Executive Assistant Federal Government
Resume:
Shawnta M. Ball
Bel Air, MD *****
*************@*****.***
Position:
Executive Assistant
Professional Background
I’ve worked in the federal government for over 30 years. I started at the tender age of 16 as a stay-in-school employee at the Environmental Protection Agency. After reaching my full growth potential, I left the government sector to venture out to the private sector and landed a position at Verizon. I quickly learned that was not the experience suited for me. Therefore, I returned to the federal government where I would continue serving the public and my fellow Americans. Throughout my extensive tenure working in the federal government, I have served in numerous capacities from a Clerk Typist to Lead Secretary to serving in roles as Executive Assistant, Program Support Assistant, Budget Support Assistant, Management Program Analyst, and Administrative Officer. All throughout my career journey, I gained a significant amount of knowledge in each position.
Objective and Intro:
I take pride in not only being employed, but also being able to bring my expertise coupled with gratitude for being chosen to fulfill important roles and assignments. I understand being employable is a privilege, therefore, I show up on time ready to perform. Over the years, I’ve embraced the opportunities presented to me and took on a series of diverse assignments within the government sector. This journey was marked by a steadfast commitment to the philosophy of “growing where I was planted.” I focused on developing my skills, gaining valuable experiences, and contributing meaningfully to each position I’ve held. This approach allowed me to extract valuable lessons and skills from every assignment, fostering personal and professional growth in unexpected ways.
Last duties and performance March 2020 – February 2025
NASA Community College Aerospace Scholars Coordinator
Served as the MUREP NASA Community College Aerospace Scholars (NCAS) Regional Manager for Mission 1 & 3. NCAS is a nationwide activity designed for post-traditional learners enrolled in an accredited 2-year institution in the U.S., who are interested in a STEM careers.
NCAS helps students make the connection between a STEM degree and NASA career opportunities and prepares and motivates students to participate in other competitive NASA projects, programs, and internships. In addition, encourage community college students to finish their 2-year degree and pursue a 4-year degree or career in a STEM field.
Planning and Organizing NCAS Agenda for Onsite Tours
Worked jointly with NCAS Regional Mangers and Guardian of Honors (GoH) team to plan the agenda for the next successful NCAS Mission at hand. Attended and participated in each debrief, which takes place after the completion of each NCAS Mission. Provided subject matter expertise in team discussions, which is crucial for planning future NCAS Missions. Provided feedback on lessons learned to spark a conversation on what went well or what did not go well. Why or why not? Did we follow the process? Does anything need to be tweaked? Ensuring that whatever didn’t go well can be improved upon.
Mission 1: Discover Onboarding
Attended and participated in Subject Matter Expert (SME) presentations and office hours
Contacted and secured various SMEs for the weekly evening presentations and sent calendar invitations to the SMEs and the NCAS team and provide more information as needed
Reviewed and provided feedback on the course syllabus, rubrics, and other assignments for Mission 1
Reviewed status updates with the Mission 1 recruiting team and provided support and insight as needed
Attended debriefs and provided insightful feedback regarding continuous improvements and implementation of new ideas
Facilitated weekly team meetings for status updates on assignment revisions, asked clarifying questions, and provided suggestions
Provided insights to the team aligning with the lessons learned and Statement of Work (SOW)
Ensured the NCAS team was in compliance with SOW and Activity plan for Mission 1 and report up and inform any revisions to necessary stakeholders
Mission 3: Innovate - Capstone Project at NASA Langley Research Center (LaRC)
Planned and executed Job Shadowing and Network Experiences
Coordinated speaker for the closing NCAS ceremony
Coordinated onsite tours
Planned and executed university tours in the Langley /Hampton/ Norfolk area for the NCAS students (Hampton University or Norfolk State University)
At on-site meetings at NASA Langley Research Center (LaRC) for Mission 3: Innovate Capstone Project
Welcomed students to the on-site Innovate Capstone Project as they arrived at the hotel
Retrieved room keys for students and assisted with check-in at the hotel
Led discussions for evening debriefs with NCAS staff
Helped orient and verify all NCAS students (load and off-load bus to various buildings for site tours at LaRC, hotel, etc.
Checked that all participants had their visitor badges and were prepared for the day.
