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Executive Administrative Assistant/Executive Secretary

Ocean Springs, Mississippi, 39564, United States
September 28, 2019

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Karen M. Lovejoy

*** ******* ******

Ocean Springs, MS 39564



Objective: An exciting and challenging career with advancement potential.

Clearance: Previously held SECRET (Updated 11/12 by DISCO)

CI Polygraph 9 Jan 03; SSBI Update Oct 02

Previously held TS/SCI (SBI 27 Jan 93);

Software Knowledge: Microsoft Word, PowerPoint, Excel, Publisher, Outlook


Work Summary: I have been in the administrative support field for 36 years. I spent more than 27 of those years supporting the US Government; 6 years in the Defense Intelligence Agency (covering the Latin America-European and Middle East Africa Divisions and Current Intel during the Gulf War at the Pentagon) and 21 years in contract support. Contract support has included involvement in Arms Control Treaties (Mock Inspections and training support) and proposal preparation, and Senior Executive Assistant support to an SES-6 DASD and his SES-6 PD/DASD for Spectrum, Space, Sensors & C3 (S3C3) at the Pentagon. More recent contract support has been for the Navy as a Systems Analyst for PEO IWS CWS for PMS 400D at the Navy Yard in Washington, DC and as a Configuration/Data Manager for the DDG 51 Program, receiving, tracking and distributing CDRLS at Ingalls Shipbuilding (formerly NG) in Pascagoula, MS.

Legal Genetics, Inc. (2/14-Present)

Case Coordinator

Receive all incoming calls related to DNA relationship testing requests (both domestic and international for immigration)

Schedule sample collection for DNA relationship cases nationwide

Prepare and send DNA buccal swab collection kits for DNA relationship cases (FedEx/DHL)

Collect buccal swab samples for DNA relationship testing

Prepare case reports and correspondence and mail or FedEx results to clients, attorneys, court clerks, and/or US Embassies or US Citizens and Immigration Services (USCIS)

Review and file cases

Perform Monthly, Quarterly, Bi-Annually, and Annually Checks in accordance with AABB regulations

Update/maintain Case Coordinator Manual, Collection Site Location Binder, Embassy Contact Information Binder

Update/maintain LGI Quality Manual for AABB Inspections

Perform marketing duties (i.e., visit local medical facilities, attorneys, and court houses to distribute brochures and answer questions related to LGI services)

Receive sample pick-up calls from hospitals/clinics and contact courier(s) for sample transport

Proof/Fax Medical Genetics Consulting, Inc. genetic testing reports

Serve as backup for Medical Genetics Consultants, Inc. office manager/administrative assistant when they are out of the office

Gryphon Technologies (5/10-8/13)

Data Manager

Provide data management support to the Kuwaiti FMS contract

oProvide Test and Trial support (create/complete trial cards, support test/trial teams during all phases of sea trials)

oTrack and receive all CDRLs

oMaintain and track all technical drawings not approved by ABS

oProvide support to the on-site government customer as required (i.e., take notes at all meetings; maintain office in his absence; and other duties as assigned)

Alion Science and Technology (10/05-1/10)

Configuration/Data Manager and Assistant Data Analyst for Data Sector

Conduct oversight of data management associated with receipt, tracking and distribution of Contract Data Requirements List (CDRL) and coordination of data monitor review and comment effort.

Coordinate efforts of Data Group personnel by:

oMonitoring and reporting on the status of CDRLs from the shipyard.

oScheduling due dates and tracking compliance.

oCoordinating the distribution of deliverables for review and comment, and routing the comments back to the shipyard.

oIssuing and tracking correspondence.

oHandle communication with BAE support to 400D74, NGSS and SUPSHIP data monitors.

oMaintaining the electronic database for the ship’s drawings/blueprints and providing them to the customer when requested. (These documents include ship drawings, technical manuals, and compartmental guide books.)

