Executive Assistant and Office Manager
Resume:
Randy D. Bagley Jr.
One Montgomery Street, Suite 550 San Francisco, CA 94104
********@*****.***
EXECUTIVE ADMINISTRTATIVE ASSISTANT & OFFICE MANAGER
Overview & Summary of Qualifications: Experienced Executive Administrative Manager/Assistant in managing, prioritizing, and delegating projects for senior executives and their teams in a large, fast-paced corporate/governmental environment, resulting in success through the creation of systems that streamline and simplify processes, reduce time spent on projects, improve productivity, foster teamwork, and create personal and team accountability
Incorporated Office Management Skills: Supply Management, Informing Others, Tracking Budget Expenses, Delegation, Staffing, Managing Processes, Supervision, Developing Standards, Promoting Process Improvement, Inventory Control, Reporting Skills
Areas of Expertise: Administrative Support, Travel Arrangements, Expense Reporting, Calendar Management Customer Service, Event Coordination, Project Management, Proofreading, Writing & Editing, Process Improvement, Correspondence Creation, Issue Resolution, Intranet Initiatives, Operational Streamlining, Change Management, Budgeting, Timekeeping, Bookkeeping, Records Archives, and Microsoft Office Suite Software 2010 & 2013
Executive Administrative Assistant/Office Manager & Coordinator for the VP of Product & User Experience lydna.com Education Online Learning Company April 2014 – Present San Francisco, CA 94104 (40 to 50 hour work week)
• Acted as a facilitator for primary communication links between the VP of Product & User Experience, company department heads and other key team members
• Responded to information requests and performed varied administrative/logisitical support functions; including preparing correspondence, receiving visitors, and arranging conference calls
• Meticulously managed calendars which involved interaction with internal staff and external individuals at all levels; routinely organize and manage business travel
• Creatively scheduled, planned, and coordinated onsite/offsite events and meetings
• Assisted and aided with invoice and budget tracking, employee onboarding/offboarding, and HR support for the VP of Product/User Experience, including department directors
• Attentively performed a range of functions to include but not limited to: metric gathering from other functional HR members, expense report reconciliation, preparing agendas and presentations for various meetings, and maintaining files in a professional and organized manner
• Maintained office services by organizing office operations and procedures; controlling correspondence; designing filing systems; reviewing and approving supply requisitions; assigning and monitoring clerical functions
• Implemented office efficiency by planning and implementing office systems, layouts, and equipment procurement
• Designed, implemented, and streamlined office policies by establishing standards and procedures; measured results against standards; making necessary adjustments
• Forward-thinking and proactive; ensured management was constantly informed by reviewing and analyzing special reports, summarizing information, and identifying priority trends
• Contributed to team and department effort by accomplishing logistical arrangements, varied resources, and administrative results as needed
Executive Administrative Assistant for 3-Star General United States Army Special Operations Command (USASOC) March 2009 - April 2014 Fort Bragg, NC 28311 (40 to 50 hour work week)
• Initiated automated invoices to sub-accounts/echelons while automating new major control systems, amplifying the overall effectiveness of correspondence and memoranda distribution rate from 46% to 97.6% in less than 12 months; resulted in a 100% effective rate of secure transmissions and administrative support
• Oversaw direct and timely superior administrative support to a 3-star General, 11 staff departments, and multi-level intra-agencies, including correspondence, legal documents, financial management, events/logistics coordination, communication requisitions, policy compliance, and problem resolution
• Created a highly-effective, structured, and organizational filing system, (manual and electronic), correlating to policy compliance and governance directives, including quick and thorough indexing, off-site storage, quick books, and archives which led to a user-friendly development of critical information and streamlined office initiatives
• Routinely coordinated high-level conference calls, board and management meetings, special events/observances, town hall addresses, and travel arrangements for top executives and key leader staff agents
• Conducted extensive and complex Internet research on acquisitions, contracts, and vendor applications; reported formatted findings to the Command Executive Officer (CEO)
• Updated and maintained multiple departmental officials, executive officers’ calendars/schedules, including Three-Star Generals; completely re-organized Executive and Finance Defense Budget Libraries and assisted/anticipated the administrative needs of managers with special projects, including building renovations and office moves
• Managed administrative resource compilation packets of 14 high-tech, thousands of dollars end line encryptor product systems and computer software/hardware devices, which within the span of 12 months, went from conception to installation, and were highly valued/instrumental in the success of world-wide contingency operations
