Executive Administrative Assistant

Andrea T. Williams

202-***-**** *********@*******.***

Technical Skills and Experience

Administration Microsoft Office Suite

Logistics Extensive Calendar Management

Conference Planning and Management Support Graphics Design

Web-Based Research Adobe Acrobat Reader

Professional Experience

AARP (National Office Headquarters), Washington, DC May 2018-December 2024

(Consortium, Incorporated)

Executive Assistant to the Vice President, Digital Operations, Digital Strategy and Membership

• Provided daily communication, calendar management, and other administrative support for VP and her direct reports (4 additional management team directors).

• Provided limited calendar support for all of Digital Operations team.

• Provided a bridge for smooth communication between Digital Operations and other internal departments, demonstrating leadership to maintain credibility, trust and support with senior management staff.

• Provided editing and proofing support for bi-weekly department status report.

• Coordinated, maintained and managed VP’s schedule to ensure it was followed and respected. Provided "gatekeeper" and "gateway" role, creating win-win situations for access to executive’s time.

• Ensured VP’s preparedness for meetings by coordinating and providing materials (when applicable) for review in advance.

• Worked closely with the VP, to keep her informed of upcoming commitments and responsibilities, following up appropriately.

• Served as meeting “scribe” taking notes and distributed among meeting attendees; requested agenda items, prepared meeting agendas, and meeting minutes.

• Set-up staff meetings by handling all meeting logistics – secured meeting space, arranged catering when requested, scheduled a/v support and set-up; coordinated video conferencing

(when required); maintained electronic staff calendars and organized special team events.

• Supported Digital Operations leader in scheduling meetings that require coordination across various stakeholders.

• Provided travel arrangements for VP and other leaders on the Digital Operations team.

• Familiar with the specific, detailed needs of the VP; communicated with travel professionals to created consistent travel itinerary portfolios for reference and was available during travel to quickly address last-minute changes or cancellations.

• Proactive in understanding and adhering to all travel policies and procedures.

• Accurately created, submitted and tracked expense reports for VP and other team members

(when requested) by managing expenses and receipts. Processed and submitted receipts accurately, on schedule and in compliance with organizational policies and procedures. THE PEW CHARITABLE TRUSTS (District of Columbia Office), Washington, DC Aug 2016-Mar 2018 Senior Administrative Assistant to the Vice President, Human Resources

• Performed administrative functions for the Vice President, Human Resources including the following: creating correspondence for review; editing and proofreading documents; screening 2

and handling telephone calls; scheduling meetings, appointments and conferences; managing paper flow and deadlines; coordinating internal and outgoing mail.

• Served as the point person for that need to be approved and/or reviewed by the Vice President. Refined the system that tracks items to be reviewed, including ensuring that priority items are responded to efficiently, and communicating responses to appropriate staff.

• Coordinated information related to all activities: tracked correspondence, handled acknowledgements, and proofread all materials; prepared files and maintained records.

• Worked closely with the department directors/managers and staff to facilitate and provide support for coordinating needs among projects; assists with administrative and departmental tasks and projects as necessary.

• Created, reviewed and modified documents in Microsoft Word, Excel, and PowerPoint. Performed word processing and document management, including preparing initial drafts for senior staff review, tracking and synthesizing edits from various sources, formatting and proofreading.

• Coordinated the logistics of meetings including securing room reservations, reserving audio visual equipment, placing catering orders, preparing background and informational materials for distribution, tracking government attendees (when applicable), handling post-event reporting, room breakdown and troubleshooting issues at events.

• Ensured Vice President was fully prepared for all meetings with appropriate lead time including information about attendees and background materials, meeting location and other details as needed.

• Contributed to and participated in tasks and projects as assigned, including regular staff meetings and project-related work

• Handled travel arrangements for the Vice President and others as needed.

• Processed business expense reports, check requests and invoices, including coordinating the approval process and maintaining backup electronic files of all financial documents. AARP (District of Columbia Office), Washington, DC Oct 2015-Jul 2016

(Temporary Solutions)

Administrative Associate – Policy, Research & International Affairs (PRI), Public Policy Institute (PPI), Center to Champion Nursing in America (CCNA) Division Performed highly responsible administrative work to support the Center to Champion Nursing in America:

• Managed travel arrangements and calendaring as requested

• Prepared expense statements as requested

• Organized CCNA team meeting including agenda and note taking for weekly staff meetings and other meetings as assigned

• Responsible for room reservations and catering for Campaign for Action Operations Meetings and other meetings as assigned

• Monitored daily office activities; organized all incoming materials and referred to appropriate staff. Handled appropriate matters independently and kept team members apprised of actions

• Monitored CCNA team schedules; prepared materials for and assisted with the organization of meetings and program events

• Used a personal computer to complete assignments, including documents, correspondence, and spreadsheet development; electronic mail transmittals; calendar updates; internet/intranet research

• Used software packages specific to department requirements

• Maintained CCNA office supplies, managed inventory and ordered supplies (when applicable)

• Maintained CCNA staff lists, emergency contact lists, and assignment of assets (when applicable)

• Served as resource to staff concerning office procedures and standard business practices 3

• Performed other duties as assigned

DANAHER CORPORATION (Corporate Office), Washington, DC Jan 2014-Jul 2015

(Office Team)

Executive Assistant – Legal and Compliance Division

• Responsible for providing support to the Associate General Counsel/Secretary, Global Compliance Leader, and Compliance Administrator, for the Danaher Integrity and Compliance Training Program.

