Executive Assistant Administrative

Avril Foster

Phone: 202-***-****; Email: **********@*****.***

Summary of Experience:

Over a decade of extensive knowledge and understanding of management principles, practices, prioritization and problem-solving methods and techniques, and skills in integrating management services with the general management of an organization.

Education:

B.S. in Social Work, Bowie State University, Bowie, MD May 2007

Work History:

Ardent Eagle Solutions/Minority Business Development Agency, Washington, D.C. 02/05/2024 – 03/21/2025

Administrative Assistant - Contractor

40 HRS per week

●Performs sensitive and highly visible administrative functions for the MBDA Acting Chief of Staff.

●Plans and produces executive correspondence, including letters to external stakeholders, internal memos to MBDA Leadership and/or DOC Offices. Maintains and tracks all incoming action items ensuring compliance with records management policies and procedures.

●Manages schedule and takes ownership of Executive’s calendars (scheduling/rescheduling/cancelling and organizing meetings and requesting read ahead/agenda items to help Chief of Staff prepare for meetings/briefings.

●Adhering to federal government travel policies, and using the CWTSatoTravel E2 travel platform, researches and provides Travel Management for the Office of the Under Secretary to include travel for Deputy Under Secretary, Acting Chief of Staff, and additional Leadership staff. Prepares domestic and international travel orders on behalf of the COS including travel arrangements, Logistic coordination and Expense Report reconciliation.

●Coordinates and makes office supply orders on behalf of the Office of the Chief of Staff.

●Operates general office equipment and is proficient with Microsoft Office Suite software applications.

●Responsible for escorting personnel and visitors to designated areas ensuring proper security procedures were being met.

●Manages procurement of office supplies; oversees office supply inventory and replenishment.

●Maintains MBDA Speaker Request Tracker via Salesforce; serving as initial reviewer as events are submitted; forwards to appropriate office and staff for review and inputs.

●Provides administrative assistance to newly reestablished Office of Regional Coordination; schedules meetings with Minority Business entities and stakeholders.

●Works solely for Minority Business Development Agency (MBDA) employees.

AvantGarde LLC/Architect of The Capitol, Washington, D.C. 12/04/2023 – 02/02/2024

Human Resources Assistant - Contractor

40 HRS per week

●Processed award certificates which included Performance Awards, OTS (On-The-Spot) monetary awards, and monthly Service Recognition Awards.

●Assisted with the planning and setting up for award ceremonies (Service Recognition and Honor Awards)

●Sent out Offboarding Exit Surveys for employees voluntary separating from Architect of the Capitol (AOC)

●Sent out Onboarding Welcome Surveys for new hires, past the 30-day mark.

●Assisted with Onboarding Welcome event set up; escorted new hires to Onboarding location on Day 1.

●Updated 90-day Checklist and sent out to managers and supervisors after “New Hire” day two.

●Assisted with Student Loan Repayment Program application process.

●Converted Student Loan Repayment Program files to an electronic database.

●Assisted with the coordination of summer intern activities including scheduling/tracking of RSVP’s, assisted with reminder emails, and followed up on the dates/times of activities with POCs.

●Works solely for Architect of The Capitol employees.

AvantGarde LLC/United States Capitol Police, Washington, D.C. 09/19/2022 – 12/1/2023

Senior Administrative Assistant to the CAO - Contractor

40 HRS per week

●Receives and reviews all correspondence, performing quality control review and edit for clarity, consistency, completeness, and compliance to organizational policy, for the OCAO and coordinates associated actions with the Executive Officer. Maintains electronic spreadsheet for tracking status updates of correspondence and requests creating process improvements in workflow and documentation handling to ensure all deadlines are met and follows up to ensure that actions are completed.

●Manages weekly report/information consolidation from Office Directors to complete OCAO Weekly Status Report for Acting Chief Administrative Officer/Deputy Chief Administrative Officer/Executive Officer review.

●Provides calendar management prioritizing special matters including organizing meetings, scheduling, and requesting read ahead/agenda items to help CAO/DCAO prepare for meetings/briefings. Creates travel books for CAO, which includes itinerary, maps, and conference/event agendas.

●Serves as liaison with various Divisions under the OCAO. Assists in the planning and coordination of office functions (PSB Awards Ceremony, Holiday Dessert Open House, off-sites).

