MaryAnn Ellis
635A Palmer Lane (PO Box 353) Yardley, PA 19067
Cell: 267-907-4079 (H) 215-493-5037
e-mail address:
Professional Qualifications
Experienced Administrative professional in the pharmaceutical and financial indu
stries. My 12 years of experience includes working with all levels of management
including CEO, President, Senior Vice President and Executive Directorate level
s.
Strengths: Very Professional, Productive, Pro-Active, Detailed-Oriented, Flexibl
e, Excellent writing skills, creative and the ability to prioritize and handle m
ultiple projects. Good interpersonal skills and pleasant personality. Strong Mic
rosoft experience including Outlook and Lotus Scheduling.
Strong PowerPoint creation of slides-(Portfolio samples)
Professional Certification in: Excel, PowerPoint, Word, Outlook and Lotus Notes.
Education
* University of Phoenix/Phoenix, AZ 9/2000 - 2/2003
B.A. Marketing Deans Honor Roll, GPA: 3.7
* Bucks County Community College/Newtown, PA. 1989 - 1994
Business Administration (Transfer)
* Johns Hopkins University/Baltimore, MD and Online 6/2006 - 1/2007
Bloomberg School of Public Health
* Public Health Practice Intro
* Problem Solving in Public Health
* Health across the Lifespan
Work Experience
Pfizer Pharmaceuticals
235 E, 42nd Street
New York, NY 10017
Executive Assistant to the US President of Primary Care Present (transferred)
* Provides Executive support to the US President of Primary Care and the Chief
of Staff
* Manage a very busy calendar for the US President
* Schedule Travel and process expense reports. Some travel involves arranging P
rivate Jets
* Arranging Conference Rooms for various large meetings including Video and Tel
econferences
* Handling Confidential Information involving salaries, and performance reviews
* Various projects utilizing Excel for spreadsheet projects and PowerPoint pres
entations.
* Approve all invoices and expenses for Direct Reports to the US President
Wyeth Pharmaceuticals/Pfizer January 14, 2008 - Present
500 Arcola Road
Collegeville, PA 19426 Title: Senior Assistant/Contract Specialists
* Working with Assistant Vice President of Enbrel of Global Health Outcomes and
3 other Directors providing Senior Administrative and contract support
* Primary responsibility is managing Health Research contracts and CDA's for pr
oject studies involving Enbrel, Pristiq, Torisel, and Tygacil.
* Tracking milestone payments via ACCESS and processing payments via SAP
* Coordinates with vendor involving contract language translations
* GroupWise Calendar Scheduling, including teleconference, video and meeting pl
anning
* Heavy contract management with physicians, research universities and other me
dical agencies, which include processing invoices, follow up with vendors, initi
ating workflow processes and developing a Procedural Process Guide for the depar
tment for new employees.
* Track and enter Enbrel DART Study and other data into EDMS security system.
* Arrange complex international and domestic travel arrangements for Assistant
Vice President and Senior Directors
* Process all expenses and reconcile Visa statements.
* Estimate Travel expenses on a quarterly basis and maintain budget
* Follow up and respond to memos and emails to save manager's time
* Maintain confidential information such as performance and salary planning
* Tracks a group department budget for contracts involving forecasting and accr
uals. Created a rolling budget for consolidating costs by therapeutic areas
* Conduct Literature reviews and journal searches via Library Online Search, Pu
b Med, etc.
Rehired-Bristol Myers Squibb Company December 2003 - Sept 2007
311 Pennington-Rocky Hill Road - Annex 8 South
Pennington, NJ 08534 Title: Executive Assistant/Grant Coordinator
Executive Administrative Responsibilities:
* Provides project and senior level administrative support for the Executive Di
rector and other senior management in the Epidemiology Department.
* Arranges all external investigator travel and internal BMS travel including f
light arrangements, hotel accommodations and ground transportation - both domest
ic and international.
* Processes all payment invoicing for over 25 investigators that attend the 4 E
pidemiology Advisory Board annual meetings.
* Arranges Global Pharmacovigilance & Epidemiology Annual meeting in New York w
hich includes transportation, catering, video and teleconference arrangements, e
mployee and consultant registrations and arranging conference rooms for internal
staff.
