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Administrative Assistant Resume

Silver Spring, MD

SUMMARY:

Administrative Support professional with 15 years of experience in closely assisting key decision makers by managing the routine clerical functions, major experience across all facets of screening calls, accounts receivable and payable, payroll, procurement, preparation of domestic and international travel orders/vouchers, scheduling supervisor’s appointments and maintaining the calendar, and providing overall administrative and secretarial assistance while working in a fast - paced environments demanding strong organizational, technical, and interpersonal skills. Detail-oriented and resourceful in completing projects and able to multi-task effectively.

SKILL:

Software: Microsoft Office Suite 97/00/07/10/ 13 (MS Word, Excel, Lync, Outlook, Power Point, SharePoint, and Publisher), Windows 95/98/XP,/Visio, Acrobat Suite, Internet Explorer 11, Lotus Notes, Gelco Travel Manager 8.0, Carlson Wagonlit Travel E2 Solutions, Concur Business Travel & Expense Management, SAP Financial Accounting Management Software, Intuit Quickbooks, Google Gmail, Google Drive, Google Calendar, Clarity PPM 14.2 time Management 200, and Asana

Tools: PVCS Tracker, Integrated Network Operations Management System (INOMS) Service Center WIN 32 Client, Information Technology Asset Management System (ITAMS), Ethics Management Information System (EMIS), Maximo Release 4.1.1., TouchBase Information Management System Submission of Letter of Drawdown (LOC) Invoices and SF-425 Financial Status Reports for National Institutes of Health (NIH), US Fish and Wildlife Service (USFWS), National Aeronautics and Space Administration (NASA) U.S. Geological Survey (USGS) via web Department of Treasury, Automated Standard Application for Payments (ASAP.gov), US Health & Human Services, Payment Management System (PMS.gov)

PROFESSIONAL EXPERIENCE:

Administrative Assistant

Confidential, Silver Spring, MD

Responsibilities:

  • Acting Team Lead and coordinated with staff by providing them with weekly assignments per COR or Command Group Administrative Officers discretion.
  • Communicate business opportunities and recommend action plans by working with clients, customers, and/or Business Development Managers.
  • Coordinate scenario planning for space allocations, space modifications identification, and provide assistance in tracking site vacancies, making site recommendations and comparing occupancy to established metrics.
  • Coordinated and set up high-level conference calls, board and management meetings, special events for the staff
  • Coordinated corporate luncheons for the Science Exchange Series Seminar, Animal Care Seminar, MRMC Science Seminar, Distinguished Speaker Seminar Program, Scientific Review Committee, and Strategic Steering Committee.
  • Manage capital purchases, direct vendor relations, generate and maintain equipment tracking records.
  • Create ad hoc scenario planning reports, drawings, maintain and manage building architectural and furniture CAD files for the COR.
  • Partners with internal resources, consultants, architects, contractors and other providers for project sized capital renovation projects to maximize safety, efficiency, work flow and effectiveness.
  • Prepare comprehensive administrative services which include functions such as budgetary and financial management services, purchasing, procurement, and contract administration, facilities, property, or space management resources.
  • Research and conduct studies to identify and develop methods to resolve organizational problems or address issues which impact of key organizational program goals and objectives.

Executive Assistant/Scheduler

Confidential, Washington, DC

Responsibilities:

  • Schedule both internal and external meetings that include Executive Leadership Team (ELT), Senior Leadership Team (SLT), and Manager Leadership Team (MLT), outside vendors, the CareFirst Directors Office and interview candidates.
  • Worked directly for the Vice President of Infrastructure Architecture & Technical Services at Carefirst FEPOC.
  • Coordinate and reserve conference rooms both on and off-site. Attach material and agendas to the appointments.
  • Review and proofread work products to ensure highest level of quality. Prepare communications and arranges for dissemination of agendas.
  • Set up conference calls via Lync, WebX and Dial-In numbers. Answers and routes telephone calls, records accurate messages, and documents questions or needed follow-up and communicates this to personnel.
  • Uses computer and software applications to accurately type and edit correspondence, enter data, retrieve data, search databases, conduct research, create documents, and send emails.

Executive Assistant

Confidential, Washington, DC

Responsibilities:

  • Provides complex confidential administrative support to the Director of Human Resources and the Employment Relations Manager.
  • Manages the administrative and secretarial activities of the office, including answering and screening incoming calls and visitors, calendar management, scheduling appointments, accepting or declining invitations, and meeting logistics.
  • Supports a variety of activities related to work of the Director of Human Resources and oversees administration of special projects and meetings such as Staff s Ceremony, Annual Flu Shot, etc.
  • Runs reports using The National Academies of Sciences, Engineering, and Medicine Staff Development application. This pertinent information is used to track the number of employees attending different classes, workshops, and seminars.
  • Track and input the overall results from different classes, workshops, and seminars hosted by the Staff Development Team into the Tracking Database and provide upper management with reports as needed.

