PMO, Consultant, Support, Admin. & Org. Coordination, Controlling, QA multilingual available

PMO, Consultant, Support, Admin. & Org. Coordination, Controlling, QA multilingual

Profileimage by Anonymous profile, PMO, Consultant, Support, Admin. & Org. Coordination, Controlling, QA multilingual
  • 4153 Reinach Freelancer in
  • Graduation: Dipl.-Kaufmann (FH) - Business Management
  • Hourly-/Daily rates: not provided
  • Languages: German (Native or Bilingual) | English (Full Professional) | French (Full Professional) | Spanish (Limited professional)
  • Last update: 16.04.2020

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Mobile Phone: +41 (0)79 511 67 40

Multilingual - PMO, Consultant, Specialist, Expert, Project Support, Senior Personal & Exec. Assistant – Corp., Board, CxO Level

Experienced multilingual (Swiss German, German, English, French, Spanish) professional, with diverse training and education, international and corporate experience, predominantly working in different functions at Headquarters of globally leading international companies (global geographically diversified organizations) at executive assistant level (top/executive management, CxOs, Chairmen, Boards etc.) as well as project office manager/PMO incl. IT projects in a wide variety of sectors including pharmaceuticals, oil/energy - power plants, agribusiness, banking, reinsurance, IT technology, machine industry, food & beverage (luxury segment), lottery industry etc.

PLEASE NOTE: I AM NOT AN IT professional - my background is Business, Management

Successful track record in assisting/supporting executive management and contributing to or running projects.

User knowledge - PLEASE NOTE: User knowledge only!
Conject, Ariba, ePro, Lotus Notes, Microsoft (Word, Excel, Outlook, PowerPoint, Project), Google (mail, templates/forms, folders/archive) Periscope (HRIS), Project Library (PLv2), SAP, SharePoint, Wikis, Webex, Lync,  /// (some knowledge: JIRA, Enterprise Architect, Quality Center, CMS, Siebel)

Manage Project Office (PMO), project management - projects involving 25 to 100+ people globally
Manage/run secretariats/offices independently, set up/reorganize office
PMO activities for project and overall program
Project Controls, Resource management incl. reporting – e.g. Budget preparation and control, financial control/controlling - management of a cost center (CHF 10 Million), expense reports, initiate payments, procurement, time reporting, analyses
Experienced in a major global merger of two conglomerates and various reorganizations
Close, often global cooperation with relevant or involved persons (e.g. stakeholders, steering committees, review boards, teams etc.) for deliverables
Researches, logistical tasks, planning, screening, monitoring, tracking, quality assurance, quality control, testing, process management, change management, escalation management, document management incl. designing templates
Supervise, train and mentor apprentices/junior staff, onboard new staff incl. consultants and externals
Support director-level projects and information-management processes, compile and analyze data, prepare briefings and presentations to Executive Management, Board, Steering Committees, Review Boards, Stakeholders, Shareholders, etc.
Translation, simultaneous translation, reviews, proof reading etc. – including scientific and technical material

