Administrative Assistant Center Associate
Resume:
Rachel D. McCoy
Baltimore, Maryland 21239
**************@*****.***
SUMMARY
Administrative Assistant with over 25 years, skilled in organizing, planning, and facilitating daily clerical needs. Bringing solid expertise in incorporating documents, reports and records, handling correspondence, and deliverables. Skilled in oral and written communication, team leadership and relationship building.
PROFESSIONAL EXPERIENCE:
Fulfillment Center Associate, June 2018 – Present, Amazon DCA1
Sparrows Point, MD
Receive and organize incoming inventory, ensure items are properly stored and easily accessible.
Pick products from inventory, pack them securely, and prepare them for shipment.
Load boxes onto trucks for transport, ensure accuracy of labels and documents.
Use scanners to read barcodes, follow prompts on screens, and utilize other warehouse technology.
Troubleshooting issues that arise during the fulfillment process and escalating them as needed.
Construction Administrative Assistant, February 2023 – April 2024
DC Water (Subcontractor), Washington, DC – PL Associates, Inc.
Nurtured relationships daily with Management, Engineers, Inspectors and Canvassers, as well as with vendors, on various commercial construction projects.
Executed all onboarding for new contractors/subcontractors.
Oversaw filing systems and scanned documents to monitor electronic documents/information in SharePoint/Microsoft OneDrive.
Oversaw all IT network and equipment support for desktops, laptops, and iPads.
Oversaw all PPE for Inspectors, Engineers, and Canvassers.
Executed all travel for management.
Maintained team organizational chart and contact list to inclu.de when Telework agreements were due for renewal.
Facilitated management with scheduled meetings and conferences.
Developed, revised, and monitored inventory spreadsheets for IT equipment, PPE, and Brita Water Filter Kits.
Coordinated with District of Columbia Employment Services (DOES) for onboarding canvassers, who worked in the DC Neighborhood for Pipe Lead Replacements.
Coordinated with DC Water Copy Center for monthly projects dealing with the Lead-Free Program 2035 for DC Residents.
Coordinated and authored meeting minutes for Weekly Construction Meeting and Weekly Inspectors’ Meeting
Facilitated and developed with Lead Engineer on meeting agendas, meeting minutes and PowerPoint slides for Capital Paving and Spiniello Weekly Construction Meetings through Microsoft Teams.
Oversaw all office supplies orders through Staples and Amazon for contractor/subcontract(s).
Weekly Begin and End of Week meeting with Canvassers dealing with Lead-Pipe signed agreements from DC Residents.
Facilitated with DC Water Office Assistant/Facilities with renovations of the DC Lead-Free Building.
Facilitated with Outreach Communications Manager for monthly Outreach Training for Inspectors.
Facilitated with DC Water Customer Service Manager on information to resolve customer complaints, inquiries, and boost customer satisfaction (DC residents)
Offsite outreach with Inspectors, to give DC Residents Brita Water Filter Kits after Lead Pipe Replacement.
Business Analyst, September 2022 – December 2022
ObjectStream, Inc. (FAA Contractor), Washington, DC
Facilitated management with scheduled meetings, coordinated invitation to stakeholders as required.
Maintained team organizational chart and contact list to include when Telework agreements were due for renewal.
Evaluated and executed E2 travel authorizations, vouchers and detailed corrections as required to employees’ travel.
Evaluated time and attendance in CASTLE at the end of each pay period, ran discrepancy reports in CASTLE and coordinated corrections prior to management review and approval.
Evaluated PRISM coordinated and/or initiated TPCs in PRISM as required.
Maintained SharePoint, coordinated and/or updated AITS as required.
Facilitated in developing meeting agendas as requested by management, attended meetings, and took minutes, captures action items, and coordinated their completion.
Coordinated and evaluated mission reports with the technical writer and provided reports to management for final review and approval.
