Office Executive Assistant
Resume:
Kimberly White-Lewis
Waldorf, Maryland
Cell: 301-***-****
Email: ********.*******@*****.***
Active NACLI Clearance (Public Trust)
SUMMARY
Results-driven administrative professional with 20+ years as a key contributor to overseeing executive administration, legal secretary, patent processing, and marketing communication needs of both public and private sectors. Adept at developing and implementing administrative solutions to executives within budget constraints. Proven ability to engage and retain management interests, motivate and administrative personnel at all staff levels.
SOFTWARE
TMT, JASMS, DISA Time Management System, MS Office Suites, GovTrip, E-time, Excel, Access, IPDAS, Aderant, IP Master, Pattsy, PowerPoint, Dictaphone, Perfectlaw, IPLink, Outlook, Lotus Notes, CarPerDiem, CPI, Elite Records and Billing, GroupWise, PAIR, In-time, IManage, eRoom, Filesurf, Opus, iPro, PC Docs, DM5, InterWoven, DeltaView, Prolaw, SAP, CONCUR, IBUY, SharePoint, ECC System, Foreign Travel Management System (FTMS), Defense Travel System (DTS), (Notary) VA EDUCATION:
University of Phoenix, Human Resources (AA) May 2012 Enrolled EXPERIENCE
Whitetail Environmental LLC contractor for the Army National Guard, Arlington, VA December 2015 – September 2016
Executive Assistant
Served as Assistant to a COL, Director and XO
Processed timecards for government personnel
Maintained and control office supplies
Traveled to training conferences
Data Entry contracts, companies
Supported departmental budget processed
Processed monthly reports, and expense reports
Managed day to day office operations
Managed and prepare Government invoices, billing & requisitions
Maintained order process and ordered office supplies
Prepared Minutes of staff in-house meeting, and Board Reviews
Point-of- contact for crisis management interface
Reviewed and prioritize daily emails and other correspondence
Filed government reports in a timely manner
Scheduled conference calls and on-site/off- site meetings, answer and screen telephone calls
Created PowerPoint presentations, Type, edit and proofread documents and correspondence
Organized office and files
Coordinated/planned quarterly and annual meetings
Handled sensitive and confidential information with discretion Unemployed from June 2015-December 2015
Information Technology Consulting Solutions/Contractor for DEFENSE HEALTH HEADQUARTERS
(TRICARE), FALLS CHURCH, VA
FEBRUARY 2013 – JUNE 2015
SENIOR ADMINISTRATIVE SPECIALIST
Served as Assistant to Chief on Contracting
Data Entry contracts, companies
Supported departmental budget processed
Processed monthly reports, and expense reports
Managed day to day office operations
Managed and prepare Government invoices, billing & requisitions
Maintained order process and ordered office supplies
Prepared Minutes of staff in-house meeting, and Board Reviews
Point-of- contact for crisis management interface
Reviewed and prioritize daily emails and other correspondence
Filed government reports in a timely manner
Scheduled conference calls and on-site/off- site meetings, answer and screen telephone calls
Created PowerPoint presentations, Type, edit and proofread documents and correspondence
Organized office and files
Coordinated/planned quarterly and annual meetings
Handled sensitive and confidential information with discretion Manpower/Temporary for CHARLES COUNTY GOVERNMENT, LA PLATA, MD SEPTEMBER 2012 – FEBRUARY 2013
EXECUTIVE OFFICE ASSOCIATE
Served as an assistant to 5 Civil Engineers
Created inspection coordination, permit administration, site development liaison
Point of contact for commercial permit applicants
Maintained and process commercial permit applications
Review new commercial building permit
Developed Service permit applications for completeness assist in resolving problems associated with the commercial permit application, inspection, use/occupancy, and review process
Scanned and maintained blueprints
Assisted residential permit customers with plan review and coordination concerns
Provided customer service via phone and in person
Provided administrative support for other subsidiaries
Dictated, prepared and distributed meeting minutes
Prepared and submit travel and expense reports for the group American Greetings – Part-time Merchandiser
2011
Handled all aspects of product merchandising
Stocked, straightened, replaced and tracked inventory of Hallmark products
Assured that the product in the back room was easy accessible and stacked neat
Used portable scanner to track inventory
IBM/Contractor for DEPARTMENT OF ENERGY, WASHINGTON, DC MAY 2009 – MAY 2011
EXECUTIVE ASSISTANT
Served as the confidential Secretary for two Deputy Assistant Secretary’s (DAS)
Served administratively to the Senior-level officials, and staff within the Office of Policy and International Affairs
