Office Coordinator
Resume:
JENNIFER M. ZANONI
CONTACT
*******@****.***
Chestertown, MD 21620
PROFESSIONAL SUMMARY
Dependable professional with over two decades of experience in providing effective and comprehensive support in executive level office management and strong customer service. Strategic problem-solver who envisions smart solutions and executes with urgency across all levels of senior management. Skilled in meeting planning, maintaining calendars, recording meeting minutes, composing, editing, and proofreading correspondence and reports. Establishing suspense dates ensuring timely responses to management while interacting and coordinating with others to accomplish complex work activities and projects. Adaptable to changing situations with a proven ability to organize and prioritize work in high-pressure environments. Professionally trained in office management, customer service and relationship building with proficiency in business operations and acquisition management.
EXPERIENCE
April 2022 - Present
Program and Management Analyst
Bureau of Land Management Department of Interior, Washington, DC
Government Purchase Card (GPC) Administrator responsible for program administration, oversight, and process controls for Headquarters purchase, travel, and fleet card accounts.
Ensures cardholders maintain compliance with all training requirements, including agency and Government Services Administration (GSA) training; processing purchase card applications, establishing accounts, setting limits, and running delinquent reports.
Oversee application process for new accounts as well as suspending accounts as required by DOI policy by conducting audits managing program risk through internal controls and oversight.
Utilizing Visa IntelliLink Compliance Management Compliance Case Response Program to audit credit card purchases.
Contracting Officer Representative (COR 2) managing contracts, paying invoices, and responding to inquiries from BLM headquarter offices, states, and other sources.
Transit Benefits Program Manager for BLM Headquarters processing applications and assisting with any issues with applications and benefits. Ensuring annual recertification was complete for 2024/2025 calendar years.
June 2024 - October 2024
Executive Assistant (Detail)
Department of Justice, Washington, DC
Selected to serve as Executive Assistant in the Office of the Assistant Attorney General.
Managed and deconflicted Assistant Attorney General's calendar, coordinated internal and external meetings, and tracked travel authorizations and vouchers.
Kept staff apprised of the AAG's views on current issues or items of special concern, following up on matters assigned by the AAG. Arranged meetings and conferences on matters of urgent concern to the AAG, ensuring the AAG was fully briefed on agenda items with all pertinent background information. Developed correspondence regarding issues of special concern to the AAG and serving as a liaison for Division Congressional and controlled correspondence.
April 2020 - April 2022
Executive Assistant to the Chief Human Capital Officer
United States Space Force, Washington, DC
Executive Assistant to the Director for Human Capital as well as the Deputy and Chief of Staff. Setting up and maintaining daily activity calendars, scheduling appointments, arranging meetings, tracking travel schedules, and assuring daily activities are coordinated.
Established and maintained a working relationship with a variety of program officials at Headquarters, field offices, other Federal agencies, coordinating across directorates to determine information needs.
Provided daily and weekend read ahead materials for all meetings.
Prepared high level managerial, analytical, and time-sensitive staff activities and coordination for all White House and Congressional engagements.
Updated Director and management on scheduling, upcoming meetings, conferences, including analysis of topics covered, potential problems and recommendation.
July 2016 - April 2020
Office Manager
National Science Foundation, Alexandria, Virginia
Company Overview: Office of Legislative and Public Affairs, Office of the Director
Team Lead over other administrative support staff members managing and auditing all travel arrangements, coordinating, and resolving complex travel-related issues. Ensured proper visa and travel documents were obtained.
Primary representative for a high level of purchases for the entire office, overseeing the management of all programmatic activities including events and all requisition requirements.
Tracked all congressional and in-house correspondence requiring a response and/or action.
Tracked, procured, and managed all training registrations for employees as well as all digital and paper subscriptions.
Managed all FOIA request inquiries working closely with the Office of General Counsel, running reports as needed.
Coordinated with organizational staff and managers in gathering information, establishing facts, evaluating data, and analyzing legislative initiatives including preparing and coordinating all travel arrangements for Congressional staff on visits.
Coordinated and supported team managers with all preparations for new hires including interview scheduling, room setup, workshops, organizing 'welcome packages' and arranging visitors' badges.
Provided expert level advice and supporting policy, hiring plans and position management, federal benefit awards, leave administration, payroll, timekeeping, and performance plan management.
