Management Executive Assistant Administrative Assistant

Beverly Washington

**** ********* ***** • Locust Grove, Virginia 22508 • 540-***-****

PROFESSIONAL SUMMARY

Over 20 years of administrative support, personnel, financial management, human resources, executive assistant, customer service, managerial and project management experience and problem solving. Self-motivated and dependable with demonstrated ability to set realistic priorities and complete multiple complex projects simultaneously.

SKILLS

Proficient in Windows XP, Microsoft Office 2010 & 2013 (Access, Excel, One Note, Outlook, Power Point, Word), Adobe Acrobat Pro, Microsoft SharePoint. Management Information Systems (MIS), Internet Explorer, Google Chrome

Active Secret Clearance

EDUCATION

Columbia Southern University- BS/BA

PROFESSIONAL EXPERIENCE

Office Administrator

Avanti Technologies Inc. (Defense Contracting) 2017 - Present

Performs duties as the Administrative Assistant to the Director and Deputy Director of Training and Support Division

Administrative and Customer Support;

Coordinate with Program Leads to update the Task Tracker spreadsheet and compile all the relevant information, such as upcoming meeting, significant projects and training.

Create the Weekly Significant Activity Report (SAR)summarizing all relevant information and significant projects in the directorate;

Liaison for gathering and consolidating all non-classified materials to input into the monthly Metric Spreadsheet.

Track correspondence, tasking, and suspense using the inter-tracking system;

Submit invoices for Federal Express to the financial management department;

Schedule meetings, create meeting agendas, facilitate meetings and compose meeting minutes;

Evaluates assess and analyzes records, metrics and trends, and makes recommendations to Senior Leadership;

Creates and maintain monthly training bulletins;

Develops and incorporate administrative guidance and operation procedures;

Oversee and manages administrative matters of the Director and Deputy Director;

Maintain official electronic records and act as a repository;

Compose letters and reports, review correspondence for format accuracy and completeness;

Oversees instructor currencies and ensures qualifications ready to meet student throughput;

Responsible for formatting, grammar and editing instructor training materials;

Liaison for maintaining training folders;

Works with SharePoint Training Management System.

Task Manager

Native Hawaiian Veterans, LLC (Defense Contracting) 2014 - 2017

Responsible for planning, developing, coordinating and implementing all tasks that is relating to specific project life cycle for projects assigned

Planned and manage assigned project scopes, budgets, and schedules. Work with internal and external customers as necessary to understand the project constraints to identify and mitigate risk proactively;

Evaluated and monitored contract performance to ensure compliance and to determine need for changes;

Monitored and follow applicable laws and regulations;

Planned, purchased, tracked, and received material for projects. Optimized product and vendor selection;

Managed inventory and maintained accurate inventory records for project related items;

Coordinated the billing process. Prepared related billing documentation, keep records, and resolve and completed accounting discrepancies;

Assisted project coordinators as necessary to balance workload and ensured all business requirements are satisfied;

Attended client meetings and assisted with determination of project requirements;

Assisted with drafting and issuance of project proposals, RFP’s, tenders, budgets, cash flows and preliminary schedules;

Planned and prepare project organization and communication charts;

Used project scheduling and control tools to monitor projects plans, work hours, budgets and expenditures;

Ensured that client’s needs are met in a timely and cost effective manner;

Created appropriate project templates, plans, workbooks for each project;

Reviewed status reports from employees and consultants throughout the lifecycle of all projects;

Reviewed and maintained contracts, letters of intent, purchase orders, etc.;

Maintained contract execution tracking log;

Tracked and managed contemplated contract change notices and change orders;

Pointed of contact for communicating relevant project information to the client and project team

Liaison for keeping program manager and others informed about project status and issues that may impact client relations;

Supervised site personnel;

Tracked the progress and quality of work being performed by employees on client sites;

Ensured employees are trained to meet current support requirements.

Executive Assistant

National Guard Bureau (Defense Contracting) 2010 - 2013

Performed duties as the Executive Assistant to Director of Domestic Operations and Force Development Division

Administrative and Customer Support;

Scheduled conferences, meetings, reserved and maintained all conference rooms;

Managed and maintained executives’ calendars and schedules;

Conducted research, compiled data, and prepared documents for consideration and presentation by executives, committees and board of directors;

Greeted visitors and determine whether they should be given access to specific individuals;

Liaison for maintaining records management database systems;

Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution;

Performed general office duties, such as ordering supplies, maintaining records management database systems, and performed basic bookkeeping duties;

Filed and retrieve corporate documents, records, and reports;

Created and maintained administrative policies and procedures for executive offices and organizations;

Travel coordinator for agency director & deputy director;

Opened, sorted, and distributed incoming correspondences, including faxes and emails;

Prepared, edited and reviewed responses to correspondences containing routine inquiries;

Processed all personnel actions and issues concerning critical personnel shortages;

Retrieved employee data information from office personnel database and prepared weekly reports for deputy director and department heads;

Developed, published and maintained Departmental Standard Operations Procedures manual.

