Executive Assistant Division Chief

Pamela T. Gilchrist-Jones

Cell: 301-***-****

e-mail: *****************@*****.***

Career Objective

An experienced Senior, Executive Assistant/ working in Executive offices with Senior Management team in a variety of industries to include: Legal documents and management systems.

Summary of Qualifications

Executive Level Interface

Initiative and Self-Sufficiency

Office Etiquette

Strong Organizational & Prioritization Skills

Analytical and Problem Solving Ability

Multi-task person

Conference and Meeting Planning

Effective Interpersonal Skills

Diplomatic and tactful with professional & nonprofessional at all levels

Excellent Written and Oral Communication

Quality Control

Project Management

Arranges travel requirements

Dedicated Team player

Flexible & Versatile

Professional Experience

The Office of Director Of National Intelligence (ODNI) 08/09/21 to Present

Executive Assistant to ADs I&N, ACT, and Chief Scientist

Top Secret/SCI with CI Polygraph clearance

Support to National Security Council Engagements at the Interagency Policy Committee (IPC) and Deputies Committee (DC) level, including necessary scheduling and book prep. Manage NCerts taskers assigned to their respective Office in coordination with NCPC Exec. Provide technical edits to packages and documents. Provide travel and logistics support. Serve as time keeper for ACT & I&N group. Submit necessary supply orders for ACT and I&N group..

The National Geospatial-Intelligence Agency (NGA) 04/19/21 to 08/05/21

Executive Resource Branch, Travel Support/Communication

Top Secret/SCI with CI Polygraph clearance

Support the NGA offices at the Directorate, Group or office organizational level having Senior Executive Service (SES), Defense Intelligence Senior Leadership, and/or Flag Officer. Responsible for anticipating administrative requirements in order to proactively support office leadership with day to day business rhythms that may involve a wide-range of tasks. Maintain a working level understanding of the NGA organization and its corporate business rhythms in order to effectively execute administrative requirements for the office. Includes understanding and applying applicable IC, DoD and NGA policies, instructions, regulations, and guidance. Responsible for making travel arrangements including airlines, hotel, and rental cars using DTS travel system. Assist with the preparation of materials needed for correspondence, travel, meetings, telephone calls, etc. Other duties as assigned.

DEPARTMENT OF HOMELAND SECURITY 08/10/20 to 04/09/21

Cyber Security and Infrastructure Security Agency (CISA)

Contractor, Integrated Operations Division (IOD)

Senior Analyst, Correspondence Analyst Task Tracker (CATT)

Gathers, develops, and checks the accuracy of information from wide range of sources regarding DHS policy objectives. Analyzes and selects pertinent information, determines the most logical and effective use of the information. Determines the overall lengths, tone, purpose, medium, and the audience of the documents. Prepares or coordinates the scheduling and preparation of briefing materials for appointments, conferences, briefing materials, and other documents on a variety of policy related issues and requests for information for senior leadership. Builds and maintains productive relationships with executive administrative staff of other DHS component offices to ensure requests for information are assigned and routed to the appropriate officials for review. Serves as a primary or alternate point of contact for DHS tracking system, responsible for the disposition, follow-up and status reporting of related tasks and correspondence.

DEPARTMENT OF DEFENSE 02/21/2019 to 01/31/20

Information Technology (IT)

Contractor, Andrews Air Force Base 844th

Business System Analyst/Senior Executive Assistant

Executive Administrative- Supporting the Chief Engineer. Managing the Chief Engineer Outlook calendars, Set up interview for new staff. Proofread, draft and prepare routine correspondence Responsible for preparing reports for machine maintenance, complete software inventory spread sheet. Serve as a focal point for the development, analysis, coordination. Responsible for Metrics reports, Bel Manage, Score reports, and Technical Installation plan. Provides technical procurement support including the planning, processing. Assist personnel as needed.

