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Administrative Specialist Resume

PROFILE:

  • A professional talented and detailed oriented individual who is able to perform the assignments given efficiently.
  • Excellent in MS Office Suite2000, 2003, 2007, Microsoft Word 2010, Support Web, Ps3, Titan, Scatter Castles, and DBIDS System (Access, Excel, Outlook, and Power Point & Word).
  • Demonstrated superior customer service dealing with in secure work space and associated regulations.
  • Possess communicating skills in both verbal and written communication.
  • Capable of multitasking and fully completing assignments and timely manner.

EMPLOYMENT PROFESSIONAL EXPERIENCE:

Confidential

Administrative Specialist

Responsibilities:

  • Provided travel logistics for 2 Star General or SES’s Ground Transportation Scheduler (Exec Motor Pool) and preferences using the Department of
  • Defense/Defense Travel System coordinating all travel requirements to include
  • Local, domestic and international destinations.
  • In addition, utilize the Aircraft and Personnel Automated Clearance System ( Confidential ) for pre - travel
  • Clearances, making the arrangement for necessary visas and passports for
  • Official travel and gaining all other appropriate approvals in a timely Manner.
  • Reviewed over 500 documents within the Correspondence and Task Management
  • System ( Confidential ) ensuring the adherence to Policy guidelines and delivery of
  • Over hundreds of unclassified and highly classified taskers, special messagesIncoming mail, and pick-up of any outgoing correspondence and transport it to
  • The appropriate distribution points.
  • Supported any office communication security requirements including assistance
  • With Foreign Gift tracking and document management for facility clearancesVisitor parking, and swipe access for permanent and temporary personnelForeign guest and ambassadors in collaboration with the Security Office.
  • Provide the first line answers to security and informational security related
  • Questions.
  • Managed our departmental resources for requesting supplement funding for
  • Travel, facilitated relevant engagement of Information Technology changes, and
  • The purchasing of office supplies through ghost account within the available
  • Budget. Report monthly updates of spending information using excel
  • Spreadsheets and inputting over 50 requests in the Enterprise Supplies and
  • Service Tracking System (ESSTS).
  • Assisted in developing special event requirements such as time and place,
  • Location, duration, number of attendees, security requirements, and travel
  • Arrangements. Managed multiple calendars balancing across time requirements
  • And setting alerts for appropriate conference rooms/facilities and prepare
  • Meeting places in accordance with acceptable protocol and security procedures
  • Such as seating arrangements and security verification.
  • Conducted and tracked over 25 in and out personnel Human Capital cases through
  • Human Resource officials and Human Capital Departments for new hires and
  • Departures processes, civilian and military award nominations, performance
  • Management, and maintenance the Department of Defense Automated Time
  • Attendance and Production System data ( Confidential ).

Confidential

Administrative Specialist

Responsibilities:

  • Provided a full scope of administrative duties to support to 2 Star & SES-level led office
  • Prepared correspondence for senior executives including official memos, prepared personal packages, and end of tour submissions
  • Managed calendars and implemented proper protocol for senior executives
  • Tracked tasks for completion using Correspondence and Task Management System and internal office Tickler ( Confidential )
  • Managed Top Secret and Special Compartment Information(TS/SCI) and assisted in implementing security Standard Operation Procedures (SOP) and internal control execution and classified material handling as the office security manager
  • Provided support to facilitate classified meetings including sending/receiving security clearance information
  • Assisted with Joint World Wide Intelligence Communication Systems ( Confidential ) account management

Confidential

Executive Administrative Assistant

Responsibilities:

  • Created and maintained files and correspondence, both electronic and in paper forms by using correspondence and Task Management System ( Confidential ) as the workflow manager
  • Preforms as the Senior Analyst, supporting SES Tier 2 & 3 with preparing action memo letters, cover letters, and other various documents for taskers
  • Track taskers, create task notes and revisions, and creates Routing Slips via Confidential
  • Reviews all action items, pushes out tasks to taskers, tracks the taskers, and updates leadership with projected completion date via Confidential
  • Sends final documents for signature in order to submit to Congress and/or White House
  • Prepare and delivered the takers portfolio and/or package to front office for final signature
  • Provided the senior-level clerical and administrative support for DASD(EC&P) core leadership and executives
  • Provided proven capability to manage and maintained calendars for office personal, such as three-star general officer and flag officer and flag officer, (SES) or equivalent leadership, scheduling and arranging all conference and meetings.
  • Prepared official correspondence, including drafting, revising, and editing technical and information papers, briefings, and reports
  • Ability to research and/or draft responses to questions, inquiries, and requests for reports
  • Managed and attended the telephones, faxes, and messages (including determining the appropriate personnel to handle requests)
  • Greeted all visitors and escorted un-cleared visitors to & from the main visitors lobby center; handled meetings coordination’s and logistics; and processed all incoming mail and correspondence routings
  • Coordinated office administrative functions and demonstrated a working knowledge of DOD Security procedures
  • Coordinated, reviewed, and finalized Defense Travel System (DTS) CONUS, OCONUS, and created local & foreign travel authorizations and vouchers submissions for the DASD (EC&P)
  • Updated the travel spreadsheets with DASD(EC&P) travel requirements (the event, when, where, justifications, impact statements), then emailed the spreadsheets to the appropriate personal staff members for approval for all travel request

