Experienced Virtual Assistant with 10+ Years Executive Support
Resume:
KATHLEEN E. PETERSON
CONTACT
*********@*****.***
www.linkedin.com/in/kathleen
-peterson-21890798
EDUCATION
High School Diploma
TECHNICAL SKILLS
Microsoft Office
AP / AR
Outlook
Microsoft Teams & Zoom
Database Mgmt.
TMT
Exec. Calendar & Phone Mgmt.
Order Processing Office
Mgmt.
Client Correspondence
Event Mgmt.
Timesheet Processing
Monday.com
CRM
TNT
CATMS
EMTS2
SharePoint
Concur
Staff Training
Policy & Procedure
Mgmt.
Travel Coordination (Dom.
& Intl.)
Expense Reporting
Budget Planning
Records Mgmt.
CT&T
PROFESSIONAL OVERVIEW
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. paced, dynamic environment. 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. Security Clearance – SECRET Level
PROFESSIONAL EXPERIENCE
EXECUTIVE ASSISTANT / PROGRAM ADMINISTRATOR
Institute for Defense Analyses (DoD Contractor), Alexandria, VA 2024 – present
• Responsible for the maintenance of a very busy and complex calendar for the Director of SFRD for all level meetings (UNC, Secret, TS, and TS/SCI).
• Responsible for scheduling and coordinating meeting logistics for all division-wide meetings, Lunch & Learns, SFRD Management Team meetings, SFRD Director’s 1:1’s with the division, quarterly Portfolio Leader meetings, and monthly meetings with the President of IDA.
• Maintain a historical record of all of the SFRD Director’s meetings, conferences, clearances, and travel.
• Responsible for processing clearance requests to various DoD locations
/offices for Director and all members of the division and requesting clearances for all visitors.
• Created a tracking method for the clearances of all visitors for division.
• Responsible for ensuring that the Director and the ADs (Assistant Directors) have all necessary briefings, read-ahead, and other pertinent information for meetings and conferences.
• Provide daily advice and guidance to Research Staff Members, and Research Associates on a wide range of topics, including document management, policies, procedures, standards, and conflict resolution.
• Screen incoming calls appropriately for SFRD Director, and route incoming requests to the appropriate individuals.
• Responsible for receiving 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.
• Create documentation for tasks & procedures.
REFERENCES
Available upon request
• Assisted in processing CAC applications.
• Provide travel support for Director and other members of the division as requested.
• Create expense reports for the Director and the division.
• Responsible for tracking projects and ensuring that their reviews are scheduled within their contracted time period.
• Order supplies for the division.
• Create purchase requisitions (PR’s) as necessary.
• Responsible for assisting with the onboarding, and managing the consultants for the division, to include creating travel requisitions, expense reports and entering their timesheets into Consultant Time & Travel (CT&T), and assisting with any administrative needs.
• Assist with timekeeping for division.
• Coordinate all teambuilding events.
SECRETARY III
Clason Point Partners, Inc. (DoD Contractor) Alexandria, VA 2022 - 2024
• Responsible for maintaining a very busy and complex calendar for the Director and Assistant Director of DHRA.
• Ensured 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).
• Answered 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.
• Responsible for compiling the Weekly Activity Report.
• Responsible for compiling the News of the Week.
• Responsible for maintaining the Monthly Gain & Loss Report.
• Responsible for creating taskers in CATMS and TMT and EMTS2 for the division.
• Attending all Town Hall’s, and division meetings to take the minutes and provide a detailed report to include action items.
• Responsible for contacting individuals to ensure that their tasks are completed within their deadline.
• Created a tracking log for all taskers to ensure they are completed by their deadline.
• Responsible for coordinating all department functions, appointments, & meetings, to include Board of Director meetings.
Executive Assistant/Event Planner
ExxonMobil Research and Engineering Fairfax, VA 2001 - 2015
• Provided Executive level backup for the Executive Administrative Assistant for the VP of Technology Sales and Licensing.
• Provided Executive Administrative Assistance for 2 Division Level Managers and administrative support to 35 employees varying in levels in company.
• Responsible for answering the Technology Sales and Licensing phone line, and direct calls appropriately.
• Devised & maintained office systems to efficiently deal with paper flow.
• Coordinated all travel arrangements, to include flight and ground transportation and coordination both domestic and international, to include collaborating with the embassies for visa processing.
• Responsible for creating expense reports using Ariba/e-Speedbuy for management and other members of the division.
• Responsible for tracking the budget for catering and office supplies.
• 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.
• Maintained detailed administrative and procedural processes to improve accuracy and efficiency.
• Responsible for coordinating 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.
• Responsible for coordinating the company agreements, contracts, and invoices through approval process, and routing all appropriately.
• Responsible for maintaining and reserving executive conference room calendar.
• Managed daily office operations of equipment.
• Traveled as needed to assist with conferences that are nationwide.
• Supervised contracted admins.
• Responsible for the divisions record management.
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