Galen Kopfmann

Experience

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  Draftfcb

  Jun 2000 - Jan 2010

  Executive Assistant to Senior Vice President

  Executive Assistant Draftfcb – Interpublic Group of Companies, Chicago, IL• Direct report to the Senior Vice President and three Vice President’s• Heavy calendar scheduling in Outlook for client meetings, conference rooms and teleconferencing• Coordinated all domestic/international business travel arrangements for the senior vice president• Managed expense reports, time recording and reconciled all executives American Express charge cards• Developed PowerPoint presentations for clients/potential clients• Assisted in developing annual budget and monitor monthly charges• Coordinated department gatherings i.e. holiday parties, luncheons and client meetings• Trained employees/new employees on the Concur expense system Show less

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  The Boeing Company

  Feb 2010 - Sept 2012

  Office Administrator to Senior Vice President Employee Communications

  Office Administrator D The Boeing Company, Chicago, IL• Direct report to the Vice President of Employee Communications• Heavy calendar scheduling and management of the vice president’s calendar using MS Outlook which changed minute by minute on a daily basis, all appointments with the vice president were scheduled directly through me• Worked in an extremely fast paced environment and in my role, worked with different cultures throughout the world of Boeing• Worked independently with limited supervision due to the vice president’s travels and was the point of contact when she was traveling• The vice president had 42 employees reporting directly to her and I was the point of contact for these employees• Authored the vice president’s correspondence with minimal review and approval• All correspondence of the vice president was highly confidential and met all Compliance and Quality standards of Boeing• Scheduled and organized all corporate meetings through WebEx globally• Organized all travel arrangements for the vice president and Boeing employees from around the world who would meet with the vice president i.e. airfare, car service, hotels and restaurant reservations• Reconciled and processed all corporate expenses through Concur expensing system to make sure all payments on the vice president’s charge card were paid within 4 days of expenses• Planned and implemented logistics for executive level internal and external events• Point person for maintaining targeted budget for the communications department• Compile and prepare speaking engagement briefings for the Senior Vice President of Human Resources and Administration-Globally on the subject of STEM• Created, edited and maintained electronic and written communications utilizing MS Office Work, PowerPoint, Excel and Outlook Show less

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  University of North Carolina at Chapel Hill

  Mar 2013 - Jun 2015

  Executive Assistant

  Executive Assistant/Program Coordinator UNC Chapel Hill, NC - Dean’s office - Eshelman School of Pharmacy Direct report to Assistant Dean of the Office of Innovative, Leadership and Diversity Demonstrates Excellent Judgment – Performs complex decision-making and anticipate and negotiate appropriate solutions to potential problems. Represents administrator on a variety of subjects and committees in her absence. Routinely coordinate, build cooperation, and facilitate solutions with internal and external constituents.  Program Management – Independently manages four high impact strategic initiatives within the Office of Innovative, Leadership and Diversity through the Dean’s office. Supervises 25 student leaders. Applies substantive knowledge to assist and represent the school and administrators in the scope and complexity of program operations. Demonstrate strong oral and written communication skills, be able to multi-task, and work effectively in a fast-paced, rapidly changing work environment Experienced self-starter who can work both independently and collaboratively in a professional work environment Anticipated the needs of the Assistant Dean’s schedule and organized meetings, events and travel from planning through completion with a high degree of autonomy. Heavy calendar scheduling through Outlook. All correspondence from the Assistant Dean’s office was highly confidential and met the compliance standards of the University of North Carolina Developed and utilized student tracking databases, including running reports, exporting data, and maintaining a high confidentiality of information Manage the program budget and reconcile expenditures Demonstrate a high level of professionalism, discretion and confidentiality. Deals professionally and effectively with all levels of the university including administration, faculty, staff, students and their organizations, and alumni, as well as external constituents and key stakeholders Show less

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  Biogen

  Jun 2015 - Nov 2015

  Executive Assistant

  Executive Assistant (contract position) Biogen Pharmaceutical, Research Triangle Park, NC Direct report to the Vice President of Corporate Quality Heavy calendar scheduling and management of the vice president’s calendar using MS Outlook. All the vice president’s appointments were scheduled directly with me. Worked in an extremely fast paced environment and in my role, worked with different cultures throughout the world of Biogen. Worked with limited supervision due to the vice president’s travels and was the point of contact for her direct reports when she was traveling. Handled all complex travel arrangements for the vice president and did her expense reports with a 4 day turnaround to be paid on a timely basis. Worked on all file maintenance and electronic scanning of documents for archival purposes. Supported preparation of monthly reports, presentations and status reports. Maintained current files for the Corporate Quality organization. Supported general administration of Corporate Quality (globally). This objective includes support and tracking of catering for department, maintaining targeted budget, schedule and organize meetings with internal and external participants. Coordinated visits for other Biogen personnel to our site as well as outside visitors, such as FDA external auditors. Support best practices in communication between all Corporate Quality sites. Assist management with the new hire process, IT requests and space planning. Performed duties related to all-hands Corporate Quality meetings including multisite all day face to face meetings, and specialty meetings. Coordination of logistics, travel, materials, communication and personnel for meetings while being cognizant of cost analysis and savings. Managed conversion, triage calls and visitors on behalf of manager to appropriate personnel. Write and distribute communication on behalf of manger with minimal to zero review/approval.  Show less

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  Lenovo

  Nov 2015 - Aug 2018

  Executive Assistant

  Executive Assistant to VP of Server and Storage BU• Maximize the leadership team’s efficiency through effective meeting/conference call scheduling, planning and management• Scheduled appointments, meetings, marketing presentations, conferences and various company events• Scheduled all travel for executive including car service, hotel, restaurants and special events in Beijing, Twain, Italy, England, France, Germany• Completed all expense reports within a 2-day turnaround for Beijing to process• Approved all travel for 65 employees reporting to executive• Process and assist with onboarding of new hires, manage the purchasing of computer equipment, phones, supplies etc.• Managed department budget for office supplies, computer purchases and travel domestic/international Show less

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  Temporary Agencies Naples

  Sept 2018 - now

  Executive Administrative Assistant
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  Conroy, Conroy & Durant, P.A.

  Mar 2022 - now

  Administrative

  • Greeting clients and vendors, answering phones, data entry, file/document management, new file setup, filing, mail, supplies management, coordinate calendars and appointments, assist attorney with legal matters.• Marketing events coordinator for off-site events for clients.

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  Terrrasmart, LLC

  Jun 2023 - now

  Administrative Specialist