Confidential

Executive Administrative Assistant

Responsibilities:

  • Managed Chief of Confidential & Deputy calendars prioritized meetings, maintained emails, corresponded and actions items to include formatting letters, memos, documents, and various reports. In addition, keeping the Chief, Deputy, and Staff of Confidential abreast of Staff commitments and whereabouts
  • Coordinated all of CLPOs staff training and travel requests to include registrations, cancellations, reservations and reimbursements
  • Coordinated all of Confidential Staff engagements with external visitors
  • Ensured clearances are passed arranged parking for Visitors, VIPs guest in advance
  • Provided support for meetings, briefings, and VTC through preparation of meetings materials, scheduled conference rooms, provided timely updates of changes to availabilities of meetings participants, and meetings locations
  • Ordered office supplies and made arrangements for staff to attend external meetings through motor pool transportations services requests

Confidential

Executive Administrative Assistant

Responsibilities:

  • Provided daily support for a 2-star General, 2 GS-15 & 1 SES to include served as the Office Manager, Travel Coordinator, Records Liaison, Event Planner for the International Engagements at the Confidential
  • Greeted visitors entering the office, determined the nature and purpose of visit, and directed them to the appropriate destination
  • Performed basic administrative and office manager duties to include answering the phones, faxing, copy, editing documents, scanning, emailing, proofing documents for signature, filing, printing, labeling
  • Managed office calendar, conference room calendars, Confidential, Directors calendar and office members calendar, VTC conference room system
  • Ordered, picked up and distributed office supplies
  • Worked with the building management for office needs
  • Maintained office supplies inventory by checking stock to determine inventory level, anticipating needed supplies, evaluating new office products, placing and expediting orders for supplies, verifying receipt of supplies
  • Assisted with building passes and CAC issuances for employees
  • Approved and /or decline foreign visitor request for the organization sent by DIA
  • Prepared foreign and domestic travel arrangements for senior levels executives
  • Completed and submit country clearance request through Confidential system
  • Filled out paper work and assist with official passport issuance documents
  • Booked Flights, hotels, rental cars in and outside of DTS for individual and group reservation
  • Organized office main drive to match the file plan and enabling the office to improve productivity
  • Coordinated meetings chaired by our office, both internal and external, for SES, 1-4 Star Generals from US
  • Finding meetings locations, reserving conference rooms, making sure electronic equipment is ready for use, setting up refreshments, ordering food, making lunch/dinner reservations

Confidential

Executive Administrative Assistant

Responsibilities:

  • Exercise independent judgment in solving unique escalated work related problems
  • Used program proficiency to complete detailed projects under strict deadlines
  • Filed and faxed documents to the intended recipients
  • Adapted to new software effectively and handled multiple priorities with efficiency

Confidential

Executive Administrative Assistant

Responsibilities:

  • Picked up Dropped off awards, and mail packages for senior level officials, daily, using an assigned government vehicle to get to and from various office locations within the NCR, Washington DC, Northern Virginian and parts of Maryland
  • Maintaining daily tracking log for all contractors and governments employees using assigned government vehicles
  • Completing other duties assigned such as, filing paper work, answering telephones, assisting in coordinating off site travel for staff
  • Collaborated with other administrative team members, human resources, on special project and events

Confidential

Executive Administrative Assistant

Responsibilities:

  • Provided daily support for a 3 Star General, 2 GS-15
  • Handled all IT related matters and keeping the office updated on all new equipment and procedures and policies
  • Responsible for new hires and the out processing of any office personnel
  • Maintained office calendars using outlook system, managed conference rooms, and daily administrative task for executives
  • Arranged travel and meeting scheduling corresponding with other Intelligence Agencies
  • Demonstrated officer professionalism Integrity, determination, teamwork & dedication

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