Samantha Hartley Email & Phone Number

Burbage, England, Gb

London, United Kingdom

Assistant to VP Global Oncology Medical Affairs Head.

Uxbridge

-Providing full support to the VP inclusive of diary management working across numerous time zones, coordinating whereabouts to ensure he has an equal presence at both UK sites. -Planning and organizing all travel and processing expenses. - Screening calls and email.-Welcoming and looking after members of the Senior Leadership Team (VP’s, EVP’s, SVP’s, CEO), internal and external customers, vendors and partners when visiting the UK.-Assisting with presentations and meeting content on behalf of the VP.-Organising meetings and events; both virtual and face to face with numbers from 10-300. This includes sourcing venues, managing logistics, AV, catering, providing minute taking and onsite support.-Responsible for leading the Administrative support forum for a team of 30 assistants.- Acting as a delegate for sign off and approval, raising Purchase Orders and creating suppliers.-Creating and managing Box groups/working folders and Sharepoint sites.-Responsible for on boarding and off boarding of department employees. Working with HR to organize interviews.-Co-ordinating site interactions.

Rickmansworth

-Day to day duties involve managing the CEO’s constantly evolving calendar, foreseeing clashes and arranging work-arounds also taking into consideration his personal family commitments. Monitoring his mailbox to ensure no changes are missed whilst he is busy in meetings and responding to requests as required-Coordination of internal and external meetings with staff, potential investors and partners, these meetings can range from formal Investor evenings, fund raising events, Board meetings and video conferences to meeting a potential investor or partner in a coffee shop. Assisting in preparing slides and meeting documentation.-I am responsible for all aspects of travel adhering to a strict travel and expense policy, a policy which I enforce across the company and created myself due to there being none in place when joining the company. -Approval and sign-off of all staff expenses again adhering to the expense policy.-Daily running of the office ensuring IT equipment is always available, the office is stocked with essentials and all sanitary and refuse needs are met. These responsibilities also included a project to find new premises, sourcing and installing a new phone and data system, buying and fitting the premises out and co-ordinating the move which resulted in a 70% reduction in our office running costs with a property 3 times the size.-I have also taken on responsibility of HR, this includes creation of the employee handbook, inclusive of all HR policies and procedures. Managing personnel files, on-boarding and off-boarding staff. Managing the recruitment process; from targeted campaigns via LinkedIn to advertising on job boards, co-ordinating interviews, writing and executing contracts. -Responsible for team building activities. -Maintaining LinkedIn and prior responsibility of social media sites before recruitment of the Marketing Director. -This role also involved me being part of the Management Team.

Uxbridge

Providing support to the Executive Medical Director, Medical Directors, and Senior Managers.Winner of 2013 Administrative Excellence Award, Outstanding Performer, Global Development.-Primary point of contact for the Hematology-Oncology Therapeutic Area department within the UK HQ, screening calls and emails. -Booking and managing complex travel itineraries via our CONCUR booking tool in line with company SOPs utilizing my extensive knowledge in travel to ensure the most cost effective fares are obtained. Company super user for CONCUR.-Responsible for all procure-to-pay transactions. Using ARIBA to create purchase order requisitions and SAP to onboard new suppliers andfinancially code payments.-Organising global internal and external events for upto 150 attendees . To include sourcing a venue, negotiating costs, coordinating set-up, catering and technical requirements. Organising social events with logistics. Building a registration site specific to the meeting.-Organising Advisory Boards, working with Scientific Affairs and the Medical Director to compile an attendee list, secure a location, invite and communicate with Key Opinion Leaders. Organise contracts, confidentiality agreements and honoraria. Work with a contracted agency to organize travel and materials. Assist with preparation of presentations. Collate feedback and provide a detailed summary to the relevant internal parties.-Forecast and co-ordinate congress attendance. Register attendees taking advantage of early-bird offers and inputting attendee data into STARCITE and SHAREPOINT.-Building and maintaining departmental SHAREPOINT sites.-Creating and maintaining numerous distribution lists.-Extensive diary management for the Executive Director and medical team. Daily office administrative tasks to include maintenance of databases, preparation of agendas and distribution of minutes, screening post.-Invited member of the Staff Consultation Forum and Assistants Working Group

Harefield

In the role of Accounts Executive I was responsible for project managing client jobs, from taking the initial brief through to delivering the final piece. This involved working with all of the departments within the company to co-ordinate the production and delivery of the final elements, this could be from having a direct mail produced to setting up a flash site, ensuring the piece is proofed for accuracy, grammatical sense and client format, keeping the client informed at all times ensuring they are happy with the way the job is progressing.

