Executive Assistant Resume Example

OBJECTIVE
To obtain an Executive Assistant or a Executive Manager position within the DC, and VA metro areas to enhance professional skills and industry experience for advancement to a secure management-level position. Interests are in Direct Hire or FT Contract to hire positions.

QUALIFICATIONS
A motivated self starting Executive Assistant with a proven success record of 19 years of executive level experience. My background includes: planning and coordinating both business and personal travel, undertaking the handling of logistics for conferences and meetings to include video-conferencing and large tele-conferencing, itineraries, and special projects; serving as a liaison between White House political, 1st Lady staff, Senior Executive Service (SES), Senior military Officials, and high-graded civilians, the Department of Defense (DoD), and the administration, as directed. Supports activities to ensure positive results with high-level government, elected, and private sector officials and executives; writing and typing correspondence; organizing and processing expense reports; and creating and implementing processes to organize the office, increase efficiency, and save expenses. Additionally, I served as Administrative Lead over a team of administrative personnel responsible for the planning and management of highly complex administrative support functions. Responsibilities also included exercising authority for planning and managing the overall efficiency and effectiveness of the office operations and communicating the strategic plan, mission, vision, and values to employees within the directorate(s). I have supervised 25+ employees and managed offices with 50 or more employees. Currently working for Herren Associates. as a diligent and energetic assistant, interested in securing a position that will enhance educational and professional growth. Also possessing the ability to work well with others or as an individual, driven and effective in a fast paced environment, have proficiency in several computer software programs, certificates from Defense Acquisition University, and vast office equipment knowledge, also have knowledge of web design, medical & legal terminology, reading blue prints, construction software programs, change orders, and graphics and animations. In addition, comfortable with creating and managing spreadsheets, A/P & A/R account reconciling, mail merge letters and internet research. Several strengths include initiative, coordination and creativity as well as possess excellent communication skills, organizational skills and a stern demeanor for aptitude in details and scheduling along with professional courtesy and customer service skills.


Experience

Contracting – Various Assignments (Executive Office of the President/US Army/OTSG, BAE Systems, Russ Reid/US Pentagon)

Executive Officer, (4/11 to Present) Executive Officer in the Office of Performance Management / Performance Improvement Council (PIC). Provides support to Executive Director, White House Task Force member, and PIC team members to include strong calendar management, scheduling meetings, preparing agendas/read aheads/pertinent documents/and reports for internal and external meetings. Serve as a task manager to staff and team for all action items and ensure completion on time sensitive taskers. Serve as document control for all correspondence, memos, marketing materials, meeting minutes, and reports. Design PowerPoint or Microsoft project presentations, spreadsheets, matrix or life cycle timelines for all projects. Answer all inquiries for executives and team members, order supplies, coordinate travel, provide assistance for planning events, proof all documents before submission to lead executive. Provide in-depth knowledge of administrative concepts, principles, and practices in order to substantively review office procedures and administrative workflow processes for the purpose of developing new procedures.
Executive Manager, (12/09 to 4/11) Executive Manager in the Information Management Office of the OCIO (Office of the Chief information Officer) Army MEDCOM, serve as key advisor and principal member of the Business Operations Office IMD. Develop comprehensive plans and strategies for the internal and external integration of day-to-day and long-range projects, actions and activities requiring the involvement of the staff. Analyze and evaluate issues that are typically diverse in nature, requiring input from AMEDD activities and staff elements. Plan, organize and prioritize staff action packages, which entail proofing documents to ensure correctness of format, grammar, spelling, and punctuation, and Share-Point Assistant Site Administrator. Extrapolate existing methods and procedures to future requirements in developing timely and executable plans of action. Have in-depth Knowledge of large complex organizational structures and its interrelated elements and programs, to apply analytical and evaluative methods and techniques to issues and studies concerning efficiency and effectiveness of administrative operations. Responsible for managing the operational schedule of the Chief Information Officer, develop and maintain the Chief's long-range calendar, travel and office itineraries, office calls, briefings, and socials. Provide training, advice, and assistance on all administrative matters. Knowledge to assemble information to be used for reports or responses to inquiries, to compose correspondence and to maintain awareness for the administrative and clerical problems related to complex programs. Establish, evaluate, direct and coordinate department-wide operating procedures and internal controls for the assigned administrative functions. In-depth knowledge of administrative concepts, principles, and practices in order to substantively review office procedures and administrative workflow processes for the purpose of developing new procedures, eliminating bottlenecks and advising on clerical restructuring and to foresee administrative problems and requirements for the CIO/CMIO office.
Contributions:
• Troubleshoot for software programs such as Outlook calendar, Publisher, and Excel.
• Experienced and knowledgeable in monitoring task assignments and following up with appropriate staff members to ensure completion. Control all videos and seminars from conferences and symposiums onto the Wiki site, management and design for CIO, CMIO, and all Division Branch Chiefs individual site pages. Ensures accuracy of data by updating and auditing database. Manage the administrative support group for CIO/CMIO and Chief Of Staff in the OCMIO office analyzes administrative and procedural changes. Assist and compose PowerPoint presentations for briefings, meetings, conferences, and off-sites.

