Executive Assistant

Marsha R. Jones

**** ******** *****, *******, ******** 20735

Home: 301-***-**** / (Mobile) 202-***-**** (Email) **********@*****.***

Summary: Seasoned and energetic individual with over twenty years of experience, providing flexible,

self starting, independent decision making management and a variety of skills.

Computer Skills: Microsoft Office Applications (Word, Excel, Outlook, Access, PowerPoint, Visio and

Publisher), Adobe Professional Writer/Reader and Photoshop, Salesforce.com, Business Objects,

Internet/Web Browsing, Electronic Document Management System, Oracle 11i.

Work Experience:

D.C. Department of Insurance, Securities and Banking Washington, DC 12/2012

08/2013

Executive Assistant to the Commissioner

• Provided administrative support to the Commissioner and other Senior Level Executives

• Served as liaison with key executive and professional staff members internal and external

Scheduled meetings with various government officials and executives

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• Planned and implemented various agency activities

• Coordinated and assisted in the direction of various agency initiatives with appropriate staff

members

• Initiated and followed through on projects or assignments of particular concern to the

Commissioner and the agency

• Served as agency travel and training coordinator

• Assisted with the guidance of agency HR department as HR designee to include the approval of

various actions, provides updates to policies within personnel handbook, follows up on HR

actions performed and completed, provides ongoing updates to Commissioner regarding current

and ongoing HR developments

• Assisted in the review, coordination and implementation of agency’s performance management

program

Performed other duties as needed

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Intelsat Corporation, Washington DC 01/2008 12/2012

Executive Assistant to Vice President of Business Development and Vice President of Strategy

• Provided administrative support to two Vice Presidents and four Directors

• Produced high quality reports, presentations, financial reports, spreadsheets and other

documents using the Microsoft Office package

• Prepared expense reports. Coordinates projects and events exercising ability to improvise,

improve procedures, and meet demanding deadlines

• Produced materials for Vice President’s meetings with staff and clients which require initiative and

industriousness Published agendas for and attend monthly team meetings, transcribed

notes/recorded action items, and distributed to participants.

Provided extensive calendar management to cover global appointments, video

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conference, and WebEx meetings in liaison with U.S. and global satellite offices.

Coordinated all aspects of travel arrangements for domestic and international travel to

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include car service, flights and hotels

Assisted with organization of meetings and events including set up, catering, etc.

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Maintained budget and invoices tracking system and prepares weekly, monthly and

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quarterly budget reports.

Intelsat Corporation, Washington DC 04/2010 12/2012

Procurement/Contract Specialist

Performed contract and procurement tasks related to Satellite Related Services (SRS) contributing to

$4M annual revenue and Satellite Construction Monitoring Product contributing to $1.2M annual revenue

Provided assistance to Project Manager in the areas of material sourcing, procurement, technical

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support and customer and vendor relations

Analyzed contracts for content, clauses and definition of outstanding contractual matters during in

•

direct relation to requirements at the initial stages of all projects. Ensures compliance with

regulations, policies and procedures

Developed, reviews, and coordinated program documentation such as procurement requests,

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contract modifications, and technical instructions, routine and non routine correspondence.

Inputted (SRS) and Business Development opportunities in Sales Force Dot Com (SFDC) and

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updated/maintained opportunities until they were executed (won/closed)

Using vendor price lists, created Purchase Orders (PO)for customers detailing SRS services

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used for

Transfer Orbit Support Services (TOSS) Missions

• Created task orders for each Purchase Request (PR) and submitted to Procurement for

review/approval and delivery to vendors for signature.

