Executive Assistant

Marquita Stevenson

Washington, DC *****

https://www.linkedin.com/in/marquita-stevenson-871bb744/

PROFESSIONAL EXPERIENCE

Ms. Stevenson has provided office support in a federal government environment for more than 12 years. Ms. Stevenson also worked with the FHFA/DOS/NOAA/UDA/HHS and NCI in the office of Biorepositories and Biospecimen Research Branch (BBRB) as a Program/Executive Assistant. Ms. Stevenson has administration experience in various industries with the following core strengths:

Effective communicator with the public, staff, and all levels of management.

Ability to coordinate multiple projects and meet deadlines under pressure.

Ability to adapt quickly to challenges and changing environments.

Proficient at multi-tasking, planning, coordinating, and prioritizing

Experience in analyzing problems and developing solutions.

Utilizing AI-powered platforms like ChatGPT, Microsoft Copilot, Google Bard, IBM Watson, or Salesforce Einstein.

EMPLOYMENT HIGHLIGHTS

Federal Housing Finance Agency November 2022 – Present

Office of the Chief Operating Officer

Senior Executive Assistant/Event Planner

Manage and collect all input for weekly/biweekly deliverables due.

Create, manage, and track all correspondence utilizing the Electronic Controlled Correspondence (eCC) system and/or the eReview system for signature or review by the Chief Operating Officer, Director, and Execs.

Serve as the timekeeper for all 4 offices and identify all discrepancies within the timecards.

Attend meetings and take minutes/notes.

Create and process requisitions and route for review and approval

Prepare and/or review documents, presentations, reports, and spreadsheets - for formatting and grammatical errors using FHFA memo and style guideline.

Provide new employee training for on boarded Admin contractors.

Plan, implement and follow-up for all special events and annual receptions.

Develop and maintain event and volunteer databases.

Manage all aspects of volunteer committees and volunteer coordination, including but not

limited to, staffing, recruitment, supervision, training and acknowledgement.

Coordinate event logistics, publicity, including public relations, advertising and collateral

material design, production and distribution.

Supervise all the development and fulfillment of the events and marketing budgets.

Department of State September 2022 – November 2022

Bureau of International Narcotics and Law Enforcement Affairs (INL)

Senior Executive Assistant

Creative Corrections Contracting Company

Supporting the front office of the Bureau of International Narcotics and Law Enforcement Affairs (INL), in HST 7826 of the Department of State (DoS).

Working under the direction of the Assistant Deputy Assistant Secretary (DAS) Tobin J. Bradley, and Senior Advisor, Alexander L. Barrasso, performing scheduling, project management, budget, travel duties, IT and preparing documents and reports.

Provides administrative and coordination support to the A/S; and collaborates with departmental entities on administrative requirements and operations.

Develop, initiate, and implement administrative policies and procedures for the office.

Review and analyze administrative directives and policies issued to DoS.

Responsibilities Provides administrative and coordination support to the A/S; and collaborates with departmental entities on administrative requirements and operations.

Supports the development of policies and procedures covering internal operations

Serves as an executive assistant to the principals of the INL/FO (A/S, PDAS, DAS’s).

Tracks and monitors the status of memoranda and correspondence within the Office to ensure timely completion, and reviews outgoing documents for proper format, consistency, grammatical accuracy, completeness, and clarity, makes necessary corrections.

Maintain time and attendance records for INL/FO and submits information to payroll biweekly.

National Oceanic and Atmospheric Administration (NOAA) January 2021 – August 2022

Office of Human Capital Services

Senior Executive Assistant (CTR)

Knowledgebank Contracting Company

Courteously provide essential information in response to requests via phone or email or direct inquiries to the appropriate Director, Deputy Director, and OHCS staff.

Initiate and/or respond to email, telephone, and letter inquiries and provide requested materials

Coordinate the day-to-day office operation, including but not limited to problem and conflict resolution, organization, and prioritization of tasks, and responding to written communications.

Act as the focal point and initial primary contact for matters concerning the office; design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities.

Ensure that all necessary documentation is prepared, and that signatures, approvals, and clearances are obtained for recruitment/appointment of professional, technical, and support staff, renewal/extension of appointments, reassignments, pay increases/adjustments, separation/termination, etc.

Arrange domestic and international travel arrangements for OHCS Leadership and Staff for meetings, conferences, speaking engagements, and other appointments using Concur Government Edition (CGE) travel.

