Executive Assistant Office
Resume:
Megen Gray
Fredericksburg, VA 22408
Telephone: 703-***-**** / Email: ************@***.***
Clearance: Secret / Level: Sr. Executive Assistant
SUMMARY
Talented professional with over 20 years of experience and a proven track record of results in a fast paced environment. Specialist in optimizing efficiency while maintaining client satisfaction. In search of a position that will utilize and expand current skill set in business operations.
EXPERT COMPETENCIES
Applications: MS Word, PowerPoint, Excel, Access, Outlook, Publisher; Adobe, Internet Explorer, Baseware Invoice Processing, Concur Expense, SharePoint, Defense Travel System (DTS).
Skills: 60/WPM
CERTIFICATIONS
Executive Secretarial Certificate 1985
Dorothea B. Lane Secretarial School
Administrative Professional Certificate
PROFESSIONAL EXPERIENCE
Booz Allen Hamilton, McLean VA - June 2001 – April 2017
Prestigious technology consulting firm specializing in government and commercial services such as strategic planning, program management, economic business analysis, information technology, and systems engineering.
Booz Allen Hamilton, Inc.
Arlington, VA United States
02/2015 – 03/2017 (non-military position)
Senior Executive Assistant, US Army, Integrated Personnel and Pay System – Army (IPPS-A)
Executive Assistant for Integrated Personnel and Pay Systems – Army (IPPS-A) Increment II, Product Manager, Product Deputy and provided direct support to the division.
Responsible for coordination and scheduling meetings, documented action items into
generated report and disbursed to team.
Updated the team division organization chart, tracking the team’s travel, personal leave, and training by compiling information given and entering it into tracking spreadsheet.
Created group distribution email listings.
Generated authorizations for travel and vouchers for reimbursement the Product Managers travel arrangements within the Army Defense Travel System (DTS) as well as day-to-day assignments or actions.
Assembled a daily book for the Product Manager and Deputy for access to reading materials, scheduled meeting appointments and locations for their awareness and attendances.
Responsible for assisting in the process security clearance and obtaining Common Access Card (CAC) the standard identification for active duty uniformed service personnel, DoD civilian, contractor personnel and selected reserve.
Coordinated meetings for the Increment team who used the Agile approach to respond to unpredictability through incremental, iterative work cadences and empirical feedback and to figure out the alternatives or developments.
Booz Allen Hamilton, Inc.
Washington, DC United States
06/2014 – 02/2015 (non-military position)
Senior Executive Assistant, US Navy, Renewable Energy Contract
Supported the Executive Director and the Deputy Director on the Navy Renewable Energy Program. This program office of the government works to develop renewable energy projects on Navy and Private land supporting Navy and USMC Energy Goals.
Coordinated and scheduled high volume meetings. Copied, scanned, mailed, and processed purchase orders and invoices.
Proofread and prepared documents.
Coordinated the Executive Director’s travel arrangements and vouchers using the Defense Travel System (DTS).
Confirmed travel reservations using the Virtually There Travel tool within the government system.
Arranged local area transportation using the Executive Motor Pool and Parking tool with the government.
Booz Allen Hamilton, Inc.
Stafford, VA United States
08/2012 – 06/2014 (non-military position)
Senior Executive Assistant, US Marine Corps, Acquisitions/Strategy Market
Assisted senior executives supporting the Marine Corps client mission by maintaining routine interaction with the site staff and client site teams to assess policies, develop deliverable and
meeting dates, set expectations and manage schedules.
Supervised and approved the temporary contracting receptionist’s timesheets.
Responsible for assisting with updates for the staff directory and meeting logistics in addition to ordering supplies, hardware and software equipment and processing invoices.
Coordinated Leadership staff meetings; sending out briefings, setting up the audio visual and conference lines. Locating and reserving conference room space.
Created travel arrangements and travel reimbursements within the Booz Allen Hamilton Expense on Line (EOL) travel and reimbursement system for the Executives.
Supported over 150 staff assisting them with office relocations by procuring them with hoteling space/touch-down space for the day so they could work. Assisting staff with telephone and voicemail activations, computers and email configurations.
Being the direct resource used by team and junior staff for information on company policies, procedures and resources when needed.
Booz Allen Hamilton, Inc.
Washington, DC United States
03/2010 – 06/2012 (non-military position)
Senior Executive Assistant, Transportation and Technology Strategy
Assisted senior executives supporting the Department of Transportation client mission by maintaining routine interaction with the site staff and client site teams to assess policies, develop deliverable and meeting dates, set expectations and manage schedules.
Supported two Executives and staff on the Transportation and Technology Strategy team at Booz Allen Hamilton for the United States Department of Transpiration, Untied States Postal Service and Amtrak contracts.
Coordinated busy, ever-changing, daily calendar schedules, travel arrangements, and business correspondences/files.
Responsible for the submission of expense reports and reconciliations for the Executives accounts for travel, meetings and events. Planned and managed events to included awards, home team meetings and celebrations. Responsible for routing interoffice mail, U.S. mail and FedEx/UPS shipments; and organized and maintained all office files.