• Upgraded and initiated adoption of training curriculum/regulations, geared towards methods of delivering cross-training to personnel in job duties with an end result of lowered supervision requirements, incorporating significant cost savings programs in overtime
• Diversified my talents as instructor and subject-matter expert as a Senior Administrative Manager; redesigned comprehensive management training programs (regarded by superiors as the “most aggressive training program within the Command”), resulting in subordinates’ excelling in all evaluated areas, yielding highly effective developed programs comprising 67 qualifications skills, 19 professional education subjects, and on the job training (OJT) paired with leadership curriculum
• Embraced the role of primary Equal Opportunity (EO) Advisor; coordinated over 120 ethnic/special observances, while instructing equal opportunity leaders courses for command and senior leaders
• Adapted and engineered audit and statistical reports by spearheading, tracking, and analyzing all awards, promotions, disciplinary, and actions that occurred within the command from quarter to quarter, ensuring that merit systems were just and fair based solely on performance
• Experienced EO Leader; advised and shared knowledge with command and senior leaders regarding social norms, prevention strategies, proactive methods, statistical data, interpretation of policies and guidelines, while ensuring their vision and intent were exercised throughout the tenure of command
• Recognized and identified as the direct administrative point-of-contact liaison while routinely serving as a conduit in maintaining open lines of communication among senior executives, commanders, middle management, and administrative staff alike
• Drafted and prepared correspondence; proofed and provided secondary editorial services for executive level staffs and other documents of organizational correspondence
• Coordinated preparation and timely dissemination of company reports, quarterly budget/financial reports, semi-annual training statistics, and slide presentations for board meetings
• Authored a supplementary installation Standard Operating Procedure (SOP) Guide for managers and specialists to establish their own administrative management programs
Senior Company Administrative Manager (Lead) for the Captain and Staff United States Army, 35th Signal Brigade, Fort Gordon, Georgia June 2003 – March 2006 (40 to 50 Hour Work Week)
• Delivered high-level executive support in a fast paced major command consisting over 25,000 soldiers, federal civilians and contractors; performed heavy/complex calendar management, providing phone support, draft communications and marketing materials, and engineering various Human Resource (HR) functions, such as timecard management, resolution of pay issues, management of various types of leaves/vacations, and military benefits claims processing
• Incorporated reviews of over 75 percent of the unit’s security paperwork for accuracy, completion and submission via the E-Quip System, affecting the efficiency of background investigations for SCI access personnel
• Arranged heavy complex business travel and completed lengthy expense reports for international and domestic trips for senior level executive and officials
• Facilitated timely handling and management of administrative incident reports and submission of service requests for urgent executive/command approval regarding network activities, such as changes, problems, configurations, upgrades, and requisitions for equipment and services, which led to a reduction of outages to established circuits and networks, (stateside and abroad), by over 35 percent
• Systemized initial electronic distribution of varied electronic filing lists, while rigorously developing and maintaining the accuracy of contacts, positions, and organizational information
• Orchestrated paperless archives and residual data within classified/unclassified networking levels; uploaded automated information to the common access network drives enabling ease of identification and retrieval functions
• Pioneered, verified, and maintained personnel related documentation, including staffing, recruitment, training, grievances, performance evaluations, award submissions, classifications, and employee leaves of absence
• Developed more responsive, efficient, and long range plans of multi-disciplined personnel/administrative security program layers that contributed to a model Brigade standard for all Technical Control Facilities and Army Signal Assets in the areas of a “need to know access”, cryptographic usage policies, and procedures which directly impacted global customers in support of the Global War on Terrorism, Operation Enduring Freedom, and Operation Iraqi Freedom missions
• Oversaw internal correspondence, inquiries, personnel actions, and management processes utilizing existing Staff Action Control and Coordination Portal (SACCP), System and organizational SharePoint Portals for the major command Generals, Senior Executive Officers, support staff directors, and Chief of Staff Office (CoS)
• Selected as and volunteered vital expertise as the interim Administrative Security Manager, responsible for the timely processing of security clearances, router privileges, administrative maintenance, and visit requests for over 100 personnel; contributed to enhancing vital classified operations by over 50 percent
• Restructured the Command’s Information Assurance account inspection databases; enhanced centralized account tracking, increasing standards for inspections for all local elements indefinitely
• Arranged programs, events, and conferences by reserving facilities, to include caterers; issued and formulated agendas/invitations, guest speakers, and critical budgets