Relevant Skills
  • 10+years exposure to complex landscapes. 20+ years exposure to business, systems, policies, etc. – Used to working in companies undergoing situations of changes (organisational, structural), international and corporate experience, used to working in matrix, cross-functional, multicultural, small, mid-size and international and globally operating organisations.
  • Besides many another central point, information, communication, change management, on-boarding and training staff represented a central focus in many a task and project.
  • Involvement in the training area, both with apprentices and adults, cooperation with a professional trainer >>> see other skills/ training summary.
  • 15+ years working experience in projects incl. IT projectsManagement of the Project/Programme Management Office, Project/Programme Management support in a (senior) PMO function, often sole PMO, e.g. supporting multiple / multi-site projects / work streams globally, manage PMO, SPOC (single point of contact), experience covers a leading role/responsibility for certain projects parts (e.g. reporting, lead time reporting, resource management, financials, on- and off-boarding etc.).
  • Highly experienced in Executive Management support – a good 20 years C- & Board Level Management Support ? Executive Management, Board, Chairmen, acted several years as Secretary to the Board.
  • 15+ years proven track of various functions in Life Sciences (pharmaceuticals, biopharmaceuticals, generics, chemicals, agribusiness), long experience working in e.g. Toxicology/Pathology
  • Multilingual ? at ease to work, network, interact and communicate at all levels. Having lived in different regions and cultures was helpful to deal with people from different backgrounds and to be adept at supporting corporate goals in strategic programmes.
  • Used to working in regulated environments and/or according to guidelines, processes, standards, methodologies and the like considering compliance.
  • Aadept at translations, reviewing/proof reading, writing, editing, creating, drafting, developing documents, presentations, communications, reports, manuals etc., creation and use of templates.
  • Highly experienced in administrative, organisational, coordinational, logistical, planning, monitoring, tracking, controlling, facilitating and other tasks.
  • Ability to support the implementation of enterprise strategies and goals – requiring understanding of the organisation with their service offering models.
  • Fast learner with a good understanding for a technical and/or IT environment, IT affinity, familiar with various tools. Quick study with ability to easily grasp and implement new ideas, concepts, processes, methodologies.
  • Highly experienced in working virtually and in international team settings, flexibility to cover different time zones, open to travel and working remotely, flexible and transparent in view of workload and tasks.
  • Structured approach and task management – able to handle multiple tasks without losing the overview. Autonomous working style, self-organised, detail oriented, flexible, positive can-do and hands-on attitude
  • Focus on action and task delivery making best use of organisational resources in the most efficient way possible to achieve projects and strategic goals within scope and ahead of time or budget. Focus on transparency, appropriate information, communication, escalation, facilitation / problem solving, quality-, solution-, customer, stakeholders, results- and goal-oriented, analytical, entrepreneurial and holistic thinking, challenging and following-up when appropriate.
  • Engaged and committed to professional and personal excellence.

Technical Skills/Competencies
Project & Programme Support
  • Activities for project and overall programme, general PMO, Project Controls, administrative and organisational tasks, support global projects, e.g. monitor project health, risks, issues, action lists etc., tracking, reporting, documentation, communication, templates, metrics, lessons learned, focus on QM, compliance, etc.
  • Set up, reorganise, manage, run PMO/ secretariats/ offices independently, often sole responsibility up to 100+ persons in projects, run departmental office 90 – 130 staff, guidance, on- and off-boarding
Project Management & Life Cycle Support
  • Analyses/ screening e.g. bottle necks, structural gaps, processes, compliance, Quality Management (QA, QC), inconsistencies, improvements
  • Clarifications, investigations, troubleshooting, planning, Quality Management (QA, QC), testing, incl. support of e.g. UAT, FAT, maintain project information sites e.g. SharePoint, Wikis, Google
Extensive experience to support Projects, Programmes, Executive Management (Board Level), Office Management & Other Activities
  • Communication/ Relationships: Highly skilled and pronounced communicator, strong interpersonal, analytical, administration, organisational, problem solving and leadership skills. Thrive in both independent and collaborative work environments. Selecting appropriate communication channels.
  • Support director-level projects and information-management processes, key initiatives, process improvements, ? with advanced presentation skills, moderation skills.
  • Project Management & Project Controls Support, Project Control activities, support or lead project control meetings, developing/ maintaining related tools, templates, information platforms, reports, etc.
  • Compile & analyse data, prepare briefings & presentations to Executive Management, Boards, Committees, Stakeholders, etc.
  • Provide support to various levels including Executive Management, Board, Public Relations, Investor Relations, Communications, Finance, Business Development, Research, Development, HR, Legal.
  • Other activities & assignments: Consultant, observer, and critic/ reviewer, e.g. for a professional coach/ trainer, occasionally acted as co-trainer.
Office, Calendar, Meeting, Workshop, Visitor, Roadshows, Event & Travel Management, incl. Fairs, Videoconferencing Management & Operations

Financial Management & Reporting
  • Managed a cost center of over 10 Mio. CHF, Cost control, budget & expenses, reporting, controlling activities, project reporting.
Resource Management/ Leadership
  • Leadership: e.g. guide, train, mentor & supervise, on- & off-boarding, train apprentices (commercial area).
  • Procurement, contract management, logistics, HR & recruiting activities and involvement.
Relationship Management
  • Single Point of Contact/ Source of Information, able to deal with people at all levels (exposure to high profile individuals), liaise, build and establish relationships with Senior Management, various teams, internal & external partners, stakeholders, Steering Committees, Review Boards, Board, customers, etc., screening, dealing with media, press, organisations, adversaries, etc.
  • Escalation & Crisis Management, Sales & Customer Service, Marketing & Business Development Activities.
Multilingual Communication ? Multilingual communication and translation skills
  • Adept at reviewing/ proof reading, writing, editing, creating/ drafting, developing documents.
  • Consecutive and simultaneous translation e.g. in negotiations, translation of various documents incl. of business, scientific, technical & HR related nature incl. proof reading & reviews.
  • Execute, help define, support, implement deliverables, processes, programme scope, objectives, milestones, communication plan, project documents, decision foundations, press releases, newsletters, annual reports, etc.
  • Responsible for preparation of briefing sessions, documentation for senior, executive management and most senior boards.
  • Working experience at the Global Headquarters of a global communications department of a large conglomerate incl. dealing with media, press, organisations, adversaries, etc.

