Administrative Assistant Executive

SERENA R. THOMAS

**** ******** ****, *** *******, TX 78266 737-***-**** ******.********@*****.***

Professional Summary

Professional, highly qualified and accomplished Executive Assistant with over 25 years of experience providing a full range of administrative and secretarial support services to senior level executives and their staff. Proven ability to implement effective policies and procedures, enhance productivity, and increase efficiency. Known as a volume producer who readily adapts to rapidly changing priorities and possesses strong interpersonal and leadership skills. Offers over 20 years of experience handling confidential and classified information.

Skills

COMPUTER SKILLS

Microsoft Office: Word, Excel, PowerPoint, Outlook, Teams, and SharePoint; Adobe Acrobat, Internet Explorer, Lotus Notes, EDAS, JPAS, DTS, EMILPO, DTMS, ATAAPS and Deltek time keeping systems.

Work History

Senior Administrative Assistant November 2023 - Current

Decypher Technologies (Remote)

Maintains SharePoint filing system for the Operations Division.

Retrieves information as requested from records, email, minutes, and other related documents; prepares written summaries of data as needed.

Receives telephone calls, answering routine or non-technical inquires personally based on knowledge or information available and referring other matters to appropriate staff members.

Responds to and resolves administrative inquiries and questions.

Coordinates with employees and supports staff to schedule performance reviews.

Conducts weekly meetings with administrative staff to promote efficiency.

Supports Account Managers by reviewing timesheets proactively for completion and validate timesheet is signed at the end of each pay period.

Establishes office protocols, manages training programs and assists new employees during the onboarding process.

Coordinates and schedules travel, meetings, and appointments for managers.

Prepares and manages expense reports and reimbursement requests for the CFO and other executives.

Office Manager February 2022 – November 2023

C360 Mortgage, LLC (Remote)

Coordinated and monitored the on-boarding, training, development, goal setting and accountability of the mortgage staff.

Organized and filed compliance paperwork for state regulations.

Assisted in managing day-to-day office functions including responding to emails on behalf of the mortgage broker.

Worked with approved lenders to enforce underwriting guidelines.

Coordinated with employees and supported staff to schedule performance reviews.

Conducted weekly meetings with administrative staff to promote efficiency.

Monitored and provided feedback to individual employees, as well as reviewed orders for technology, equipment, and office supplies.

Established office protocols, managed training programs and assisted new employees during the onboarding process.

Effectively and professionally managed interruptions of workflow with courtesy, remaining flexible and accessible.

Executive Assistant September 2009 - January 2022

United States Army Medical Command, Ft Sam Houston, TX

Managed the Director and Deputy Director, and ATD Staff calendars in a strategic manner looking ahead to maximize usage of time and anticipating potential schedule conflicts and taking initiation to resolve them in a timely manner. Ensuring all staff, re-occurring, and one-time activities such as conferences, briefings, meetings, travel, and mandatory training were properly documented.

Coordinated all travel requirements for assigned staff to include travel arrangements such as airfare, rental car, and hotel accommodations, prepared travel orders, and filing accurate travel vouchers through the Defense Travel System (DTS).

Served as the Digital Training Management System (DTMS) Manager by monitoring assigned staffs' compliance with mandatory training requirements, coordinated, and documented staffs' participation in DTMS.

Attended meetings with and without the Director to take meeting minutes along with presenting the Director’s updates on her behalf when the Deputy Director could not attend.

Managed and reserved the command conference room by calendaring, booking, and monitoring all conference room requests; ensured the conference room as set-up correctly, and all video teleconference equipment was operational prior to the beginning of each meeting.

Tracked all office suspense's and taskers, sent reminders, and ensured items were closed out with the appropriate assigned Action Officer

Provided administrative support and personal summaries to facilitate the directorate of 125 Chaplains.

Purchased and maintained supplies in accordance with Government Purchase Card (GPC) guidelines and regulations.

Executive Assistant / Deployment Manager July 2008 - September 2009

Lear Siegler Services, Inc., San Antonio, TX

Provided immediate administrative support to Program Manager and his management staff.

Assisted with the preparation of monthly operational reporting requirements to the U.S

Air Force.

Scheduled appointments, meetings, teleconferences, and made travel arrangements for the program manager and program management staff.

Created meeting minutes and action items for formal and informal reviews with the government and LSI senior management.

Prepared routine and non-routine correspondence, reports, and materials for publications and presentations for executive level management.

Tracked, compiled, and reported individual and unit deployment statistics.

Issued and maintained computers, cellular phones, and other electronic devices.

Served as the Deployment Manager for 120 personnel deployed to the Horn of Africa and Iraq

Planned and organized numerous presentations of special events for over 300 personnel: including meal planning and preparation, seating arrangements and ordering supplies.

Arranged and reserved conference rooms, catering, audio visual, and ensured teleconference equipment was operational for meetings and conferences as requested by senior leadership.

Office Manager October 2006 - July 2008

AKIMA, Intra-Data, LLC, Lawton, OK

Served as the Lawton / Fort Sill, employee benefits coordinator by ensuring all administrative functions such as payroll, insurance entitlements, time keeping, and identification badge photographs were processed for all newly hired employees.

Briefed newly hired employees on company rules and policies.

Prepared and submitted all requests for personnel actions and maintained a suspense log using Microsoft Excel.

Received and directed incoming telephone calls and visitors to appropriate management staff.

Proven ability to judge the relative importance of issues and acted independently to address them.

Proactively took on new tasks or projects without instruction.

Education

Certificate, Administrative Specialist Course: Administrative Specialist 09/1997

U.S. Army Adjutant General School, Fort Jackson, SC

Certificate, Primary Leadership Development: Leadership 10/2000

U.S. Army Primary Leadership Development Course, Fort Lewis, WA

Certificate, Administrative Specialist Non-Commissioned Officer Course 04/2004

U.S. Army Adjutant General School, Fort Jackson, SC

Certificate, Unit Supply Specialist Course: Unit Supply Specialist 10/2005

U.S. Army Quartermaster School, Fort Lee, VA

Associate’s degree: Administrative Assistant-Office Management 12/2007

Pierce College, Lakewood, WA

Diploma 5/1997

Paris High School, Paris, AR

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