Executive Assistant

Contract Experience

Office of Small Disadvantaged Business Utilization (OSDBU) / Veterans Affairs August 2012 – Present

Executive Assistant/Program Manager – Washington DC

• Provides support to Executive Director and Director of Strategic Outreach at OSDBU. Program Manager to contractor staff, overseeing time and attendance, providing Business Operations support, developing methods, procedures, and business concepts. Counseling and team building, Assess needs, processes, and performances, assist Team Leads with defining job descriptions, goals and requirements for each prospective teams, administer New Hire Orientation for OSDBU. Provide strong calendar management, scheduling meetings, preparing agendas/read aheads/pertinent documents/and reports for internal and external meetings with cross agency Federal officials, SES, and civilians.

• Serve as a task manager to team for all action items and ensure completion on time sensitive taskers to include staff notes, reports, due outs to the Executive Director and Director. Serve as document control for all correspondence, memos, meeting minutes, and reports.

• Answer all inquiries for executives and Veteran business owners, proof all documents before submission to lead executive, attend meetings and compose executive summaries.

• Provide in-depth knowledge of administrative management principles in order to substantively review office procedures and administrative workflow processes for the purpose of developing strategic operational practices.

Office of Performance Management / Performance Improvement Council (PIC) April 2011 – May 2012

Executive Officer – Washington DC

• Provided support to Executive Director, White House Task Force member, Office of Management and Budget, Executive Office of the President, and PIC team members to include strong calendar management, scheduled meetings, prepared agendas/read aheads/pertinent documents/and reports for internal and external meetings with White House politicians, cross agency Federal officials, SES, and civilian high ranked Military officials, and West Wing meetings.

• Served as a task manager to staff and team for all action items and ensure completion on time sensitive taskers to include congressional testimonies. Serve as document control for all correspondence, memos, marketing materials, meeting minutes, and reports. Design PowerPoint or Microsoft project presentations, spreadsheets, matrix or life cycle timelines for all projects.

• Answered all inquiries for executives and team members, order supplies, coordinate travel, coordinate White House tours for military families and SES spouses, provide assistance for planning events, proof all documents before submission to lead executive.

• Provided in-depth knowledge of administrative concepts, principles, and practices in order to substantively review office procedures and administrative workflow processes for the purpose of developing new procedures.

Information Management Office of the OCIO (Office of Chief information Officer) Army MEDCOM/OTSG

Executive Manager – Falls Church VA December 2009 – April 2011

• Served as key advisor and principal member of the Business Operations Office IMD. Developed comprehensive plans and strategies for the internal and external integration of day-to-day and long-range projects, actions and activities requiring the involvement of the staff.

• Analyzed and evaluated issues that are typically diverse in nature, requiring input from AMEDD activities and staff elements. Planned, organized and prioritized staff action packages, which entailed proofing documents to ensure correctness of format, grammar, spelling, and punctuation, and Share-Point Assistant Site Administrator. Extrapolated existing methods and procedures to future requirements in developing timely and executable plans of action.

• In-depth knowledge of large complex organizational structures and its interrelated elements and programs; applied analytical and evaluative methods and techniques to issues and studies concerning efficiency and effectiveness of administrative operations.

• Responsible for managing the operational schedule of the Chief Information Officer, developed and maintained the Chief's long-range calendar, travel and office itineraries, office calls, briefings, and socials.

• Provided training, advice, and assistance on all administrative matters.

• Knowledge to assemble information to be used for reports or responses to inquiries; composed correspondence and maintained awareness for the administrative and clerical problems related to complex programs. Established, evaluated, directed and coordinated department-wide operating procedures and internal controls for the assigned administrative functions.

• In-depth knowledge of administrative concepts, principles, and practices in order to substantively review office procedures and administrative workflow processes for the purpose of developing new procedures, eliminating bottlenecks and advising on clerical restructuring and to foresee administrative problems and requirements for the CIO/CMIO office. Troubleshot for software programs such as Outlook calendar, Publisher, and Excel. Experienced and knowledgeable in monitoring task assignments and following up with appropriate staff members to ensure completion.

• Controlled all videos and seminars from conferences and symposiums onto the Wiki site, management and design for CIO, CMIO, and all Division Branch Chiefs individual site pages. Ensured accuracy of data by updating and auditing database. Managed the administrative support group for CIO/CMIO and Chief Of Staff in the OCMIO office analyzes administrative and procedural changes. Assisted and composed PowerPoint presentations for briefings, meetings, conferences, and off-sites.

Russ Reid, BAE Systems, US Pentagon October 2005 - December 2009

Executive Assistant/Program Analyst 1 - Washington DC / VA areas

• Provided administrative support for three Vice Presidents and Army Executive Team.

• Managed the operational schedule for the Vice Presidents.

• Developed and maintained the long-range calendar, travel and office itineraries, office calls, briefings, and socials. Provided training, advice, and assistance on all administrative matters.

• Provided large complex organizational structures and its interrelated elements and programs to apply analytical and evaluative methods and techniques to issues and studies concerning efficiency and effectiveness of administrative operations. Maintained the quality control of personal and professional files and correspondence for team and the office.

