Management Quality Assurance

OBJECTIVE

Executive Assistant with over **+ year’s experience, with government contractor s with expertise in providing administrative support to include business and proposal development efforts. Experienced in working with small to large companies and is very detailed and task oriented, self motivated with an inherent ability to multi task, work under pressure and meet deadlines. Possess excellent planning and organizational skills to include strong verbal, written, editing and strong interpersonal skills. What I provide(d) included high level document formatting, template designs, presentations, white papers , SOP manuals, marketing materials, and proposal outlines. My knowledge of a wide variety of software tools, being highly organized, and being results-driven are other attributes I can offer. Working under (almost) constant pressure and time constraints are also very familiar to me. Every project I have ever worked on during the course of my career has been completed on time, within budget, with no excuses. Easy to work with and with many years of experience, I fully understand the need for reliable, competent staff, and can provide exactly that. I have developed the ability to interact with all levels of management and am discrete in handling confidential information. Other areas of experience include supervising and training support staff, coordinating administrative assignments, maintaining office flow in all aspects from advertisement to office supplies, processing payroll, commissions and logistics.

WORK EXPERIENCE

GCS at CH2M HILL, Chantilly, VA April 2011- Present

Contract Specialist/Administrative Assistant

Responsibilities associated with Sharepoint , demonstrating strong skills with Microsoft office, especially Word, due to the large documents we prepare; and strong organizational skills, working multiple priorities as a team player, pitching in to assist where necessary and being flexible are all of the qualities I possess in this opportunity. Specific duties include but are not limited to the following:

• Set up FTP site for vendors and partners during new business proposals

• Set up SharePoint site for proposal efforts and upload documents to the site during proposals.

• Assist the KA with any strategic agreements (NDAs, TAs, etc). Coordination of changes, reviews, 374 and obtaining original signatures.

• Prepare SF1442 and amendments for signatures

• Prepare reps and certs for review by KA during proposal efforts

• Obtain Corporate Certificates for proposal submissions

• Mailing/delivery of proposals

• Set up proposal files and complete checklist with KA

• At award, set up new contract file.

• Upload contract to Contracts Database

• For the life of the contract, maintain the hard copy and electronic files

• Assisting KAs with procurement file maintenance.

• Work with KAs on closeouts

• Archiving records after closeout

• Maintain task order logs.

• Assist KA’s with processing invoices and tracking answers to invoice problems

• Preparing correspondence and maintain letter logs.

• Getting updated Certificates of Insurance

• Obtaining and tracking Reps & Certs for subcontracts.

• ARRA reporting

• Coordinate staff meeting agendas

DB Consulting Group, Inc., Silver Spring, MD May 2006- April 2011

Executive Assistant

Providing support to the Department Managers. Specific duties include monitoring and responding to email, tracking and responding internal and external customer inquiries, coordinating travel arrangements, organizing and updating personnel, confidential, contract and proposal files, modifications and new awards, expense reconciliation and other duties as assigned.

In the area of administrative support, I have successfully performed the following duties:

• Review sensitive communication with regards to personnel and upper management

• Direct and assign policy and inquiries to appropriate departments/divisions

• Issue coordination requirements for preparing and reviewing correspondence, including training and distributing of documentation

• Developing organizational policies and procedures

• Scheduling and coordinating of meetings between administrative staff and higher level officials

• Distribution of high level correspondence to upper management and appropriate staff

• Extensive experience of procedures/standards regarding the preparation of executive correspondence, memorandums and reports

• Prepares correspondence including letter, memo’s, and reports

• Assist with training system management

• Maintaining the calendar plan for scheduling and fixing executive meetings and travel

• Acts as a liaison between the external or internal executives, managers and consultants in coordinating meetings

• Assist in presentations and summarizing reports and documents

• Manages and prioritize the multiple tasks that have been assigned

• Answer the phone calls and sometimes responds without any delay

• Schedule the travel plans of the executive management

• Follows up with the executive team on projects and items due

• Manages and coordinates the executive Action Item List and reminders

Preparing and coordinating the execution of the following:

- Subcontractor Agreements

- Teaming Agreements

- Non-Disclosure Agreements

- Independence Confirmations

- Maintaining a centralized filing of subcontractor documentation

- Assisting in the maintenance of the subcontractor database and submit periodic status reports to partners and managers

- Present subcontractor process and status at various internal company meetings, if required.

- Represent the company at various federal subcontractor outreach events

- Working within centralized contracts group to coordinate subcontract activities with contract maintenance, automation, and analysis tasks

Serving as the primary interface for communication between the company and Subcontractor

Coordinating due diligence checks on subcontractors and clients (Government and State and Local)

Coordinating compliance review and determination for individual subcontractors

Verifying subcontractor agreements and teaming agreements comply with firm guidance and coordinate changes with company’s Office of General Counsel

Providing subcontract and related documentation to partners, engagement teams and others as required

Other duties include providing proposal support for major contracts for the Federal Government to include USAID, DOJ, HUD, SAMSHA, DHHS and ORR and contract support to existing business that is overseen by this division.

