THERESA M. THOMPSON
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
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