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• Coordinate office special events, team building, joint training events, dinners, as needed• Develop and implement a procurement strategy & annual budget• Implement programs and initiatives to ensure achievement of all goals, metrics & KPIs.• Interpret facilities contracts, negotiates with vendors and ensures appropriate contractual records retention plans are in place on the account• Maintain organized records to ensure any implemented system of checks and balances are being continually met for service contracts and additional compliance items• Oversee office food & beverage, supplies, cleaning & maintenance, systems & utilities, shipping & receiving, new construction, plants, etc.• Manage 3rd party Vendors performing on-site work etc.• Support collaborative efforts to update existing and/or develop new documentation, such as; baseline, transition and to be documentation• Lead special projects from development through successful execution• Assist in the onboarding process for new hires• Facilitate improvement in the overall quality and completeness of documentation on a concurrent basis• Identify opportunities to improve and streamline processes and the quality and efficiency of work and aid management in the implementation of organizational change

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).• Juggle multiple priorities at once, often with similar deadlines/timelines.• Produce PowerPoint presentations, Word documents, and Excel spreadsheets.• Liaise with executives, clients, and administrative assistants to handle requests and queries.• Submit and reconcile multifaceted expense reports.• Prepare internal and external corporate documents for team members and external parties.• Maintain an organized filing system of electronic documents.• Uphold a strict level of confidentiality.• Independently creates, edit and and/or prepares presentation materials for top tier clients, executives, and similar audiences.• Develop agendas for meetings and debriefing materials.• Possess a high degree of personal integrity, discretion and confidentiality when handing sensitive and confidential material.

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.• Manipulate short descriptions for products to be displayed on website.

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.• Maintain metrics and analyze data to assess performance and implement improvements.• Comply with laws, regulations and NGFA requirements.• Coordinate and monitor supply chain operations.• Plan and track the shipment of commodities, domestically and internationally, per customer requirements.• Prepare accurate reports for upper management.• Communicate effectively with clients and responding to their requests and issues.• Developing relationships within the operations community, including barge lines and US railroad personnel.

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.• Designs and implements office policies by establishing standards and procedures; measuring results against standards; making necessary adjustments.• Completes operational requirements by scheduling and assigning employees; following up on work results.• Keeps management informed by reviewing and analyzing special reports; summarizing information; identifying trends.• Maintains office staff by recruiting, selecting, orienting, and training employees.• Maintains office staff job results by coaching, counseling, and disciplining employees; planning, monitoring, and appraising job results.• Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.• Achieves financial objectives by preparing an annual budget; scheduling expenditures; analyzing variances; initiating corrective actions.• Contributes to team effort by accomplishing related results as needed.• Accounts for daily trades within the futures and physical markets.• Acts as back up for area Controller.

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.• Create and distribute offer letters and other communications to both candidates and hiring managers.• Perform reference checks.• Review and assess resumes.• Initiate and coordinate procurement of temporary and contract workers.• Maintain relationships and up to date contracts with staffing firms.• Assist with college recruitment including attending on-site campus career fairs, posting open positions to college job boards, and coordinating internships.• Make recommendations on improving recruitment, new hire and other HR processes to achieve operational excellence.• Work closely with hiring managers to align on sourcing strategies, position profiles, and business needs to ensure a successful search and an accurate hire.• Provide training and support to hiring managers on behavioral interviewing techniques and other assessment tools.• Interface with candidate, and hiring managers to enable quick resolutions to any questions or concerns during the interview, offer, and on-boarding process.

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• Coordinate the closing of a case events• Perform various clerical duties such as: documenting, photocopying, faxing, mailing, filing, distributing or responding to correspondence

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• Plan and attend all corporate events (averaged 8-10 a month)• Maintain and execute proper use of the company’s Customer Relationship Manager (CRM)• Develop and maintain internal webpage (using HTML script)• Build demo software to assist in sales demonstrations• Create/Edit all sales training materials for clients• Perform various clerical duties such as: documenting, photocopying, faxing, mailing, filing, distributing or responding to correspondence, purchasing office equipment and supplies