Evaluated and executed all team reports (Briefings, SPIRE, Strategic Plans and Team Reports) to management (Weekly, Bi-Weekly, Monthly) by close of business during the work week.
Administrative Assistant IV, February 2020 – May 2022
JMA Solutions (FAA Contractor), Washington, DC
●Facilitated calendars, phone/email, travel, and contacts (both internal and external) using technologies such as Microsoft Outlook or other systems determined by the customer.
●Authored, evaluated, and monitored all incoming controls/correspondence through EDMS and Microsoft Outlook for items requiring immediate attention or action.
●Gathered and executed materials for use in meetings / discussions.
●Authored Congressional and Legal Interpretation memos and correspondence, monitored external /internal communications, addressed communications in an expeditious manner and presented critical issues to the government customer that I supported on the contract.
●Coordinated meetings and conference calls coordinated through Zoom, Microsoft Teams, and FAA ReserveIt.
●Coordinated logistical details regarding meetings and events: such as scheduling rooms, sending out meeting announcements, tracking attendance, coordination of food services, taking minutes if necessary and providing a follow up memorandum.
●Implemented, updated, and monitored official files, documents, spreadsheets, and presentations, through SharePoint.
●Implemented, updated, and monitored charts, lists and calendars as well as reporting travel schedules and attendance for the office.
●Gathered and executed data on excel spreadsheets, PowerPoint, and Word documents (using track changes when needed).
●Executed local, domestic, and international travel arrangements, including authorizations, vouchers, and reimbursements through E2 (formerly GovTrip).
Administrative Assistant, June 2019 – August Soulugenix (Capital Group Temp DC Office), Soulugenix Inc., Brea, CA
Delivered front reception desk support for the Washington, DC office.
Facilitated with scheduling investors’ calendars for conference calls, on and off-site meetings through EMS.
Calendar management - scheduled/coordinated details for meetings with internal and external contacts through Microsoft Outlook and Capital Group’s EMS software.
Organized and maintenance of information that may be sensitive, confidential, or technical in nature.
Authored general correspondence, reports, and presentations.
Coordinated and scheduled complex meetings and events involving multiple stakeholders and locations. (Developed meeting agendas, reserved meetings space and arranged all details)
Coordinated all travel arrangements and created expense reports.
Ordered office supplies from vendors (Office Solutions)
Managed kitchen and eating area of Capital Group cleaned and stocked with items such as: utensils, glassware/plates, coffee, juice, fruit and other items as needed.
Administrative Assistant, August 2018 – February 2019
BLH Technologies (HHS HQ Contractor), Rockville, MD
Delivered support to Chief Medical Officer (CMO) at HHS in the Office of the Assistant Secretary for Health
Facilitated CMO’s calendar through Microsoft Outlook for appointments and meetings.
Coordinated all speaking engagements with organizations within the medical field.
Coordinated and executed all travel through Concur Travel System for employees with the organization.
Respond to all White House correspondence letters dealing with the Opioid drug crisis.
Executed all onboard paperwork for new employees with computer/laptop, phone setup (voicemail) and supplies as needed.
Program Analyst, September 2017 – December 2017
CGH Technologies (FAA Contractor), Washington, DC
●Executed all the onboard paperwork for the Executive Technical Representatives (ETRs) that come on detail from various organizations within the FAA (transfer phone, computer/laptop, cell phones, E2 access and CASTLE)
●Coordinated and executed all travel authorizations and vouchers through E2 (formerly GovTrip) for all managers and Air Traffic Controllers
●Authored and executed to Senior Advisor ATO Management Services Weekly Ops Report
●Authored and executed meeting minutes into SharePoint for director and general managers within the organization to review.
●Managed Director’s calendar through Microsoft Outlook for appointments and meetings
●Coordinated meetings, coordinated VTC meetings and conference calls through the FAA FAVES system.
●Assisted with time and attendance through CASTLE to ensure timecards were accurate and completed.
●Utilized PRISM for procurement purposes: submitted payment receipts for FAA classes, FAA office supplies and other purchase order requests as needed.
