Jane Phillips Email & Phone Number

Chevy Chase, Maryland, US

Chevy Chase, Maryland, US

• Lead, coach, and mentor a growing global administrative team
• Create, edit and update administrative documentation
• Coordinate complex global and domestic travel arrangements; may involve organizing multi-city travel schedules/itineraries, & travel documents (Visas, passports)
• Manage all Expense reporting and management for the entire company; ensure compliance with company policy and reporting regulations
• Partner with Investment Team & Business Operations to build a collaborative travel process
• Lead event planner for major external and select internal events, including, but not limited to national conferences, incentive travel programs, offsite or leadership meetings

Tacoma, WA, US

• Focus on Project Management for entire service line.
• Fully support President, Chief Medical Officer, and two Vice Presidents of start up service line.
• Schedule meetings and appointments and manage complex travel itineraries.
• Project manage projects that propel the business, including creating, maintaining and updating action plans, budgets, and timelines, scheduling meetings and interfacing with project groups.
• Anticipate potential schedule conflicts and proactively deal with them before they become issues.
• Calculate and execute payroll for all Physician Advisors (over 45).

Chicago, IL, US

• Manage large sets of data, including maintenance, updates, and analysis.
• Assist Project Management team with process development and execution.
• Format and review product information for correctness, completeness, and overall quality.
• Support product information activities in merchandising content.
• Create, monitor, and report on merchandising production schedules.
• Complete data initiatives aligned with company goals and objectives.

Chêne-Bougeries, Geneva, CH

• Strategically plan and manage logistics, transportation and customer services.
• Direct, optimize and coordinate full order cycle.
• Liaise and negotiate with barge lines, counterparties and elevators.
• Keep track of quality, quantity, delivery times, transport costs and efficiency.
• Resolve any arising problems or complaints.
• Meet cost, productivity, accuracy and timeline targets.

Chêne-Bougeries, Geneva, CH

• Executive Assistant to CEO while in Chicago and through transition to Geneva.
• Planned and executed all events for internal and external releases and accomplishments.
• Achieved financial objectives by preparing an annual budget; scheduling expenditures; analyzing variances; initiating corrective actions.
• Maintains office services by organizing office operations and procedures; controlling correspondence; designing filing systems; reviewing and approving supply requisitions; assigning and monitoring clerical functions.
• Provides historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of records.
• Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement.

Chicago, IL, US

• Coordinate and manage all phone, video, and on-site interviews for offices in 48 states, including booking travel arrangements when needed.
• Act as administrator for the applicant tracking system (Taleo) generating weekly, monthly, and annual ad hoc reports.
• Post and maintain open positions on Company website as well as third party websites such as LinkedIn, Monster, and CareerBuilder.
• Administer and follow up on pre-employment background checks and drug screenings.
• Schedule and route pre-employment assessment tests and results.
• Organize and schedule the post-interview debrief/feedback meetings with interview teams.

Boston, Massachusetts, US

• Assist up to 14 executives at one time, averaging 12 daily
• Manage and maintain executives’ calendars, including the scheduling of meetings, conferences, events, and travel
• Arrange all internal meetings. Coordinate availability between multiple executives, sometimes in several different countries
• Manage all travel (domestic & international) details for executives and those traveling with executives
• Create and submit all expense reports
• Create/edit power point presentations for internal & external team meetings

Chicago, Illinois, US

• Create production schedules, including designer deadlines, designer run through, etc. Implement this schedule and ensure that the production staff is meeting deadlines. This includes scheduling all tech week activities.
• Create and implement season budget, and ensure that each production stays on budget
• Write, negotiate, and manage contracts for all rental spaces, as well as all hired designers/artists
• Manage the production-specific hiring of designers, crew, etc. This includes posting job listings, scheduling interviews, and making job offers.

Chicago, IL, US

Chicago, Illinois, US

• Software expertise in Microsoft Office Suite (Microsoft Excel, PowerPoint, Outlook, &Word)
• Manage and maintain executives’ calendars, including the scheduling of meetings, conferences, events, and travel
• Manage all travel (domestic & international) details for executives and those traveling with executives
• Create and submit all expense reports
• Coordinate visitors’ weekly schedules, travel reports, phones, parking, credit cards and office keys
• Create spreadsheets and presentations for the weekly sales meetings