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Executive Assistant Office

Winchester, VA
September 19, 2018

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*** ***** *** **

Bluemont, VA 20135

Cell Phone Number: 703-***-****



Executive Assistant, Office Administration, and Proposal Coordination. Provided advanced administrative support to executive level employees. Ran and oversaw remote office location to include HR and IT support. Ran and oversaw a complete office move. Organized and coordinated proposals and programs for different companies I have been employed with. I am versatile in all office suite products, Lotus as well as SharePoint, Costpoint and Concur. I performed expense reporting, billing and checks and balances for offices and executives. EXPERIENCE

Food Allergy Research and Education June 2018 - Present Executive Assistant to CEO

Completes a broad variety of administrative task for the CEO including:

Scheduling, managing calendars and appointments.

Completing expense reports, processing invoices,

Composes and preparing correspondence sensitive in nature.

Arranging detail travel plans, itineraries and related meetings.

Strong organizational skill that reflect the ability to perform and prioritize multiple tasks with attention to detail

Fannie Mae June 2016 – September 2017

Executive Assistant Project Coordinator

Handled calendar, travel, expense duties for three directors

Travel and expense support for 5-7 managers as well as the director

Helped the leadership team (directors and managers) schedule large meetings, ordering catering, setting up and tearing down meetings

Basic document management

Taking minutes and action items in meetings

Basic PM capabilities for small projects (projects that are 2-4 weeks, non SDLC)

Ordered and disseminated office supplies

Coordinated offsite meetings with vendors and our regional offices which may include booking travel for several people

Pushed things through process in things like TSP, CMDB, etc.

Gathered data and created a weekly status report for me that rolls up to the officer level

Helped with asset management of mobile devices and some computer equipment

Tech capabilities: MS Office including Word, Excel, PowerPoint, OneNote, and Outlook Jabber and WebEx Vectrus, Reston VA October 2014 – June 2016

Executive Assistant to VP of IT Operations & Communications June 2015 – June 2016

Provided advanced administrative support to the VP of IT Operations & Communications

Provided secretarial and administrative support at all levels of complexity for supervisor and/or designated management and staff

Monitored, followed up and advised on the status of pending items, schedules, deadlines and requests

Read and interpreted non-technical publications, regulations and directives, and takes action as appropriate to relieve supervisor of administrative detail

Took initiative to investigate and resolve administrative issues and problems, gather necessary information, contact appropriate personnel, and make recommendations for implementation

Planed and coordinated administrative projects, and serves on cross-functional teams as assigned

Sets up and coordinated meetings and appointments as needed.

Prepared and compiled information and materials needed for meetings or as requested

Composed correspondence on own initiative regarding administrative matters

Formatted and prepared documents using word processing software. Arranged for proper approvals for documents.

Screened telephone calls, visitors and correspondence; handles administrative detail on own initiative; and/or refers to appropriate personnel for action

Initiated travel arrangements and processed related expense reports CONUS & OCONUS

Handled, processes and maintained proprietary and/or confidential data

Developed and documents office and administrative procedures for assigned functional areas

Maintained files, correspondence and reports to facilitate retrieval

Communicated with high level contacts within and outside the Company including executives and customers

Attended meetings, record proceedings and prepared and distribute meeting information

Coordinating offsite meetings with vendors and our regional offices which may include booking travel for several people

Office Manager

Assisted the IT department in trouble shooting server issues, VOIP issues as well as employee issues

Assisted the Human Recourses department with the process of onboarding new hires and ensuring the setup of their accounts and equipment is functional.

Scheduled interviews for potential candidates

Assisted the Procurement department in the process of ordering office equipment, building restructure/construction, office furniture, etc. and work directly with vendors

Assisted the Security/FSO department with badging of new hires; maintaining the security system; and the safety of the employees

Assisted the Shipping and Delivery department

Assisted the Director of Publications with company branding and marketing material

Responsible for ordering office supplies, equipment and furniture

Performed basic equipment maintenance.

Business Development Analyst February 2015 - June 2015

Supported development of capture plans

Gathered competitive intelligence to include reports from commercial sources such as corporate websites, Deltek, FedBizOps, Carroll Publishing, DACIS, etc.

Supported logistics for meetings as requested for both onsite and off-site meetings and event planning

Maintained master meeting schedule annual event list for AUSA

Provides conference research and coordination for events

Developed briefing materials as requested, i.e. capture plans, Milestone briefs, BD updates

Maintained, analyzed, interpreted and reported data. Created oral and written reports for IT & Network Communications Services Capture team

Supported all checklists and paperwork necessary to complete the red border processes, such as coordination for D&B runs, etc.

Supported Consultant/Technical Representatives and ATEMPs paperwork preparation

Assisted with intranet posting and clean-up for all capture activities Corporate Directives Coordinator (CDC) October 2014 – January 2015

Coordinated releases, updates, and approvals to Corporate and Program-level policies, processes, manuals, forms, and supporting documents by using desktop publishing computer equipment and software to produce and format electronic media and printed copy. Maintained a standard of quality in accordance with Customer, Corporate, Project, and Department standards. Followed standardized formats for text, graphics, figures, forms, and spreadsheets.