Administrative Assistant III, April 2017 – July 2017
LS Technologies (FAA Contractor), Washington, DC
●Facilitated five managers with scheduling, managing their Outlook emails and calendars.
●Coordinated travel authorizations and vouchers through E2 (formerly GovTrip) for all general managers.
●Coordinated and scheduled VTC conferences and teleconferences for managers
●Gathered, authored, and submitted meeting minutes through KSN for director and managers to review and submit to executive assistant of Sr. VP of organization.
Administrative Assistant III, June 2015 – April 2017
Pragmatics (FAA Contractor), Washington, DC
Extensive administrative background performing various advanced administrative and secretarial duties in support of an FAA customer. Delivered support to Sr. Director and Director levels. Delivered oversight for the daily activities of the office including performance direction if assigned one or more administrative assistants.
●Managed calendars, phone/email, travel, and contacts (both internal and external) using technologies such as Microsoft Outlook or other systems determined by the customer.
●Evaluated all incoming correspondence and monitored Microsoft Outlook for items requiring immediate attention or action.
●Gathered and assembled materials for use in meetings / discussions.
●Authored Congressional and Legal Interpretation memos and correspondence, monitored external /internal communications, addressed communications in an expeditious manner and presented critical issues to the Sponsor being supported.
●Coordinated meetings for VTC and conference calls.
●Coordinated logistical details regarding meetings and events: such as scheduling rooms, sending out meeting announcements, tracking attendance, coordination of food services, taking minutes if necessary and providing a follow up memorandum.
●Gathered and monitored official files, documents, spreadsheets, and presentations, through SharePoint.
●Implemented, monitored, and revised charts, lists and calendars as well as reporting travel schedules and attendance for the office.
●Modified and formulated data on excel spreadsheets, PowerPoint, and Word documents (using track changes when needed).
●Oversaw local, domestic, and international travel arrangements, including authorizations, vouchers, and reimbursements through E2 (formerly GovTrip).
Executive Assistant, November 2013 – May 2015
Tetra Tech/AMT (FAA Contractor), Washington, DC
●Delivered general administrative support including scheduling meetings, travel arrangements, typing, filing, triaging incoming calls, arranging conference calls, data entry, generating reports, and copying.
●Fielded high volume of calls from different FAA regional offices; answered calls pertaining to obstruction evaluation, TFRs, and FOIAS
●Oversaw manager’s calendar, completely reorganized the manager’s files, and assisted project manager with projects as needed.
●Facilitated administrative support to ensure government travel orders executed accurately using GovTrip.
●Executed Travel Expense Reports for employees of FAA.
●Authored correspondence: proofed and edited memorandums and other documents to ensure accuracy and consistency.
●Developed effective organizational and filing systems, including quick and through indexing and filing, resulting in easy access to critical information and streamlined office functioning.
●Monitored and edited minutes for weekly and monthly meetings.
●Monitored inventory of office supplies and equipment
●Streamlined procurement of office supplies
●Consolidated data into SharePoint/Knowledge Services Network (KSN) for AJV-11 (113,114, & 115)
●Oversaw all IT for computers, blackberries, laptops, iPads, and desk phones requests.
●Oversaw all training reports and provided upcoming training requirements forms.
Program Analyst, March 2007 – February 2012
Lockheed Martin (FAA Contractor), Washington, DC
●Program Analyst delivered support to the National Implementation Support Contract III
(NISC 3) for the Federal Aviation Administration (FAA)
●Facilitated with Senior Financial Analyst/Scheduler for PMR (Program Management Review) financial spreadsheet to present to FAA Program Director every Thursday of the month.
●Responsible for Federal Aviation Administration (FAA) Delphi Data travel report for the Financial/Program Analyst within the organization
●Responsible for Managers’ calendars for schedules/appointments
●Coordinated and presented briefings and reports.