July 2015 - July 2016
Executive Assistant to the Associate Director
Department of the Interior/ USGS, Reston, Virginia
Company Overview: Office of Climate and Land Use
Served as a source of information and liaison between the supervisor and subordinate offices responding to inquiries, requests, and administrative issues.
Prioritized and scheduled appointments for the Associate Director managing her time throughout the day.
Managed all travel and correspondence related to domestic and international trips for the front office staff.
Provided outreach to Women in Science and STEM working groups. Secured speaking engagements and topics each month. Coordinated efforts to get the website up and running. Took the lead on gathering and selecting profiles for over one hundred female Scientists at our Headquarters and out in the field.
April 2011 - July 2015
Staff Assistant
Advanced Training Center, Harpers Ferry, West Virginia
Company Overview: Department of Homeland Security, CBP
Staff assistant supporting both the Director and Deputy performing a full range of administrative and operations support in the front office.
Established meeting conferences, schedules, and agendas disseminated to key stakeholders and executive management as well as organized all the materials in advance of preparation for meetings.
Primary purchase cardholder for the office managing the procurement of all supplies needed for two building contracts.
Tracked all calendar items related to future activities, including on-going course schedules and meetings to plan course curriculum.
Established and maintained tracking systems and suspense files to ensure that tasks were performed promptly reported to headquarters.
Scheduled interviews preparing interview folders for panelists and provided administrative support for training workshops and special events.
Supported the Operations Team as the payroll coordinator for the center coordinating new and departing employees each pay period as well as tracking all overtime limits for Border Patrol Agents during each pay period reporting to Headquarters. Overseeing overtime and leave entitlements, ensuring overtime hours and pay do not exceed congressionally mandated overtime caps.
April 2010 - April 2011
Executive Assistant to the Commanding General
Army Reserve Legal Command, Gaithersburg, Maryland
Company Overview: JAG Headquarters
Executive Secretary to the Commanding General and Command Staff at the Army Reserve Legal Command (JAG Corp) Headquarters.
Served as the primary point of contact for administrative roles including day-to-day management assistance, as well as represented the front office at meetings and various events.
Managed all coordination of the General's comprehensive travel schedule, including but not limited to hotel bookings, transport arrangements as well as created all voucher reimbursements utilizing Defense Travel System (DTS).
Tracked all legal correspondence, mail, and distribution regarding the Legal Command Headquarters.
Assistant Editor for the quarterly Legal Command Newsletter.
Designated Property custodian for staff office equipment.
Participated in all meetings including bi-weekly conference calls with the Commanding Officer and Lead Attorney's taking minutes for distribution.
April 2009 - April 2010
Logistics Management Support
Department of Commerce (NIST), Gaithersburg, Maryland
Company Overview: Executive Secretariat Office
Provided all administrative and logistical support for the Manufacturing Metrology Lab.
Responded to inquiries for fees and test schedules to customers entering information into the Calibration Information Program.
Managed all travel arrangements, time and attendance, administrative support, and Government Bank Card orders and reconciliation.
Monitored and tracked Publication and Grant requests for the departmental oversight of various ongoing projects and programs.
Point of contact overseeing financial aspects of the system determining and monitoring fee structures for tests.
Provided comprehensive report on purchase order/ tests as well as handled any issues that would arise tracking all tests in a weekly report submitted to senior management.
Aided support to the ISO Secretariat for machine tool standards conferences.
October 1994 - June 1999
Office Manager
Naval Security Group/ILS, Fort George G. Meade, MD
Managed administrative expertise for personnel; sole administrative supervisor in a challenging management position involving high-level of responsibilities.
Aided in all Integrated Logistics Support (ILS) matters; directly involved in the implementation of the ILS development process.
Served as COR drafting Request for Proposals (RFP) and Statements of Work (SOP).
CERTIFICATIONS
Top Secret SCI/Tier 5
Notary licenses - State of Virginia & Maryland
American Association of Administrative Professionals Legal Office Administration Certificate
Introduction to Logistics Support
National Association of Notaries (NAAN)
International Virtual Assistant Association (IVAA) Fundamentals and Project Management
Life Cycle Cost Management
Fundamentals of Total Quality Leadership
Project Management for Administrative Professionals
Purchase Card Management
FAC-COR Level II
EXPERT KNOWLEDGE
DTS, Concur, Travel Manager, E2 Travel Systems, Citibank, Federal Travel Regulations
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