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Executive Assistant Manager

Location:
Silver Spring, Maryland, United States
Salary:
$80,000.00
Posted:
December 11, 2018

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Resume:

Paulette M. Bizzelle

***** **** **** *********, #***, Laurel, MD 20707

Cell: 301-***-****

ac7xqu@r.postjobfree.com

Education:

Virginia State University, Petersburg, Virginia

B.S. Degree, Business and Marketing, School of Business, 1985

Citizenship:

US Citizen

Qualification Brief:

Coordinate multiple projects and details with multiple parties simultaneously to meet critical deadlines;

Coordinate with other offices to develop schedule for visits, and ensures function hosted by the Director are well planned and coordinated, appropriate guest is invited, and financial responsibilities are discharges;

Manages and coordinates daily operations and special projects for the office;

Participates in evaluations, management audits and similar reviews to identify recurring problems;

Initiate and execute complex administrative and management projects; develop, coordinate, and implement performance measures to improve implementation; participate and fully assists in the overall management of the office;

Provide guidance and technical assistance on correspondence tracking and control procedure;

Develop statements of purpose and benefits and statement of contacts and prepares travel packages for the Director;

Respond and resolve programmatic problems/issues presented by management or staff;

Analyzes requirements and develops internal operating procedures to ensure projects under incumbent’s purview are met;

Develop and maintain a rapport with other high level Federal and non-Federal officials;

Manages;

Proficient in Microsoft Office 365

Experience:

VERSA Integrated Solutions Inc., Calverton, Maryland

3/22/2017 – Present

Contracts Analyst

I support the VERSA Contracts Administrator with the following:

Contracts

Finalize Non-Disclosure Agreement(s) for companies planning to do business with VERSA

Finalize Teaming Agreements for companies planning to do business with VERSA

Review contractual documents for the VERSA Contracts Administrator to check for accuracy, discrepancies etc.

Created, develop and update the ‘VERSA contracts matrix’ which allows management to search for contracts documents at a glance;

Develops and prepares briefings and status reports for management that foster understanding and acceptance of finds and recommendations;

Prepare ‘Contract Review Sheet’ (a document that allow you to see a quick glimpse at companies doing business with VERSA) which includes pertinent contract information, POC, expiration dates, dollar values, etc.

ODC Purchases

Assist the VERSA Contracts Administrator in purchasing ODC orders for the client/customer.

Get 3 quotes for competitive pricing/purchasing – unless vendor is deemed ‘Sole Source’

Review Specs for accurate purchasing

Confirm purchases upon arrival, prior to distributing to VERSA PM/customer

HUB Zones

Maintain the VERSA Hub Zone book. Monitor and request updated documentation required for HUB Zone VERSA staff/employees. This includes researching HUB Zone maps, confirmation of valid driver’s license or necessary documents to meet HUB Zone requirements.

Assists in regularly communicating and sharing program information with management officers and project managers.

DOL Contract- Asset Control Manager

Received and tracked equipment/inventory valuing over 5 million dollars. Shipped equipment (weight, dimensions, etc.) via UPS to DOL/OSHA sites within the US.

Developed an expansive spreadsheet for all the DOL sites receiving VOIP upgrades; performed physical count of equipment, updated and submitted weekly ‘Inventory Count Spreadsheet’ to the DOL Program Manager.

Receive weekly UPS bill, track cost by site/location, and submit the updated spreadsheet and bill to Accounting for payment.

Back Office Support – Administrative

Attend the VERSA Management Meetings – prepare and submit minutes for the COO.

Attend the ‘VERSA Solutions Process Improvement Group’ (SPIG) meetings – prepared and submitted the minutes to the group.

Soft Tech Consulting, Inc., Chantilly, Virginia

Contractor: Center for Information Technology (CIT), Office of the Director

National Institutes of Health (NIH)

4/2013-3/2017

Executive Assistant to the CIT Deputy Director for Management and Operations:

Received weekly reports from the CIT Service Area Managers, consolidate, format, and distribute to the CIT Director, CIT Deputy Director, Executive Officer, and the Deputy Chief Information Officer;

Interpreted a COOP matrix which consisted of critical and non-critical NIH enterprise systems and services, interpreted raw quantitative and qualitative data, independently developed the raw data into a more transparent matrix which allowed viewers to easily identify which systems are critical at-a-glance, as well as the non-critical systems for the NIH 27 Institutes and Centers. The new matrix is being used by the CIT Director at major NIH COOP meetings, and proved to be more comprehensive providing more effective and efficient use of the matrix. The matrix received high approval because it demonstrated transparency for all viewers.

Coordinated, initiated, and tracked administrative tasks for the CIT Deputy Director for Management and Operations and other senior CIT management;

Recommended methods for improvement of office procedures and functions.

Made corrections/edits to correspondences on behalf of the CIT Director.

Managed the CIT Deputy Director’s calendar. Scheduled, cancelled, coordinated and accepted meeting request(s) on behalf of the Deputy Director.

Interacted with key CIT/NIH officials as well as high level NIH officials, customers, guests, and clients.

Scheduled interviews for CIT senior management to fill CIT senior positions/vacancies.

Privy to confidential/sensitive documents/correspondence.

Assisted other CIT senior management with tasks or special projects.