• Served as direct point of contact for inquiries related to all program compliance issues (issuance of course credits, assistance with technical support issues, review of certification compliance, addressing related inquiries via telephone and email, conducting related research and other searches, etc.).

• Conducted all compliance queries as directed to ensure associate/subsidiary compliance.

• Provided general administrative support to include complex meeting coordination, invoice processing, drafting correspondence, created and maintained spreadsheets and other tracking databases.

CRP, INC., Silver Spring, MD Nov 2003-Oct 2013

(Management Consultant firm)

Events Coordinator/Administrative Assistant

• Provided comprehensive administrative support to the Project Directors, Task Managers, consultants and contract clients, as required.

• Provided meeting logistics, technical, and administrative support for multiple projects, varied meeting formats, writing assignments.

• Coordinated and confirmed travel arrangements (to include lodging) for meeting attendees of client-sponsored events of various sizes and durations

• Handled support services for conferences and meetings to include a/v support.

• Assisted the senior conference manager in planning meeting events.

• Assisted with the coordination of pre-conference registration/confirmation.

• Developed pre-conference materials and correspondences, producing meeting and program evaluation reports, providing on-site logistical support for meetings both locally and throughout the United States, etc.

• Edited and compiled presentations

• Arranged client group dinner meetings

• Maintained confidentiality, discretion appropriate for a formal business environment

• Processed expense reports, maintained electronic and paper files

• Screened incoming calls for CEO and office staff

• Managed inventories, office appearance, provided back-up support to staff

• Managed database development and management, conduct of Web-based research, development of reports (monthly, quarterly and as otherwise requested). HENDERSON ASSOCIATES, INC., Washington, DC Oct 1995-Oct 2003

(Management Consultant firm)

Logistics Coordinator (2000-2003)

• Coordinated logistical processes of psychiatric survey scheduling and coordination.

• Responsibilities involved daily communication with medical professionals, in coordinating predetermined site visits throughout the U.S., including PR, HI and AK.

• High volume calendaring of complex survey and travel schedules

• Screened incoming calls

• Maintained confidentiality in a highly sensitive environment both internally and externally 4

• Developed and maintained several data tracking and management systems.

• Developed and executed subcontract agreements.

• Coordinated arrangements for travel accommodations for professional personnel.

• Prepared scheduling updates and quarterly reports.

• Conducted internet searches, assembling and distributing surveyor packets, reviewed expense reimbursement.

• Prepared Regional Office and State agency official correspondence. Meeting Coordinator (1995-2000)

• Executed logistical processes of both pre- and post- conference planning on behalf of contract clients for meeting and conferences ranging from 10-500 attendees.

• Conducted site visits and interacted with site coordinators to ensure specific conference requirements were met.

• Served as conference liaison for the client and the conference site representatives. TONYA, INC., Washington, DC Oct 1994-Oct 1995

(Management Consultant firm)

Administrative Assistant

• Served as assistant to the Director of Transportation Programs, as primary contractor (central contract) with the U.S. Department of Transportation (DOT).

• Responsible for preparing time-sensitive correspondence, reports, and statistical data in the form of diagrams, tables, charts, etc., on behalf of the Project Director and as directed by Federal Highway Administration (FHA) officials.

• Provided general administrative/clerical support, as needed. INTELLIGENT TRANSPORTATION SOCIETY OF AMERICA (ITS AMERICA), Washington, DC 1992-1994 Publications Specialist/Administrative Assistant-Clearinghouse

• Responsible for the maintenance and daily operation of the national Intelligent Vehicle Highway Systems (IVHS) information network system, within the Information Systems Department’s National IVHS Information Clearinghouse.

• Specific tasks included data entry of technical documentation for inclusion in the national information network

• Promotion of the Clearinghouse

• Performed periodic document/publication searches for both potential users/members of the network and IVHS AMERICA staff, respectively.

• Directly involved in the promotion and sales of IVHS AMERICA publications.

• Received and processed publication requests; handling all aspects of completing publication orders, such as packaging and shipment of requested publications; maintaining and reordering in-house, frequently requested materials; and managing inventory of in-house stock of publications.

• Served as sole administrative support to the Director of Information Systems and to the Director of Research and Technology.

OFFICE OF THE ASST. SECRETARY OF DEFENSE (PUBLIC AFFAIRS) DIRECTORATE OF COMMUNITY RELATIONS, Washington DC Summer 1992

(Summer Intern)

Administrative Assistant

• Performed a wide range of clerical, research, writing, and administrative support roles for the Director of Community Relations and the office’s liaison officer. Education

5

University of the District of Columbia - Bachelor of Arts (BA) – Fine Art (Studio)/Advertising Design

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