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Your Name

Executive Assistant

Upper Marlboro, MD

your.email@example.com
111-222-3333
www.your-website.com

Summary

Sr. Administrative Assistant experienced in information management, administrative support, developing policies and procedures, records management, finance & accounting, and payroll which can be utilized to contribute to the mission and goals of a progressive organization that values dedication, hard work, and success.

Work Experience

Executive Assistant/Accounts Payable

Air Force Aid Society, Arlington, VA

Apr 2013Current

Serves as the Executive Assistant to the Chief Financial Officer (CFO), Accounts Payable Clerk and Office Receptionist. Additional duties include assisting the Director of Marketing in acknowledging donations to the Society.
  • Managing the CFO’s contacts, preparing administrative reports.
  • Maintain the CFO’s schedule and coordinate travel.
  • Prepares briefing books for the Finance committee.
  • Compiles the CFO’s input for inclusion in the annual report.
  • Administers the annual Conflict of Interest process and maintains the current files.
  • Enters Accounts Payable into Great Plains.
  • Obtains authorization for invoice charges.
  • Prints checks and pays vendors in a timely manner.
  • Manages AFAS Corporate Credit Card Program.
  • Follows-up on outstanding checks and other vendor related issues.
  • Performs annual 1099 filings.
  • Administers the State Registration process.
  • Enters donations into Raiser’s Edge.
  • Initial point of contact to greet visitors.
  • Answers main phone line and directs calls to the correct department.
  • Receives vendor deliveries and signs for incoming mail.
  • Prints, mails receipts and thank you letters in a timely manner.

Executive Assistant

ICF International, Washington, DC

2012 2013

Served as a liaison and action officer for maintaining schedules, meeting request, teleconference lines and travel arrangements for the Director and Deputy Director of State Department Consular Affairs Office. Entered leave for all federal employees into WEBTatel system bi-weekly. Gathered background data, identified and obtained missing information, ensured proper coordination, and continually updated recurring briefings. Identified stakeholders in tasks/projects and collaborated with Director to ensure timely completion. Reviewed outgoing correspondence and ensured compliance to with appropriate guidelines and procedures.
  • Collected process and maintain leave slips for payroll (TATEL) for 68 employees.
  • Served as main POC/scheduler for Director and Deputy Director.
  • Prepared and manage travel arrangements and ensure expense reimbursements.
  • Contacted/reported to the Domestic Helpdesk for any technology or facilities management issues (i.e. Govt. blackberry, FOB, Outlook).
  • Screened/escorted visitors from the security desk to meetings.
  • Relieved receptionist/front desk for weekly lunch breaks.
  • Ordered routine office supplies as needed or requested.

Program Analyst

ICF International, Arlington, VA

2011 2012

Coordinate tasks and projects; develops system for data collection, reporting criteria and maintain records. Research and compile statistics and data for department/projects; assist in writing narratives for proposals. Monitor project timeline; reviews Congressional letters; create, monitor and maintain audit files for program compliance. Design and implement procedures to fulfill project objectives and criteria; prepare memorandums of understanding for agencies. Work with multiple agencies to resolve concerns, issues and prepare board agenda items. Prepare reports to included statistical summaries and comparisons. Train, coordinate, and reviews work of project staff assist in marketing and presentations. Create and maintains databases; enters and retrieves data; analyzes, creates, and presents reports from databases.
  • Draft various management documents for management's review
  • Maintain databases on various initiatives or projects to provide information as needed
  • Prepare documents, speeches, position papers, and briefings for use in meetings, briefing and social functions
  • Provide analysis and recommendations related to various policy and project proposals/initiatives to present to management
  • Coordinate all actions with other services, internally and externally, to develop a course of action on program execution within framework of established policy and objectives
  • Analyze workflow processes to managing tasks through ExecSec tasking system
  • Perform programmatic tasks across multi-functional, departmental and organizational lines to advise management on the program effectiveness, efficiency and productivity of worldwide business operation programs and operations
  • Manage ongoing and future actions, activities, projects and initiatives to ensure timelines are met
  • Attend weekly ExecSec meetings to keep up with current policies and procedures
  • Maintain electronic archives of ExecSec documentation

Executive Assistant

ICF International, Arlington, VA

2010 2011

Serve as a liaison and action officer for expediting the completion of time-sensitive papers, briefing, and projects on senior leadership items of interest. Gathers background data, identifies and obtains missing information, ensures proper coordination, and continually updates recurring briefings. Identifies stakeholders in tasks/projects and collaborates with owner to ensure timely completion. Reviews outgoing correspondence and ensure compliance to with appropriate guidelines and procedures. Provide advice and guidance to staff on administrative procedural requirements. Determines which calls should be brought to the manager's personal attention.
  • Monitor status of all tasks and projects to measure progress, to ensure completion by suspense date, and to identify variances effecting the successful completion. - Drafts correspondence for signature of the manager.
  • Provide day to day Administrative and support services for two general managers on TSA contract
  • Assist staff in locating and selecting the appropriate guidelines, references, and procedures for application to specific cases.
  • Receives and screens telephone calls, greets visitors, and ascertains the nature of the calls or visits.
  • Make extensive travel arrangements, such as scheduling transportation, making hotel reservations, and preparing travel orders and vouchers based on general travel intentions, known preferences of the traveler, and in accordance with appropriate travel regulations.
  • Performs other duties as assigned.
  • Research, review, evaluate, and integrate data to complete projects and briefings in a timely and accurate manner. Identifies administrative operational problem areas and provides recommendations to management.
  • Developed long range calendars exercising control regarding commitment of time, developed read-ahead, schedules, pre-briefs to answer questions pertaining to events and activities
  • Coordinated many details involved in forward planning, arranging work in an orderly manner and providing follow-through for effective and efficient office management.
  • Arranged special and recurring meetings with executive staff, develop agendas and background files, and arrange transportation, meeting and living facilities, audio-visual equipment and meals, when appropriate.
  • Coordinated conferences, visits, meetings and itineraries to ensure established timeframes followed
  • Assisted federal staff in responding to inquiries from oversight agencies including OMB, DHS, and Congress.
  • Assisted federal staff in responding to inquiries from stakeholders, including other TSA organizations, airline, airport, and security technology industry representatives
  • Prepared weekly AA Report Executive Summary page
  • Performed quality reviews on weekly AA Reports focusing on consistency, accuracy, and alignment to leadership needs
  • Prepared agendas, meeting minutes or notes, decision and approval memorandums; and document action items and completion from meetings as needed
  • Coordinated extensive travel arrangements within the United States and abroad, including arranging itineraries, transportation, hotel reservations, and meals.
  • Coordinated with Managers on action items, due dates, correspondence and other matters
  • Coordinated communications materials, compiling and consolidation of various responses
  • Tracked, monitored, and maintained calendars and meetings for Two General Managers and Deputy Director

Fulfillment Manager

Pitney Bowes Government Solutions, Lanham, MD

2008 2010

Formulate and recommend principles, policies, and procedures relating to financial systems operations and maintain Information System security. Ensure that subsidiary financial systems are integrated into the system ledger with appropriate controls in place and operating in accordance with the intentions of Financial Management's (FM's) Leadership Team. Review current business processes and technology, identifying improvement opportunities and develop solutions that yield demonstrable results. Monitor, evaluate, and reengineer existing management and internal controls and lead coordination of such efforts with all nationwide offices. