Sara Baldwin Email and Phone Number

Handle intricate scheduling for both international and domestic meetings.Coordinate with executives across various teams.Schedule and prepare for international and domestic meetings.Create project presentation materials, set up conference rooms, arrange catering, and manage virtual meetings (e.g. ,Zoom, Teams or WebEx).Providing proactive assistance to the Vice President of Business Development, Vice President of BioPharma Partnerships, SVP, Regulatory & Quality.Previous support of: SVP, People, SVP Global Public Affairs, Chief Technology Officer, Chief Information Officer, SVP, OperationsPlan and manage large-scale events such as Team All Hands, Pharma Yearly Awards, Multiple Teams Offsites, and Corp Celebrations.Handle vendor support, managing Statements of Work (SOW), purchase orders, and invoices.Maintain and update multiple budgets.Provide ad-hoc assistance to the Senior Leadership Team.Manage team expense reports, candidate interview scheduling, and new employee onboarding.

Complex domestic/international calendar management including meeting scheduling with international and domestic internal and external executivesInternational coordination across multiple teams Proactively resolving conflicts for Head of PD Communications and PD Communications team membersSchedule and prepare for international and domestic meeting Create, prepared project presentation materials, conference room setup, arranging catering, WebEx, etc.Provide proactive support to Head of PD Communications, Sr. Director of Pharma Communications & Head of Internal & HR CommunicationsSupported event coordination, ad-hoc and logistical support for CEOPlanning and logistical support for PD Global Town Halls and large events such as China DayPlanning and logistical support for PD BreakThrough AwardsLogistical support for I20 app launchLogistical support for PD News App launchLarge and small onsite and offsite event managementVendor support for purchasing; New Vendor Creation, SOW, Purchase Orders, and Invoice managementProcessing/Management Created, maintained and updated multiple budgetsAd-Hoc support of the CEO, Office of the CMO, PD Leadership Team and Senior Leadership TeamTeam Expense Report ManagementCandidate interview scheduling domestic/internationalNew Employee Setup/OnboardingSit on Genentech Interview Scheduling Process Improvement Council

Complex calendar management including meeting scheduling with internal and external executives, coordination across multiple teams, proactively resolving conflicts for 5 C Level Executives as well as others on the teamScheduled and prepared for meeting created, prepared and project presentation materials, setting up conference room, arranging catering, WebEx, etc.Coordinated domestic/international travel arrangements and expense report preparationCoordinating party/celebration orders, deliveries and setup.Coordination of offsite meetingGenerate, disseminate and maintain documents and information (use of gSites, gdocs, Microsoft Office)Interview scheduling and distribution list managementEmployee On Boarding.

Senior Executive Assistant/Office Manager responsible for using independent judgment in managing the day-to-day operations of the San Mateo office, including administrative functions in support of two executives and 10 on and off site account managers. Interface with a variety of clients and high level executives both internally and externally, via phone and in person. Manage San Mateo office operations, including equipment purchase and upkeep, vendor services, liaison to offices in other US cities and manage offsite logistics. Manage multiple international and domestic calendars, schedules, conference calls, arrange meetings, prepare and administer expense reports in Concur, and reconcile monthly credit card expenditures. Plan and organize special office events/activities while adhering to budgetary policy. Coordinate international and domestic travel arrangements in Concur, including all accommodations and detailed itineraries. Prepare correspondence, reports and other documents with the highest degree of discretion and confidentiality

Manage administrative functions for Bio Medical Science/Precision Engineering Centre Director including responding to correspondence, scheduling executive meetings and coordinating travel arrangements. Ensure compliance with government regulations and policies. Produce operational and financial reports for review by upper management. Screen and route telephone inquiries to appropriate staff and answer visitor inquiries. Develop meeting minutes for reference by management for operational decisions. Created monthly financial reports including P&L, general ledger, customer statements, bank reconciliation, customer retention, vendor maintenance, and other accounting statements for the CPA. Prepared weekly A/P and A/R journal entries, sales journal and customer by territory journal. Processed daily invoice journal, open order journal, open purchase order journals.  Facilitate preparation of department budget, payroll, personnel files and vacation/sick leave records.  Assist with accounting operations by preparing month-end reconciliations and bookkeeping statements.  Led training initiatives and managed 8 clerical staff to direct front office operations.  Oversaw migration and installation of 18 new phone systems, ensuring staff knew how to operate them.

Drove logistics plans to ensure timely delivery of customer orders and custom documents and maximize customer experience. Partnered with upper management to provide metrics for program and process decisions. • Managed a comprehensive system to track purchase orders and validate accuracy during acquisition process involving time sensitive pre-set project schedules.• Support GSA program by calculating and reporting material orders and respective percentage fulfillment completed, shipping status, expected delivery date, and customs clearance status.

Oversaw front office operations by serving as primary support for company President, Chairman of the Board as well as various department heads. Maintained document control for company correspondence, mass mailings and operational reports. Administered corporate bookkeeping including accounts receivable, accounts payable, payroll and petty cash utilizing QuickBooks. Streamlined financial operations by processing ACH and credit card payments ranging from $25 to $150K. Validated purchase orders prior to vendor payment. Cultivated strong vendor relations and managed/reviewed monthly invoices for accuracy. Managed a 5-member support team and led training initiatives to ensure corporate and HR records, accounting operations were processed and prepared in compliance with corporate standards. Maximized organizational performance by coordinating workflow through various departments to ensure projects were delivered on time. Produced sales and sales expense reports for 7 staff to help them track month-to-date and year-to-date goals.