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Office Executive Assistant

Location:
Woodbridge, Virginia, United States
Salary:
100k
Posted:
September 14, 2018

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Resume:

RHONDA M. ADAMS

**** ******** ** **********, ** 571-***-****) ac61u6@r.postjobfree.com

A highly organized and detailed-oriented Executive Assistant with 15+ years’ experience providing thorough and skillful administrative support to senior executives. I have the ability to grow positive relationships with clients and colleagues at all organizational levels. I am dedicated, focused, and able to prioritize and complete multiple tasks and follow through to achieve project goals and objectives. I have the ability to apply judgment and initiative to determine the professional approach or action to take to take in both routine and non-routine situations.

AREAS OF EXPERTISE

Network Operating Systems, MS Windows NT, Network Protocols, Windows XP Professional, Database Management Software: Lotus Notes, Microsoft Word, Outlook, Operating Systems: Windows 2000, Windows 2000 Professional, Windows, 3.x, Windows 95, Windows 98, Windows XP, Excel (Beginner), FMS, ACS, SAR Request, IFMS, Travel, DTS Travel, People Soft (Timekeeping)

PROFESSIONAL EXPERIENCE

Advance Decision Vectors LLC/DTRA, Ft. Belvoir, VA 05/2018-present

Office Manager/Executive Administrative Assistant

Responsible for performing administrative duties, in a fast paced, highly visible office environment. Products, services, and performance should be high quality, professional, and timely.

Responsible for duties including, but are not limited to, office management, correspondence (rounting to write office), development, records/files management, database management/data entry, and Microsoft Office familiarity.

Responsible for office supply inventory (track/order supplies), clerical/secretarial duties, and visitor reception/escorting.

Responsible for communicating with agency personnel and stakeholders to answer telephonic or electronic inquires, collect information updates and schedule activities as needed.

Responsible for preparing a variety of handout types recurring reports and standard templates.

Responsible for working with staff to create monthly reporting format and conduct briefings as requested. Provide user analytics, assist staff in analysis, and provide recommendations.

Responsible for attending meetings to transcribe record meeting minutes and compile data to distribute internal and external efforts in forums, working groups as specified by the Government..

Key Accomplishments:

DTS Travel

Passing Clearances to Different Facilities

Updating CAC and Courier Cards

General Dynamics/ODNI, Reston,VA 05/2015-05/2018

Executive Administrator

Was responsible for maintaining 4 Chief and 2 Deputy Director Office calendar, scheduling appointments, and meetings.

Was responsible for making travel arrangements and vouchers via (GOTRAVEL).

Was responsible for preparing read ahead books for Chief and Deputy Director for meetings or conferences.

Reserve conference rooms for our staff.

Was responsible for preparing EARRS for new employees. Setting up there location, title, and access. I have also remove employees when they are departing the group or building.

Was responsible for ordering supplies for customers on GENESIS website

Was responsible for scheduling meetings and appointments (coordinated schedules, reserved conference rooms, prepared and distributed agendas and appropriate material)

Was responsible for coordinating events (secured and organized the facility, catered arrangements).

Was responsible for coordinating and Prepare Visit Request for meetings with security office. Get all the guest info and how long the visit will be.

Was responsible for preparing Panel Books for government positions. Print off all Bio’s and PAR’s of the person and put into binder for the panel board.

Was responsible for preparing and maintain staff roster lists and recall rosters; and other administrative support requirements as may be required.

Was responsible for Planning, coordinate and review all administrative management activities for the organization; functions include training/travel, suspense systems, space planning, personnel management, record management, and logistics support.

Key Accomplishments:

Preparing and Ordering office furniture thru GENESIS

Preparing panel books for government positions

Supporting 4 Chief’s and 2 Deputy Directors along for 50 staff members

Focused Management Inc/NGA, Springfield, VA 02/2011-01/2015

Executive Secretary

Was responsible for performing routine clerical and administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, open, read, route, and distribute incoming mail and other materials

Was responsible for maintaining office calendars, scheduling appointments and meetings, and make travel arrangements (DTS) for supporting office, Deputy (SES1) & Deputy Director, Senior Advisor, and Chief of Staff. Serve as Defense Travel System (DTS) subject matter expert and process pre/post-Travel requirements for government staff.

Was responsible for interpret and implement guidelines and manage time and attendance related office records, administer timesheet support and maintain timekeeping reports.

Was responsible for reviewing documents in accordance with NGA correspondence procedures, manage all office correspondence, tract actions such as agency-controlled correspondence, edit and re-format agency-controlled correspondence in accordance with agency procedures

Was responsible for planning, coordinate and review all administrative management activities for the organization; functions include training/travel, suspense systems, space planning, personnel management, record management, and logistics support.