• Comprehensive knowledge of a wide range of management and administrative actions, processes, principles, practices, theories, techniques and methods to serve as principal management advisor for Administrative Support Staff. Trained Administrative staff on Excel spreadsheet formats and proofread for all presentations specifically for Defense contract meetings. Assisted with budget and fund allocation.

• Utilized qualitative and quantitative techniques to analyze and evaluate a variety of complex narrative and statistical information and data and developed timely and executable plans of action to meet intended objectives. Handled travel various travel systems and submitted expense reports.

• Advised management and support staff/customers/vendors on matters pertaining to procurement issues.

• Composed correspondence in Word, controlled the data management of documents and devises backup and archiving databases for presentations, contracts, expenses, and invoices.

• Provided administrative support to Executive Vice President of WHS Reservation Program, Director & Assistant Director of Facilities. Reimbursement reconciliations for personal and business expenses, prepared and filed lobbying reports. Developed organizational requirements through the analysis of current activities. Maintained all files and confidential data, prepared Shipyard reports for the CEO, and Senate lobbying reports for legislators.

• Performed Personnel & Data Management duties for new and present Pentagon employees FOIAs, RPAs for personnel action, designed employee packets, ordered supplies, maintained schedules/calendars/meetings, compiled office procedures/policies, implemented new procedures, 474 office services requests.

• Updated personnel data for agency and general office duties, and uploaded work orders, vendor information, contracts, and punch lists in MAXIMO database system and created reports from Crystal Xcelsius data system for completed purchasing and work orders. Provided detailed reports, audits and recommendations concerning the assigned function in Xcelsius and Excel.

Professional Experience – Baltimore MD

Park West Medical Center Medical Administrative Assistant February 2003 – September 2005

• HIPAA training, assisted with credentialing, uploaded information into PEC Diabetes Collaboration system. Used automated information management systems to communicate and access information through local and distant networks and databases. Compiled excel reports for physicians, maintained/obtained laboratory licenses, Composed letters to physicians & medical corporations, in house & community institutions.

EBDI Senior Administrative Officer/Assistant Supervisor May 1999 – February 2003

• Assisted with the implementation a budget management program, supported a range of staff and/or operational support activities; served as a liaison with other departments on basic administrative and/or operational matters. Developed client database to log-in and track progress of complaints from community residents who request support from EBDI and/or other city agencies. Balanced departmental funds, analyzed and prepared cost calculations, developed cost cutting plan. Handled meeting logistics.

• Controlled sensitive and confidential information, supervised 10 members team. Established and maintained collaborative relationships with project partners and staff, compiled submittals, composed letters to subcontractors, copied and read blueprints, compiled report data for clients. Developed plans for cost optimization of resources.

• Assisted the director in performing short and long range planning to achieve department goals and objectives. Provided guidance to assure accomplishment of the organization's mission and compliance with appropriate administrative policies and procedures. Directly supervised professional positions within the functional area; exercised independent judgment in appointing, promoting, transferring, suspending, discharging and adjudicating grievances of subordinates.

Education

USA Training Academy, Wilmington, DE Defense Acquisition University, 2010

Administrative Support Certificate, 1987 – 1988 Acquisition 101, Multiple Certificates

Computer Skills

Systems

NOS/OS/System Tools/Protocols: Microsoft Windows NT, Windows XP, Windows Vista Microsoft Windows 98, Office Suite, Windows 2000, Windows 2007, Microsoft Windows for MacIntosh, (DOS), Windows 2003 & Windows 2000 Professional for IBM ThinkPad, and MAXIMO

Software

MS Office 93/2000/97/2007, Access, Excel, PowerPoint, Word, Word Perfect 6.0/5.0, Lotus 1-2-3, Lotus Notes, Microsoft Exchange/Outlook, Ami Pro, FileMaker Pro, Goldmine, FMIS, Construction Manager, Harvard Graphics, Adobe, Corel Draw, Publisher, PageMaker, PeopleSoft, Timberline, RT Graphics, AIA Documents, Photoshop, PECS Systems, PD2, Modern (Oracle).

Internet/Intranet

Research, basic knowledge of HTML & Java Script, Citrix, webpage designing & maintaining/updating intranet websites, WebEx and AT&T iMeeting

Strengths

• Policies & Procedures • Composing Correspondence/Email Etiquette

• Supervision of administrative support staff • Liaison between internal and external customers

• SharePoint/Intranet Assistant Management • Travel arrangements (domestic and international)

• Calendar Management & Planning • Maintaining office supplies and equipment

• Professionalism and Diplomacy • Perform complex and confidential administrative functions

Professional References:

Joshua Freely- PIC/GSA 202-***-****

Carrie Johnson-Clark – Veterans Affairs 202-***-****

Robin Carter – The Donne Group LLC 443-***-****

Jesse Christopher Chavis - Dept. of Labor (202) - 693-7661

Doug Barton – Tricare Management Assoc./OSD 571-***-****

Rosye Cloud, National Security Staff 928-***-****

Chanel Bankston-Carter – OSDBU/VA 202-***-****

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