SUMMARY:

• Solid background in the administration and customer settings, and a strong emphasis in project management/ administrative skills.
• I am currently seeking a mid - level Office Administrator or Office Support position that will utilize and enhance my core competencies.
• I demonstrate diligence, initiative, and flexibility, comprise exceptional oral and written communication skills.

TECHNICAL SKILLS:

Proficient in GovTrip Travel System, advanced Microsoft Office skills: Excel, KWIK Tag, Visio, PeopleSoft, PowerPoint, Word, Microsoft Access, Outlook, Publisher, Microsoft Projects. I am experienced in Monster Hiring Manager System, repairing of PCs and server, Marketing, and building websites, excellent organization, presentation and time management. I am experienced in handling corporate accounts and in presenting results from reoccurring departmental contract management and compiling, typing and reconciling travel expense account records for company staff - developing and implementing standardized company policies and procedures.

PROFESSIONAL EXPERIENCE:

Confidential, Washington, DC

Executive Administrative Assistant

Responsibilities:

• Assisted project team with promoting, organizing events, and designing promotional materials for 811 program.
• Assisted with generating/revisions of Standard Operating Procedures (SOPs), policies and procedures.
• Provided comprehensive administrative support in the delivery of high-quality services to internal and external clients, exhibiting a commitment to integrity and excellence in communication through email/verbal correspondence.
• Composed and typed routine correspondence.
• Prepared materials brochures/posters for shareholders events and generated invitations, guest lists, RSVPs.
• Booked flights in E2 Government travel system and negotiating the best government fares with SATO, handled changes to reservations dealing with emergency flight related issues, and booked customized flight options.
• POC for the end of year budget for Travel -- compiling and reporting confidential financial data and documents for Chief of Finance - An was able to cut travel budget in half.
• Provided support to 10 directors.
• Assisted Associate/Deputy Administrator with various projects relevant to preparing briefing books for public/congressional hearings at the House of Senate, the White House, NTSB, and Congress.
• Functioned as a Project Coordinator and support PMs on projects like LNG, San Bruno, and Pennsylvania.
• Acted as a Liaison for the State Inspectors for risks and damages at the incident sites and analyzed the reports and surveys from the inspectors and formulated them into presentations for congressional hearings.
• Provided direct support to include coordination of logistics support and office supplies, oversight of IT and office machine maintenance and repair, time and attendance reporting to tally all officials should there be an emergency or disaster, back up other executive assistants, and being the lead on coordinating ceremony/special companywide functions/events.
• Worked closely with Meeting Coordinator on nationwide events for Administrators public speakings and setting up VTCs, Webinars, etc.

Confidential, Bethesda, MD

Senior Administrative Assistant

• Travel Coordination
• Provided analytical and administrative support in the financial aspects of invoice processing, forecasting and accrual processes of companywide projects for the Operations departments.
• Typed and reviewed Correspondence letters.
• Coordinated company events and other duties as assigned.

Confidential, Washington, DC

Senior Administrative Assistant

• Coordinated a wide variety of travel arrangements for both State and company officials using GovTrip.
• Booked flights, negotiating the best government fares with SATO, handled changes to reservations dealing with emergency flight related issues, and booked customized flight options.
• Assisted Associate/Deputy Administrator with various projects relevant to preparing for public hearings at the House of Senate and Congress.
• Composed and typed routine correspondence and prepared materials brochures/posters for special events such as invitations, guest lists, RSVPs, programs, etc.
• Compiled data daily and compiled statistical/budget related reports using Excel for both Travel and Meetings, then entered data to be presented to Financial Manager.
• Managed calendars using Microsoft Outlook, utilized Microsoft Outlook functions for appointments, reservations, conference calls, and Individuals folders.
• Coordinated and verified all billing data/expenses for submission to Financial Director.
• Assisted with promoting, organizing events, and designing promotional materials for the 811 program.
• Assisted with revisions to policies and Standard Operating Proceedures (SOPs).
• Assisted the Property Management Team with the construction/designing of office space.
• Designed companywide event sites and Christmas parties’ decoration/construction.
• Made sure approvals were received and travel tickets issued in a timely matter to keep costs down for each budget account.
• Functioned as a Project Coordinator, and supported PM on projects like LNG, San Bruno and Pennsylvania briefing.
• Assisted with in scheduling meetings, developing agendas, capturing meeting notes and preparing status reports and briefings for Congress and NTSB.
• Liaison with inspectors who accessed the risks and damages at the incident sites and analyzed the reports and surveys from the inspectors and formulated them into reports for congressional hearings.
• Coordinated the end of fiscal year Travel Audit project -- compiling and reporting confidential financial data and documents.
• Scanned FOIA documents at the request of various Engineering firms.
• Provided direct support to include coordination of logistics support and office supplies, oversight of IT and office machine maintenance and repairs, time and attendance reporting to tally all officials should there be an emergency, receptionist, and ceremony/special functions support.
• Organized State wide public meetings and special events including reviewing and reconciling post-events bills.

