Systems Operator Executive Assistant

SUSAN MASER

Colorado Springs, Colorado

719-***-**** *********@*****.***

EXECUTIVE ASSISTANT / SENIOR ADMINISTRATIVE MANAGER Consummate executive assistant, experienced in managing a wide range of administrative functions in direct support of all levels of senior management. Multitasking guru capable of organizing and supporting multiple projects, while providing exceptional customer support, and streamlining office operations for significant improvements in productivity. Expert in MS database construction, office process optimization, creation of presentations, and administrative support for multi-million-dollar contract proposals. Committed to strengthening interdepartmental collaboration, elevating documentation standards, and applying my proven extensive abilities.

CLEARANCE

SECRET eligibility (active) with ability/history to be upgraded to TS/SCI TECHNICAL PROFICIENCIES / DUTIES

Operational Automation Process Improvement Program Administration Multi-Project Management Compliance Change Management Financial Management Scheduling Database Management Facility Security Management Customer Service Communication Initiatives Issue Resolution Proposal Development Correspondence/Presentation Creation, Editing, and Tracking Event Creation and Management

SOFTWARE

MS Products: Visio, Word, Excel, PowerPoint, Publisher, Project, Outlook, Planner, Edge, Access, Teams, Power Automate, Internet Explorer, SharePoint/Cloud Storage Adobe Acrobat DC Exact Hire Breezy HR QuickBooks Chrome Fire Fox HARDWARE

Office Copiers/Printers Computer Systems Projectors/Projection Systems Facsimile Machines Access Control Devices 10-key Adding Machine Laminating Machine Binding Machine Label Maker RECENT, RELEVANT PROFESSIONAL EXPERIENCE

Administrative / Office Manager – INTECON, LLC ꞏ 04/2009 - Present Provide dedicated support to Senior Management, Directors, Program Managers, HR, and Staff. Coordinate and manage INTECON’s participation at conferences, symposiums, and Corporate hosted customer meetings. Provide receptionist services, screening calls for security purposes and aptly directs calls to the appropriate person/department. Create and maintain a multi-functional calendar that tracks vacation, travel, and projected suspense dates with color coding. Prepare and maintain meeting minutes, newsletters, company briefings, brochures, and correspondence necessary for effective business administration. Collaborate with multiple departments in improving overall quality, compliance, and efficiency of all required business tasks. As the single point of contact for the preparation of all expense reports, reconciliations, and resolving discrepancies, the process timeliness, consistency, and cost effectiveness improved. Self-taught Access to develop a requested employee database by using an existing template and modifying it to meet our needs. Excel in a demanding environment, successfully balancing staff and client requests, while maintaining a calm, professional demeanor, and providing superior support. In conjunction with the above duties, I have also held the following positions:

Proposal Manager –

o Maintain proposal schedules from RFP release to proposal submittal; excel at managing multiple schedules while multitasking

o Collect, compile, format proposal documents that complied with government requirements o Develop a perpetual proposal template database of agendas, schedules, title pages, cover letters, glossaries, and volume formatting

Assistant Facility Security Officer –

o Assist the Industrial Security Manager: verifying clearances, submitting visit requests, controlling badges, escorting visitors, and auditing clearance reinvestigations o Manage Access Control Devices, and maintains accurate Access Control rosters o Develop and maintain an MS Planner tracking system for tracking the different stages of the security clearance investigation process

SUSAN MASER Page 2 *********@*****.***

PROFESSIONAL EXPERIENCE continued…

Administrative Quality Manager –

o Create and actively administer the Quality Management System (ISO 9001:2015) calendar, deliverables, and controlled documents to ensure program compliance o Develop and manage dynamic Excel spreadsheets used by company leadership for the measurement and analysis of metrics to manage risk mitigation, track issues and leverage opportunities

o Maintain a stakeholder communication plan for all active contracts listing the government agencies, contracting personnel and company employees

Program Management Administrator –

o Support 20 task leads and numerous offsite personnel in completing their contract requirements; facilitates travel and lodging arrangements in compliance with company policy o Support Program Managers in all aspects of contract management to include deliverables and financial tracking

o Develop and maintain an automated Excel spreadsheet that tracks travel expenses using a true rolling total; assists Program Managers by automatically determining the percentage of travel funds expended to avoid cost overruns

Assistant Facility Manager –

o Manage the tracking and assignment of offices and keys to staff members o Maintain an up-to-date floor plan listing the utilities, access/fire alarms, office/phone assignments and evacuation plans

o Maintain office supplies based on consumption rates and manages facility maintenance with essential vendors

Company Merchandise Store Manager –

o Design and maintain an Excel spreadsheet for inventory control o Receive, maintain, and ship company property in support of our offsite employees o Facilitate yearly Christmas present event by ordering the correct number/sizes of items, developing a packing schedule, and preparing labels, boxes, and customs slips, etc. for shipping the packages to all employees

Assistant Recruitment Specialist –

o Develop comprehensive pre-qualification questionnaires ensuring the best candidates are sourced for a position

o Prepare and post online job application position descriptions based on the requirements listed in the contract’s Statement of Work

Office Automation and Efficiency Administrator – o Built and update an Excel spreadsheet for employee travel reimbursement that automatically fills in the dates of travel, calculates the correct daily per diem and mileage rates and the reimbursement amounts

o Establish and maintain Excel, Access, Outlook, Planner, Word, Power Automate and Adobe programming to automate repetitive tasks, resulting in over 50-man hours saved monthly o Train office staff on the automated processes increasing their knowledge, efficiency, effectiveness, and productivity

MILITARY EXPERIENCE – UNITED STATES AIR FORCE

Morse Systems Operator 8+ years / Operations Resource Management Specialist 10+ years CONTINUING PROFESSIONAL EDUCATION

ITIL V3 Foundation Insider Threat Training Social Engineering Red Flags

Customer Satisfaction Unconscious Bias The Administrative Assistants

Business Intelligence Thriving Across our Differences Conference

Writing Federal Proposals From Bystander to Upstander Communicating with Tact,

MS Word Industrial Security Basics Diplomacy and Professionalism

Advance Excel Identifying & Safeguarding PII Active Shooter Preparedness

MS Excel Beyond the Basics Cybersecurity Awareness Workshop

CPR, AED & First Aid DoD Mandatory CUI Training ISO 9001-2015 Internal Auditor

Six Sigma 10 Ways to Avoid Phishing Scams Course

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