Executive Assistant

Professional Experience:

Agency: Missile Defense Agency, Arlington, VA (Under Contract With TetraTech/EMC)

Dates of Employment: February 2010-September 2010

Job Title: Executive Assistant

Responsibilities:

• Served as executive and confidential assistant to the Precision Tracking Space System (PTSS) Program Manager.

• Arranged weekly and monthly staff and senior staff voice conference meetings hosted by PTSS Program Manager (coordinated between external vendor for voice conferencing and MDA Huntsville for VTC).

• Scanned and posted documents to shared computer files.

• Met and/or escort external program partners, advisors and visitors to/from DV/PTSS meetings

• Communicated with peer Executive Assistants to arrange/update/cancel senior level meetings and teleconferences.

• Assisted program manager and staff members in acquiring internal/external supplies and other tasks.

• Managed the Program Manager's appointments calendar and travel arrangements.

• Monitored administrative procedures and processes for the program office.

• Attended staff meetings and assist the Program Manager and senior staff in follow-up actions and commitments.

• Monitored correspondence assignment tracking system for responses assigned to PTSS to make sure staff responses are made on a timely basis.

• Served as timekeeper alternate.

• Served as "end of day" Physical Security Officer on a bi-monthly basis.

• Served as backup monitor and recorder for PTSS secured documents safe.

• Advised staff on use of MDA forms and document templates.

Agency: DHS/United States Coast Guard Headquarters, Washington, D. C.

Dates of Employment: December 2000-June 2009

Job Title: Administrative Specialist, GS-0301-09

Achievements:

• Established divisional master files and electronic shared files 2001-2009.

• Created, composed and edited a division (later office) newsletter for four years and multiple information pieces for program managers, conferences, meetings and other programs.

• Served as web content manager for the division and coordinate content uploads with office webmaster and system administrators 2002-2009.

• Coordinated and transcribed meeting notes for directors' meeting for consolidation of agencies' EEO programs into Department of Homeland Security from January through April 2003.

• Established standard office report procedure for submission of external agency annual report 2004.

• Served as interim program coordinator for EEO special emphasis programs (GS-0301-13) 2005 through 2007.

• Served as interim instructional systems specialist (GS-1750-13) February 2008 through June 2009.

• Created a field survey for Coast Guard civil rights providers to assess their needs for the type of content desired for the Coast Guard Equal Opportunity Manual Project 2008.

• Rewrote new curriculum for Sexual Harassment Prevention on training for agency members 2009.

• Managed training budget of more than 270K with over 98% of allotted funds utilized fiscal year 2008.

Responsibilities:

• Create, prepare and review division correspondence and documents ensuring proper format, tone and clarity.

• Monitor the division's correspondence tracking system.

• Maintain master file records.

• Provide research, design and compose visual aids for senior managers and program managers.

• Maintain communications with key personnel points-of-contact at all levels within Coast Guard Headquarters, Commands and Field Units in addition to Department of Homeland Security components and with other divisions with the Office of Civil Rights.

• Coordinate report content submissions; monitor report format for adherence to EEOC specifications.

• Conduct report assembly and monitor final report review and final signature(s) and coordinate report duplication and distribution.

• Act as expert technician in the use of Coast Guard/Department of Homeland Security specific computer

applications in order to facilitate completion of divisional work.

• Serve as back-up program manager in the absence of position personnel.

Company: Reliastar United Services Life, Arlington, Virginia

Dates of Employment: June 1974-January 2000

Job Title: Sales Analyst

Achievements:

• Individually re-calculated actuarial premium and dividend tables for ages 0-70 for secondary sales market 1980.

• Managed budget formation projects for division senior managers 1989-1999.

• Team leader in division conversion to electronic records and systems 1996-1999.

• Project coordinator in insurance product/agent commission class update project 1995-1996.

• Supported the development of a corporate sales representative training program 1976-1980.

Responsibilities:

• Coordinate senior managers' schedules, travel and as assigned duties.

• Create, prepare and review division correspondence and documents ensuring proper format, tone and clarity.

• Maintain communications with key personnel points-of-contact at all levels within United Services Life main office, field offices and external partners.

• Coordinate report content submissions; conduct report assembly and monitor final report review and final signature(s) and coordinate report duplication and distribution.

• Become proficient in the use of corporate-specific computer applications in order to facilitate completion of divisional work.

• Assist in administration of new agent training to include new agent licensing, travel and hotel arrangements, material inventory and writing and editing portions of course material.

• Assist in training associates in use of computer software applications.

Skills Summary:

General & Front Office: developed by mentoring, experience and professional development courses in Management, Marketing and Information Systems.

Project Management: acquired through self-initiated professional developed courses in Project Management and Human Resources-related courses and assignment as team member and as team leader for office projects.

Budget Formation: skills developed by background research for and hands-on participation with senior managers in the development of annual budgets. On-line agency training courses in budget formation and use of agency web-based budget formation systems

Education:

High School Graduate, June 1969, Calvin Coolidge High School, Washington, DC

Professional Development 1974 to 2000: Life Office Management Association courses: Marketing, Management Science, Information Systems and Insurance Law.

Microsoft Office Suite via Executrain, Bethesda, MD.

2000 to Present:

USCG Facilitator Training, August 2002;

EEOC Counselor Basic Course, August 2002;

EEOC Counselor Refresher Course, August 2003;

Office of Personnel Management (GoLearn) On-line Courses:

IT Security Awareness July 11,2003; Writing High Impact Reports & Proposals, July 11,2003;

Project Management: The Fundamentals, July 14,2003; Frontline Leadership: Preparing To Lead, July 14,2003;

Leading Through Change, July 14,2003; Management Skills for the Diverse Work Force, July 15,2003;

Change Management: Adapting to Change, July 24, 2003; Negotiating: The Negotiation Process, July 24,2003;

Exploring the New Basics of Business Writing, August 11,2003.

USCG Administrative Specialist Conference, March 2005;

U. S. Department of Agriculture (USDA) Graduate School, Administrative Officers Seminar, June 2005;

U. S. Department of Agriculture (USDA) Graduate School, HR Management for Administrative Personnel, July 2005;

Federal (Civilian Payroll) Tutorial & Virtual Training, July 2005;

MSProject, August 2006;

eLearning Courses 1 and 2, Team Management, July and August 2006;

Six Sigma Team Dynamics & Performance, October 2006;

MSExcel Intermediate/Advanced Training, March 2007;

Agency-specific web publishing, May 2007.

Leadership and Management School (LAMS), May 2007.

References furnished on request.

Contact this candidate