Resources Analyst

National Guard Bureau (Federal Government) 2009 - 2010

Performed Resource Analyst duties for National Guard Bureau Programs and Resources Division

Contracting Officer Representative for reviewing and submitting departmental MIPR’s to Financial Management Division for processing;

Researched and analyze directorate narrative on resources and execution for the Division Chief, National Guard Bureau leadership and higher headquarters;

Performed Budget Analysis using Army and AF financial systems: WAWF, CRIS, ABSS, NGB Online and Financial Management Suite to accomplish mission and budget requirements;

Analyzed and review daily resource information and provide proposed resource plans to Division Chief, National Guard Bureau leadership or higher headquarters for approval;

Compiled and cross reference program functions on Joint Manning Document requirements, and projects planned fiscal and personnel review for the assigned mission;

Coordinated with operating officials and employees to explain purpose of analysis and obtain essential support, interest, and participation;

Reviewed financial data in a wide variety of reports dealing with funding obligations, disbursements, man-hour usage, manpower and travel requirements;

Manpower and Personnel;

Provided advice and recommendations on policies and procedures for use by management to support management decision;

Liaison for National Guard Bureau (NGB) Joint Staff and leadership pertaining to personnel issues;

Prepared and enter pay action documents in the Defense Civilian Personnel System (DCPS);

Provided data and updates to upper level management pertaining to manpower and personnel guidance in order to meet mission requirements;

Provided support to NGB-Directorates with Defense Travel System (DTS), Joint Application Staff Management System (JASMS) and Joint Manning Document (JMD) personnel systems;

Researched and determined causes of leave discrepancies.

Personnel Analyst

National Guard Bureau (Defense Contracting) 2007 - 2009

Performed duties as the Personnel Analyst for the National Guard Bureau Division

Manpower and Personnel;

Provided planning and support to the National Guard Bureau Manpower and Personnel Office;

Executed military personnel actions;

Performed research analysis of programs and initiatives affecting all personnel matters;

Provided human resources and administrative assistance to support special projects and functions as directed and updated resource management system concerning military personnel information;

Managed military personnel management programs to include OER’s, NCOER, OPR’s Personnel Manning, reviewed military OER’s and OPR’s ensuring that all training was completed and eligibility requirement for promotions were met;

Managed and updated National Guard Bureau personnel tracking system;

Updated and tracked all personnel actions through Joint Application Staff Management System;

Training Officer for National Guard Bureau Directorates military awards;

Retrieved data from Joint Staff manpower and personnel database and prepared weekly reports;

Maintained Joint Staff military awards database and submitted reports to Chief, NGB, Secretariat and Joint Staff Directorates.

Program Assistant

Department of the Interior (Federal Government) 1998 - 2007

Developed and implemented information management system to support program areas and organization functions for the Department of the Interior

Resource Management;

Processed bi-weekly payroll, input data and updated various budget, manpower, personnel systems

Prepared and enter pay action documents in the Federal Payroll Personnel System (FPPS)

Created quarterly budget reports for end of FY appropriated funds of $3.6 mil

Developed, updated and distributed budget progress reports in-house

Coordinator for submitting all accounts payable invoices for payment

Processed and executed Travel Expense Reports monthly

Liaison for automated systems and databases installations

Coordinator for ordering all office materials and computers

Coordinator for research and analysis for technical support programs that required input from managers and team leaders;

Coordinated and provided personnel advice and guidance to summer interns;

Prepared budget reports for appropriated funds for travel totaling $300k, purchased all office equipment and executed requisitions for payments, budget reports; processed all facets of payroll operations using the Federal Personnel Payroll System;

Provided EEO counseling to employees and guidance to supervisors for resolutions on how to resolve office related problems; resolved controversial matters, provided effective techniques and procedures;

Developed, prepared a variety of controlled correspondence packages, formal congressional letters, position papers, reports, employee leave reports, reviewed all official correspondence on a daily basis and returned for changes as necessary;

Processed all Position Descriptions, Request for Personnel Actions (SF-52) for hiring employees, reassignments and position classifications;

Prepared congressional documents to Congress for approval of historical land funding that totaled $23M for National Park Service;

Supervisor to two secretarial and clerical staff.

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