Executive Assistant Project Management
Resume:
THERESA M. THOMPSON
Bluemont VA 20135
*****************@*****.***
Top Secret
EXPERIENCE SUMMARY
Executive Assistant, Office Administration, Proposal and Project Management Coordination. Provided advanced executive support to executives and executive level employees. Coordinated IT projects and participated in corporate Change Management meetings. Oversaw remote office location to include HR and IT support. Managed a complete office move. Organized and coordinated proposals and programs for different companies. I am versatile in all office suite products, Lotus as well as SharePoint, Costpoint and Concur. Performed expense reporting, billing and checks and balances for offices and executives.
Executive Assistant
Office Administration
Proposal Management
Proposal Coordination
Change Management
Project Management
Project Coordination
Office Relocation
Office Management
Office Suite Proficient
Costpoint & Concur experience
Accounts Receivable/Payable
EXPERIENCE
Department of Homeland Security
Customs Border Protection
Administrative Course Specialist (Contract) Feb 03, 2025 - Present
Supports multiple courses for the Intelligence Enterprise Training Academy (IETA).
Preparation of course administration templates, solicitations, registrations, enrollments, welcome letters, travel orders, and travel document review.
Monitors group inbox and responds to student requests for assistance.
Assists in administering / troubleshooting course administration database.
Assists with training cohort assignments and updates.
Other duties as assigned.
CACI International
Sr Operations Coordinator July 10, 2023 – Feb 01, 2025
Communicate with external parties to the organization such as customers and vendors.
Coordinate with team leads to ensure all customer deliverables are submitted by deadlines.
Preparing, attending and taking meeting minutes and action items for leadership and board
meetings.
Manage calendars for executives to include travel, meetings and conference calls.
Facilitating group level meetings including sending out meeting invites, creating agenda,
preparing briefings, running slide presentations, providing copies to all attendees and
tracking action items from meeting.
Monitor and update action items regularly.
Handling all conference room requests and scheduling.
Tracking and updating all administrative spreadsheets such as contact sheets, distribution.
lists and program organization charts.
Submit pre-approval for travel, logistics and accommodations and submit expense reports.
Post travel for domestic and OCONUS travel.
Lead the onboarding and offboarding process. Prepare new hires for their first day and lead.
through first day activities.
Process requests for account updates and changes.
Responsible for Procurement card and purchase of program swag.
purchases, as needed.
Venesco
Sr. Operations Specialist Mar 06, 2020 – July 10, 2023
Provide support with special projects with various contracts
Oversee a team of 20-300
Scheduling within budget
Serving as point of contact
Invoicing expense reports and time management
Meeting deadlines
Attend monthly meeting with business development team
Travel to local contract sites and establish client relationships
Produce monthly service reports (MSR)
Familiar with ITAR (International Travel Regulations & JTR (Joint Travel Regulations
Assist with the FSO with employee personal information
Assist with recruiting and the recruiting process. Creating personnel reqs
L3Harris (Contract) Jun 10, 2019 – Mar 06, 2020
Operations Support Specialist
Work with all Symphony team members on various projects to ensure the highest level of customer satisfaction and the success of the Symphony Program.
Technical writing and product/solution documentation for customer contracts, user manuals, etc. using SharePoint
Administrative support and process management for contracts and bid preparation
Assist with the development of product presentations and user training sessions & materials
Logistics management for the Annual Symphony Customer Workshop and other selected Symphony customer training events
Administer and facilitate customer satisfaction research – ex: Customer Surveys, Focus Groups
Maintain a knowledge of the Airport noise and operations business environment, including researching changes and trends in demand, technology and competition
Document, update and maintain Symphony project team resumes, biographies and customer references for inclusion in contracts and bids.
Provide overall program management and logistics support for the Symphony Customer Advisory Council (CAC).
Electrify America (Contract) Dec 17, 2018 – Jun 10, 2019
Project Coordinator
Provide support by creating construction summary sheets to help speed up the process of paying utility line extension contracts and invoices
Reviewing and or creating check requests for utility payments
Uploading contracts and check requests into DocuSign for signature once reviewed
Paying monthly utility bills and helping with the transition to Engie
Providing load information and helping to assist with utility applications for new service
Fannie Mae (Contract) Dec 05, 2016 – Sep 8, 2017
Executive Assistant Project Coordinator
Supported Project Manager as a Project Coordinator in the Windows 10 upgrade program
Experience with change management process where I ensured all change tickets for the program were submitted for approval through the Fannie Mae enterprise Change Advisory Board (CAB)
Hands on customer service assisting internal customers with the transfer of their data to allow more space for their upgrade.