Participated in ISO 9001 audits as document control /management practitioner and subject matter expert.

Identified and pursued opportunities for improvement of CDC processes and activities.

Used desktop publishing software (Microsoft Office, SharePoint, Adobe Acrobat, and Visio) to produce templates, drafts, final drafts, and finished products.

Incorporated graphics and spreadsheet charts into documents.

Scanned hardcopy to use as text or graphics. Converted documents/media for transfer to/from desktop publishing documents using associated programs.

Converted Microsoft Word documents to PDF using Adobe Acrobat without loss of format or functionality.

Maintained proper identification and version control of all media (active and inactive) to ensure proper archiving/retrieving of documentation.

Supported retrieval of directives to support legal, contractual, and financial needs.

Performed configuration (document) management activities on the Intranet, shared file systems and via electronic media for Corporate Departments and Programs.

Ensures programs have electronic access to, or electronic media representing, the organizational Quality Management System

Input and maintained Delegation of Authority Matrix (SharePoint List) information. SES-GS McLean, VA February 2013 - May 2013 (Temporary position) Accounting Assistant

Provided assistance to the accounting department with various administrative duties

Tracked data changes to customer invoices

Created and organized company file system

Emailed receipt invoices to customers

Collated invoice with full details of the customer’s monthly service

Processed and coded all invoices that are receive on a monthly basis

Assisted in submitting all customer credit card payments via email

Processed customer invoices using Cost Point

Scanned all Vendor Invoices and filed soft copies

Created a tracking system for all invoices received, coded and submitted MTN Government Services Leesburg, VA September 2011 – November 2012 Proposal Technical Writer / Marketing Assistant

Responsible for the creation of effective responses for RFO, RFI and RFO tasks on FCSA under SIN 54 and 55. And FedBiz ops. .

Reviewed and interpreted customer technical and administrative requirements to create appropriate and accurate written and graphic content for documentation.

Researched technical requirements and developed required technical and administrative documentation.

Assisted in creation of effective written and graphic content of forms, white papers, product sheets, Standard Operating Procedures, drawings, QA processes and contract deliverables.

Reviewed and edited product and organizational documentation for accuracy and completeness as directed.

Developed and managed Proposal Writing Plan according to customer requirements, company Standards, priorities, available resources and established schedule.

Confirmed accuracy and appropriateness of technical writing and documentation by review with internal and/or external subject matter experts, manufacturers or other sources as appropriate.

Developed and maintained accepted forms, format and style guides as the basis for all documentation.

Managed the document control process for technical and administrative documents and drawings.

Essential in coordination and setting up of trade shows, created brochures, collecting and assembled marketing material for customers and advertisements using Photoshop and Adobe`

Other duties or responsibilities included assisting in the marketing department. Harris Corporation, Dulles, VA August 2009 - August 2011 Staffing / Proposal Coordinator

Assisted with overtime management, error reporting and labor corrections for both customer site and Harris site program departments. Provided support to Procurement and Supply Chain groups using Magi.

Assisted with program recruiting activities including candidate and program position tracking, job requisition creation, and processing Employee Action Forms including HOPs.

Served as backup to Receptionist as needed and provide administrative assistance to employees including expense report submission and facility event coordination/assistance

Prior to project start, created and updated preliminary master schedules for operations detailing the sequence of all work to be performed

Managed all aspects of proposal development (proposal writing, editing, illustration, production efforts, etc.) from assignment and receipt of RFP, through delivery and receipt by the customer

Prepared detailed a proposal plan, schedule outline and compliance matrix for assigned pursuits

Coordinated and led major project meeting events, such as Kick-off Meetings, Price Strategy Meetings, color team reviews, etc., and arranged facilities, communicated with participants, and prepared necessary materials.

Collected and edited proposal materials to ensure compliance. Orbital Science Corporation, Dulles, VA 2005 - 2009 Program Senior Staff Administrator

Assisted program manager in the day-to-day management of the AMC-21 Satellite program.

ITAR and Export Compliance Administrator for program including documentation, databases, and processes.

Organized and managed Interface with domestic and foreign customers to ensure all administrative actions were complete for on-site and off-site meetings.

Planned, coordinated, and tracked program customer training to ensure compliance with all company security and training requirements.

Coordinated and processed program employee and customer travel plans, including itineraries, authorizations, and expense reports.

Lockheed Martin Mission System, Santa Maria, CA 1998 - 2003 Administrative Specialist

Assisted as part of the Proposal Coordination for a major government contract proposal.

Organized & set up daily, weekly & monthly meetings and conferences for up to 200 attendees.

Organized and updated common data files located on program local electronic repository.

Understood and processed regulations, directives, correspondence, materials, and publications.

Standardized responses to reoccurring inquire and drafted non-standard replies to other correspondence.

Reviewed, processed, documented and authorized expenditures/reimbursements.

Trained new hires on computer systems.

Assisted in recruiting, setting up interviews.

Arranged travel accommodations.

Conducted background investigations.


Allen Hancock College, Santa Maria, CA, Associates program in Management Information Systems 1995-1996 Delta High School, Santa Maria, CA, 1985 Graduate


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