Create travel reservations, invoices car/hotel reservations, exchange(s), process cancellation(s) for airline, car, hotel, and rail bookings in CGE.

Maintain sufficient knowledge of the Federal Travel Regulations (FTR) and internal procedures/policies of the Department and advise Leadership and staff of all updates.

Monitor Concur requests and for any updates on travel as per company guidelines.

Ensured compliance with established internal travel policy by examining expense report submissions via Concur.

Maintained the knowledge of the Federal Acquisition Regulation (FAR) program. This regulation is used by all executive agencies in their acquisition of supplies and services with appropriated funds.

Communicated with Corporate Purchase Card Holders on all issues related to their account, including delinquency fees, unpaid personal balances, travel, etc.

Prepared the budgetary and financial reports covering the status of funds, obligations, expenditures, reimbursable work for others, work placement, etc., as required by local and higher authorities.

Ensure the expense reports are coded accurately and expenses are within policy

Coordinate the preparation of a variety of items such as travel requests, professional service orders, requests for sponsored travel (Form 348), outside activities (Form 520), official duty memoranda, leave authorizations, training requests, individual/mass mailings, correspondence, reports, and various forms using Concur Government Edition (CGE) and POTS.

Produce a wide range of documents; address various office needs, including word processing, information management, report preparation, publications, information gathering, communication, etc., using MS Office applications.

Prepare correspondence for the Director, Deputy Director, Chief of Staff, Division Directors, and Branch Chief or other Senior Staff’s signature.

Ensure that all necessary documentation is prepared, and all appropriate signatures and approvals are obtained for the Performance Management Appraisal Program (PMAP), recruitment, reassignments, pay increases, adjustments, or a separation from the staff.

Enter and track all supply orders and training requests in the Purchasing Online Tracking System (POTS or GSA Advantage), Ensuring proper documentation is included in orders.

Do Inventories and prepare purchase requests for office supplies and equipment.

Coordinating, and overseeing all technical, audio, and video scheduling for executive-level seminars for large audiences at events of 1000-2000 that may travel domestically or internationally.

Department of Agriculture December 2019 – January 2021

Office of Information Security Office (OCIO)

Senior Executive Assistant (CTR)

Customer Value Partners

Performed a wide range of support services for the Office of the Chief Information Officer (OCIO), Chief Information Security Officer (CISO), and Deputy Chief Information Security Officer (DCISO).

Arranged domestic and international travel arrangements to include coordinating flights, accommodations, and other itinerary specifics. Maintain databases; write departmental status reports. Assist with generating financial statements/accounting functions using Concur Government Edition (CGE)

Facilitated communications, planned events, distributed information, drafted agendas, scheduled meetings, and recorded meeting minutes—ordered supplies and reserved conference room spaces.

Assisted program members with Credit Card Reconciliation activities. Supervise junior level, Executive Assistant. Coordinate the efforts of these parties in effectively running the executive office, training staffers on internal processes and systems, and ensuring all necessary functions are appropriately covered.

Answered all phone calls and received requests for meetings and coordinated various aspects of interdepartmental communication with others as necessary for the meetings.

Organized, have exceptional attention to detail, and possess practical communication skills

Computer literacy is vital to my role, as is the ability to train and direct.

HHS, Administration for Community Living Aug 2017 – December 2019

Project/Senior Executive Assistant (CTR)

Civility Management Solutions Contracting Company

Served as the Executive Assistant to the Administrator, Principal Deputy, and Commissioner and 10 Regions of the Office of the Department of Health and Human Services (HHS) Administration for Community Living (ACL), providing administrative, clerical, and technical support for a wide range of sensitive operational and project-based tasks involving office operations, HR, and event planning using MS Office, SharePoint, Google Doc, and SmartSheet.

Coordinated local and long-distance travel arrangements for meetings, conferences, speaking engagements, and other appointments using Concur Government Edition (CGE) travel management software in addition to providing logistical information, reviewing and approving vouchers, making conference room reservations, setting up audiovisual equipment, transcribing meeting minutes, tracking the status of action items, and creating agendas; Saving $2K in quarterly travel costs by managing travel for the executive team.

Reviewed and edited correspondence, letters, memos, charts, graphics, forms, reports, speeches, presentations, and reports for internal and external distribution, developing senior-level presentations covering a broad range of sensitive tasks requiring a quick turnaround and finished correspondence for signature.