Basic Project Management capabilities for small projects (projects that are 2-4 weeks, non SDLC)
Gathered data and created a weekly status report using data exported from Configuration Management Database (CMDB)
Assisted Project Managers with Certifying Application Software utilizing the Fannie Mae TSP process
Assisted Inventory Manger with asset management inventory of mobile devices and computer equipment and peripherals
Assisted support center in creating help desk tickets for clients
Handled calendar, travel, and expenses for three directors
Travel and expense support for 5-7 managers as well as the director
Helped the leadership team (directors and managers) schedule large meetings, ordering catering, setting up and tearing down meetings
Ordered and disseminated office supplies
Tech capabilities: MS Office including Word, Excel, PowerPoint, OneNote, and Outlook Jabber and WebEx
Vectrus, Reston VA Oct 1, 2014 – Dec 05, 2016
Executive Assistant to VP of IT Operations & Communications
Provided advanced administrative support to the VP of IT Operations & Communications
Provided secretarial and administrative support at all levels of complexity for supervisor and/or designated
management and staff
Monitored, followed up and advised on the status of pending items, schedules, deadlines and requests
Read and interpreted non-technical publications, regulations and directives, and takes action as appropriate
to relieve supervisor of administrative detail
Took initiative to investigate and resolve administrative issues and problems, gather necessary information,
contact appropriate personnel, and make recommendations for implementation
Planed and coordinated administrative projects, and serves on cross-functional teams as assigned
Sets up and coordinated meetings and appointments as needed.
Prepared and compiled information and materials needed for meetings or as requested
Composed correspondence on own initiative regarding administrative matters
Formatted and prepared documents using word processing software. Arranged for proper approvals for
documents.
Screened telephone calls, visitors and correspondence; handles administrative detail on own initiative;
and/or refers to appropriate personnel for action
Initiated travel arrangements and processed related expense reports CONUS & OCONUS
Handled, processes and maintained proprietary and/or confidential data
Developed and documents office and administrative procedures for assigned functional areas
Maintained files, correspondence and reports to facilitate retrieval
Communicated with high level contacts within and outside the Company including executives and
customers
Attended meetings, record proceedings and prepared and distribute meeting information
Coordinating offsite meetings with vendors and our regional offices which may include booking travel for
several people
Office Manager
Assisted the IT department in trouble shooting server issues, VOIP issues as well as employee issues
Assisted the Human Recourses department with the process of onboarding new hires and ensuring the
setup of their accounts and equipment is functional.
Scheduled interviews for potential candidates
Assisted the Procurement department in the process of ordering office equipment, building
restructure/construction, office furniture, etc. and work directly with vendors
Assisted the Security/FSO department with badging of new hires; maintaining the security system; and the
safety of the employees
Assisted the Shipping and Delivery department
Assisted the Director of Publications with company branding and marketing material
Responsible for ordering office supplies, equipment and furniture
Performed basic equipment maintenance.
Business Development Analyst
Supported development of capture plans
Gathered competitive intelligence to include reports from commercial sources such as corporate websites,
Deltek, FedBizOps, Carroll Publishing, DACIS, etc.
Supported logistics for meetings as requested for both onsite and off-site meetings and event planning
Maintained master meeting schedule annual event list for AUSA
Provides conference research and coordination for events
Developed briefing materials as requested, i.e. capture plans, Milestone briefs, BD updates
Maintained, analyzed, interpreted and reported data. Created oral and written reports for IT & Network
Communications Services Capture team
Supported all checklists and paperwork necessary to complete the red border processes, such as
coordination for D&B runs, etc.
Supported Consultant/Technical Representatives and ATEMPs paperwork preparation
Assisted with intranet posting and clean-up for all capture activities
Corporate Directives Coordinator (CDC)
Coordinated releases, updates, and approvals to Corporate and Program-level policies, processes, manuals, forms, and supporting documents by using desktop publishing computer equipment and software to produce and format electronic media and printed copy. Maintained a standard of quality in accordance with Customer, Corporate, Project, and Department standards. Followed standardized formats for text, graphics, figures, forms, and spreadsheets.
Participated in ISO 9001 audits as document control /management practitioner and subject matter expert.
Identified and pursued opportunities for improvement of CDC processes and activities.
Used desktop publishing software (Microsoft Office, SharePoint, Adobe Acrobat, and Visio) to produce
templates, drafts, final drafts, and finished products.
Incorporated graphics and spreadsheet charts into documents.
Scanned hardcopy to use as text or graphics. Converted documents/media for transfer to/from desktop
publishing documents using associated programs.