Processed purchase orders for contracts

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Interacted with and advised internal and external customers on administrative issues relating to

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contractual matters

Coordinated with legal, finance and small business team disciplines to resolve contract issues

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and disputes

Assisted with proposals and bids by creating compliance tables, researching information, and

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coordinating Request for Proposal responses to customers

Negotiated with potential vendors over terms and conditions

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Submitted signed contracts to Revenue Assurance for processing, ensuring invoices were sent

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out and SRS revenue was recorded properly

Conducted market and product research and costs analysis

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KPMG, Washington, DC 10/2005 01/2008

Executive Assistant/Quality Review Administrator

• Provided administrative support to three Senior Partners in the Lead Tax Service area and was in

charge of quality review for contracts

• Composed, produced and edited correspondence, including technical letters, spreadsheets and

presentation materials. Handled sensitive and confidential information with maximum discretion

• Handled all aspects of meeting coordination for meetings to be held in domestic and international

locations. Coordinated all aspects of travel arrangements for domestic and international business

trips

• Coordinated special projects.

• Maintained clients and engagements database. Managed filing and organizational system files for

internal and external client data

Kirkpatrick & Lockhart Nicholson Graham, Washington, DC 10/2004 10/2005

Marketing Administrative Assistant

• Provided administrative assistance to the Vice President of Marketing and the Marketing team.

Provided

administrative support to the Chief Marketing Officer and Deputy Marketing Officer Was

responsible for administrative details, daily interactions and operations in assigned areas

• Monitored the Vice President’s calendar and travel schedule for any deadlines and/or meetings.

• Created an organized system to maintain all travel information, meeting details, business

expenses, and correspondences on a weekly basis.

• Created PowerPoint presentations and excel spreadsheets for financial reports for the

Management Team and Board of Directors meetings.

• Assisted with the coordination of various conventions, trade shows, and company wide

conferences.

• Coordinated internal meeting logistics (e.g., facilities, audio visual requirements and food

services).Scheduled domestic and international travel arrangements to include air, hotel and

ground transportation

Grace Digital Media, Washington, DC 02/2003 04/2004

Marketing and Contracts Administrator

• Provided marketing and contracts support to the Vice President of Marketing.

• Developed initial marketing analysis and strategies to achieve corporate business objectives.

• Successfully achieved, with no prior background or training, marketing collateral for publications,

sale proposals, media kits and trade shows.

• Coordinated and hosted successful client seminars, trade shows, tournaments, appreciation

parties and company parties for 100 500 guests including selection of venue, catering,

entertainment and rentals. Negotiated contracts related to events, and managed cost involved.

Grace Digital Media, Washington, DC 05/2001 02/2003

Executive Assistant to the Executive Vice President

• Provided overall administrative support to the Executive Vice President

• Prepared financial, marketing and sales summary reports, and presentations for staff meetings

• Coordinated and maintained Executive's calendar and independently scheduled appointments

and conferences. Scheduled all executive level meetings and travel, to include domestic and

international travel

• Screened phone calls and visitors; reviewed and tracked incoming and outgoing correspondence

Conducted research on the Internet, analyzed information and summarized results to executive

•

• Assisted Marketing Director with special event facilitation, conferences and diverse projects

ACS/Birch & Davis, Inc., Silver Spring, MD 10/1998 03/2001

Executive Assistant to the President

• Provided overall administrative support to the President of the company and four Senior Officers

• Provided a range of meeting management and logistical services for Executives, such as

preparing travel itineraries, coordinating hotel and travel logistics, scheduling meetings,

maintaining appointment calendars, and preparing travel expense reports

• Analyzed and prepared monthly financial reports for the Executives using raw data compiled from

the accounting system. Prepared Excel spreadsheets and developed illustrative graphs to reflect

the information

• Handled all administrative duties such as composing correspondence, memorandums and

reports.

Prepared financial, marketing, sales summary reports and presentations to be presented at

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various meetings by the Executives

• Screened phone calls and visitors; reviewed and tracked incoming and outgoing correspondence.

Maintained the electronic and hard copy file systems for records, documents, and

communications

Education

Strayer University, Washington, D.C. Bachelor’s Degree, Business Administration and Management

Graduated Dec 2009 Summa cum Laude, GPA 3.93 (Alpha Chi Honor Society Member

General Communications, Rockville, MD, Certificate Business Office, GPA 3.8

United States Army, Fort Myers, VA August 1987, Data Telecommunications

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