BAE Systems, Inc. (12/03-3/04 & 6/04-9/05)

Systems Analyst for PEO Integrated Weapons Systems (IWS), Combat Weapons Systems

• Systems Analyst to GS-15 Branch Manager and LCDR

• Developed an Administrative Plan to be used by the entire Branch

• Maintain the GS-15 and LCDR email system, responding or referring as appropriate

• Maintain the GS-15's calendar, as well as those of his deputy, the four GS-14 team leaders, and the entire Branch (for meeting support)

• Arrange travel for all government personnel in the Branch

• Maintain and update the Branch Action Items Database

• Maintain paper and softcopy files for all personnel within the Branch

• Approve travel orders on behalf of the Branch Manager and maintain the Time and Attendance database for the Branch Manager and his deputy

• Provide meeting/conference support, to include arranging catering, preparing PowerPoint slides, and taking notes/minutes

• Revamped office filing system, creating a database for all office binders and folders

• Perform general clerical duties, such as preparing correspondence, maintaining personnel files, escorting visitors, and sending and receiving clearance requests

SRA International, Inc. (formerly ASI)

Executive Assistant III (May 03-Nov 03)

• Executive Assistant III to an SES-4 and his staff working on Hard and Deeply Buried Targets

• Maintain calendar/schedule for SES-4

• Coordinate travel for SES-4 and staff (flight arrangements/itineraries/lodging/security)

• First-line edit documents/coordinate tasking packages

• Answer busy 7-line phone system

Senior Executive Assistant/Executive Assistant III (Aug 01-May 03)

• Senior Executive Assistant to a Deputy Assistant Secretary of Defense (DASD)(SES-6) and a Principal Director (PD/DASD)(SES-6) for Spectrum, Space, Sensors, and C3

• Maintain calendars/schedules for DASD and PD/DASD

• Coordinate travel for DASD and PD/DASD (flight arrangements/itineraries/lodging/security)

• First-line edit all DASD documents/create original letters and memos for DASD and PD/DASD

• Answer busy 11-line phone system

• Provide security clearance visit certifications and term certifications for DASD and PD/DASD

• Provide backup support for DASD and PD/DASD for C3ISR, Space, and IT Programs

• Maintain current knowledge and direct proper application of security procedures (document control)

• Maintain office files (travel orders/expense reports, timecards, contract support, personnel appraisals)

Veridian (formerly Pacific-Sierra Research Corporation)

Administrative Assistant (Dec 92-August 01)

• Executive Assistant to a Corporate Vice President and a Group Director

• Produce technical reports, proposals, letters, memoranda, and briefing graphics using correct formats and styles; turn drafts into final deliverables

• First-line edit all Directorate documents, including spelling and grammar

• Maintain Job Cost Summary Report database

• Prepare travel arrangements/itineraries and assist the technical staff with writing expense reports

• Prepare Directorate timecard guidance

• Maintain current knowledge and direct proper application of security procedures (document control)

• Maintain office files (travel orders/expense reports, timecards, contract support, personnel appraisals)

• Coordinate with the Office Manager to facilitate the most efficient use of furniture, space, and equipment

• Set up conferences and working groups, to include scheduling rooms, arranging catering services, and managing administrative details (maps, clearance requests, visitor parking)

• Receive incoming calls; greet and escort visitors; stock /order supplies; pickup/deliver mail

Assistant Manager, Human Resources (Aug-Oct 94)

• Conduct new employee orientations and explain company benefits (health/life ins, 401K/Pension Plan, direct deposit, stock purchase options, etc.)