●Coordinates physical space, procurement, program management issues, and special projects for the OCAO. Reviews budgets, schedules, and data requirements and provides report status updates to Acting Chief Administrative Officer/Deputy Chief Administrative Officer/Executive Officer.

●Assists in performing routine tasks in support of the administration of a small, stable budget involving basic administrative expenses such as disseminating guidelines for participating in the budget formulation and execution process. Collects information or anticipates needs in preparation for the existing or upcoming Fiscal Year budgeting cycles.

●Receives and screens calls and visitors to the OCAO; answers question and resolves matters.

●Provides high-level confidentiality and discreetness exercising extreme tact and diplomacy when interacting with high-level officials who call or visit the OCAO to include representatives of national, public, and private organizations.

●Using Workbrain system, conducts timesheet review; entering timekeeping codes and necessary comments and reasons to timesheet. Manages time and attendance activities (sickness, overtime, maternity/paternity leave etc.)

●Works solely for United States Capitol Police employees.

ANALYGENCE/ Department of Homeland Security, Washington, D.C. 10/18/2021 - 7/08/2022

Senior Executive Assistant – Contractor

40 HRS per week

●Provided forward-thinking administrative and program/project management analytical support to the Office of Enterprise Services (OES) under the Science and Technology (S&T) Directorate of the Department of Homeland Security.

●Provided senior executive support to the Executive Director, Principal Director, Chief Operating Officer and Managerial staff; managing multiple calendars and rapid schedule changes; performing quality control for accuracy and to deconflict information; arranging Executive Sedan services for on-the-spot travel to meetings with other agency Executives; preparing senior leadership for meetings and briefings by gathering appropriate meeting materials; developing daily and weekly read-ahead with preparation materials, financial reports, presentations, graphs, tables, charts, and internal and external communications.

●Coordinated and executed logistics for Executive-Level meetings to include location, agenda, attendance, materials and assisted in drafting talking points; reviewing and editing documents for grammar and context.

●Provided travel management by coordinating all aspects of domestic and international travel logistics, including air and ground transportation, hotels, providing detailed travel itineraries as well as any meetings materials, assisting with budget planning and expense reports.

●Demonstrated ability to handle sensitive/confidential information requiring a high level of discretion; understood problems and suggested solutions; serving as a liaison between Senior Leadership, and front-line managers, to promote open lines of communication and transparency amongst staff.

●Updated, maintained and analyzed task tracking tools to ensure that data entered was accurate, on-time and that Federal staff were updates on task status tools including Excel spreadsheets and SharePoint.

●Updated SharePoint with service bulletins, calendar items, director’s newsletters, and other documents as needed within

●Maintained records for over 200 clients; taking notes in an average of three meetings per day with an 24 hour turn around on meeting notes.

●Works solely for Department of Homeland Security employees.

Bellamy Management Services, LLC/Federal Aviation Administration, Washington, D.C. 8/12/2019 – 10/08/2021

Executive Administrative Assistant III - Contractor

40 HRS per week

●Provided executive support to the Program Director, Deputies, Managerial staff and Chief of Staff; Maintaining complex, rapidly changing calendar with ability to quickly and efficiently de-conflict calendar, by direction or by applying knowledge and awareness of priorities and requirements to accept and/or decline meetings on behalf of the Program Director and Deputies. Implemented application of policies and procedures in project workflows, which raised efficiency within the organization by 25%

●Assembled agenda or meeting briefs for daily meetings attended by the Program Director and staff.

●Attended weekly staff meetings with Program Director and other Executive Staff to acquire knowledge of business line priorities, deadlines, action items and schedule changes implementing communication and organizational processes.

●Examines invoices, claims, and other requests for payment for goods and services provided to or by the Government for reimbursement of expenditures for travel and transportation. Conducted voucher research to resolve discrepancies and/or problems that are associated with claims and or invoices received and enters/submits those into a centralized automated system.

●Organizes and maintains office files, records, manuals, and related materials in accordance with established policies and procedures.

●Tracks, verifies, and monitors accuracy, and conformance with procedures and regulations incorporating budgets and analyze trends affecting budget needs.

●Provided Travel Management to Director and Deputies; Scheduled travel arrangements (Domestic and International) by identifying, booking, and confirming route, lodging, and any other travel needs; maintaining close contact with the Program Director and Executives while in travel status to keep them informed of important matters that may arise in their absence.

●Answered phones and inquiries for senior leadership, maintain office calendar, establish meetings, take minutes of meetings, and organize and maintain a centralized filing system.