Administrative Assistant

Confidential, Washington, DC

Responsibilities:

  • Organized, maintain and plan meetings as required on behalf of the department; would include but not be limited to scheduling dates, locations, coordinating logistics, transportation needs, presentation requirements, document scanning, and technology setup. Manage work flow to assure all deadlines are met by using the Microsoft Office software to prepare reports, presentations, and correspondence.
  • Answering telephones for Director or department management staff with regard to member inquiries/complaints and/or associate inquires.
  • Assists as needed with the handling of member complaints addressed to the manager; including writing response letters to members, assigning follow-up to the appropriate person in the organization and tracking the complaint to resolution.

Administrative Assistant

Confidential, Washington, DC

Responsibilities:

  • Maintained the appearance of the office, inventory of supplies, and data entry and filing of benefits enrollments and changes.
  • Assist with bookkeeping and financial reports.
  • Updated timesheets template and leave balance spreadsheet monthly.
  • Coordinated quarterly community service activities.
  • Respond promptly to ad hoc requests which may include but are not limited to data-entry, filing, note-taking, scheduling, internet research, proofing or preparing documents for scanning purposes, etc.
  • Coordinate meeting and travel logistics by assisting in the preparation of materials, setting up hotel and transportation arrangements, scheduling and confirming meeting dates/times, etc.
  • Setup and maintain electronic and hard-copy filing systems.
  • Created various reports for review of management’s signature.
  • Oversee receptionist area, including greeting visitors and responding to telephone and in-person requests for information.

Senior Administrative Assistant

Confidential, Washington, DC

Responsibilities:

  • Accountable for managing the functionalities of an Administrative Support Assistant for the Confidential ’s Head of Global Regulatory and Scientific Policy consisting of 6 Senior Directors. Designed electronic file systems and maintained electronic and paper files.
  • Involved in photocopying, scanning materials for seminars, presentations, on-site and off-site meetings, conferences, and arranging meeting logistics (audio visual, room set up, WebEx, TCON, accommodations, etc.) for events coordinated by the department.
  • Prepared travel orders/vouchers/expense reports for the staff to ensure accuracy is maintained and payments are made appropriately and in a timely manner within regulations. Viewed and tracked expenses incurred on the corporate credit card.
  • Engaged in cautiously maintaining supervisor’s calendars’, schedule appointments without prior clearance, creating meeting agendas for the Global Regulatory and Scientific Policy Team.
  • Efficiently prepared vendor contracts, billing, payment of goods and services via internal processes for the Head of Global Regulatory and Scientific Policy signature in a timely manner.
  • Managed the review of correspondence and heavy calendar management, while making independent decisions regarding prioritization of scheduling and rescheduling, agendas and other activities.

Public Affairs Specialist

Confidential, Washington, DC

Responsibilities:

  • Crafted requisitions for the staff to register for upcoming conferences, seminars, and to purchase office supplies.
  • Prepared forms and personnel actions for recruitments, promotions, s, and performance appraisals.
  • Finalized travel orders which included, arranging flights, car rentals, taxi and hotel reservations. Submitted travel vouchers upon completion of travel. Oversaw coordination of special projects by keeping abreast of Worldly Events, Initiatives, Hot Topics, Forums, etc.
  • Instrumental in the preparation of Schedule DOS speakers to visit universities, chambers of commerce, and communities to discuss Confidential and why it is important to all Americans.
  • Pursue media outreach; enable Americans everywhere to hear directly from key Department officials through local, regional, and national media interviews.

Executive Assistant

Confidential, Washington, DC

Responsibilities:

  • Prudently resolved customer concerns and provided courteous and professional customer service.
  • Ascertained priorities and deadline to complete tasks on time, provided administrative coverage to the Executive Director and Branch Chiefs in the absence of the Administrative Assistant.
  • Judiciously set up, reorganized, and maintained alphabetical and chronological filing systems for the Public Affairs Bureau. Implemented key projects on behalf of upper management, including budgeting, tracking data, and scheduling and making meeting arrangements.
  • Instrumental in the preparation and finalization of correspondences for the Office Director and Deputy Directors signature. Screened and reviewed all in-coming and out-going correspondences in the office. Ensured follow up to guarantee that correspondences are completed in a timely manner and file in appropriate location for future s. Established a tracking system for all correspondences for research and review.
  • Processed Representative Checks for employees, produced financial reports for travel purposes, and certified funds within the E2 Travel System for Authorizations and Vouchers. Liaison between all impacted departments (Financial Services, IT, HR, Building Facilities) to ensure proper communication and reporting practices were adhered to.
  • Instrumental in creating drafts and generating daily reports for upper management. Reviewed, sorted, and distributed incoming/outgoing mail.
  • Updated country desk files of completed taskers, cables, and correspondence on a weekly basis; retired files within one month of the end of the calendar year; and ensured all files were complete and well-organized, such that any document in active files could be retrieved within 30 minutes.
  • Politely answered incoming calls utilizing a multiple-line phone system.
  • Engaged in preparing letters, memos, and forms while utilizing various computer systems maintaining compliance, guidelines, and regulations. Drafted and proofread documents for outgoing transactions.
  • Served as the primary office management specialist to the office's two deputy directors and to the Italy & San Marino, Portugal, United Kingdom, Ireland/N. Ireland, France & Vatican, Spain & Andorra, Belgium & Luxembourg, Netherlands, and Malta desk officers, and backs up the office's other support staff as requested.

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