Quality Technology Inc., Largo, Maryland

Contractor: Division of Network Systems and Telecommunications (DNST),

Center for Information Technology (CIT), National Institutes of Health (NIH)

2/2007-4/2013

Executive Assistant to the Director, DNST

Coordinated logistics associated with special projects (Census Reports; Continuity of Operations Plan, Division Events Planning, Division Reports, etc.);

Developed templates to ascertain quantitative and qualitative data;

Served as the Project Manager for Quality Technology (QT) Inc., managed contractors working on the NIH/CIT/Admin contract; approved contractor’s time (DELTEK-HR system); scheduled contract staff meetings at the NIH site; provided supervision and guidance as well as coaching and counseling on both professional and administrative matters; worked with the Contractor Project Manager to assure compliance of administrative operations with various requirements, and developed strategies for implementation;

Oversaw administrative processes for Summer interns working at the NIH in the Division, served as their point-of-contact, supervised and directed as appropriate, provided coaching sessions when needed, and maintained communications with the interns.

Served as the Division Combined Federal Campaign Lead/Coordinator, planned and implemented team building activities/events for the Combined Federal Campaign of the National Capital Area; developed, coordinated and implemented measurable activities to achieve the Division’s budget goal;

Prepared studies requiring application of analytical and statistical methods and techniques and advise management of finding;

Processed Billing Authorization Forms. This is the Division’s internal process in which funds are transferred from one account or IC to DNST for a ‘fee for a service' provided.

Analyzed, tracked, and populated the Division’s expenditures for two Branches within DNST on multiple Excel spreadsheets; researched and resolved discrepancies; and provided financial balances and status as requested by the Division Director;

Managed the new NIH Personal Identity Verification (PIV) ID badging for the Division’s contractors, ensuring every contractor received the new PIV ID badge timely; managed the onboarding process for DNST contractors; worked with the CIT Admin Office when contractors leave the NIH ensuring the paperwork process is complete (i.e. collect NIH ID badge and government equipment).

Coordinated Division training across all Branches within DNST. Performed qualitative and quantitative analysis by taking the total number of staff (all three Branches) dividing them by the number of training sessions and redefining the groups to maximize unbiased participation and qualitative findings and results.

Arrowhead Global Solutions, Inc., Falls Church, Virginia

4/2004-2/2007

Executive Assistant to the Chief Financial Officer (CFO) and Vice President of Telecommunications, and Tradeshow Coordinator

Handled administrative matters for the CFO and the Telecom Department; coordinated travel arrangements and processed expense reports; coordinated and confirmed meetings, luncheons, special events, and greeted clients;

Exhibited at IT tradeshows marketing the company’s products and services; coordinated all logistics pertaining to tradeshows, set-up and dismantled pop-up booths, registered the company to exhibit at IT and Telecom focused tradeshows; designed tradeshow tracking spreadsheets, which included all costs associated with each tradeshow.

Edited presentations (PowerPoint and Excel);

Worked with the CFO and CEO to coordinate due diligence efforts; privy to and entrusted with confidential company information;

Ordered company trinkets for distribution at tradeshows.

FTN Consultants, Brandywine, Maryland

1/1996-2/2004

Marketing Director and Conference Coordinator

Marketing

Developed marketing strategies with input from the clients for a comprehensive conference consulting company focused on Federal clients, including the National Institutes of Health (NIH), and non-profit clients such as the National Scientific Program Administrators Association (NSPAA).

Developed marketing material for FTN;

Performed market research and analysis to pinpoint potential customers by region; recommended locations for regional conferences for maximum participation;

Conducted the Marketing Department’s budget meetings.

Conference Coordinator

Reviewed meeting specifications: seating styles, audio visual requirements; developed speaker and participants list; and special needs consideration plans/actions;

Conducted site visits; met with hotel/lodging personnel and confirmed all logistics and special needs requirements, etc.

Prepared invitational letters for mailing; prepared final meeting agenda, speakers and participants lists, organized meeting materials,

Negotiated contracts with hotel and conference facilities providers; selected meal planning- menu, coordinated social functions; trouble shoot vendor issues; processed vendor invoices;

Supervised the registration staff and process;

Handled emergency situations, such as hurricanes or other ‘acts of nature’ affecting conference schedules and traveling logistics.

National Institutes of Health (NIH), Office of the Director (OD), Extramural Associates (EA) Program, Bethesda, Maryland

10/1986-1/1996

Program Assistant – Federal Employee

Participated in the recruitment of scientific faculty and academic administrators from women and minority institutions of higher education to come to the NIH for a 2-month or 6-month program designed to provide grants administration training.

Prepared Intergovernmental Personnel Agreements (IPA), including the calculation of all cost and confirmation of all detailed contract information. Worked with the college/university administrators as their point-of-contact for questions/inquiries regarding the completion of the IPA.

Participated in the drafting and development of the Extramural Associates Research Development Program and Award (RO1 Grant).

Coordinated the EA Program’s ‘Grants Administration Training Seminar Series’. Contacted key officials from other Federal agencies, scheduled seminar sessions, mailed letters of invite requesting participation, followed-up with ‘thank you’ letters to the presenters.

Prepared and tracked standard office correspondences;

Evaluated budgetary and fiscal data for consistency with previous estimates, current levels of program operations and anticipated changes in mission, staffing and funding levels;

Developed and prepared briefings and status reports for management that foster understanding and acceptance of finds and recommendations;

Prepared the EA orientation/training handbook; coordinated training sessions with the ‘NIH Directors of Minority Programs’ or their senior staff and other Federal agencies requesting their participation in the EA Program Seminar Series for both classes (2 -month and 6-month program/classes).

Attended Board meeting, retreats, and prepared Board minutes for distribution to the Board.

Maintained the Extramural Associates directory database;

Responded to programmatic inquiries and request for information;

Exhibited at National conferences; designed the EA Program pop-up booth;

Attended EA Program budget meetings;

Scheduled photo sessions for each class of EAs with the NIH Recreation and Welfare Association which produces an internal NIH publication called the “RECORD”.

Prepared professional service contracts for outside consultants to provide grants administration training to the EAs.

Served as the NIH Certified Project Officer on Extramural Associates Program contracts.



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