LUCINDA PORTER

District Heights, Maryland *****

Phone: 301-***-****

Email: adpwm3@r.postjobfree.com

SUMMARY

Energetic Executive Assistant with 20 years experience in high-level executive support roles focusing on driving productivity by leveraging strong front office management skills.

Dedicated and focused administration, customer services, and leadership.

Excels at prioritizing, completing multiple tasks simultaneously and following through to achieve project goals.

PROFESSIONAL EXPERIENCE

Executive Service Support (KnowledgeBank Contractor) U.S. Immigration Customs and Enforcement

Executive Resources Assistant

2021-Present

● Update the Senior Executive Service (SES ) Panel Participation Spreadsheet for screening panel, first, and second round panel meetings.

● Coordinate scheduling with candidates, Senior Executive Service (SES) panel members, and executive assistants for the position for interviews.

● Developed Executive Resources and Referral materials for the positions Deputy Assistant Director, International (HSI) second round interviews, and Director Facilities Asset Management (OAFM) second round interviews.

● Created conference calls and/or virtual video through WebEx in preparation for the positions Deputy Assistant Director, Homeland Security Investigation (HSI) second round interviews, Director Facilities Asset Management, (OAFM) second round interviews, and interviews.

● Responded to various email correspondences from candidates, SES panel members, and executive assistants for the position Assistant Director, Security Division, (ADSD), Office of Professional Responsibility, (OPR) screening panel, first, and second round panel.

● Uploaded panel member notes and consensus documents on the drive for electronic file record keeping for all panels.

Policy Coordinator (KnowledgeBank Contractor)

National Oceanic and Atmospheric Administration (NOAA) 2020-2021

● Track and monitor correspondence documents within the Human Resources and Human Capital division.

● Upload policy’s correspondence into the Executive folder for Deputy Director and Director signature.

● Upload the eblast documents for writer and editor to upload on the National Oceanic and Atmospheric Administration (NOAA) website.

● Upload correspondence documents for review and signature for the Chief of Staff, Deputy Director and Director Human Capital.

● Assist with Voluntary Leave Transfer Program (VLTP) division with annual leave donations into Web-base (WEBT&A) systems.

● Upload donors and recipients annual leave into the National Finance Center (NFC) system.

● Participate in workgroups and task forces as needed.

● Upload Record Management new documents and delete the old documents. Administrative Specialist (KnowledgeBank Contractor) Federal Highway Administration

2018 – 2020

• As the Administrative Specialist for the Office of Human Resource, I provide exceptional administrative support to the HR Director, Associate Administrator, Director and Team Leads. Manage the executive’s calendar, schedule meetings and coordinate logistics, coordinate travel arrangements, ensure time and attendance is entered accurately and in a timely fashion, draft/finalize all executive correspondence for high level signature and ensure correctness, timelines and follow up.

• Expert in preparing executive correspondence for program funding projects that require the signature of the Office of the Secretary of the Department of Transportation. Prepare and finalize correspondence and all related documentation and upload into the Electronic Document Management System (EDMS). Ensure that correspondence is loaded in EDMS timely to meet deadlines and periodically check the status of correspondence and ensure that there are no delays, ensure that correspondence is properly formatted and meet the guideline of the government style manual.

• Update all Order of Succession memorandums. Administer weekly Delegation of Authority submissions, processing time and attendance for staff, update telework schedules and act as lead scheduler for all conference room requests. Prepare new employee packages and training SOPs.

• Update organizational chart, portfolios, and telephone list.

• Manage the office supply and office equipment via tracking system in Excel. Monitor credit transactions and statements for completeness and accuracy. Reconcile credit card transaction monthly.

• Manage all matters and resolve issues, problems or conflicts that arise and ensure that the meetings and events are on schedule.

• Research and analyze current office policies and procedures, identify existing and potential problems, develop alternative solutions to improve efficiency and effectiveness, ensure that the project stays on task, and develop recommendations for leadership’s approval.

• Disseminates and requests information regarding specification for personal files (Eopf) systems and other critical program information for HR staff.

• Gather and synthesize employee information and input into an automated system to create reports for different divisions.

Executive Assistant/ Branch Security Officers

Department of Navy, Strategic Systems Programs

2001 – 2017

Drafted and prepared the memos and letters for awards, ceremonies, and retirements for the Admiral’s signature.

Maintained Personally Identifiable Information privacy (PII) documents that are classified for specific individuals that are cleared to maintain each letter’s and memos.

Prepared memos for branch head and section head signatures.

Finalized letters for Admiral’s signature.

Assisted Leads to finalize reports.

Answered incoming calls and outgoing calls in a timely manner.

Documented messages when assistance is needed with required information.

Met and greeted office visitors.

Picked up visitors from the visitor’s center and verified currency of Common Access Card (CAC) Cards.

Provided Escort for visitors.

Planned travel arrangements for 30 executives and staff.

Booked travel arrangements via Defense Travel Systems (DTS).

Prepared travel vouchers and travel claims with required documents.

Maintained classified and confidential documents using the Smarts Systems Asset Management (SMARTS) Systems.

Conducted site reviews and security audits and made recommendations to management based on findings.

Conducted secret and confidential inventory every 6 months.

Maintained action tracker for 30 employees to include telework schedule and daily attendance.

Planned unclassified meetings and organized meetings from different agencies.

Maintained branch head, section head, and team lead calendars for classified meetings.

Ensured meeting attendees are cleared in the Joint Personnel Adjudication System (JPAS) system.

Routed agreements, contracts and invoices through the signature process.

Received and distributed faxes and mail in a timely manner.

Maintained and reserved the executive conference room calendar.

Verified attendance of 30 employees.

Verified if employees are on travel, teleworking, or in the office for the security drills.

Shredded unclassified and classified documents as required.

Photocopied and filed documents when needed.

Education

Kaplan University, Associate Degree: Cyber Security (In progress) American Public University, Associate in Accountant Armstrong Technical School, Certified Business Management: Business

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