* Generates Purchase Orders via BMS Easy Req software to reserve hotel bookings
and pay specific consultants from the Operations budget.
* Maintains heavy calendar scheduling for Group Director and 3 other Epidemiolo
gists
* Maintains high level organization with correspondence, contracts and reports
by creating color coded filing system for quick retrieval.
* Maintains Distribution lists for business and personal mailings lists.
* Tracks and monitors Department expenses from Operations budget (developed spr
eadsheet)
* Screens telephone calls, and visitors, answering questions saving Director's
time.
* Orders office supplies for group via Easy Req software
* Arranges many video and teleconferences (approximately 100+ yearly)
* Handles various miscellaneous projects as needed
* Pulls articles from online library database to conduct research studies (Lipp
incott, PubMed)
* Extensive follow up with very limited direction
* Enters project hours for Epidemiologists in Time Allocation System
* Handles confidential and sensitive information with discretion such as perfor
mance reports and salaries.
* Greets various clients in a professional manner
Project and Grant Related Responsibilities:
* Responsible for paying invoices, and contract tracking, for an $8 million dol
lar Project budget
* Responsibilities includes managing over 60 Investigators/consultant contracts
for Hopewell and Wallingford; from entering information into the IMPACT applica
tion to developing contract "checklists" for contract generation to consultant p
ayment processing.
* Sets up new Contract Financial Commitments forms for each contract under the
IMPACT system, including, increasing fund amounts for amendments when necessary,
tracking signature routing to appropriate GOA's and Grant Coordinator approval
for contracts and CFC's, Vendor maintenance, initiating payment and follow up on
all contracts and payments for Consultants. Includes understanding the scope of
each contract, amendment and tracking implementation/expiration dates on contra
cts. (Developed a spreadsheet for tracking purposes), updating start and end dat
es of contracts to reflect dollar amounts correctly on budget sheets.
* Tracks Approval process and sign off of all authorizers
* Invoice Tracking and payment interfacing with physicians/investigators when n
ecessary
* Acts as communications liaison for the Director and external investigators
* Responsible for maintenance of Project database in Access where monthly proje
cts are tracked.
* Reconcile Travel expenses
HR Responsibilities
* Arranged Candidate interviews and flew in candidates for interviews.
* Mailed out offer letters to new employees
* Arranged Orientation meetings
Recognition Awards: Star Award for assistance in the development of Access Datab
ase and organizational development of contracts and procedures.
Recognition Awards: for voluntarily taking on the preparation of the Pharmacoepi
demiology 2007 budget proposal while the department head was out of the country,
enabling the timely presentation of the budget to senior leadership
Merck & Co., Inc. (via Kelly Services) January, 2003 to October, 2003
Whitehouse Station, NJ Brand Promotions
Title: Marketing Coordinator Consultant /Filling in for Marketing Coordinator on
Maternity Leave
Contact: Nancy Behrens, Sr. Marketing Director, Stacey Alphas, Promotional Manag
er.
* Developed PowerPoint presentations for Marketing Plans, updated and created p
romotional Development pieces involving advertising agencies.
* Tracked a department monthly budget utilizing Merck Business & Expense softwa
re
* Scheduled on/off site meetings for Sr. Director of Brand Promotion and acted
as back-up assistant for other Promotional managers.
* Maintained confidentiality involving HR correspondence, employee salary incre
ases and performance reviews.
* T&E expense processing
Completed School-UOP May, 2002 - December 2002
Various part-time consultant assignments at Merck during this timeframe.
Bristol Myers Squibb (June 1, 2001 to April 30, 2002)
206 and Province line Road
Lawrenceville, NJ 08534 PRI Finance: Promotion
Title: Project Coordinator I
Contact: Mike Klein, Financial Analyst
* Lead Role assisting 7 Financial Analysts, and Two Directors
* Managed a software Time Allocation System for Scientist to record project tim
e
* Assigned Research codes to projects in the TAS System
* Analyzed monthly project hours in each department and generated reports for u
pper Executive PRI management.
* Supervised over 60+ coordinators to ensure all time was entered correctly and
timely in TAS.