• Review all incoming resumes and direct them to the appropriate manager

• Interface between the staff and the benefit providers; field all staff inquiries

• Maintain consultant agreements and record of services

• Handle unique personnel requirements (Education reimbursement/Hardship withdrawal requests from 401K)

• Schedule potential employee interviews

Defense Intelligence Agency /Directorate for Intelligence (J2) (Jul 90-Dec 92)

Executive Secretary, GG-0318-09/4

• Secretary to an Army Brigadier General and an Army Colonel

• Review/edit all incoming/outgoing correspondence for Director’s signature for grammar and format

• Liaison between the General and/or Colonel and subordinates, passing on requirements and suspenses from the Secretary of Defense; the Chairman, Joint Chiefs of Staff; the Director, Joint Staff; and other high-level Department of Defense executives

• Maintain calendars for the General and Colonel, including scheduling meetings with high-level officials from CIA, NSA, State Department, and the Services

• Daily, direct knowledge of, and hands-on experience with, office and classified document security

• Supervise all administrative matters for the General and Colonel: passing clearances; preparing TDY orders, vouchers, and personal leave statements; arranging airline/hotel/rental car reservations for travel; and typing Officer/Enlisted evaluation reports from all Services

• Serve as backup to the Director’s (1-star Admiral) secretary, answering the Director’s private lines to the Chairman, Joint Chiefs of Staff and Joint Staff officers in the Director’s absence

Defense Intelligence Agency /Middle East-Africa Division (Nov 89-Jul 90)

Division Secretary, GG-0318-08/4

• Secretary to the Chief of a 100+ man Division/Provide guidance to 9 Branch and Section secretaries

• Manage Chief’s calendar/the division files/regulations/personnel records/time and attendance cards

• Review/edit all incoming/outgoing correspondence for grammar and format

Defense Intelligence Agency/Latin America-European Division (Dec 86-Nov 89)

Branch Secretary, GG-07

• Secretary to Chief and 40+ analysts/Supervise 2 junior secretaries and distribute workload

• Review/edit incoming and outgoing correspondence for grammar and format

• Maintain classified and unclassified files/Process time and attendance cards for the Branch

• Prepare various types of correspondence, to include background and position papers, memos, military letters, trip reports, travel orders and vouchers, civilian and military appraisals, and messages

Dr. David N. Robb (General Practice) (Dec 85-Dec 86): Receptionist

Dr. Donald Chen (ENT) (Jun 85-Dec 85): Insurance Secretary/Receptionist

Southern Maryland Hospital Center (Jan 83-Jun 85): Admitting Clerk/Supervisor of Office on weekends


• Intro to MS Word

• Intro to PowerPoint

• Intro to MS Windows

• Advanced Secretarial Procedures

• Developing Proofreading Skills (highest post-test score in instructor’s experience)

• DIA Clerical Orientation Course/Message Prep

• Essentials in Sec Procs

• Pro Development for Sec/Admin Personnel

• Records Management/Privacy Act Training

• Seminar for Sec/Admin Personnel

• Power-Packed Communication Skills for Women

• Grammar, Usage and Business Writing

• Clear Writing Workshop

• Power Communication Skills for Admin, Secretarial, and Professional Personnel

• Stress Management

• Career Planning

• Time Management

• CPR for Adults

• Image and Self-Projection for Professional Women


LGI: Merit Salary Raise 4/14, 7/14; Bonus: 3/14, 12/14, 1/15

Alion: Merit Salary Raise: 12/06, 12/07, 12/08, 12/09

BAE: Merit Salary Raise: 12/04

ASI: Merit Salary Raise: 6/01, 8/02; Bonus: 12/01, 12/02, 5/03

PSR: Merit Salary Raise: 4/93, 10/93, 4/94, 10/94, 10/95, 2/96, 2/97, 2/98, 2/99, 3/00

(New appraisal system implemented after 10/94 – reviews/increases once yearly 1/1995.)

End of Year Bonus: 92, 93, 94, 95, 96, 97, 98, 99

DIA: Outstanding Performance Appraisals: 1987-92

Sustained Superior Performance: 1988

Defense Intelligence Service Award: 1992

Education: University of Maryland, College Park (Sep 83-Jun 84)

References provided upon request

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