●Monitored training requirements by the FAA for Lockheed Martin-NISC (National Airspace Implementation Support Contract) Task Order employees and subcontractors of Lockheed Martin
●Responsible for Spot Awards/Incentive Awards for FAA/Lockheed Martin -NISC Task Order Managers & Task Leads
●Timecard Administrator for Lockheed Martin FAA/Lockheed Martin-NISC Task Order Employees, monitored documents that were regulated in the organization computer library/drive, document management system (SharePoint).
●Oversaw Travel Expense Reports for employees of FAA/Lockheed Martin-NISC Task Order
●Delivered administrative support to ensure government travel orders are process accurately using GovTrip to process all the employees’ government travel.
●Coordinated and organized key meetings to include meeting location, hotels, restaurants, travel arrangements, audio visual coordination and meeting materials.
●Responsible for tracking of the FAA/Lockheed Martin-NISC website pertaining to staffing changes/revisions.
●Monitored spreadsheet for inventory of equipment (computers and printers) for the staff of FAA/Lockheed Martin-NISC Task Order
●Compiled monthly FAA/Lockheed Martin-NISC Task Order Reports for FAA ETO (Federal Aviation Administration -Engineer Technical Officer)
●Gathered and monitored cuff record of credit card purchases, paid & submitted all employees credit card statements to US Bank through PRISM
●Delivered general administrative support including scheduling meetings, travel arrangements, typing, filing, triaging incoming calls, arranging conference calls, data entry, generating reports, and copying.
●Gathered documents monitored in the organization computer library/drive, document management system (SharePoint).
●Delivered The Program Management Office (PMO) with reception desk coverage support when needed, for lunch coverage, during absences, approximately one hour per week.
Program Analyst/Administrative Assistant, September 1999 – March 2007
UNITECH (FAA Contractor) Washington, DC
●Delivered office administration support to National Engineering Support (NES) a 28-person group.
●Responsible for general administrative support including scheduled meetings, made travel arrangements, typed, filing, processed, and transferred incoming calls, arranged conference calls, data entry, generated monthly reports and copying for organization with major projects, as needed.
●Gathered files in accordance with established FAA functional file system.
●Responsible for time and attendance data for appropriate supervisory endorsement, submit data in accordance with payroll procedure (LDRs/Cru-X).
●Responsible for administrative support to ensure government travel orders executed accurately using GovTrip to process all the employees’ government travel.
●Oversaw Director and Managers’ calendars for schedules/appointments.
●Oversaw Delphi Data travel report for the Financial/Program Analyst within the organization.
●Authored various memorandums, letters, reports, and other materials including correspondence for the Director’s signature.
●Delivered reception desk coverage support on a rotating basis, for lunch coverage, during absences, approximately one hour per week.
SKILLS:
Microsoft Office (Word, Excel, PowerPoint, Outlook & OneNote); FAA EDMS Correspondence System, REGIS, SPIRE, E2 & Concur Travel, CASTLE, SharePoint, PRISM, Inventory Control, Shipping & Logistics, Quality Control & Technology Usage.
EDUCATION:
Colorado Technical University, Colorado Springs, CO – In Progress
Pursuing Bachelor of Science Degree in Business Administration with a concentration of Management
SECURITY CLEARANCE:
Security Clearance (Still Pending - CACI)
Public Trust 2002 - Present (FAA)
ACCOMPLISHMENTS & AWARDS:
December 2023: DC Water Lead Free Appreciation Award
November 2009-2011: NISC I & II Lockheed Martin Spot Award
January 2009 & 2011: Peer Recognition Award from Employees of Lockheed Martin/NISC II
November 2005: Letter of Appreciation from Steve Zaidman, Retired VP of ATO-TechOps
December 2002-2006: Letter of Appreciation from FAA/ANI-NAS Implementation Managers
VOLUNTEER:
Baltimore Food Pantry: Good Works Resources of Central Maryland 2002 – present
REFERENCES: Upon Request
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