Executive Assistant, (3/09 to 12/09) Provide administrative support for three Vice Presidents and Army Executive Team. Manage the operational schedule for the Vice Presidents. Develop and maintained the long-range calendar, travel and office itineraries, office calls, briefings, and socials. Provide training, advice, and assistance on all administrative matters. Provided large complex organizational structures and its interrelated elements and programs to apply analytical and evaluative methods and techniques to issues and studies concerning efficiency and effectiveness of administrative operations. Maintained the quality control of personal and professional files and correspondence for team and the office.
Contributions:
 Comprehensive knowledge of a wide range of management and administrative actions, processes, principles, practices, theories, techniques and methods to serve as principal management advisor for Administrative Support Staff. Trained Administrative staff on Excel spreadsheet formats and proofread for all presentations specifically for Defense contract meetings. Assisted with budget and fund allocation.
 Utilized qualitative and quantitative techniques to analyze and evaluate a variety of complex narrative and statistical information and data and developed timely and executable plans of action to meet intended objectives. Handled travel various travel systems and submitted expense reports. Advised management and support staff/customers/vendors on matters pertaining to procurement issues. Composed correspondence in Word, controlled the data management of documents and devises backup and archiving databases for presentations, contracts, suspenses, and invoices.

Executive Assistant/Program Analyst 1, (10/05 to 03/09) Provided administrative support to Executive Vice President of WHS Reservation Program, Director & Assistant Director of Facilities
Contributions:
• Reimbursement reconciliations for personal and business expenses, prepared and filed lobbying reports. Developed organizational requirements through the analysis of current activities. Maintained all files and confidential data, prepared Shipyard reports for the CEO, and Senate lobbying reports for legislators. Performed Personnel & Data Management duties for new and present Pentagon employees FOIAs, RPAs for personnel action, designed employee packets, ordered supplies, maintained schedules/calendars/meetings, compiled office procedures/policies, implemented new procedures, 474 office services requests. Updated personnel data for agency and general office duties, and uploaded work orders, vendor information, contracts, and punchlists in MAXIMO database system and created reports from Crystal Xcelsius data system for completed purchasing and work orders. Provide detailed reports, audits and recommendations concerning the assigned function in Xcelsius and Excel.
Park West Medical Center 2/03 to 9/05 -Medical Administrative Assistant
• HIPAA training, assisted with credentialing, uploaded information into PEC Diabetes Collaboration system. Used automated information management systems to communicate and access information through local and distant networks and databases. Compiled excel reports for physicians, maintained/obtained laboratory licenses, Composed letters to physicians & medical corporations, in house & community institutions.

EBDI 5/99 to 2/03 - Senior Administrative Officer/Assistant Supervisor
• Assisted with the implementation a budget management program, supported a range of staff and/or operational support activities; served as a liaison with other departments on basic administrative and/or operational matters. Developed client database to log-in and track progress of complaints from community residents who request support from EBDI and/or other city agencies. Balanced departmental funds, analyzed and prepared cost calculations, developed cost cutting plan. Handled meeting logistics.
• Controlled sensitive and confidential information, supervised 10 members team. Established and maintained collaborative relationships with project partners and staff, compiled submittals, composed letters to subcontractors, copied and read blueprints, compiled report data for clients. Developed plans for cost optimization of resources.
• Assist the director in performing short and long range planning to achieve department goals and objectives. Provide guidance to assure accomplishment of the organization's mission and compliance with appropriate administrative policies and procedures. Directly supervise professional positions within the functional area; exercise independent judgment in appointing, promoting, transferring, suspending, discharging and adjudicating grievances of subordinates.
MD Dept of Business & Economic Development 3/93 to 5/99 - Administrative Officer


Education:
EDUCATION
1987- 1988 USA Training Academy : Wilmington, DE -Administrative Support Certificate
1984- 1986 Forest Park High School : Baltimore, MD -HS Diploma
2010 – Defense Acquisition University – Acquisition 101, Multiple Certificates 

Skills:
Computer Skills Summary
Systems: NOS/OS/System Tools/Protocols: Microsoft Windows NT, XP, Microsoft Windows 98, Office Suite, Windows 2000, Microsoft Windows for MacIntosh, (DOS), Windows 2003 & Windows 2000 Professional for IBM ThinkPad, and MAXIMO
Software: MS Office 93/2000/97/2007, Access, Excel, PowerPoint, Word, Word Perfect 6.0/5.0, Lotus 1-2-3, Lotus Notes, Microsoft Exchange/Outlook, Ami Pro, FileMaker Pro, Goldmine, FMIS, Construction Manager, Harvard Graphics, Adobe, Corel Draw, Publisher, PageMaker, PeopleSoft, Timberline, RT Graphics, AIA Documents, Photoshop, PECS Systems, PD2, Modern (Oracle).
Internet/Intranet: Research, basic knowledge of HTML & Java Script, Citrix, webpage designing & maintaining/updating intranet websites, WebEx and AT&T iMeeting
Operating and General Management Strengths
• Policies & Procedures • Finance & Accounting/Budget Management
• Supervision of administrative support staff • Liaison between internal and external customers
• SharePoint/Intranet Assistant Management • Travel arrangements (domestic and international)
• Calendar Management & Planning • Maintaining office supplies and equipment
•Coordinate Off-Site events • Perform complex and confidential administrative functions



Additional Information:
PROFESSIONAL PROFILE
 Unique blend of expertise leading office operations and managing Executive affairs. A skilled coordinator successful at capturing and prioritizing the daily workload, possesses strong organization and time management skills. Best in class planning, organizing and development of talent skills. Self-motivated and reliable.
 Consistently recognized for troubleshooting skills used to rapidly and cost-effectively resolve challenging issues, facilitating smooth-running operations. Able to delegate responsibility and tasks to administrative staff. Effective negotiation and convincing ability. Quickly learn and master new technology; equally successful in both team and self-directed settings; and proficient in a range of computer systems, work independently and manage multiple tasks, and implement strategies to improve procedures. 


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