Transitioned participants to bus for transportation to NASA LaRC
Once on site at LaRC, welcomed students and made announcements regarding badges, safety assembly place, bathroom, locations, meeting locations for team time for students and give a rundown of what to expect throughout each day. Conducted a recap at the end of each day and debriefed with students and refresh scholars to be mindful of their teammates, values, stressors by using the True Colors ® Personality Type Model
As we transitioned to and from various tours and different sites at NASA LaRC, I accompanied students to job shadowing tours
Transitioned teams to assigned room locations for their team time while onsite at LaRC
Presented various speakers for NCAS keynote speech or other segments of the agenda
Directed students during photo opts
Assisted with coordinating student presentations tech checks
Hosting Hangout
Planned and hosted 2-3 “Hangouts” with and for the NCAS students. Since hangout was my meeting to run, I began by telling a little about myself and shared information about Goddard Space Flight Center projects we had going on at the time.
Invited a scientist, engineer, or technical person to join me for the Hangout and gave them the floor to tell them about their journey to NASA and do a 20 to 30-minutes informational presentation. We chatted with students in the chat box as well as called on them to turn on their cameras and ask questions. Students asked questions about being an engineer, internships, working at NASA vs a different company in the space industry, etc. This was usually a relaxed environment where students were excited to talk with someone who works at NASA. There could be anywhere from 50 up to 250 students on the call.
In Addition to:
Attended and participated in virtual All-Hands meeting with NCAS Activity Manager, Technical Monitor, NCAS Regional Mangers and GoH team. Usually reported on status of NCAS Missions 1 or 3 or any other aspects of other meetings and assignments that I was currently working on.
Strategized to ensure a successful outcome for the on-site meetings/activities.
Project Coordinator for the NASA MUREP Ocean Biology and Biogeochemistry (OCEAN) and MUREP PBI/HBCU Data Science Equity, Access and Priority (DEAP) Awards
NASA relies on the science community to identify and prioritize leading-edge scientific questions, and the observations required to answer them. This opportunity comes by way of solicitation.
I was actively involved in two solicitations — one for Minority University Research and Education Project (MUREP) OCEAN related projects, and the other one focuses on Data Science Equity, Access and Priority (DEAP).
We collaborated with faculty to award research grants, reaching out to individuals who might not typically hear about these opportunities but possess the skills and potential to excel.
The DEAP Institutes were led by a PBI/HBCU for data-intensive research experts in the Science Mission Directorate (SMD) where the focus is on science and engineering that can accelerate discovery and innovation in a broad array of SMD research domains.
The DEAP Institutes also led innovation by closely collaborating with NASA mentors for harnessing diverse data sources and developing and applying new methodologies, technologies, and infrastructure for data management and analysis research.
Successfully planned and executed virtual site visits with MUREP OCEAN Principal and Co-Investigators (PIs/Co-Is) and students
Coordinated meetings, assignments and other activities with PIs and Co-Is
Gathered and compiled updates, status reports and monthly highlight reports to submit to MUREP managers
Planned and executed MUREP OCEAN / DEAP Principal Investigators Annual Virtual Meeting Contacted speakers and coordinated presentations of participants for virtual or in-person PI annual meetings. Speakers consisted of the PIs, Co-Is, MUREP leadership, activity manager, technical monitor, Office of STEM Engagement, other partners and stakeholders
Diversity, Equity, Inclusion, and Accessibility (DEIA) Collaboration
Collaborated with the Office of Diversity and Equal Opportunity to disseminate updates and new information regarding diversity, equity, inclusion, and accessibility activities for inclusion, transparency, and to inform colleagues and office staff members. The goal was to ensure that our processes and policies embraced everyone, irrespective of their background or identity. Mission was to influence diverse perspectives and information to create a more inclusive work environment.
