Employment

Confidential,
Senior Administrative Assistant

• Support President, Chief Engineer, and a team of 25 engineers. Also support 2 additional offices located in Baltimore and New York.
• Cover multiple phone-line system, ensuring the highest level of customer service is given to callers, staff and visitors. This requires having a good understanding of the company and its different departments, as well as the responsibilities of those working in those departments. Warmly greets and directs all visitors, including vendors, clients, candidates, and staff.
• Coordinates the preparation, delivery and pick-up of express mail or other mail services. Receives, sort, stamps and delivers mail daily.
• Ordering, receiving, stocking and distributing office supplies. Responsible for gathering and calculating timesheets for processing. Assist with copying, faxing, filing, and collating projects as needed.
• Ensures operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
• Schedule and coordinate meetings, interviews, appointments, events and other similar activities for employees, which also include travel and lodging arrangements.
• Produce information/documents by formatting, inputting, editing, retrieving, copying, and incorporating graphics. Transcribe from transcription machine or handwritten documents to produce a professional document utilizing 2007 Microsoft Office: Word, Excel, PowerPoint and Access. Compose and format documentation including, but not limited to, letters, PowerPoint presentations, proposals, charts and summaries; complete applications, and agreements for management approval. Experienced in maintaining version control of multiple documents from various sources. Able to creating/modify applying Styles/Style sheets. Create/modify templates (with styles for headers/footers, section and subsection headings, table, etc.).
• Coordinating preparation of reports. Responsible for keeping résumés updated for various proposal bids. Experience in producing multiple proposal volumes of hard-copy and electronic proposal materials for submission (printing and assembly of binders, burning CDs, performing quality control, preparing labels and delivery receipts, etc.).
• Proficient with document sharing, such as E-Builder, SharePoint and Buzzsaw as well as other web-based program.
• Proficient in document transformation (eg .doc to .pdf). Transmit information or documents using email or fax machine or shared web-based program.
• Responsible for tracking electrical drawings, downloading and posting drawings to FTP sites as needed. Responsible for incorporating XREF files to produce a complete printable AutoCAD files.
• Downloading photos from camera and modify utilizing PhotoShop; printing out and filing on network and in appropriate filing system.
• Contribute to the team’s effort by accomplishing related results as needed. Run company errands: drop car off for maintenance, pick up dry cleaning and run general errands as needed.
• Shah & Associates also serves as a property management group. Responsible for showing properties, collect rent, answer related property questions and deal with maintenance services as needed.
• Confidential,

Rockville, MD, 2003 to 2009
Document Specialists

• Utilize the MAC (InDesign) for its layout programs for production of publications in the graphics department, as well as proposals that may be desktop.
• Responsible for providing word processing and desktop publishing support for a variety of Government and private-sector contracts. Ensures quick turnaround in the production of programmatic documents, such as proposals and a wide variety of materials of project work from meeting materials to publications layouts.
• Served as the principal word processing operator for the finalization of proposal and presentation production and marketing materials to meet deadlines. Efficiently handled multiple assignments, including hardware troubleshooting and software problems to determine more effective ways to minimize time and effort in completing proposals. Produced final proposal deliverables by creating graphics, formatting documents, and performing quality control.
• Performs high-quality, efficient word processing while producing text copy, tables, columns, indexes, tables of contents, merged documents, etc., using word processing and database software programs. Imports and merges subdocuments, records, graphics, tables, and data into text files to produce final documents. Convert files from various Microsoft programs to Adobe PDF. Incorporates revisions and makes corrections; also scans documents for typographical spelling, grammar, punctuation, and format errors.

• Responsible for building slide shows for presentations and maintained electronic files and tracking systems for proposals and briefings on the corporate network. Responsibilities included electronically submitting files to other employees and maintaining an organized directory structure for the main drive to permit easy access to files. Provides quality assurance and quality control. Maintains a file system that contains information on the company’s competitors and teammates to assist staff members performing research, and assisted other groups with word processing support in addition to various other administrative tasks and serves as backup to corporate receptionist covering multiple-line phone system.