• Advised and instructed new management staffs regarding remedies for technical and administrative problems
Senior Administrative/Office Manager for the Executive Officer to the Chief of Staff (CoS) 35th Signal Brigade, 67th Signal Battalion, Fort Gordon, Georgia September 1999 – June 2003 Army Signal Center of Excellence (40 to 50 Hour Work Week)
• Provided and streamlined dedicated support to Principals, Senior Associates, Project Managers, and Staff Architects, conducting research, crafting presentation materials, and collaborating with multiple departments in sustaining and improving overall quality and efficiency of administrative functions
• Communicated regularly with clients, vendors, and contractors, scheduling meetings and addressing concerns
• Processed state/professional registrations to include championing top-tier documentation standards, and developed fee proposals, AIA contracts, submittal/RFI logs, and other essentials within aggressive timeframes
• Excelled within demanding environments; successfully balanced staff and client needs, with the utilization of administrative technical skills spanning Adobe Photoshop and InDesign, as well as MS PowerPoint and Publisher
• Incorporated and conducted risk assessment and risk mitigation strategies of over 1200 classification systems through direct assessments prepared through correspondence and automated production of media systems
• Maximized the use of automation; developed procedures adapted by the entire unit for administrative training, and deployability
• Directed and coordinated all movement/mobility of a 112 manned company, for two geographically divided locations, (an operation critical to mission success of ongoing operations within Iraq), with multiple international travel agencies for over 250 ground and air movements throughout the Iraqi Theater of Operations; resulted in successful movement of soldiers, contractors, and equipment, while simultaneously arranging billeting for all site visitors, to include General Officers, diplomats, and other VIPs
• Fashioned the best administrative training packages for an operational company within the battalion; devoted countless hours, on and off duty, to ensure that all company and individual training records remained consistently accurate and identified areas where soldiers needed critical training for job certification and experience to achieve career glide-path objectives in leadership development, setting the bar with an increase of 45 percent in registration in the areas of signal operations, tactical and specialized warfare strategies, occupational certifications, and academic enrollments
• Validated and single-handedly processed over 1250 customer service and administrative service tickets; ensured each customer and patron in the XVIII Airborne Corps Joint Operations Center (JOC) received timely and professional service for all tactical, technical, and administrative signal requests; resulted in being handpicked by the Chief Information Assurance Officer (CIO) to handle all related requests from the extended Command
• Reviewed, interpreted, edited, and analyzed all executive memos, submissions, and reports to determine their significance and planned their distribution
• Supported the Special Assistant/Chief of Staff in preparing policy documents, planning requirements and developing senior leader presentation support
• Prioritized, administered, and prepared read-a-heads/meeting minutes; performed task assignment follow-ups
• Masterminded management of the organizational deployment readiness program through oversight and meticulous maintenance of medical and dental records; ensured every soldier, contractor, and federal civilian worker remained fully deployable, with a paramount interest on unit readiness, through coordination with installation hospital facilities in order to expedite all medical updates resulting in the highest pre and post deployment medical readiness
• Originated and facilitated the commercial applications, preparation of Photo ID Cards, visitor/ registrars, employee/patron badges, vehicle decals, and other identification standards for access to facilities and regional offices
• Expertly trained on automation equipment which included personal computers and printers, networked printers and scanners, varied storage devices, and media productions (CDs or DVDs)
• Monitored the status of all administrative/personnel actions; fervently adopted, conceptualized, prepared transmitted weekly reports for OUSD(I) management equivalent officials ensuring the totality of completed tasks
Education/Certifications and Coursework
• B.S., Paralegal Studies, Everest University, 2013
• A.S., Paralegal Studies, Everest University, 2010
• Senior H.S., Diploma, E. E. Smith High School. 1999
• Operation Security (OPSEC) Analysis and Program Management Course, 2013
• Information Assurance Certification (IA), 2013
• Cyber Security Awareness Certification, 2013
• Government Purchase Card (GPC) Holders Certification (GPC), 2012
• General Dynamics Key Management Infrastructure Certification (KMI), 2012
• Defense Travel System (DTS) Management, 2010
• NSA approved Standardized COMSEC Custodian Certification (SCCC), 2009
• NSA approved Local COMSEC Management Software and Electronic Key Management Software (LCMS)/(EKMS) Certifications, 2009
• Advanced Leaders Course Certification (ALC), 2008
• Systems Approach To Training (SATS) Certification, 2006
• Equal Opportunity Leaders Course Certification (EOL), 2006
• Cable Systems Installer-Maintainer/Small Plant Advance Individual Training Certification, 2001
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