PROFESSIONAL SUMMARY:

• Confidential is a strong and experienced professional with 7+ years of high level executive assistant experience. In her past roles she has supported multiple executives, managing all of their calendars and coordinating travel within DTS. She has scheduled and managed video conferences (VTC) and senior level meetings, as well as conferences and working groups.
• Confidential has also drafted and prepared documents in MS Office, Excel, PowerPoint, Access and other databases to support delivery of professional documents.
• To go along with, Confidential composed and prepared temporary Duty (TDY) justification, verified travel requests for conformance to travel plans, resolved deviations, and ensured accountability on travel - related items. She managed the Travel Budget checkbook. Made all arrangements for personnel official travel using the Defense Travel System (DTS).

TECHNICAL SKILLS:

• SharePoint
• Microsoft Office Suite
• DCIPS
• DTS
• PeopleSoft
• VTC
• CATMS
• Records Management

PROFESSIONAL EXPERIENCE:

Confidential

Executive Administrator

Responsibilities:

• Answers telephones, record messages, forward calls, and respond appropriately to inquiries. Assist staff with follow-up phone calls on outstanding actions.
• Manages multiple individual and group calendars. Schedules, coordinates, and provides support for meetings, events, interviews, appointments, and other similar activities.
• Actively manages calendars de-conflicting schedules, and coordinates with other individuals to ensure the correct meetings occur.
• Assists in identifying work priorities for senior staff, and ensures the proper focus and visibility of critical tasking for entire directorate.
• Research, draft, edit, and facilitate timely responses to a variety of written inquiries as well as Executive or other priority correspondence that requires immediate response.
• Tracks incoming and outgoing Executive Secretary correspondence, alerting responsible parties of tasking and ensuring coordination of responses by relevant directorates within established deadlines, review and edit work products, prepare files for circulations, monitor progress, and maintain files (hard copy and electronic).
• Ensures correspondence and accompanying documents are in compliance with WHS Executive Secretariat policy and procedures.
• Drafts, edits, and facilitates the development of talking points, public presentations, reports, educational materials, brochures, fact sheets, and/or other materials for internal, Government, and public consumption.
• Facilitates the passage of security clearances, foreign visitor requests, and other unique processing requirements as needed for staff travel, Government officials, and/or media representatives to the office.
• Prepares or assist with the preparation of scheduled and/or ad hoc statistical and narrative reports and PowerPoint presentations.
• Maintain SharePoint divisional tracker and ensures primary POCS are reminded of critical deadlines.

Confidential

Management Analyst

Responsibilities:

• Provided management analyst support directly to the executive director and DFO for the Defense Business Board supporting the Pentagon
• Responsible for travel arrangements for 36 members of the Defense Business Board using DTS
• Manage calendar for Chair Member of the Defense Business Board, Executive Director, Defense Business Director, and GS15 Staff Officer using MS Outlook
• Schedule meetings and conference calls for the Division
• Uses CATMS to arrange confidential correspondence for the Chief of Staff or Secretary of Defense
• Analyzes business or operating procedures to devise most efficient methods of accomplishing work
• Responsible for maintaining Defense Business Board website
• Plans study of work problems and procedures, such as organizational change, communications, information flow, integrated production methods, inventory control, and cost analysis
• Gathers and organizes information on problem or procedures including present operating procedures
• Organizes and documents findings of studies and prepares recommendations for implementation of new systems, procedures, or organizational changes
• Confers with personnel to assure smooth functioning of newly implemented systems or procedure
• Develops & updates functional or operational manuals outlining established methods of performing work in accordance with organizational policy

Confidential

Senior Executive Assistant

Responsibilities:

• Provided direct executive support to the Deputy Division Chief MSDA supporting the Security and Installations Directorate at the NGA
• Managed calendar of the Deputy Division Chief MSDA, scheduling meetings and appointments daily
• Made and accepted appointments on behalf of supervisor and staff management personnel
• Supported effective communications by preforming high level administrative tasks such as but not limited to answering phones, sending/receiving faxes, and managing multiple calendars
• Supported administrative requirements for operational effectiveness by preparing travel orders and itineraries; managing time and attendance requirements utilizing PeopleSoft, maintaining property equipment receipts
• Processed all arrangements for personnel official travel using the Defense Travel System (DTS)
• Scheduled and managed video conferences (VTC) and senior level meetings, conferences and working groups
• Drafted and prepare documents in MS Office, Excel, PowerPoint, Access and other databases to support delivery of professional documents
• Drafted, processed, cataloged, filed, and maintained Detachment (DET) correspondence, messages, and other documentation
• Prepared Staff packages for Leadership signature

Confidential

Sr. Executive Assistant

Responsibilities:

• Served as the Executive Assistant to the Authorized Certification Official (ACO) in support of the DIA
• Managed the calendar and coordinated travel within DTS for the ACO
• Served as the office authority on preparation of all correspondence to include: reviewing all incoming and outgoing classified correspondence
• Supported effective communications by performing administrative tasks such as but not limited too; making and receiving phone calls, managing calendars, and distributing mail
• Managed the Travel Budget checkbook and made all arrangements for personnel official travel using the Defense Travel System (DTS)
• Formatted daily reports, created travel arrangements, received and processed reports in accordance with DIAM 58-12 Employed proficiency in Microsoft Excel and PowerPoint for final presentations
• Produced and accepted appointments on behalf of supervisor and staff management personnel
• Maintained appropriate records and served as the office focal point for acquisition, accountability, and overtime funds
• Made recommendations to the government for requirements which warranted funding
• Drafted, processed, cataloged, filed, and maintained Detachment (DET) correspondence, and obtained approval from Project Manager
• Established expertise in current DoD regulations, and drafted new procedures as required for government approval
• Maintained up-to-date databases, tracked and monitored actions whilst maintaining administrative, training records, and files
• Supported smooth operations of Office, Division and Branch activities
• Composed and prepare Temporary Duty (TDY) justification
• Served as the Office Security Officer
• Processed requests for Government Vehicle use
• Timekeeper for all Records Protect personnel

Confidential

Executive Assistant

Responsibilities:

• Served as the Executive Assistant to the executive manager of the Office of Protocol supporting the NGA
• Managed Protocol aspects of conferences hosted by Commander Riley
• Directly supported the Office of Protocol in handling all aspects of visits, conferences, tours, and social functions initiated within the command including managing calendars whilst also planning travel using DTS
• Planned and coordinated Commander Joe Riley’s receptions for military, state and civic leaders
• Managed commander’s recognition programs and special ceremonies (medal presentations, individual recognition, etc.), including scheduling events, determining needs for audiovisual equipment, obtaining decorations, awards, etc., gathered biographies and guest information; prepared agendas, and set up locations
• Advised and briefed HARPS Committee, senior military, civilian leadership and other organizations on Protocol programs
• Recommended strategies and established customs and standards of service for distinguished visitors and associated programs
• Planned, directed, coordinated, executed and supervised visits by General Officers, distinguished civilians and foreign visitors
• Formulated guest lists, composed invitations, supervised the distribution of invitations and acceptance of replies and finalized arrangements
• Determined proper protocol for ceremonies, receptions, official luncheons and dinners

Confidential

Executive Assistant

Responsibilities:

• Assisted in preparing and executing office administrative procedures and processes for (ONI-239)
• Reviewed and edited clerical and administrative reports for consistency, accuracy, grammar, and punctuation
• Typed correspondence, reports, studies, and messages in final form from rough drafts, notes or oral instructions
• Assisted in preparing replies to routine correspondence and maintained electronic files on all incoming correspondence for the Officer-in-Charge and/or Assistant Officer-in-Charge’s review or signature
• Responsible for office records management and classified inventory
• Provided Officer-in-Charge and/or Assistant Officer-in-Charge with background/read-ahead information pertinent to visits or events
• Assisted in maintaining budget, tracked expenditures, and assisted in annual budget preparations Responsible for civilian time and attendance reporting
• Managed all arrangements for conferences or events hosted by the Department
• Functioned as Special Security Representative (SSR) performing Special Security Officer (SSO) functions, coordinating incoming/outgoing shipments, and performing physical security functions

Confidential

Executive Assistant

Responsibilities:

• Served as the Executive Assistant to the director of the National Agricultural Statistics Service at the DOA
• Managed and coordinated the administrative and secretarial work for the Crops Branch
• Established and maintained an automated budgeting system for Branch travel, equipment, supplies, and services
• Recommended and implemented changes in Branch procedures and instructions on administrative and clerical functions such as handling referrals of inquiries, obtaining supplies and equipment maintenance services, controlling the distribution and filing of correspondence, processing travel vouchers
• Participated fully in the preparation of a variety of reports prepared by the Crops Branch. This involved coordinating the review and checking of tables and narratives prepared in draft by commodity stats and stat assistants, making sure that all files were received, conformed to standards, and forwarded the camera ready report to the Composition Unit
• Exercised independent judgment and discretion in determining which matters could be handled personally, or should be directed to other officials or offices in or outside the Branch, or by the Branch Chief
• Personally responded to requests for information based on knowledge of the work in the Branch, reports previously prepared by the Branch and other available sources of information
• Established and maintained filing system of records needed for the effective operation of the Branch