Document Management/ Documentation
  • Creation, maintenance, improvements & support design of documents, templates, manuals, etc., filing, archiving.
  • Technical authoring for legal, technical, scientific and HR-related documents.
  • Maintenance of data repositories and websites.
Data & Information Management incl. Researches

Life Sciences/ Pharma specific
Pharmaceutical registration dossiers preparation: Drawing up of pharmaceutical registration dossiers documents, utilized knowledge of guidelines (SOPs, GxP) incl. regulatory guidelines e.g. ICH guidelines (data gathering, editorial processing, compilations, formatting, corrections, quality control, trouble-shooting) – reports and documents for registration authorities (e.g. FDA, USA). Further: Scientific-technologic documentation and reports, stability reports, data, etc.
Swiss German, German – native language
English – bilingual proficiency / near native (C2)
  • Cambridge Certificate of Proficiency in English, University of Cambridge / UK
  • Cambridge First Certificate in English, University of Cambridge / UK

French – full professional proficiency (C1)
  • French Language Diploma, awarded to employees using foreign languages, by the Swiss Commercial Association
  • French Language Certificate, Le Courtil, Centre professionnel commercial de la Société Suisse des Employés de Commerce, Rolle / VD, Switzerland
Spanish – operational / professional working proficiency (B2)
  • Spanish Language Diplomas, Intensive Course & Superior Course, University of Salamanca, Spain
Extended stays in different linguistic regions, ability to do translations incl. consecutive and simultaneous translation, proof reading / reviews.

Other Skills
IT Skills ? primarily end user knowledge – e.g. Google Suite, MS Office products/tools and more
Microsoft (Word, Excel, Outlook, PowerPoint), Google mail & doc (mail, presentations, forms, archives), Lotus Notes, SAP (SAP R3) e.g. for cost center Management, Budget, Finances, SAP in the HRIS area (e.g. Time Reporting, Holidays, Absences), Periscope (HRIS), Project Library (PLv2), Conject, Wikis, SharePoint, Ariba, ePro, Skype, Lync, Webex, Teamviewer, other in-house & external applications
(Some knowledge: MS Project, Google smartsheet, SAP MM, JIRA, Enterprise Architect, Quality Center, CMS, Siebel, Fieldglass)

Training Summary - Involvement in various activities in the training area
Acquired during professional experience:
  • Guide, train, familiarise, mentor & supervise, on- & off-boarding, bring new staff, consultants and externals up to speed, train apprentices(commercial area).
  • Train, support and advise users producing scientific documentation for e.g. FDA that needed very accurate formatting, consideration of guidelines (e.g. ICH guidelines; format, regulatory, other).
  • E-Learning: I was part of an E-learning pilot in a big international company.
  • Training Manual: I proof-read and checked a new training manual versus the application and vice versa for a new software roll-out.
  • Testing: e.g. UATs: In IT projects I supported UATs (user acceptance tests). Did some testing in the QA area.
  • Further activities included: Workshop organisation, logistics (rooms, at times involvement and support in materials, documentation), support assessment of training needs, training planning, scheduling.
Acquired outside of professional experience and over the years:
  • Consultant, observer, and critic/ reviewer, e.g. for a professional coach/ trainer of structured employee development in various areas. I occasionally acted as co-trainer, involvement in training material, other, e.g. assessments.
Monitoring parties involved in a System Change / Migration Project - Risk Minimization, Best Practises, Manual
Maintenance, Rollouts
UATs, E2Es, Testing - Support
Internet/Intranet - large scale global website migration, consolidation of 3 websites
Global Data Center Consolidation
Migration, Integration, Re-Engineering
Document Management
KPI/ Business Intelligence Projects
Key Initiatives
Contract Management
Project Controls
Available immediately
Willing to travel
Able to work at client's site with remote work
Mobile Phone: +41 (0)79 511 67 40