones and confidential correspondence
  • Collect and organize incoming correspondence/materials, needed by the executives for conferences, appointments, meetings, phone calls, etc.
  • Assist in the setup and coordination of conference calls and web meetings
  • Heavy interaction with executive management
  • Integrate Excel, Word, and PowerPoint files and content in order to create executive level presentations and reports.
  • Coordinate extensive travel schedules and reservations for executive’s
  • Prioritize and manage multiple and complex projects simultaneously, and follow through on issues in a timely manner
  • Plan, coordinate and implement on-site and off-site associate events, outings, and meetings (invites, meeting materials, audio visual, catering, gifts, etc.)
  • Assist in the preparation of yearly budget meetings
  • Prepare and follow up with purchase requisitions, invoices, and remedy tickets for the Finance and Business Systems departments
  • Manage Webex On-line and Lotus Notes Team Rooms
  • Prepare and approve expense reports for top executives
  • Take meeting minutes
  • Purchase office supplies and computer equipment

Education

Associates - Liberal Studies – Paralegal Concentration

Middlesex Community College
Bedford, MA

Associate of Science - Physical Therapist Assistant Program

Lasell College
Newton, MA
01.1999

Skills

  • Executive support
  • Conflict management
  • Team leadership
  • Strong problem solver
  • Meticulous attention to detail
  • Expense reporting
  • Travel coordination
  • Professional and mature
  • Invoice processing
  • Spreadsheet tracking
  • Conference planning
  • Process improvements

Timeline

Executive Assistant to: CEO, CRO, CFO

ONTARIO SYSTEMS/FINVI
06.2022 - 08.2025

Executive Assistant to the Vice President

DASSAULT SYSTEMES
11.2012 - 06.2022

Executive Assistant, Finance and Business Systems Group

FRESENIUS MEDICAL CARE, NA
01.2005 - 01.2012

Associates - Liberal Studies – Paralegal Concentration

Middlesex Community College

Associate of Science - Physical Therapist Assistant Program

Lasell College

SUMMARY OF QUALIFICATIONS

  • Highly organized and detail-oriented Executive Assistant with over 15 years’ experience providing thorough and skillful administrative support to senior executives.
  • Dedicated and focused; able to prioritize and complete multiple tasks and follow through to achieve project goals.
  • An independent and self-motivated professional with excellent research and writing skills; able to grow positive relationships with clients and colleagues at all organizational levels.
  • Proficient in MS Office Suite (Word, Outlook, Excel, PowerPoint), DocuSign, Adobe Pro, GoToWebinar, WebEx, Internet/Intranet
  • Positive, professional attitude; Committed to excellence.

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Tanya Guptill