Virtual Assistant Executive
Resume:
Kathleen Peterson *********@*****.***
www.linkedin.com/in/kathleen-peterson-21890798
My aim is to attain a position in a growth-oriented company where I can use my strong organizational skills to contribute to the company’s success and that will allow me to continue developing my abilities while contributing to the goals of the organization.
EXPERIENCE
April 2024 to
Present
Executive Assistant Industry Defense of Analyses (Government – DoD Contractor) Alexandria, VA
• Managed a very busy and complex calendar for the Director of SFRD to include making and accepting meetings; balancing and clearing conflicts by coordinating with POC of the conflict.
• Weekly calendar review with Director to discuss upcoming meetings/scheduling/travel.
• Schedules and coordinates meeting logistics for all division-wide meetings to include staff meetings (approximately 12 annually), and weekly meetings with management, quarterly Portfolio Leader meetings, monthly Lunch and Learns.
• Created director’s daily calendar folders for all pertinent daily information (schedule, meetings, read-ahead, briefings, directions, parking, any other information necessary).
• Maintains a historical record of meetings/conferences.
• Process clearance requests to various DoD locations/offices for Director and all members of the division.
• Ensures that the Director and the ADs (Assistant Directors) have all necessary briefings, read-ahead, and other pertinent information and support required daily, and that all materials meet leadership’s requirements; attend and support meetings as requested.
• Provide daily advice and guidance to research staff members on a wide range of topics, including document management, policies, procedures, standards, and conflict resolution.
• Answers all phones and screen incoming calls appropriately (Director, Director’s conference line, routes incoming requests to the appropriate individuals.
• Receives all visitors for the Director and Assistant Directors, to include senior- level visitors and distinguished Visitors.
• Compile Monthly report and converted it into a quarterly report for the President of IDA.
• Created Documentation for tasks & procedures
• Provide travel support for the Director and other members of the division as requested.
• Create expense reports for the Director and the division.
• Schedule all technical reviews for the entire division. (approximately 80 annually, for 120 people)
• Order supplies for the division.
• Process new hire paperwork for consultants.
• Assist with timekeeping for division.
• Coordinate all teambuilding events.
September 2022 to
April 2024
Secretary III Clason Point Partners, Inc. (Government – DoD Contractor) Alexandria, VA
• Calendar management including making and accepting meetings; balancing and clearing conflicts by coordinating with POC of the conflict; weekly calendar review with Director and Deputy Director to discuss upcoming meetings/scheduling; coordinating multiple schedules and meetings of various priorities; creating Director’s daily calendar folders for all pertinent daily information (schedule, meetings, read-ahead, briefings, directions, parking, any other information necessary).
• Ensures that Director and PDDs have all necessary briefings, read-ahead, and other pertinent information and support required daily, and that all materials meet leadership’s requirements; attend and support meetings as requested (taking meeting minutes).
• Answers all phones and screen incoming calls appropriately (Director, Director’s conference line, PDDs, Special Assistant to Director – seven extra phone lines); routes incoming requests to the appropriate individuals.
• Receives any visitors for Director and PDDs, to include senior-level visitors and Distinguished Visitors.
• Compile Weekly Activity Report.
• Compile News of the Week.
• Maintains Monthly Gain & Loss Report
• Created Documentation for tasks & procedures
• Provide travel support.
• Coordinate Executive Visitor Space.
• Create, assign, and close tasks in TMT and CATMS accordingly. February 2022 to
August 2022
Office Mgr. (Contractor) Holland Custom Designs
Upper Marlboro, MD
• Oversaw adherence to office policies and procedures.
• Coordinated schedules, appointments, and meetings to include zoom calls
• Managed all aspects of the ordering process to include obtaining quotes, following up on orders and paying invoices.
• Monitored and maintained all inventory of office supplies
• Prepared and managed project-related schedules, files, estimates, and invoices
• Scheduled and oversaw furniture deliveries and project installations
• Reviewed timesheets for staff.
• Processed payroll requests
• Followed up on all items for clients
• Researched and coordinated new phone system purchase and installation.