Administrative Skills:
I’ve performed with command, thoroughness and rigor supporting office wide logistical needs including travel, office supplies, event planning and coordination. (As Leader and Secretary from 2006-2012)
Maintained and coordinated calendars for the Associate Administrator and Deputy Assistant Administrator for the Office of Education at NASA HQ
Ensured that all calendars were in harmony and senior managers had background data and other necessary information to attend and conduct meetings properly
Coordinated conferences, office retreats, and off-site meetings for the Associate Administrator for Education
Prepared packages, booklets, pamphlets, PowerPoint presentations, and all other pertinent material for planned briefings, conferences, meetings, teleconferences, retreats and luncheons
Supported staff members by assembling brochures and various publications to partners and public schools across the United States and other NASA field centers to help with outreach activities
Reviewed and verified all travel authorizations and expense reports, maintained the travel budget for the Office of Education, and attended all travel meetings pertaining to the guidelines, rules, and regulations of the agency
Welcomed and escorted guests; screened and received a high volume of incoming calls, and determined the nature of calls and responded properly
Arranged seat assignments and entered documentation into appropriate Database Systems, such as the Federal Personnel Payroll System in order to execute paperwork related to new hires and detailed employees
Served as back-up IT support, which entailed executing procedures to order telephones, computers, printers, blackberries, cell phones, and other technological equipment.
Kept the office current on the latest changes as they related to employees’ personnel affairs such as Web-based Time and Attendance System (WebTADS), employee personnel files, Records Management, reorganizations, announcements, and updates that may in some way impact the Agency and program offices
Served as Collateral Duty Safety Representative for the OED to ensure that office staff members were in compliance with the guidelines set forth by the Environmental, Medical, Health, Safety and Mission Assurance program offices. The occupational health and safety programs and services offered at NASA HQ are designed to support the agency’s goal of providing a safe and healthy work environment for all employees and prevent occupational injury and illness
Attended monthly Administrative Officer meetings to stay abreast of current events that enabled me to independently perform numerous administrative management functions and fulfill organizational requirements such as Directives Manager, which kept the office in compliance with the NASA Online Directives Information System (NODIS)
soft Word Office Suite;
Customer Service:
I am a team player and strive to promote teamwork, build healthy relationships, and work to sustain them. If and when needed, I work to resolve conflicts and disagreements in a constructive manner, and work to address difficult issues.
Budget and Financial Management:
Effectively supported team with budget formulation and execution activities. Coordinated and release appropriate funds on an as needed basis until the government was no longer operating in Continual Resolution status. Created purchase card orders and purchase requisitions for procurements; and ensured that all procurements complied with regulatory policies and guidelines.
Oral and Written Communication Skills:
Achieved a wealth of oral and written communication skills over the years by participating in various meetings and panel forums during my tenure in the federal government. Led briefing and panel discussion, presented PowerPoint presentations to communicate upcoming events, meetings, policies and procedural changes to enhance customer service and equip supervisors, colleagues, stakeholders, customers and other staff members who valued such critical information and data.
When joining a new office setting, I quickly become knowledgeable of established procedures and policies of that office and agency along with its preferred communication style. I have learned to be flexible and adapt to the assignment at hand to ensure a favorable outcome for any situation.
Listening is also an important communication skill; therefore, I pay close attention to what is being communicated as well as listen effectively for specific emphasis and details to avoid any miscommunication. When the opportunity is available, I confirm whether I’ve heard correctly and understood the assignment. Once confirmed, I proceed with enthusiasm to perform each task and all assignments.
Composed meeting minutes as meeting coordinator, recorder and scriber, to capture pertinent details from the conversations being discussed and ensure all actions/activities are documented with clarity and conciseness for future follow up on progression. My written and oral documentation are excellent in quality, grammatical structure, with concise conveyance in memoranda, correspondence, and other written materials and oral deliverables. In both cases, I ensure my messages are clear to my audience.
Monitored correspondence due dates and delegated them to appropriate program offices for immediate response to inquiries and requests by using the NASA HQ Action Tracking System (HATS) to maintain and generate correspondence tracking reports within program areas. Effectively composed and singed memoranda for incoming requests
Advised and equipped a wide variety of personnel with complete and accurate communications on modifications to laws, regulations, policies, and procedures and general announcements. Often times, the recipients ranged from internal personnel and affiliated agencies to private industry representatives. I understand the importance of complying with rules, laws, and regulations and have the integrity to follow through.
Skills/Strengths/Abilities:
Quality Organizational Skills/Office Procedures; Microsoft Word Office Suite; Quality Assurance; Public Speaking; Certified True Colors Personal Success Workshop Facilitator (2012); Author; Writer; Proofreading/Editing; PowerPoint; Verbal/Written Communication Skills; Program/Project Overseer/Manager; Program/Project Coordinator; Training and Conference Coordinator; Customer Service;
Computer Skills:
I am extremely familiar with Microsoft Word Office Suite and Google Suite / Workspace
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