High Wycombe

Day to day jobs include diary management, arranging conferences, meetings and product training days for clients. Arranging all travel requirements and accommodation, co-ordinating shipping of materials required. Full secretarial and administrative support to the Sales Team in the form of document creation, arranging sample deliveries, co-ordination and delivery of trial equipment, prospecting and managing leads. Contributing to marketing strategies and campaigns. Creating mass-mailers, compiling contact lists sourcing information from outside agencies and in-house contacts. Field and prioritise incoming correspondence dealing with as appropriate, ensuring the most efficient use of the Sales Team time. Collating data, producing reports and updates as required. Maintenance of company files and customer profiles. Dealing with quotations, responding in a timely manner ensuring we are competitive without compromising the profit margin. Conducting internal product training for the administrative team. Taking accurate minutes for internal and external meetings and distributing in a timely manner. Attending exhibitions with the Sales and Marketing Director and Area Sales Managers when required.

Uxbridge

Providing full support to the Project Director and Project Managers. Tele and face to face Conferences including arrangement of travel, venue and accommodation and co-ordinating world-wide participants. Compilation and distribution of weekly PM movements for the entire department, updating throughout the course of the week ensuring their whereabouts are always known. Corresponding directly with the client, vendors and internal staff in written, verbal and direct form, dealing with confidential materials. Document creation, letter composition, compilation and analysis of spreadsheets and reports. Creating PowerPoint presentations to present to clients and internal staff. Taking accurate and full minutes for distribution to the whole study team. Database maintenance and creation of tracking tools. Set up and maintenance of study files and server folders and dealing with IS to gain access for the team to the appropriate tools utilised on the study. Managing vacation trackers and team lists keeping them up to date and providing/arranging cover in team absences, also providing support to people’s day to day workloads. Various ad-hoc duties including financial tracking and forecasting as well as general secretarial duties encompassing distribution of study materials to site and internal team members. In the Project Director and Project Managers absence, I am the first point of contact to deal directly with any queries in an appropriate and timely manner. All travel and hotel arrangements are co-ordinated and booked by myself- tracking expenses incurred and arranging re-imbursement.

Uxbridge

Main responsibilities include providing comprehensive administrative and secretarial support to the Clinical Lead and study team. This includes assisting in diary management, word processing of correspondence with sites and client. Organising paperwork and filing, screening calls and acting as a point of contact for enquiries Other responsibilities include developing potential investigator lists for new studies, conducting feasabilities and collating the data to return to the Feasibility Group for use in contract negotiations.Collating and tracking site regulatory documents, liasing with internal and site staff to obtain information from them, tracking this centrally and forwarding to the project management team and client. Updating and maintaining the clinical database on behalf of the Clinical Research Associates, compiling study related materials and distributing to sites. Organising and arranging study staff meetings, preparing presentations and distributing to attendees in advance of the meeting. Arranging couriers, internal meetings, minute taking, organising travel and hotels and general ad hoc duties. Working according to ICH-Good Clinical Practice, Worldwide Standard Operating Procedures and internal procedures.I have also conducted several Local Research Ethics Committee submissions following them through to approval, as well as Research & Development and Site Regulatory Pack approvals and contributed to contract negotiations.Another responsibility is to mentor new colleagues, training them in all aspects of the job and offering advise on how best to maintain their studies and to act as their main point of contact for queries.

Hemel Hempstead

In my position I was in charge of controlling and monitoring targets, statistics and competitor activity, whilst providing all my client’s needs. I am responsible for all Administrative duties and invoicing contributing to the smooth running of my section. To supply and carry out my major clients travel requirements. Keeping and maintaining my clients profiles, both company and individual up to date. On a daily basis this position involved customer service, fare quotes, ticketing, refunds, hotel reservations, car rental, booking conference & meeting reservations. Dealing with customer care and complaints.