Executive Assistant/Document Specialist

• Provide administrative support services to Senior Vice President, project director and project manager. Assists with preparation of meeting materials, table tents, name badges, participant lists, and meeting folders. Generated a list of over 500 CEOs and Presidents of universities via researching Internet for a massive mailing of promotional materials. Responsible for keeping contact database up-to-date utilizing MeetingTrak. Arrange international travel for research scientist to and from United States, booking their hotel accommodations, rental car and putting together a logistics sheet for their travels. Responsible for processing reimbursement for traveling fellows once travel is complete. Track expenditures / stipend payments (supplemental funds – keeping track not to overspend) for traveling Fellows utilizing excel. Also, responsible for reconciling vice president’s AMEX corporate account and submit to accounting. Pulling together weekly/monthly reports to present to client. Capable of setting up multiple line conference calls. .
• Successfully developed registration procedures for meetings supported by IQ Solutions. Designs and maintains registration databases in Access 97 and Access 2000 for upcoming meetings, conferences, and symposiums, ranging in size from 150 to 2,000 participants.
• Generated database of collaborative team members, coordinated scheduling of the Knowledge Management System Web-based training, and generated mailings and developed a system for the Organ Donation Breakthrough Collaborative DVDs.
• Maintained the registration database, prepared the hotel rooming list and other reports utilizing PassKey (new software used by selected hotels), sent confirmation letters to attendees by generating and disseminating broadcast e-mails with a listserv containing over 250 contacts and coordinates air travel information. Served as the first point of contact for participant registration and hotel accommodations for attendees.

Administrative Assistant /Document Specialist

• Performing a wide range of clerical and administrative support for various business units. Includes, word processing utilizing (Word, Excel and PowerPoint, Access and Visio Professional), filing, tracking of time records, maintaining calendars (Microsoft Outlook), generating correspondence and processing of proposal production. Update database as needed to generate queries (reports) and forms utilizing Access. Follow through on projects, and monitoring deadlines; scheduling meetings and collects information needed by the manager for conferences and reports. Preparing any pre-work for meetings to arrange as directed by manager such as preparation and distribution of invitational letters, meeting agendas, and other premeeting materials to conference participants. Performs duties related to the financial and operational activities of the department, and to its policies, procedures, and budgeting needs.
• Provided administrative support services to a variety of corporations, organizations and projects. Compiled monthly contractor reports, track deliverables, coordinate courier and meeting services. Coordinate mailings and focus group logistics. Responsible for performing minor maintenance on computers and copiers if needed and/or calling for service. Responsible for keeping track of inventory of maintenance performed. Generate database of collaborative team members, coordinate scheduling the System Web-base training. Keep track of office/kitchen supplies and order/restock as needed. Serve as backup for other Departments for transcribing.
• Confidential,

Bethesda, MD, 2001 to 2003
Document Specialist/Administrative Assistant

• Provided administrative support for several office Partners; included all aspects of travel arrangements; coordinating conferences, responsible for updating Schedule (for accountant’s monthly whereabouts) utilizing PeopleSoft on a weekly basis and updating intranet so other offices can view information. Surfing internet & ordering not-for-profit material. Assisting managing director in the not-for-profit group in assembling 990 tax forms. Utilizing GoldMine software to input not-for-profit client names. Performed maintenance to computer. Monitored and order supplies. Document specialist responsibilities include typing review, compilation, and audit financial statements, experience in proposals production; tax returns, and business correspondence utilizing MS Word, Excel and PowerPoint 2000. Proofing and cross referencing financial statements. Finalizing financial statements by producing copies and binding to be sent out via courier to client.

COMPUTER SKILLS

• Microsoft Office 2007: Outlook ,Word, Excel, PowerPoint and Access, Adobe PhotoShop 5.0, Microsoft office Project and Visio
• Web-based Programs: SharePoint, Buzzsaw, E-Builder, Knowledge Management System and multiple others.
• Graphic Software: AutoCAD, InDesign, Adobe PhotoShop.