Was responsible for tracking and manage taskers in the N-CERT system.

Was responsible for performing read ahead books for Director and Deputy Director of NGA when they are traveling or when they have office visits from foreign nationals.

Was responsible for working with NEA or Mission Outcomes or other KC personnel to determine TDY and POC information. Contact security office at NCE for clearance-passing POC information. Ensure clearances are passed and received, country and medical clearances.

Was responsible for arranging for the Director and government staff to get NGA Taxi service to attend meetings in other government facilities. Provide a taxi (driver with vehicle) to and from the facilities. Coordinate VIP parking to meetings.

Was responsible for arranging for the Director to get Pentagon parking for his meetings at the Pentagon.

Was responsible for presenting the highest level of professionalism. Provide excellent customer service in a highly fluid environment for NEA.

Was responsible for preparing and maintain staff roster lists and recall rosters; and other administrative support requirements as may be required.

Was responsible for preparing and route Staff Summary Sheets to the team group and front office of NGA.

Key Accomplishments:

DTS Travel

Staff Summary Sheets Prepartation

Working with SES’s

OTHER RELEVANT EXPERIENCE

NW SYSTEMS, Springfield, VA, 08/2008-08/2011

Secretary V

Was responsible for directly assisted Division Director, Deputy Director, and Assistant CIO with calendar and travel arrangements (including creating trip packages for TDYs) Ensured Director was well prepared with accurate and up-to-date information prior to meetings. Scheduled high-level meetings throughout NGA and National Geospatial-Intelligence Agency College (NGC

Was responsible for providing oversight for the destruction of classified materials

Was responsible for managing incoming/outgoing correspondence and kept notes at meetings

Was responsible for applied knowledge of current administrative procedures (correspondence, staff summary sheets, etc)

Was responsible for processing Defense Travel System (DTS) travel orders and PeopleSoft timekeeping for employees.

Was responsible for providing the daily calendar in hardcopy to Division Director and Deputy Director and applied schedule changes as needed.

Was responsible for scheduling classified and unclassified conference rooms and VTC’s for division

Was responsible for supporting senior staff by participating in daily Dial-in meetings

Was responsible for Providing presentations for daily binder for the Deputy Director

Was responsible for supporting the Acquisition Contracts Training and Certification (ACC) team in addition to the Director and the ACC Chief. Assisted with course materials and prepared classroom for class.

Was responsible for editing spreadsheets for Matrix team folders and added supplemental data to the spreadsheets

Was responsible for preparing spreadsheets for Records Management Audits, prepared the Office File Plan records and was the Records Management Liaison Coordinator

Was responsible for inputting and provided oversight on taskers with the Director and staff

Was responsible for preparing and updated weekly status reports for the group

Was responsible for preparing and updated WAR Reports and prepared course rosters for the Matrix courses, put in course session tables and enrolled students, ppdated and maintained mandatory training in the PeopleSoft system.

Key Accomplishments:

PeopleSoft Time Keeping

Records Management Liaison Coordinating

DTS Travel

TKC Tech/ Federal Bureau of Investigations (FBI), 2006 – 2008

Senior Administrative Officer/Security Technician

Was responsible for support to a secured government facility. Opened secured office areas and secured all electronic devices; monitored and secured entrance areas.

Was responsible for maintaining a database of cleared employees, government officials, dignitaries, visitors and vendors before granting access to the facility.

Was responsible for meet and greeted visitors to the FBI STAS.

Was responsible for handling, screened and directed incoming calls.

Was responsible for ensuring that visitors to the facility were properly badged according to their clearance level. Received sorted and distributed mail and maintained office supplies.

Was responsible for managing daily schedule and calendar of Unit Chief (Deputy Director).

Was responsible for scheduling meetings and appointments (coordinated schedules, reserved conference rooms, prepared and distributed agendas and appropriate material)

Was responsible for monitoring action items (tracked staff assignments and ensured deadlines were met).

Was responsible for organizing and maintained electronic and paper files.

Was responsible for composing and sent emails and other forms of correspondence.

Was responsible for preparing and processed reports and documents.

Was responsible for coordinating events (secured and organized the facility, catered arrangements).

Was responsible for tracking travel and expense forms and logged collaborative information into the Task Tracker log.

EDUCATION & TRAINING

High School

Gar-Field High School

PeopleSoft AO/PAR/Position Management Training

DTS Travel Training

Timekeeping Training

Records Management Training

E-Supply Training

Genesis Training

RECOGNITION/AWARDS

N/A

HIGHEST SECURITY CLEARANCE HELD

DoD Top Secret/Sensitive Compartmented Information (TS/SCI/CI POLY)



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