Executive Assistant

Elvira (Val) Day

Hampton, VA *****; Cell 757-***-****, Email:

********@*****.***

Professional Executive Assistant with administrative experience supporting tier Executives with a profound ability to handle senior-level administrative functions properly, organize calendars, Organize Board Meetings, streamline office operations, build client/vendor databases, arrange travel, train staff, process account receivable and accounts payable invoices, designing high-impact proposal and presentations all while having a keen eye for detail and demonstrating outstanding organizational skills.

Executive Assistant- Hampton-Newport Community Services Board ~ Hampton, Va (January 2024 - October 2024)

Key Responsibilities:

Overseer of the logistics of board meetings, including scheduling, venue arrangements, and preparation of board materials (agendas, presentations and reports.

Recorded and distributed minutes during board meetings and executive leadership team meetings, ensuring clarity.

Draft and edited speeches, presentations, and other executive-level communications for the CEO and leadership team, ensuring alignment with organizational tone and objectives.

Provided high-level administrative support to executive leadership, including calendar management, travel coordination, and document preparation.

Handled sensitive information with the utmost confidentiality and professionalism, serving as a trusted point of contact for internal and external stakeholders.

Assisted in managing key projects for the executive team, tracking deadlines, deliverables, and ensuring follow-up actions are completed.

Served as a primary point of contact for Board members, ensuring smooth communication and timely distribution of materials and updates.

Ocean Import Lead ~ Nippon Express USA Inc. ~ Newport News, VA November 2023 – January 2024

Responsible for the Import and Export shipments; Handled start-to-finish processing of freight shipments by interacting with overseas agents to book container shipments by arranging pick up from customer to port and the transport of FCL and LCL containers by working with steamship line or co-leaders, providing quotes for ocean freight and drayage cost, upselling for profit, creating house bills, obtaining Tariff Rate Items (TRI) and Inbound Transit Number (IT#), provided customer with final shipping invoice as well as process invoice for accounts payable

Liaison with Brokerage for shipment clearance and distributed the CBP Form 3461 (Customs Release), CBP Form 7501 (Customs Entry Summary), and ABI notes

Secured equipment such as cranes, forklifts, flatbeds, and Genset to handle Reefers, RoRo, and Breakbulk containers

Ensured customer and departmental SOPs and KPIs were adhered to and met by understanding freight class codes and incoterms

Received quotes from the vendors for delivery charges and provided upsell for a profit to customers

Tracked shipments using steamship line tracking and Port Authority tracking systems

Provide relevant knowledge of routing, packaging, legislation, and other factors that could impact freight movement to customers at all times

Trained new hires on the data entry systems AS400, GS Net, and Descartes databases Marketing and Sales Executive ~ Nippon Express USA Inc. (Norfolk Office) ~ Newport News, VA May 2022 – September 2023

Prepared quotes and calculated turnaround times for domestic and international ocean freight shipments; Conducted follow-up of quotes to achieve the target successful rate; Monitored client satisfaction and any increases/decreases in their use of services. Provides feedback on perceived client satisfaction and service completion

Detected new sales opportunities, bringing add-on business and retaining existing accounts.

Discussed and planned sales strategies with existing clients.

Reduced administrative tasks by implementing sales actions to improve workflows with existing clients and increase margins.

Responsible for meeting targets in the following KPIs: the amount of money quoted, actual cost, and profit.

Communicated project sales information by completing reports to the Vice President and General Manager

Conveyed new customer shipment scope of work to Ocean Team members for processing in a timely minor. Ocean Import Agent ~ Kelly Employment Services ~ Newport News, VA October 2021 – May 2022

Handle start-to-finish processing of freight shipments by interacting with overseas agents regarding import shipment bookings and documentation; Prioritize time-sensitive situations

Liaison with Brokerage for shipment clearance and distributed clearance documents

Secured equipment such as cranes, forklifts, flatbeds, and Genset to handle Reefers, RoRo, and Breakbulk containers

Ensured customer and departmental SOPs and KPIs were adhered to and met by understanding freight class codes and incoterms

Received quotes from the vendors for delivery charges and provided upsell for a profit to customers

Tracked shipments using steamship line tracking and Port Authority tracking systems

Provide relevant knowledge of routing, packaging, legislation, and other factors that could impact freight movement to customers at all times

Trained new hires on the data entry systems AS400, GS Net, and Descartes databases Executive Assistant ~ Vertex Aerospace Flight International ~ Newport News, VA January 2016 – September 2021