Maintained calendars and meeting schedules for (DAS) Leaders
Coordinated on-site logistic for all meetings
Managed calendar and scheduled meetings for the (DAS) Leaders including the logistics of reserving meeting rooms, ensuring appropriate set ups, audio visuals, and food and beverage
Prepare presentation materials including charts and graphics and PowerPoint presentations
Create travel arrangements
Create and maintain expense reports
Prepare Time and Attendance of all staff members, work orders, and repair request
Processed vendor invoices
Managed department budgets
Proof and edit all correspondence from dictation
Escorted visitors from the lobby to meeting areas
Process passport and VISA applications, foreign security, and preparation of country clearances cables with the applicable embassies
Assist with the development of training materials, special reports, and training supply orders
Maintain database for external visitors/dignitaries VENABLE, WASHINGTON, DC
FEBRUARY 2006 – DECEMBER 2007
IP FORMALITIES SPECIALIST
Maintain and review daily dockets to assure that applications, responses and fees were filed timely and accurately
Implement document production with Resource Center personnel
Assist timekeepers with filing documents at the USPTO via EFS
Review official filing receipts, Notice of Recordation of Assignment, Officer Actions, Notices of lowance, and Issue Notifications
File Amendments, Requests for Continued Examination (RCEs), Information Disclosure Statements
(IDSs), Preliminary Amendments, Priority Documents, and New Applications via U.S. Patent and Trademark Office electronically filed
Process time and billing
File Petition for Extension of Time, and Letters of Clarification
Provide coverage for the overflow/formalities department MORGAN LEWIS & BOCKIUS, WASHINGTON, DC
JANUARY 2005 – FEBRUARY 2006
IP FORMALITIES SPECIALIST
Maintain and review daily dockets to assure that applications, responses and fees were filed timely and accurately
Implement document production with Resource Center personnel
Assist timekeepers with filing documents at the USPTO
Review official filing receipts, Notice of Recordation of Assignment, Officer Actions, Notices of Allowance, and Issue Notifications
File Amendments, Requests for Continued Examination (RCEs), Information Disclosure Statements
(IDSs), Preliminary Amendments, Priority Documents, and New Applications via U.S. Patent and Trademark Office electronically filed
Process time and billing
File Petition for Extension of Time, and Letters of Clarification
Provide coverage for the overflow/formalities department CROWELL & MORING, WASHINGTON, DC
SEPTEMBER 2003 – OCTOBER 2004
APPLICATION FILING SPECIALIST/FORMALITIES
Maintain and review daily dockets to assure that applications, responses and fees were filed timely and accurately
Implement document production with Resource Center personnel
Assist timekeepers with filing documents at the USPTO
Review official filing receipts, Notice of Recordation of Assignment, Officer Actions, Notices of Allowance, and Issue Notifications
File Amendments, Requests for Continued Examination (RCEs), Information Disclosure Statements
(IDSs), Preliminary Amendments, Priority Documents, and New Applications via U.S. Patent and Trademark Office electronically filed
Process time and billing
File Petition for Extension of Time, and Letters of Clarification
Provide coverage for the overflow/formalities department SUGHRUE MION, PLLC, WASHINGTON, DC
AUGUST 2002 – SEPTEMBER 2003
NEW APPLICATION SPECIALIST
Process all new patent applications, Preliminary Amendments, Information Disclosure Statements, Priority Documents, Verified English translations, Petition for Extension of Time, and Letters of Clarification
Receive and disseminate general formality letters
Assist HR with new hire training and implement process and procedures new and pending applications
Distribute Patents letters from the USPTO and information accordingly TELECOMMUNICATIONS INDUSTRY ASSOCIATION, ARLINGTON, VA AUGUST 1995 – JULY 2001
EXECUTIVE ASSISTANT/MARKETING COORDINATOR
Primarily serve as EA to Executive Vice President
Create all correspondence for President and CEO
Maintain calendars and meeting schedules
Coordinated on-site logistic for all meetings
Site inspections for meeting specifications (audio visual, registration, etc.)
Manage day to day operation of the office
Maintain time compliance, staffing and retention
Market new products and answered membership and general association inquiries
Process check requests, invoices, expense reports and reimbursements for all travel
Reconcile monthly credit cards for staff
Provide on-site support for Trade Shows and off-site Meetings
Prepare presentations, charts, graphics
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