Ciara Cole Email & Phone Number

Washington, District Of Columbia, United States

• Provides senior administrative support to International Government Affairs leadership within the Government Affairs & Policy team, which includes seven Director to Senior Director level leaders• Schedules internal/external meetings, including preparing presentations, agendas, guest lists, printouts, reserving a conference room, and ordering catering• Coordinates travel and reconciles expense reports for multiple team members• Supports the team by processing contracts and invoices using SAP Ariba and Apttus. Maintains a tracking system to ensure alignment with compliance requirements and reporting• Creates draft reports, documents, presentations, and templates using raw data• Follow up with vendors on timely submission of monthly progress reports• Works with the finance lead for the team to track, monitor, and review the budget to make sure we are aligned on the current/future spend• Gathers data using internet searches• Responsible for coordinating significant events, including planning, organizing, and implementing several event activities. Liaises with guests and speakers to assess needs and coordinates, as needed, such activities as travel, hotel, expense reports, and tools and materials for presentations• Provide input for the preparation of Master Services Agreements and Work Orders• Acts as a resource to other administrative coordinators. Provides training on software and internal processes• Works with the receptionist/security guard to take inventory of office supplies, snacks, and drinks. In charge of ordering the items and tracking the amount spent

Mclean, Virginia, United States

• Provided support to the Defense Systems Sector Vice President of Quality & Operational Excellence & the Defense Systems Sector Vice President of Human Resources• Provided back-up support to the Defense Sector President• Reviewed, deconflicted, and maintained multiple calendars• General administrative duties, which included photocopying, scanning, screening calls, and filing documents• Arranged domestic and international business travel• Processed expense reports via Concur and reconciled invoices/POs via ADR/iBuy to ensure prompt and accurate reimbursement/payment• Protected and maintained confidentiality• Maintained shared calendars and distribution lists• Ordered and restocked office supplies• Coordinated internal/external meeting logistics, including the attendee list, catering, and printed/digital meeting materials• Managed the Sector Q&OpX SharePoint site• Prepared shipments for FedEx/UPS

Arlington, Virginia

• Provided support to the Chief Strategy Officer/Senior Vice President of Strategy & Corporate Development and the Senior Director of Defense, Space, & Security• Effectively managed the schedule for one C-Suite Executive and one Senior Director• Coordinated complex domestic and international business travel arrangements• Generated expense reports and reconciled invoices to ensure timely and accurate reimbursement/payment• Created, edited, and compiled electronic and written communication• Recorded action items at executive-level meetings• Reviewed incoming and outgoing communication to ensure information was circulated in an accurate and timely manner• Tracked and maintained conference room schedules, which also included arranging catering for designated meetings• Ordered and restocked office supplies• Planned and implemented logistics for executive-level internal and external events• Ensured that technology needs were up to standard• Prepared shipments for UPS/FedEx/USPS• Handled business gifts and courtesies while being mindful of corporate policy and government regulations

Washington, Dc

• Worked with the Executive Assistant on projects for the Senior Vice President, who heads the office• Provided administrative support to members of the Pfizer International/Trade Team, Federal, Regulatory & Political Action Committee Teams, as well as other DC-based colleagues• Prepared briefing books, bios, backgrounders, and research as needed• Helped with recruiting events and business case projects at Howard University• Managed the reception area and handled general administrative duties such as calendar management, preparing expense reports, booking travel arrangements, and new hire onboarding• Served as the first point of contact for the DC office, which included greeting and directing visitors to the meeting room• Answered and directed a high volume of phone calls for DC office colleagues• Sorted incoming and outgoing mail• Managed booking of multiple conference rooms• Maintained and provided technical support for the audio/visual equipment in addition to general IT support• Coordinated internal and external meetings in the DC office, including catering setup/break down• Aided with planning off-site events, which consisted of finding a venue, catering, contracts, sending out invitations, tracking RSVPs, and creating name badges (if necessary)• Aided with tracking and submission of invoices• Monitored the office supplies and restocked/ordered items when necessary

Alexandria, Virginia

• Worked with the Executive Assistant on projects for the Senior Vice President, who heads the office• Provided administrative support to members of the Pfizer International/Trade Team, Federal, Regulatory & Political Action Committee Teams, as well as other DC-based colleagues• Prepared briefing books, bios, backgrounders, and research as needed• Helped with recruiting events and business case projects at Howard University• Managed the reception area and handled general administrative duties such as calendar management, preparing expense reports, booking travel arrangements, and new hire onboarding• Served as the first point of contact for the DC office, which included greeting and directing visitors to the meeting room• Answered and directed a high volume of phone calls for DC office colleagues• Sorted incoming and outgoing mail• Managed booking of multiple conference rooms• Maintained and provided technical support for the audio/visual equipment in addition to general IT support• Coordinated internal and external meetings in the DC office, including catering setup/break down• Aided with planning off-site events, which consisted of finding a venue, catering, contracts, sending out invitations, tracking RSVPs, and creating name badges (if necessary)• Aided with tracking and submission of invoices• Monitored the office supplies and restocked/ordered items when necessary