Provided Executive Administrative support for Senior Leadership for a DOD aviation contractor, including General Manager, Program Manager, Program Manager, and Security Officer

Handled executive communications, including taking calls, responding to emails, agenda creation, taking minutes, and proofreading

Created PowerPoint presentations for meetings, training sessions, and company Export training

Perform a variety of accounting activities such as handling petty cash and company credit card reconciliation, processing invoices

Managed office supply logistics; Order office supplies; Organized supply room; kept biweekly inventory record

Export Compliance Coordinator; responsible for the international movement of merchandise in compliance with federal, state, and local regulations. Prepare commercial invoices, combined product lists, and aircraft licenses.

Primary Travel Arranger: Responsible for all domestic and international travel arrangements, including but not limited to Scheduling flights, booking hotels, and Arranging ground transportation; Handled any travel-related issues Qualification Summary

Professional Work Experience

Administrative Assistant IV ~ L3 Communication Inc. Newport News, VA September 2012 – January 2016 (Promoted) Administrative Assistant III ~ Adecco Employment Services ~ Newport News, VA May 2009 – September 2012 (Promoted)

Assigned to Flight International; Performed administrative support to the Director of Flight Operations, Chief Pilot, and Training Manager

Accurately proofread training manual changes and implemented manual revision insert

Created and maintained pilot manuals, including electronic training folders, briefing room manuals, and flight operation manuals according to FAA standards and audits

Submitted time-sensitive paperwork about pilot recurrent training, PRIA paperwork, Federal Civil Aircraft Landing Permits, and Flight Standards District Office (FSDO) landing permission correspondences

Responsible for mission-related travel arrangements including but not limited to Obtaining clearance for Private Jet landing Permits, booking hotels, and Arranging ground transportation; Handled any travel-related issues about the Learjet, Pilots, and Mechanics

Filed import/export documents, ensuring all documents were filed and distributed before departure and return with the coordination of the Empowered Officer.

Administrative Assistant ~ Parklawn-Wood Funeral Home, Hampton, VA October 2007 – April 2009

Provided Administrative Assistance to Funeral Directors; duties included but were not limited to greeting families, preparing and distributing obituaries to newspapers, data entry of sales contracts for accurate life insurance reimbursement to funeral homes and families, entering data to create service brochures and memorial videos; Prepared and filed sensitive documents, including death certificates and cremation forms, with health departments and medical examiner

Responsible for coordinating with hospital staff, nursing homes, other funeral homes, airport staff, and local state police to dispatch removal staff to retrieve descendent

HIMS Associate ~ Riverside Regional Medical Center, Newport News, VA November 2007 – June 2008

Prepared medical records in the Health Information Management System department by prepping and analyzing charts for scanning; ensured charts were complete with completed forms

Worked diligently with doctors, hospital staff, and other hospital facilities to fulfill medical record requirements and request for release of information according to HIPPA guidelines

Administrative Assistant ~ Nelsen Funeral Homes, Williamsburg, VA October 2005 – October 2007

Assisted Funeral Directors with clerical functions such as typing obituaries and preparing death certificates

Greeted families and guests professionally before making final arrangement

Discussed with families the procedures of filing life insurance and obtaining signatures on contract are completed and accurate Office Manager ~ African Wildlife Foundation, Washington, DC June 2003– October 2005

Manage the Front Office staff, ensuring they adhere to the standards of excellence and the guidelines in the employee handbook, company policy and procedures, coaching, training, and correcting where needed.

Set up new workspace areas and computers, Provided technical support with computer issues in Africa

Coordinate the travel for the staff visit to and from Africa; Coordinated the annual significant donor charitable dinner Program Field Coordinator ~ Christian Relief Services, Alexandria, VA July 1999 – June 2003

Managed quarterly housing training seminars for low to moderate-income recipients, established program structure and function; scheduled and arranged seminar locations throughout the community; recruited and coordinated over 45 volunteers; increased public awareness by telemarketing the programs

Coordinated 20 community enhancement programs in NC, AZ, WV, and VA by effectively working with Field Representatives and Community Leaders in low-income communities, arranged community events to promote community unity, Spokesperson for the company to promote awareness during United Way Campaign functions Liberty University Online, Lynchburg, VA Ongoing

B.S.-Business Management ~ Specialization Healthcare Administration Virginia Western Community College, Roanoke, VA Graduated, June 1999 A.A.S -Business Administration ~ Specialization Office Technology Education

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