Converted Microsoft Word documents to PDF using Adobe Acrobat without loss of format or functionality.
Maintained proper identification and version control of all media (active and inactive) to ensure proper
archiving/retrieving of documentation.
Supported retrieval of directives to support legal, contractual, and financial needs.
Performed configuration (document) management activities on the Intranet, shared file systems and via
electronic media for Corporate Departments and Programs.
Ensures programs have electronic access to, or electronic media representing, the organizational Quality Management System
Input and maintained Delegation of Authority Matrix (SharePoint List) information.
SES-GS McLean, VA (Contract) Feb 02, 2013 – May 30, 2013
Accounting Assistant
Provided assistance to the accounting department with various administrative duties
Tracked data changes to customer invoices
Created and organized company file system
Emailed receipt invoices to customers
Collated invoice with full details of the customer’s monthly service
Processed and coded all invoices that are receive on a monthly basis
Assisted in submitting all customer credit card payments via email
Processed customer invoices using Cost Point
Scanned all Vendor Invoices and filed soft copies
Created a tracking system for all invoices received, coded and submitted
MTN Government Services Leesburg, VA Sept 1, 2011 – Nov 30, 2012
Proposal Technical Writer / Marketing Assistant
Responsible for the creation of effective responses for RFO, RFI and RFO tasks on FCSA under SIN 54 and 55. And FedBiz ops. .
Reviewed and interpreted customer technical and administrative requirements to create appropriate and accurate written and graphic content for documentation.
Researched technical requirements and developed required technical and administrative documentation.
Assisted in creation of effective written and graphic content of forms, white papers, product sheets,
Standard Operating Procedures, drawings, QA processes and contract deliverables.
Reviewed and edited product and organizational documentation for accuracy and completeness as
directed.
Developed and managed Proposal Writing Plan according to customer requirements, company
Standards, priorities, available resources and established schedule.
Confirmed accuracy and appropriateness of technical writing and documentation by review with internal
and/or external subject matter experts, manufacturers or other sources as appropriate.
Developed and maintained accepted forms, format and style guides as the basis for all documentation.
Managed the document control process for technical and administrative documents and drawings.
Essential in coordination and setting up of trade shows, created brochures, collecting and assembled
marketing material for customers and advertisements using Photoshop and Adobe`
Other duties or responsibilities included assisting in the marketing department.
Harris Corporation, Dulles, VA Aug 13, 2009 – Aug 30,2011
Staffing / Proposal Coordinator
Assisted with overtime management, error reporting and labor corrections for both customer site and Harris
site program departments. Provided support to Procurement and Supply Chain groups using Magi.
Assisted with program recruiting activities including candidate and program position tracking, job requisition
creation, and processing Employee Action Forms including HOPs.
Served as backup to Receptionist as needed and provide administrative assistance to employees including
expense report submission and facility event coordination/assistance
Prior to project start, created and updated preliminary master schedules for operations detailing the
sequence of all work to be performed
Managed all aspects of proposal development (proposal writing, editing, illustration, production efforts, etc.)
from assignment and receipt of RFP, through delivery and receipt by the customer
Prepared detailed a proposal plan, schedule outline and compliance matrix for assigned pursuits
Coordinated and led major project meeting events, such as Kick-off Meetings, Price Strategy Meetings,
color team reviews, etc., and arranged facilities, communicated with participants, and prepared necessary
materials.
Collected and edited proposal materials to ensure compliance.
Orbital Science Corporation, Dulles, VA 2005 - 2009
Program Senior Staff Administrator
Assisted program manager in the day-to-day management of the AMC-21 Satellite program.
ITAR and Export Compliance Administrator for program including documentation, databases, and
processes.
Organized and managed Interface with domestic and foreign customers to ensure all administrative actions
were complete for on-site and off-site meetings.
Planned, coordinated, and tracked program customer training to ensure compliance with all company
security and training requirements.
Coordinated and processed program employee and customer travel plans, including itineraries,
authorizations, and expense reports.
Lockheed Martin Mission System, Santa Maria, CA 1998 - 2003
Administrative Specialist
Assisted as part of the Proposal Coordination for a major government contract proposal.
Organized & set up daily, weekly & monthly meetings and conferences for up to 200 attendees.
Organized and updated common data files located on program local electronic repository.
Understood and processed regulations, directives, correspondence, materials, and publications.
Standardized responses to reoccurring inquire and drafted non-standard replies to other correspondence.
Delta High School 1985
Santa Maria CA
Allan Hancock College 1998 – MIS (Management Information Systems)
Santa Maria CA
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