DEPARTMENT OF DEFENSE 01/29/2018 to 01/04/2019

Office of Secretary of Defense (OSD), Human Resources Reform Team

Contractor, Alexandria, Va. (Active Secret clearance)

Human Resources Reform Team, Senior, Executive Assistant

Executive Administrative support for the Division Chief and HR Reform team. Responsible for preparing reports and setting up conference rooms and teleconference meetings. Responsible for uploading HR documents to sharepoint. Answer and manage incoming calls, and managing the Division Chief calendars, File and retrieve classified and unclassified documents and reference materials. Coordinate HR new hire in-processing and out processing documents. Point of contact for CATMS/management system and HR Reform Team. Respond to and distribute incoming email communications. Escort cleaning crew into suite. Develop and maintain program contracting processes for gathering and analysis of earned value and other performance data (including award fee evaluation).Perform periodic studies to evaluate the effectiveness of programmatic financial, accounting, and performance mechanisms and make recommendations for improvement to the Chief, Program Control Section. Oversee and monitor the execution of the Programs contracting strategy ensuring compliance with contracting management policies, procedures and applicable public law and DoD 5000 series regulation. Review contract cost, schedule, and performance data and informs senior staff of deviations from the Program Management Office (PMO) approved plan. Serve as a focal point for the development, analysis, coordination, and defense of program level acquisition documentation, including updates required for major milestone and financial decisions. Assist personnel as needed.

DEPARTMENT OF STATE 01/17/2017 to 1/19/2018

Bureau of Human Resources Department, International/Domestic Support Division (HR/EX/IDSD)

Contractor, Washington, D.C. (Active Secret clearance)

Human Resources Technician

Uphold the Department of State's six core values (accountability, character, community, diversity, loyalty, service) and the Department's Leadership and Management Principles; observe and implement EEO principles. Provide timely customer service with courtesy, professionalism, accuracy and good judgment. Counsel clients on transfer issues related to travel working closely with other stake holders to resolve issues with the Medical, Passport, Transportation, Retirement, Payroll, Foreign Service Institute and other offices as needed. Research, interpret and apply regulations and policies pertaining to travel, allowances, home leave, medical clearances and other aspects of employee assignments, and issue travel orders accordingly. Advise supervisors of any sensitive, ambiguous or unusual issues requiring higher level review. Respond to all correspondence, (e.g. email, voice mail, memorandums, cables, etc.) within two business days, Prepare amendments to travel orders within five working days after receipt/approval 90 percent of the time. Evaluate incoming OF-126 Foreign Service Residence and Dependency Reports within three business days and serve as the approving official for determining eligibility of family members for official status, alerting supervisor to cases requiring special attention. Generate DS-1640 Request for Passport Services Form when needed and ensure accurate personnel information is reflected on the form.. Maintain proficiency with the multiple HR applications to accurately create and process travel orders. Provide research and analysis for special requests to include several HR online application testing programs.

DEFENSE INFORMATION SYSTEM AGENCY (DISA) 09/08/15 to 1/13/2017

Contractor, Fort Meade, MD (Active Secret clearance)

Itility, LLC

Senior, Executive Assistant

Executive Administrative support for the Division Chief for the Cyber Workforce Development Division. Responsible for preparing reports and presentation, answer and manage incoming calls, and managing the Division Chief calendars, emails. File and retrieve classified and unclassified documents and reference materials. Set up conference rooms and teleconference meetings. Respond to and distribute incoming email communications. Coordinating projects that may involve working with all levels of internal management and staff. Responsible for making arrangements including airlines, hotel, and rental cars using DTS travel system. Administrative support assistance, time and attendance reporting into ATAAPS payroll system. Order office supplies. Contact person for TMT system. Assist personnel as needed.

Education

Norfolk State University

Business Administration

Norfolk, Virginia

Bachelor, January 1986

Computer Skills

MS Office-2003 & XP, PowerPoint, MS Explorer, MS Outlook-Calendar, MS Outlook-Mail, Excel, Internet, Oracle-procurement, MS Excel, SharePoint

Professional Development:

Administrative Management, Managing Multiple Priorities, Developing Managerial Skills and Techniques, Interpersonal Communication Skills, Power Communication Skills, Developing Positive Assertiveness

References: Available upon request

Contact this candidate