Tracey Lynn Sullivan

Work History

Executive Assistant & Office Manager

AIRNA

10.2023 - Current

Supporting the Chief Executive Officer, Chief Scientific Officer, Head of Finance & Operations and other team members within a small start-up biopharmaceutical company
Handle CEO, CSO and Head of Finances calendars, travel (domestic and international) and off-site meetings
Facilitate Board of Director meetings, dinners, reservations and on-site set-up
Coordinate the on-site interviewee candidate’s presentations, individual meetings/agendas and then their onboarding
Update the trackers in SharePoint for interviewee candidates and contracts.

Senior Manager, Office Administration

ImmuneID

11.2021 - 08.2023

Supported Chief Executive Officer, Head of Human Resources & Operations and worked to meet the needs of the small start-up biopharmaceutical company
Focused on supporting the Executive Suite with the ability to anticipate issues before they arose and provided resolution options
Self-motivated and driven to deliver with minimal direction
Ability to maintain utmost discretion and confidentiality
Oversaw the on-boarding process for all new hires within the company
Managed all on-site facilities situations and purchasing needs for office and kitchen
Created the social committee and managed off-site events large and small

Senior Team Administrative Coordinator

SANOFI-GENZYME

08.2017 - 11.2021

Supported Chief Managing Officer and Deputy to the Chief Scientific Officer within the Immunology & Inflammation Research Therapeutic Area
Performed general administrative tasks related to the department, assisted with Concur to ensure seamless travel expense reimbursements from meetings, enabling our team members to focus on key responsibilities to fulfill our company’s business objectives
Maintained manager’s calendars, 1:1’s, team meetings, conference rooms and other scheduling requests
Ordered all supplies for office, IT & kitchen
Coordinated a large move for the entire team with management from other sites to new location
Assisted the R&D division with on-site guests, interviewees, and the scheduling of candidates
Focused on simplifying new hire orientation and on-boarding process by looking at best practices and performing tasks within a timely manner
Guided new hires with their first week’s events including supplies, business cards and biography for departmental announcements.

Administrative Partner

IPSEN BIOSCIENCE, INC.

08.2013 - 08.2017

Supported Vice Presidents within different divisions and their team members
Meeting and event coordination
Facilitated an off-site event for 150 guests from our office and home office guests from France including hotel arrangements, meeting planning, off-site gala for guests, guest speakers, awards, and on-site contact
Extensive calendar management for Vice Presidents and their teams
Scheduled and managed domestic and international travel, reserving conference rooms, agendas, ordering meals and greeting clients
Ordered all office supplies and entered purchased items into Pcard system for accounting
Contributed beyond the core administrative role by taking on and completing small tasks and large projects that were part of the department’s mission.

Executive Assistant

ST. VINCENT HOSPITAL

10.2013 - 01.2014

Worked within the Executive Suite supporting both the Operations Manager and the President
Completed assignments given by the Operations Manager and worked with her direct reports to follow-through
Co-ordinated many team meetings and individual meetings with direct reports for both the Operations Manager and the President
Assisted with Executive Board meetings including taking minutes at their monthly meetings
Managed phones, outside guests, meeting planning, travel, legal documents for signature, and medical records.

Executive Assistant to President of the Tax-Exempt Markets

ING FINANCIAL SERVICES / AETNA (now VOYA Financial)

08.1998 - 07.2012

Supported the President of Tax-Exempt Markets and Direct Reports - provided complex, diverse, and confidential administrative support which required extensive knowledge of organizational operations, policies, and procedures
Managed complex calendars to ensure that priorities were accomplished, support materials were prepared, and unplanned items were addressed
Extensive travel arrangements and off-site meeting planning
Monitored status of delegated items to ensure closure
Served as the point person for all telephone/mail inquiries for the President to ensure all matters of significance were brought to their attention and that outstanding customer service was provided to all customers
Verified expenses as legitimate and necessary according to established business regulations; provided timely approval for expenses directed to Department Head and ensured that the accounting was accurate and within budget
Worked daily with sensitivity to deadlines and multi-tasked with ease
Assisted managers and other staff with their daily functions to ensure department goals were achieved and staff was notified of essential information
Under limited supervision performed a variety of complex and specialized administrative and office support functions to ensure the daily operations of the office ran efficiently and professionally.

Administrative Assistant

GREATER HARTFORD JAYCEES

05.1994 - 08.1998

Reported directly to Executive Coordinator and Tournament Chair for the Greater Hartford Open Golf Tournament at the TPC River Highlands
Maintained tournament Chairman’s schedule and travel arrangements including air, land, and hotel reservations
Coordinated all Executive and Management Committee meeting agendas, minutes from meetings, arranged locations and meals, facilitated monthly reports and all mailings
Supported Marketing Manager for diverse set of responsibilities, databases, mass mailings and additionally, organized and maintained GHO filing system.

Summary

Overview

Work History

Executive Assistant & Office Manager

Senior Manager, Office Administration

Senior Team Administrative Coordinator

Administrative Partner

Executive Assistant

Executive Assistant to President of the Tax-Exempt Markets

Administrative Assistant

Education

Associate degree in Travel Administration & Business -

Skills

References

Additional Information

Work Availability

Timeline

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