Confidential, Washington, DC

Administrative Assistant 

• Provided comprehensive administrative support in the delivery of high-quality services to internal and external clients, exhibiting a commitment to integrity and excellence.
• Managed all administrative functions for team to which they were assigned and ultimately accountable for all work product delivered.
• Scheduled and coordinated meetings across multiple time zones with pertinent logistics and materials.
• Managed calendars; scheduled appointments, reservations, conference calls, videoconferences.
• Kept rolodex and online contacts updated with accurate contact information and notes for Administrator.
• Booked flights, hotel accommodation and ground transportation; creating an itinerary to include contact information for all segments of travel.
• Organized and processed expenses for reimbursement.
• Assisted with time management and set-up meetings for the group in a way that permitted them to balance time, communications, and relationships.
• Produced information by transcribing from video tape, formatting, inputting/data entry, editing, retrieving, copying and transmitting text, and graphics using Microsoft Suite.
• Scanned documents/Transcripts related to court proceeding.
• Organized and maintained computer, and paper based records and files.
• Reconciled business-related expense to ensure payment/reimbursement was accurate and complete.
• Assisted with special research projects, including compiling, assimilating and disseminating information.
• Drafted, edited, revised and formatted documents/correspondence/State letters, including presentation and confidential materials.
• Communications Management: created and executed a methodology for receiving, tracking, and handling communications from incoming phone calls, emails, and visitors.

Confidential, Arlington, VA

HR Front Office Administrator

• Managed the Quick-Hire Training for HQ and provided new hire training materials.
• Responded to official Quick-Hire Requests, telephone inquiries on a vacancy, status of application, and Quick-Hire Logout Calls.
• General office expenditures: postage updates, ordering FedEx supplies, office equipment maintenance, building Management Request (HVAC), and re-stocking Admin supplies.
• Edited/revised Organizational Charts and phone extension list.
• Ran Efaxes (#1 priority for morning); managed Specialists’ requests, quality Check/Print “NQ and closeouts” letters. Scanned documents resume for Government positions for further evaluation.
• Prepared Mail-out letters, log all mail and walk-in applications from previous night (if applicable).
• Logged DHL Certificates and delivered them to the appropriate specialist(s).
• Typed/Printed “Non-Qualified Applicants/Closeout Box” reports for program manager using Excel and the 52 databases.
• Communicated with Program Specialist via Microsoft Outlook daily on various application status and callers request and/or inquiries.
• Logged all outgoing Certificates of Eligible applicants in the 08 Cert Count spreadsheet and the 52 databases.
• Coordination of meeting schedules and conferences, personnel administration, reporting/metrics development, facility operations support and visitor control.

Confidential, Arlington, VA

Administrative Assistant

• Maintained supplies by checking stock to determine inventory levels; anticipating requirements; placing and verifying receipt; stocking items; delivering supplies to work stations.
• Maintained equipment by completing preventive maintenance; troubleshooting failures; calling for repairs; monitoring equipment operation; monitoring and purchasing meter fund and kept track of Meter Postage and purchased if needed.
• Ensured professional written correspondence; composing, editing, proofing, work processing, copying and distributing a variety of correspondence, tables, reports, visual aids and presentations.
• Facilitated communications with internal and external contacts by screening calls, visitors, mail answering questions and furnishing information or referring to appropriate staff.
• Maintained executives’ calendars by scheduling appointments and meetings based on workload, scheduled meetings and priorities and prepared agendas and materials.
• Assisted in making travel arrangements and compiling, typing and reconciling travel and expense account records for company staff.
• Helped to administer the employee recognition program for headquarters.
• Assisted in project managing cross departmental initiatives.
• Maintained the DATAWATCH Card Log, and coordinated with building maintenance of any repairs or replacement of light bulbs.
• Organized and maintained mail, HQ inter-office and company phone list and e-mail distribution lists.
• Scanned invoices and supporting documents received from senior manager for reimbursements. Also Scanned business letters for upper management evaluations.
• Monitored government contracts and collaborated reports for Upper Management Staff use, i.e. NDA, TAA, TA, and PIEA.
• Kept adequate marketing supplies for the VP of Government Services.
• Assisted the VP for Engineering Services with different word, excel and PowerPoint projects.