Executive Assistant Administrative
Resume:
*****.*********@*******.***
Ashburn, VA 20148
Lean Six Sigma Yellow Belt
Tier One Ergonomics
Secret Clearance
Bachelor of Science
Business Administration
University of San Francisco
1991-1995
Minor: International Business
Marketing
Experienced executive assistant with a proven track record at USAID’s Bureau for Humanitarian Assistance, adept at managing high-level scheduling, sensitive information (SECRET clearance), and complex travel coordination. Skilled in supporting leadership for critical engagements, including those at the White House and National Security Council. Previous experience at UC Davis provided a strong foundation in administrative operations, financial management, and confidentiality.
Experience:
Special Assistant
USAID, Washington D.C.
October 2024-Present
Manage competing priorities and dynamic schedules for The Deputy Assistant Administrator for the Bureau of Humanitarian Assistance, ensuring efficient calendar coordination across multiple stakeholders.
Prioritize and resolve scheduling conflicts for the BHA Front Office, coordinating with Bureau, Agency, and Inter-Agency teams.
Oversee security clearance transfers and process urgent in-person meeting requests for the White House and National Security Council.
Ensure Executives are equipped with briefing materials and pre-briefs through coordination with BHA and Inter-Agency staff.
Organize bureau-wide meetings, events, and calls, including agenda development, logistics, and room/facility reservations.
Coordinate complex travel for Executives, including visa procurement, flight/hotel bookings, security clearances, and country entry requirements.
Collaborate with Agency Administrative Support staff to align on travel and staffing priorities for the BHA Front Office.
Communicate and coordinate with BHA Front Office, MITs, and other teams on clearance packages and priority issues.
Attend meetings on behalf of Executives, providing note-taking and administrative support while synthesizing key information.
Create and manage filing systems and folders for the Executives’ documentation.
Draft, edit, and coordinate the clearance of programmatic, technical, or administrative documents.
Maintain records of documents cleared and signed by the Executive.
Research, collect, and analyze data in response to internal/external data requests.
Update and monitor programmatic, technical, and administrative trackers, ensuring data accuracy.
Resolve administrative issues promptly using available resources and Agency guidelines.
Provide support to the Managing Director for special projects and office initiatives.
Executive Assistant
University of California Davis
January 2023- October 2024
Managed complex calendar and scheduling for the Executive Director of Undergraduate Admissions, prioritizing and coordinating in-person, hybrid, and virtual meetings in a fast-paced environment.
Coordinated logistics for meetings, conferences, and events, including venue booking, catering, AV requirements, and attendance management.
Prepared and distributed meeting agendas, materials, minutes, and action items to ensure seamless communication and follow-up.
Provided high-level administrative support with minimal supervision, demonstrating adaptability and proactive problem-solving skills.
Maintained confidentiality and exercised discretion when handling sensitive information and issues.
Oversaw departmental financial processes, including purchasing, travel coordination, contracts, grants, billings, and reimbursements.
Reviewed and approved AggieTravel expense reports through Concur, guiding staff on travel, entertainment, and corporate card policies.
Advised staff on University of California policies related to purchasing and reimbursements to ensure compliance.
Managed purchase orders using OPP, Kuali Financial Systems, and Oracle Cloud, ensuring accuracy and timely processing.
Prepared and processed honorariums, ensuring accurate and prompt payments.
Utilized extensive knowledge of university accounting, procurement, travel, and document management systems to support operational efficiency.
Served as the Tier 1 Office Ergonomic Evaluator and Designated Safety Coordinator, promoting a safe and productive work environment.
Escrow Assistant
Old Republic Title
August 2020- December 2022
Provide support to Escrow Officer, clients, brokers, agents, and lenders.
Experienced multitasker in fast-paced environments.
Prepare documents for closings, review title reports, order payoff demands, clear liens, and prepare closing statements.
Audit closings, disburse documents, and handle funds.
Review agreements, order HOA packages.
Executive Assistant
Blue Mountain Enterprise
August 2018- August 2020
Offering advanced project management and strategic planning assistance to help the EVP concentrate on complex tasks.
Facilitating cross-functional communication and collaboration.
Participating in HOA boards to ensure precise billing and address property concerns.
Supervising and harmonizing property utility tracking systems.
Finalizing and authenticating seller escrow paperwork.
Managing the EVP's schedule, briefings, and meeting notes.
Guaranteeing prompt completion of essential tasks across different departments.
Administrative Assistant
Gilead Sciences
September 2002- May 2003
Supported Senior Product Director, 3 Product Managers, and 50 Therapeutic Specialists.
Managed calendars, travel plans, budgets, purchase orders, invoices, and vendor contracts.
Assisted with Hepsera therapy product launch.
Coordinated trade shows materials and exhibits.
Organized Promotional Review Committee meetings, field communications, and weekly sales mailings.
Developed a marketing materials reference library and inventory tracking system.
Marketing and Events Coordinator
Enroute Imaging
May 2000- May 2002
Oversaw all aspects of trade shows and events, from design to logistics.
Managed speakers, catering, registrations, accommodations, and travel arrangements.
Conducted project management and maintained vendor relationships with external vendors and agencies.
Provided corporate customer and product support.
Collaborated with the creation of collateral marketing materials, giveaways, and brand management for immersive video featuring Britney Spears.
Marketing and Events Coordinator
Flexion Systems
August 1999- March 2000
Spearheaded product launch efforts, collaborating closely with the core team to ensure success.
Organized and managed trade shows and events, enhancing brand visibility and engagement.
Identified and coordinated strategic events, aligning them with product launch objectives for maximum impact.
Conducted thorough research to provide innovative solutions to emerging challenges.
Demonstrated strong organizational skills and proactive initiative to meet tight deadlines in a dynamic, fast-paced environment.
Office Manager/HR Generalist
Flexion Systems
October 1998 -August 1999
Established HR systems and supported senior management for US operations.
Managed onboarding, ensuring paperwork and benefits verification.
Assisted CEO with recruitment processes.
Served as primary contact for new employees, providing benefits and policy information.
Coordinated payroll and resolved related issues promptly.
Handled travel arrangements, expense reconciliation, reimbursements, and accounts payable.
Oversaw office operations, including vendor management and supply ordering.
Managed office design and relocations for US offices.
Hellmuth Obata + Kassabaum
June 1996- October 1998
Administrative Assistant
Provided comprehensive administrative support to three Executive Vice Presidents of Architecture, efficiently managing calendars, meetings, and international and domestic travel arrangements.
Coordinated international travel logistics, including visa processing, flight bookings, accommodations, and detailed itineraries, ensuring seamless travel experiences for executives.
Processed expense reports with accuracy and timeliness, adhering to organizational policies and ensuring prompt reimbursements.
Acted as a central point of contact for internal and external stakeholders, facilitating smooth communication and handling inquiries with professionalism.
Organized and supported high-level meetings, preparing agendas, coordinating logistics, and taking detailed minutes to ensure follow-up on action items.
Assisted with budget tracking and vendor management, contributing to efficient financial operations and compliance.
Managed confidential information with discretion, supporting sensitive projects and leadership communications.
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