* Posted journal entries in SAP
* Approved accuracy of data for all project contracts/payments
* Created PowerPoint presentations
* Assisted Help Desk in PRI Finance with software related TAS issues
* Maintain updated employee list in TAS, such as disability leaves, termination
s, Active
* Maintain TAS Profiles for employees such as department name, extension, etc.
* Distribute Monthly Reminders and other Communications to all TAS Administrato
rs.
Bristol Myers Squibb Co. November, 1998 to May, 2001
777 Scudders Mill Road
Plainsboro, NJ 08543 Neuroscience Marketing (Tequin)
Title: Marketing Executive Assistant Contact: Lynda Berne, Vice President -Tequi
n Marketing
* Assisted in the coordination and launching of BMS new antibiotic, Tequin.
* Maintained very heavy calendar for Vice President, scheduling complex meeting
s
* Assisted the Senior Vice President of Corporate and Environmental Affairs (Jo
hn Skule) in editing the Tequin launch speech for the CEO of BMS.
* Scheduled numerous meetings, onsite and offsite, utilizing Outlook calendar.
* Invoicing, check requests via SAP and Easy Req Software.
* Maintained the tracking of an 18 million dollar APA budget.(Advertising)
* Developed spreadsheets and followed up on approvals through the CRISP system.
* Maintained communication with Advertising vendors in setting up capability pr
esentations.
* Handled sensitive and confidential information involving Salary Planning and
Performance Reviews.
* Processed Travel & Expense reports for extensive domestic and International t
ravel arrangements.
* Competitive Intelligence to inform managers of updates and drug competitor in
formation.
* Provided training to the support staff in Public Relations departments and Ma
rketing on software applications.
Sales Responsibilities
* Ordered equipment and shipped materials for sales training meetings.
* Assisted in arranging various workshops for Sales Training/POA meetings.
* Worked with the Marketing team to develop materials including: sales tapes, l
aunch kits, and training materials for sales reps.
Recognition Awards: 2 Spot Awards for delivering projects on time and the long h
ours of assistance involving the launch of Tequin
Sutro & Company (Financial) June 1998 and October 1998
201 California Street (temporary)
San Francisco, CA 94111 415-445-8500
* General Administrative duties including assisting Traders and two Portfolio M
anagers. Relocated short term to California to be with family. Offered a great o
pportunity at BMS in New Jersey.
Merrill Lynch Sept. 15, 1989 - May 27, 1998
800 Scudders Mill Road
Princeton, NJ 08543 Title: Marketing Administrator
Contact: Ron Welburn, Senior Vice President Asset Management.
* Provided Executive Level responsibilities to 2 Senior Vice President/Strategi
sts in the Private Portfolio Department of Merrill Lynch Asset Management
* Compiled research data on Economic Indices utilizing Bloomberg & DataStream s
oftware.
* Prepared and updated information for 7 Mutual Fund Board of Directors Reports
(Capital Stock, Balanced for Retirement & Investment, Quality Equity, Flexible
Strategy & 2 private funds)
* Supervised, directed and provided training to 6 administrative support member
s in PowerPoint and Excel applications.
* Generated basic formulas and linked data from Excel to other compatible softw
are packages.
* Troubleshooting and problem solving of basic computer software applications.
* Utilized scanning software such as Wordscan, and Deskscan.
* Handled confidential information for high profile clients. (private portfolio
s)
* Implemented and directed a Graphics area in the Private Portfolio Department
of Merrill Lynch.
* Created PowerPoint templates to help streamline/manage workflow and increase
Productivity.
* Prepared other special reports for client's portfolios by gathering, and summ
arizing data from a variety of sources such as pulling Bloomberg economic indica
tor figures, tracking stock prices and preparing client's quarterly purchase and
sales.
Seminars/classes attended:
* Series 7 (Securities Representative Training - sponsor- Merrill Lynch)
* Supervisory Seminar - How to supervise People (Fred Pryor's Seminar)
* Personnel Law for Managers & Supervisors (Merrill Lynch internal course)
* Business Writing Skills Seminar (BMS internal course certificate)
* Management Skills for Executive Assistants (American Management Association)
* Managing Personal Growth Seminar (Merrill Lynch internal course certificate)
* Budget Training (Merrill Lynch internal course certificate)
Memberships:
* Public Health Association
* International Association of Administrative Professionals (IAAP)