Managed the Administrator and Principal Deputy Administrator’s calendar, making appointments, drafted agendas, sent memos, prepared reports, scheduled task visits from individuals and organizations, and noted safety and security procedures, parking policies, nearby restaurants, and emergency procedures.

Assisted the HR staff by keeping personnel records up to date, arranging interviews, and training new staff.

NIH/National Cancer Institute (NCI) Oct 2016 – July 2017

Program/Executive Assistant (CTR)

Civility Management Solutions Contracting Company

Planned and produced detailed global meetings/events logistics, including budgeting, location, travel and accommodations, vendor negotiations, and event management to execute large conferences attended by 800 to 2,000 people seamlessly.

Initiated, developed, and managed client relations building a rapport and cultivating alliances. Identified partner opportunities and pinpoint opportunities for growth, orchestrating high-profile conference calls, meetings, and events.

Maintained up-to-date knowledge of the Federal Travel Regulations (FTR) for acquisitions with the government purchase card, mandatory sources, and program regulations based on a good understanding of the Federal Acquisition Regulations.

Managed office supplies and equipment were, collaborating with vendors on delivery and scheduled repairs minimizing downtime of office equipment by 48%. In addition, submitted, tracked, and maintained Corporate Purchase Cards when using the Purchasing Online Tracking System (POTS).

Communicated, coordinated, and performed outreach activities with various teams inside and outside of

NCI ensures the consistency, clarity, and accuracy of communications.

Implemented a daily task spreadsheet to expedite and monitor day-to-day operations and communications.

Managing paper and electronic filing systems ensures the office complies with HHS records management directives.

U.S. Department of Health & Human Services (HHS) Dec 2012 – Sep 2016

Executive Assistant III (CRT)

Civility Management Solutions Contracting Company

Served as a liaison between HHS and the 10 Regional Offices providing information for dissemination by maintaining close contact with state, local, and tribal partners while addressing the community's needs and individuals impacted by HHS programs and policies.

Developed and maintained the Branch Chief’s complex calendar scheduling appointments with multiple offices, including 11 operating divisions.

Prepared domestic and international travel arrangements creating detailed itineraries and instructions related to logistics travel visas, and travel expenses and reimbursements.

Processes large volumes of correspondence to meet critical schedules of the Command Group Senior Leader, including classified and/or matters of confidentiality and sensitivity.

Making phone calls on behalf of senior Leadership, opening and sorting mail, and reviewing and summarizing memos and documents in preparation to brief senior leaders.

John Hopkins University Aug 2008 – Dec 2012

Executive Assistant (CTR)

Kelly Services Agency

Provided administrative and secretarial support to division manager and division chief and a team of 10+ employees while simultaneously working on special projects, scheduling appointments, drafting correspondence, and compiling data using MS Office, Lotus Notes, and Word Processing Documentation System.

Coordinated and implemented office services such as purchasing, records control, and budget accounting operations.

Oversaw the naming mechanism and storage of the agency’s document repository, ensuring confidential and sensitive information is properly stored in a safe and secure electronic file.

Manage the flow of information to and from the senior leadership team based on assignments.

Collected, formatted, reviewed, and uploaded narratives, internal documents, bio-sketches, resumes, etc.

Handling special projects assigned by the Administrator and/or faculty.

TECHNICAL SKILLS

Customer Service

Administrative and Support Services

Supply Chain Administration

Contract Administration and Support

Microsoft Suite Software Applications

CRM system support

Web-based Contract Compliance Applications

WebEx, GoToMeeting

WebTA, Integrated Time and Attendance System (ITAS)

Microsoft Office Suite, Word, Excel, PowerPoint, Access, Publisher, Adobe, Windows

SEC/EDGAR

Analysis, and Retrieval & Securities and Exchange Commission/Electronic Data Gathering (SEC/EDGAR)

SharePoint

Domestic and international travel arrangements

GovTrip, Concur Government Edition (CGE), Travel Manager, E-2, DTS (Travel System)

Google Mail, Google Docs, Data by Design Correspondence Tracking System

Government Purchase Card

Purchasing Online Tracking system (POT)

Extensive familiarity with federal, state, and local laws:

oThe Code of Federal Regulation (CFR)

oThe Code of Maryland Regulations (COMAR),

oThe Health Insurance Portability and Accountability Act (HIPAA)

oThe Federal Travel Regulations (FTR)

oThe Federal Acquisition Regulation (FAR)

oThe Public Health Service Act

oThe HITECH Act

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