• Programmed new phone system
• HR rep
• Maintained database that contained all client’s orders.
• Uploaded all photos to main computer of client’s orders
• Customer Correspondence
• Assisted in client installations as needed
• Visited vendors to retrieve items for clients
• Handled AR/AP
• Made Bank Deposits
December 2020 to
September 2021
September 2001 to
May 2015
• Managed and screened owner’s email and phone.
Administrative Assistant Mona Electric
Clinton, MD
• Provided Administrative Assistance to Service and Life Safety Departments
• Maintained Vacation balances and reviewed and verified requests for leave
• Created payroll corrections forms as needed
• Maintained all office and break room supplies
• Submitted Weekly and Biweekly time-sheets
• Managed incoming and outgoing mail
• Processed Certificate of Insurance requests
• Created all paperwork for weekly PM service inspections
• Transcribed from handwritten reports from technicians to create reports and proposals
• Assisted with answering Service Dispatch phone line which resulted in over 50 calls per day and creating service work-orders/tickets
• Edited and sent out all proposals for Service Department and Fire Alarm departments
• Sent out all Fire Alarm, Sprinkler quarterly, semi-annual, and annual reports
• Created work orders that generated estimates for all fire alarm reports with deficiencies
• Entered quoted amounts for proposals in acct. system
• Created work-orders for new proposals as needed
• Processed completed PM reports created spreadsheets and proposal reports
• Created panel schedules as needed
Executive Assistant/Event Planner ExxonMobil Research and Engineering Fairfax, VA
• Supplied Executive level Administrative Assistance for 2 Division Level Managers and administrative support to 35 employees varying in levels in company
• Managed incoming & outgoing correspondence
• Screened telephone calls and inquiries and directed them as appropriate
• Devised & maintained office systems to efficiently deal with paper flow
• Coordinated all travel arrangements, to include flight and ground transportation and coordination (visa requests), both domestic and international
• Organized personal & professional calendars & supplied reminder of upcoming meetings
& events
• Created expense reports using Ariba/e-Speedbuy
• Managed budget tracking using Microsoft Excel
• Created presentations using Microsoft PowerPoint
• Typed documents, updated websites, & compiled information for meetings
• Collaborated with other administrative team members, human resources & finance department on special projects and events
• Created and maintained computer and paper-based filing and organization systems for all documents
• Reviewed travel expenses and reimbursement requests
• Maintained detailed administrative and procedural processes to improve accuracy and efficiency
• Coordinated all department functions, appointments, & meetings, to include Board of Director meetings
• Served as main liaison between sales and engineering staff
• Supplied key cards and building access to employees and visitors
• Properly routed agreements, contracts, and invoices through approval process
• Maintained and reserved executive conference room calendar
• Managed daily office operations of equipment
• Traveled to assist with conferences that are nationwide
• Supervised contracted admins
• Record management
PROFESSIONAL SUMMARY
Experienced in Office Management and Administration. Professional experienced optimizing productivity, efficiency, and service quality across various environments. Highly dependable, ethical, support specialist and leader that blends advanced organizational, technical, and business acumen. Works effectively with cross-functional teams in ensuring operational and service excellence. Able to multi-task and maintain strong attention to details. Employs professionalism and superior communication skills to meet client and company needs. Determined and collaborator and works with a sense of urgency to anticipate the needs of senior-level executives. Thrives in a fast paced, dynamic environment. Active Notary in Maryland. SKILLS
AP / AR
MS Office Proficiency
MS Outlook
MS Teams
Zoom
Database Management
Marketing Assistant
TMT
CATMS
ETMS2
Exec. Calendar & Phone Management
Mail Handling (Domestic &
International)
Order Processing
Office Management
Client Correspondence
Event Management
Timesheet Processing
Monday.com
CRM
Travel Coordination
Expense Reporting
Budget Planning
Records Management
SharePoint
Policy & Procedure Management
Staff Training
Concur
HR
EDUCATION
High School Diploma
Thomas Stone High School - Waldorf, MD
REFERENCES – Available upon request.
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