Administrative Support Assistant

Josiane Jean-Louis

Email: ******************@*****.*** Phone: 240-***-****

***** ******** *******, ************, ** 20879

Professional Summary

Multilingual, detail-oriented Senior Administrative Assistant with over 27 years of experience supporting federal agencies, senior leadership, and international operations. Highly skilled in managing executive calendars, coordinating complex travel and meetings, handling confidential documentation, and maintaining federal compliance. Proven success working in fast-paced, secure environments with a focus on discretion, efficiency, and superior client service. Proficient in Microsoft Office Suite, SharePoint, and virtual collaboration tools.

Key Skills & Competencies

• Executive Calendar & Meeting Management (Zoom, WebEx, Teams)

• Federal Correspondence & Suspense Tracking (TMT, VMS)

• Travel Coordination (Domestic/International, DTS)

• SharePoint Document & Records Management

• Visitor & Conference Logistics Management

• Timekeeping, Payroll & Personnel Action Support

• Administrative Workflow & Process Improvement

• Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)

• Briefing Book & Agenda Preparation

• Fluent in English & French

Professional Experience

Administrative Officer

USAID/CPS/AMS – Washington, DC

October 2024 – June 2025 40 hrs/week

• Managed detailed calendars for senior leadership and DAO-equivalent personnel.

• Coordinated and confirmed meeting logistics, briefings, and teleconferences.

• Tracked and responded to correspondence and suspense actions via internal systems.

• Processed travel authorizations and created comprehensive briefing binders.

• Scheduled and coordinated staff meetings and off-site conferences.

• Served as front office liaison for visitors; arranged parking passes and escorted guests.

• Assisted with timekeeping and personnel documentation workflows.

• Supported SharePoint records maintenance and distribution list updates.

• Assisted in daily binder prep and government directorate scheduling.

Crisis Operations Specialist

USAID/OTI – Washington, DC

January 2024 – October 2024 40 hrs/week

• Supported travel planning, briefing materials, and rapid response needs for field staff.

• Maintained contact directories and SharePoint updates for real-time coordination.

• Reviewed and responded to FOIA requests and managed confidential communications.

• Captured and tracked meeting minutes, decisions, and action items.

• Provided administrative support for cross-agency collaboration and surge deployments.

Operations Specialist

USAID/OTI – Washington, DC

January 2021 – December 2023 40 hrs/week

• Managed office operations and facility logistics for program teams.

• Coordinated travel, calendars, room reservations, and document submission deadlines.

• Assisted in onboarding and orientation logistics for new and temporary staff.

• Processed procurement documents, expense reconciliations, and vendor coordination.

• Maintained internal SOP documentation and compliance reports.

Administrative Operations Assistant

USAID/OTI – Washington, DC

November 2018 – December 2021 40 hrs/week

• Supported interagency meeting logistics including AV, catering, and visitor access.

• Maintained shared directories, updated policy files, and archived historical data.

• Drafted memos, talking points, and team announcements for leadership approval.

• Supported visitor registration, pre-clearance, and VIP meeting setup.

• Assisted with grant file preparation and submission for compliance audits.

Assistant / Operations / Office Manager

Chemonics International – Cap-Haïtien, Haiti

May 2017 – October 2018 40 hrs/week

• Managed office administration, procurement, and records management.

• Coordinated international and local travel for staff and consultants.

• Maintained bilingual communications and prepared reports and briefings.

• Provided front office support, vendor tracking, and operational audits.

Administrative Program Assistant

USAID/OTI – Washington, DC

November 2014 – April 2017 40 hrs/week

• Coordinated meetings, calendar invites, and SharePoint file management.

• Managed procurement and timekeeping submissions.

• Scheduled and supported internal trainings, speaker visits, and retreats.

• Drafted reports and handled the formatting of proposals and internal documents.

Administrative Assistant / Head Secretary

USAID/Haiti – Port-au-Prince, Haiti

July 2006 – October 2014 40 hrs/week

• Managed calendars and official correspondence for Front Office personnel.

• Prepared and translated materials for diplomatic and executive briefings.

• Coordinated logistics for interagency meetings and foreign delegations.

• Ordered office supplies, processed mail, and supervised front office reception.

Program Assistant / Field Monitor

USAID/Haiti – Port-au-Prince, Haiti

March 1994 – July 2006 40 hrs/week

• Coordinated logistics for field visits, including travel, scheduling, and data collection.

• Monitored humanitarian food aid distribution at schools and hospitals.

• Submitted detailed field reports and maintained donor communication logs.

• Translated materials and provided real-time interpretation for international teams.

Education

University of Maryland Global Campus

Bachelor’s Degree in Management Studies, Minor in Human Resources – Dec 2020

Kingsborough Community College, Brooklyn, NY

Associate Degree in Applied Science – Feb 1990

Certifications & Training

• Security Investigation Database – 2021

• Effective Internal Customer Service – 2019

• State Department Protocol Assistants’ Workshop – 2013

• USAID Project Management & Programming – 2012

• USAID CTO Certification – 2006

Awards & Recognition

• CPS Globie Award for Years of US Government Service – 2021

• USAID Meritorious Honor Group Award – 2016

• Eagle Award for Excellence in Support of USAID Front Office – 2012

• Superior Group Award for Outstanding Performance – 2005

• Multiple Spot Cash and Time-Off Awards for Exceptional Service

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