Summary
Overview
Work History
Education
Skills
CORE COMPETENCIES
Timeline
Generic
Vivian Ramirez

Vivian Ramirez

Philadelphia,PA

Summary

Highly skilled virtual professional with solid foundation in administrative support and digital communication. Adept at managing schedules, handling correspondence, and coordinating projects to drive efficiency and outcomes. Strong focus on collaboration and adaptability, ensuring seamless team dynamics and responsiveness to evolving needs. Demonstrates excellence in multitasking, problem-solving, and utilizing technology to optimize workflow.

Overview

19
19
years of professional experience

Work History

Virtual Assistant/Business Support Specialist

Vanguard Business
01.2025 - Current
  • Administrative and Event Support for Ad boards, Offsites & face to face department events (Team building, holiday parties, etc.).
  • Administrative Department Support Identifies the program objectives, scope, and measurable success criteria.
  • Develop and manage comprehensive project plans for the organization such as execution of Steering Committee Meetings, Advisory Boards, and Working Groups.
  • Utilize MS Outlook for Vice President’s calendar management and meeting coordination incorporating video conferencing tools.
  • Builds a fully integrated schedule capturing all activities needed to deliver the business objective.
  • Arrange complex international and domestic travel logistics, ensuring seamless itineraries for Vice Presidents and team.
  • Monitor & report progress of working groups against milestones, deliverables, identification, and management of program issues.
  • Managed and created department SOWs, MSAs, and POs in SAP for procurement processing.
  • Enhanced attendance by 80% through careful creation of attendance log in line with AstraZeneca strict attendance policy.

Administrative Coordinator

Alexion AstraZeneca Rare Disease
02.2020 - 02.2025
  • Performs a variety of administrative activities in support of Senior Leader(s) and functional areas. Maintains and modifies Senior Leaders’ schedule. Manages travel and meeting logistics.
  • Gathers, collects, and tracks information within the functional area/team. May handle special projects and execute research and data analysis tasks. Coordinates activities between departments and outside parties. Contacts company employees at all organizational levels to gather information and prepare reports. Work is generally of a critical or confidential nature.
  • Created complex spreadsheets utilizing pivot tables and VLOOKUP to track program data.
  • Scheduled meetings, manage inbox and calendars for the Vice President, Clinical Development, Hematology using MS Outlook including the use of meeting technologies such as video conferencing and audio-conferencing tools (ex. Skype and Zoom).
  • Scheduled meetings, manage inbox and calendars for the Vice President, Clinical Development 9 direct reports as needed.
  • Prepared complex, ever-changing international and domestic travel arrangements including booking flights, accommodations, car service, arranging meetings and preparing itineraries.

Executive Assistant/Office Manager

Achillion Pharmaceuticals, Inc.
01.2019 - 02.2020
  • Supported 8 C-Level Executives with calendar management, coordinating internal/external meetings, including investor and board gatherings.
  • Arranged extensive domestic and international travel for executives, staff, and advisors, liaised with vendors.
  • Prepared materials for Board meetings, including PowerPoint presentations and Board Books.
  • Managed calls, correspondence, and expense reports for executives and senior management.
  • Assisted in scheduling candidate interviews and coordinated company-wide meetings and events.
  • Oversaw day-to-day office operations, liaised with building management, and ensured safety compliance.
  • Ordered and managed office kitchen supplies greeted visitors professionally, and managed access cards.
  • Managed conference room calendars, set up meeting rooms, and arranged for supplies and catering.
  • Provided support for Board activities, including scheduling meetings, travel, and preparation.

Office Manager

Biopettek Pharmaceuticals
12.2016 - 01.2019
  • Office Management: Organized office operations, prepared payroll, controlled correspondence, and designed filing systems. Reviewed supply requisitions and assigned clerical tasks. Provided historical reference and maintained office efficiency by planning systems, layouts, and equipment procurement. Designed office policies, assigned tasks, and ensured operational requirements were met.
  • Budget Manager: Managed annual budget, participated in discussions, and prepared relevant reports. Compiled and analyzed accounting records, adjusted budgets based on expenditure trends and communicated with the CEO about budget issues. Implemented and managed budgetary policies conducted budget analysis presentations, and generated budget explanations.
  • Bookkeeping: Established a system for financial transactions, maintained subsidiary accounts, balanced subsidiary and general ledger accounts, and filed documents for historical records. Prepared financial reports by collecting, analyzing, and summarizing account information and trends.
  • Human Resources: Administered compensation, benefits, and performance management systems. Identified staff vacancies, recruited, interviewed, and selected applicants. Allocated human resources, provided information to employees, performed staffing duties, advised managers on policy matters, and recommended changes.
  • Marketing Manager: Developed strategies to drive qualified traffic to the company, deployed marketing campaigns, and managed their implementation. Experimented with various design and content formats, produced valuable content for the website and blog, built strategic relationships, oversaw the marketing budget, and measured campaign performance against goals.