Main point of contact for company policies, procedures, and resources (i.e. ordering office equipment such as hardware and software, supplies, coordinating equipment repairs, help desk calls, archiving, signature authorizations, catering, etc.) Performed general office management duties to include but not limited to; scheduling meetings and reserving conference rooms, processing invoices, identifying visiting Partner spaces needs, etc.
Coordinated new hire lunches with Sr. Management and prepared new hire kits as needed. Provided administrative backup support to the Officer in Charge (OIC)’s Executive Assistant as needed in support of the Transportation and Technology Strategy team. Prepared and assembling bindings for proposals and shipping to meet deadline requirements.
Booz Allen Hamilton, Inc.
Alexandria, VA United States
04/20 – 03/2010 (non-military position)
Project Analyst Administrative Assistant for the Army PD DIMHRS
Supported the Directorate and project teams within the Army PD DIMHRS/Integrated Personnel and Pay System – Army (IPPS-A) Program Management Office Support Contracts. The IPPS-A is an acquisition ACAT IAM Program managed by the Army Program Executive Officer, Enterprise Information Systems (PEO EIS) to support Soldier personnel and pay requirements from entry through retirement.
Managed all aspects of the on-boarding security clearance process for Booz Allen Hamilton employees and other sub-contracting agencies assigned to the contract by tracking, monitoring and coordinating information.
Supported the contracting and sub-contracting teams.
Tracked contractor’s and subcontractor’s security clearances to ensure security requirements were met
Provided additional administrative support as needed.
Lead for On-boarding; In-processing and Out-processing for contracting staff.
Ensured access badges and CAC cards were issued as needed in addition to providing equipment needs.
Served as a liaison between Booz Allen Hamilton’s security office and the government client security office for the processing of clearances.
Managed calendar schedules and coordinated supply/printing materials. Prepared business communications on behalf of senior leadership, drafted meeting minutes, and prepared agendas/handouts and action items for meetings.
Served as liaison between the program and Facility Management to acquire office space and set-up for on-boarding employees.
Prepared and submitted document for the in-processing and out-processing of employee staff for the government contract.
Routinely generated bi-weekly reports for management and client staff to review and prepare memos, reports and proposal documents for distribution.
Updated leadership input information on a weekly summary report and monthly reports.
Proofread correspondence for content clarity and proper format before disseminating. Tracked and documented status of meetings action items on project racking system. Resolved day-to-day administrative an operational concerns in a timely manner with little to not supervision.
Booz Allen Hamilton
Washington, DC United States
08/2008 - 04/2009 (non-military position)
Explosive Division Executive Assistant for the Department of Homeland Security
Supervisor: Deborah Hackett 703-***-****)
Okay to contact this Supervisor: Yes
Supported the Deputy of the Explosive Division of the Department of Homeland Security (DHS). Maintained and coordinated heavy daily, ever-changing, calendar schedules, travel arrangements, and business correspondences/files.
Maintained and coordinated daily, ever-changing, calendar schedules, travel arrangements, and business correspondences and files.
Prepared and submitted vouchers for the Deputy’s account for travel and meetings.
Organized and maintained all office files. Performed general office management duties; such as scheduling meetings and reserving conference rooms.
Performed and carried out day-to-day administrative functions for the Deputy.
Booz Allen Hamilton
McLean, VA United States
06/2001 - 08/2008 (non-military position)
Environmental Protection Executive Assistant – Civil Market
Supported two Executives and staff on the IT Technology Civil team at Booz Allen Hamilton for the Environmental Protection Agency (EPA), Department of Interior (DOI) and the Department of Energy (DOE) contracts.
Coordinated busy, every-changing, daily calendar schedules, travel arrangements, and business correspondences and files.
Submitted expense reports and reconciliations for the Executives accounts for travel, meetings and events.
Planned and managed events to include awards, home team meetings and celebrations.
Responsible for routing interoffice mail, U.S. mail and FedEx/UPS shipments and organized and maintained all office files,
Main point of contact for team members to come to for company policies, procedures, and resource (ordering office equipment; hardware and software, supplies, coordinating equipment repairs, help desk calls, archiving, signature authorizations, and catering.
Performed general office management duties to included but not limited to coordinating meeting schedules and reserving conference rooms, processing invoices, and identifying vising partner spaces needs.
Coordinate on-boarding for new hires. Prepared and assembled binders for proposals and shipping to meet deadline requirements. Provided administrative backup support to the Officer’s Executive Assistant as need to in support of the IT Technology Civil team.
Accomplishments at Booz Allen:
Awarded 2 High5 awards by peers for performance and client service.
Awarded 3 Performance and Team Awards by Senior Management for dedication to client service and ensuring mission needs were met.
Multiple Certificates of Appreciation awarded for involvement in proposal efforts and work
performance.
Went above and beyond completing mandatory trainings at Booz Allen by completing training in the following: Safeguarding the Business and Client Relationships; Insider Trading; Developing Yourself for Professional Success; Effective Task Performance; Certification for Recruitment Staff; and Effective Feedback Skills
Education
Related coursework: Office Systems and Technology, Office Administration, Management, Advanced Organizational Management
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