●Properly routed agreements, contracts, and invoices through the signature process, in an expeditious manner, determining the nature and urgency of all subjects.

●Served as central point of contact for all outside vendors needing to gain access to the building.

●Works solely for Federal Aviation Administration employees.

CIDVER Corporation/ U.S. Department of Veterans Affairs, Washington, D.C. 5/1/2018 - 8/9/2019

Junior Program Analyst/ Executive Assistant to Executive Director and Deputy Executive Director - Contractor

40 HRS per week

●Manages an extremely active calendar of appointments for the Executive Director and Deputy Executive Director who are of Senior Executive Service (SES) level; planning, coordinating, and ensuring that the Executive Director and Deputy Executive Director’s schedule is followed.

●Prepares agenda items; notifies participants; arranges luncheons and other social activities; develops background information; arranges for meeting space, speakers, clerical support, and a myriad of related logistical details that are vital to the accomplishment of conference objectives.

●Provides quality review and editing when composing and preparing correspondence that is sometimes complex and/or confidential when entering into an automated tracking system.

●Exercises judgement to serve as a buffer and liaison between the Executive Director and Deputy Executive Director and other personnel based on written and unwritten office policy and practices.

●Arranges complex and detailed travel plans; itineraries and agendas within budget; and compiling documents for travel- related meetings.

●Analyzed data; developed monthly obligations/expenditures reports, funding charts/reports for various presentations including briefs to Senate and Congressional boards.

●Interfaces with outside vendors in the preparation, generation, and documentation of Veteran small business contract packages.

●Communicates directly, and on behalf of the Executive Director and Deputy Executive Director, with Directors, Supervisors, Senior leadership, and others, on matters related to Department of Veterans Affairs Office of Small and Disadvantaged Business Utilization (OSDBU) initiatives.

●Facilitates the performance of the Executive Director’s work by relaying information and requests to officials within and outside the organization.

●Answers incoming phone calls and directing callers to appropriate team members. Screens publications, directives, and periodicals; and brings issuances of significance to the Leadership’s attention.

●Reviews high-level requests received from the White House, Executive Offices, Congress, State and local government officials and ensure that timely, appropriate responses are made. Creates internal tracking systems to ensure reporting requirements are met. Maintains working knowledge of all policies that affect the overall mission.

●Prioritizes conflicting needs; handles subject matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures.

●Captures meeting minutes, taking note of action items, and following up with appropriate staff.

●Utilizes SharePoint to upload and maintain electronic or paper records; enters and retrieves data; organizes and file documents.

●Screens publications, directives, and periodicals; and brings issuances of significance to the Leadership’s attention.

●Worked solely for U.S. Department of Veterans Affairs employees.

Tai Pedro & Associates /U.S. Securities and Exchange Commission, Washington, D.C. 12/23/2016-05/1/2018

Program Analyst/Confidential Assistant to Director - Contractor

40 HRS per week

•Provide prompt professional and pleasant program and operational support for assigned organizations, including, assisting management with appropriate metrics, record-keeping requirements and process improvements, and researching human resources, travel and budget or procurement requirements.

•Serve as liaison principal point of contact to the Acting Director confidentially communicating on behalf of the Acting Director’s regarding his availability of appointments with securities industry, government, and technical personnel.

•Coordinate effective confidential communication channels with Presidential appointees, Congressional offices, and securities industry leaders for all other government affiliates requesting an audience with the Acting Director.

•Independently handle and coordinate all the requirements and logistics of the Director’s numerous meetings, speaking engagements, participation in regional office conferences, attendance of nationally recognized groups and association conventions.

•Effectively manage Acting Director’s calendar, adding notes, attachments or reminders to tasks or appointments.

•Entered data into computer invoicing system and file with customer information. Sending invoices to appropriate recipients to inform them of payments due received or covered.

•Organize appointments, conference calls and reserve meeting space to adhere to project schedules for high level executives, resolving time management conflicts, and logistics for conference accommodations.

•Draft and finalize travel authorizations, travel vouchers, domestic and international travel itineraries using E2 Travel system for Acting Director and Managing Executives that involves scheduling transportation and making hotel reservations while adhering to the agency’s travel policies and procedures to ensure consistent continuous communications with the travelers for assurance of smooth travels.