In the area of proposal support, I have successfully performed the following duties:

• Research

• Development of Charts and Graphics

• Coordinating conference calls, meetings and team distributions

• Tracking updates and modifications and ensuring that proposal team is kept abreast of changes

• Creating spreadsheets to capture tools that enable a more efficient means for meeting deadlines

• Organizing and overseeing proposal assembly and submissions

• Worked with VP during the AOA and USAID contract proposals preparing charts, graphs formatting and packaging which both resulted in a win

In the area of contract support, I have successfully performed the following duties:

ORR-

• Direct and manage a team of 15 research interviewers to ensure they are completing the requirements of the client.

• Performing database updates and research analysis in SPSS Data Entry Builder and MS Access

• Updating the working materials required

• Tracking time and attendance for the research interview staff

• Submitting Manager on Duty reporting that captures activities that occur during my shift

• Participating in team meetings and making contributions/suggestions to improve the use of the workforce (i.e., suggesting that late night shifts be weeklong instead of changing daily)

SAMHSA/CSAT-

• Researching lodging, meeting locations and travel arrangements for consultants and staff

• Preparing training materials and ensuring shipment and delivery in a timely manner

• Performing reconciliations of travel expenses and consultant invoices

• Assisted consultants and staff with inquiries regarding logistics related to the training and compensation

• Performing enrollment, conference registration, website assistance and instruction to membership base

• Implementing and planning meetings in relation to hotel lodging, food and beverage contracts, and set up

DOJ-

• Time tracking

• Performed some security standard processing and updates (i.e., fingerprinting assistance, filings and follow-up)

• Handling logistics and acting liaison between staff and upper management

• Overseeing and verifications of payroll hours, rates and report of time

In the area of corporate support, I have successfully performed the following duties:

• Performing a review of monthly reports to confirm and track expenditures

• Preparing reconciliation documents for purchases

• Performing communications and assistance to the Accounting department to verify and prepared the necessary billing documents are approved as quickly as possible.

• Created a tool to track the expenditures of the department

• Overseeing the corporate FedEx accounts and setting up new users, running reports and reconciling shipments against incoming invoices.

In the area of business development, I have successfully performed the following duties:

• Maintained all confidential and contract files electronic and hardcopy

• Support other contracts with miscellaneous administrative needs

• Participation in conference calls and round table discussions with customers and technical staff

• Daily update of spreadsheets associated with the Seaport-e, GSA E-buy and all other incoming bid requests and announcements

Xact Telesolutions, Laurel, Md. July 2002 – February 2006

Administrative Associate

• Answered calls for client base,

• Taking after hour messages and

• Dispatching to designated personnel,

• Providing callers with client specified information

• Completing tasks in a timely manner.

MCI Worldcom, Tysons Corner, Va. October 2000 – May 2002

Cutover Director

• Coordinated panels of field technicians, clients and operations personnel to support the transition of service from AT&T to Worldcom.

• Ensured the organization, planning, materials, and personnel were in place and capable of performing and completing a successful cutover

• Troubleshooting circuits, routers and connectivity to ensure that no or minimal problems arose before, during and after each cutover. Customer satisfaction was the primary goal.

• Compiled a final report detailing the success, complication or recommendations necessary to ensure the client’s needs were met.

• Each cutover was summarized in a report for submission to upper level management and client designated personnel

Lucent Technologies, Atlanta, Ga. November 1998 – October 2000

Executive Assistant

• Coordination of calendar activities, including travel, meetings and logistic functions.

• Provided unwavering administrative support to the division director.

• Maintained corporate documents such as HR files, payroll and tracked leave balances for a staff of 25 employees,

• Performed word processing on technical proposals,

• Participated in conference calls and round table discussions with customers and technical staff;

• Lead in hosting department wide team building meeting and events

• Other functions as assigned.

EZ Home Mortgage Corp, Temple Hills, Md. September 1987 – November 1998

Office Manager

• Handled multi-tasks in a dynamic mortgage broker environment

• Demonstrated appropriate interpersonal, communication, and organizational skills,

• Proven ability to work with internal and/or external clients and provide required services and information.

• Possessed track record for effective uses of information technology, including MS Word, Excel, e-mail, and Internet research.

• Demonstrated the ability to work under pressure and tight deadlines, dependable in following through with assignments, excellent planning and organizational skills, strong verbal, written, and editing skills, professional demeanor and ability to interact with upper-level management and with complete discretion in handling confidential information.

• Supervised junior staff and coordinated administrative assignments; maintained office flow in all aspects from advertisement to office supplies; processed payroll and commissions; other duties as assigned.

CERTIFICATIONS AND SPECIALIZED TRAINING

• ISO 9000:2008 QMS

Process improvement and standardization

• Capability Maturity Model Integration (CMMI)

Requirements Management, Project Planning, Project Monitoring and Control, Supplier Agreement Management, Measurement and Analysis, Quality Assurance, and Configuration Management

SPECIAL SKILLS

Software Applications: SPSS, Data Builder, Computer Assisted Telephone Interviewing (CATI), Microsoft Word, Microsoft Access, Microsoft PowerPoint, Microsoft Excel, Microsoft Publisher, Microsoft Project, Windows XP, SharePoint and Adobe.

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