Business Operations Manager

Graphene Frontiers
08.2014 - 06.2016
  • Human Resources: Administered compensation, benefits, and performance systems, recruited and interviewed applicants, allocated resources, and advised on policy matters including equal employment opportunity and sexual harassment.
  • Accounting: Verified invoice accuracy, updated and maintained journals and ledgers, entered data into QuickBooks, prepared reports, reconciled records, and resolved discrepancies.
  • Payroll: Collected and entered payroll data, updated records, prepared reports, resolved discrepancies, provided information to employees, and maintained confidentiality.
  • Executive Assistant: Scheduled and maintained CEO’s calendar, assisted with travel and event planning, performed light accounting tasks, organized company cloud-based filing system, resolved administrative issues, and provided information to stakeholders.
  • Administrative Assistant: Implemented administrative systems, assisted multiple supervisors, screened calls, managed calendars, arranged travel and events, prepared reports and financial data, and handled customer relations.

Business Support Specialist

The Competent Assistant, LLC.
12.2006 - 08.2014
  • Assisted various Presidents, Vice Presidents, and Business Owners in their day-to-day administrative operations.
  • Executive/Administrative Assistance: Managed office operations, organized files, scheduled meetings, managed projects, prepared correspondence, made travel arrangements, and provided customer service.
  • Customer Support, Sales, and Account Management: Communicated proactively with customers, processed orders, managed database records, maintained customer relationships, and drafted status reports.
  • Website Management: Developed, maintained, and managed websites, performed updates and modifications, researched emerging technologies, provided design materials, and assisted in troubleshooting.
  • Social Marketing and Integration: Analyzed social media strategies and market research, capitalized on trends, developed unique programs, and targeted key customer segments.
  • Email Marketing Campaigns: Developed, executed, and tracked email marketing programs, stayed updated on online marketing trends, and produced relevant communications for target audiences.

Education

Bachelors - Business Administration

Penn State University
University Park, PA

Certification - Office Systems Technology

Peirce College
Philadelphia, PA
06.1995

Skills

  • Project Management
  • Task Prioritization
  • Team Leadership
  • Budget Management
  • Schedule Coordination
  • Marketing Campaigns
  • Process Expense Reports
  • Customer Service Excellence
  • Accounts Payable/Receivable
  • Calendar management
  • Microsoft office
  • CRM management
  • Social media updating
  • Meeting scheduling
  • Travel planning

CORE COMPETENCIES

  • Skilled in project planning and execution, ensuring goals are met on time and within budget
  • Collaborate with cross-functional teams to streamline processes and achieve project objectives
  • Proactively identify and mitigate risks to minimize disruptions and maximize project success
  • High degree of independent leadership, critical thinking, accountability, and teamwork skills
  • Remarkable ability to communicate complex information clearly (both verbally and in writing)
  • Excellent project management, presentation, negotiation, and creative problem-solving skills
  • Proficient with Office 365, MS Office (Word, Excel: Pivot tables, VLOOKUP,etc, Outlook, PowerPoint), Zoom, Coupa, Zycus, Ariba/SAP, QuickBooks Pro, HubSpot, and Salesforce.

Timeline

Virtual Assistant/Business Support Specialist

Vanguard Business
01.2025 - Current

Administrative Coordinator

Alexion AstraZeneca Rare Disease
02.2020 - 02.2025

Executive Assistant/Office Manager

Achillion Pharmaceuticals, Inc.
01.2019 - 02.2020

Office Manager

Biopettek Pharmaceuticals
12.2016 - 01.2019

Business Operations Manager

Graphene Frontiers
08.2014 - 06.2016

Business Support Specialist

The Competent Assistant, LLC.
12.2006 - 08.2014

Certification - Office Systems Technology

Peirce College

Bachelors - Business Administration

Penn State University

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