•Facilitate OCIE’s events through effective planning and executing of the logistics, publishing materials, acquitting of necessary accommodations, and managing all communications associated with the events.

•Issue rapid background information for responses, reports, briefings, and correspondence to a variety of internal and external requests for program support.

•Compile and generate highly confidential information into reports and readily accessible records.

•Maintain excellent records management of sensitive, confidential, and public record documents.

•Assemble materials for securities regulatory and industry conferences.

•Effectively utilize of Microsoft Outlook, Word, Excel PowerPoint, to prepare, distribute formal reports, presentations and briefings.

•Receive, review, sort, and distribute office mail to the appropriate staff members.

•Worked solely for U.S. Securities and Exchange Commission employees.

Floater for SEC Chair and Commissioners

•Independently perform general administrative duties for the executive staff and managerial office staff with managerial assurance of my capabilities for completing tasks successfully.

•Administer secretarial support to the Commissioners and other executive staff members when assigned that involves exploring, researching, and analyzing the many varied, complex and complicated problems which are presented to the Commission for observation and execution.

•Perform principal confidential assistant liaison receptionist duties for the Chairman and Commissioners.

•Demonstrate effective communication with securities industry leaders, foreign and domestic, Presidential appointees, Congressional offices, and technical personnel.

•Greet and escort all external and internal office guests.

•Provide superior customer service and reliable resources to citizens who contact the Chairman and Commissioners.

•Utilize Microsoft Outlook, Word, Excel, and PowerPoint to prepare and distribute a variety of formal reports, presentations and briefings in support of the office.

CACI/U.S. Department of Justice, Washington, D.C. 02/1/2014-12/23//2016

Office Applications Specialist, Information Systems Support Group, Antitrust Division - Contractor

40 HRS per week

●Oversaw and executed daily office operations that involved ordering of large purchase requests of office supplies and automation equipment and provided remarkable receptionist duties.

●Managed multiple electronic calendars within 4 sections for division meetings and events.

●Handled the inputting of bi-weekly Time and Attendance data for all Federal staff in the Information Systems Support Group (ISSG) within the Antitrust Division using the Kronos Web TA system. Completed all aspects of travel requests, authorizations, vouchers, and reimbursement and provided travelers with status updates.

●Works with credit cards accounts and reconciliation doing research of dormant contracts and cancelling funded voucher payments to assist in de-obligation of funds. Responsible for maintaining tracking of current year funding, forecasting future, and execution.

●Developed new employee orientation “Welcome Package”.

●Arranged automation training and assigned laptops to new employees.

●Sorted and ordered over $2,500 for supplies, equipment, and other service or products needed for effective operations of the JMD Intake Board members, veryfying equipment model numbers are accurate in systems and processing all work orders.

●Presented analyses of weekly and monthly progress reports to upper management using Microsoft Excel, PowerPoint, and/or Word. Maintained and stored supporting documentation for work performed and completed in the RMO shared repository.

●Processed and tracked maintenance renewal for staff’s large purchase requests for data completeness and accuracy.

●Confirmed receipt of service rendered and received products prior to processing payments of invoices, resolve and validating that work orders were processed correctly.

●Prepared operation moves logs for the Logistics/Facilities Team.

●Processed incoming and outgoing mail, while scheduling locally and nationally courier services for pick-up/drop off.

●Worked solely for U.S. Department of Justice, Antitrust Division employees.

Skills & Proficiencies:

●Microsoft Word, Excel, Outlook, PowerPoint, Access

●Written & Oral Communication

●Office protocol and management skills

●Video Conferencing and Teams/Zoom/Webex

●Travel Administration

●Meticulous Attention to Detail

●60 wpm Typing Speed

●Adobe Acrobat

●iManage DeskSite Software/ eRoom Database

●Lotus Notes

●Strong Organization and Interpersonal Skills

●Salesforce/HubSpot

●Analytical Thinking Skills

●Financial Decision-Making Skills

●Management Skills

●Financial Reporting Skills

●Special Event Planning

●Schedule Management

●Customer Service-Oriented

Task-Driven Project Management

References:

Tom Leney: (Office) 540-***-**** / (Email) ***.*****@**.***

Jon Seward: (Office) 202-***-**** / (Email) ***.******@*****.***

Vianca Brimm-Velarde (Office) 202-***-****/ (Email) ************.******.*@***.***

Melody Smith: (Office) 202-***-**** / (Email) ******.******@*****.***

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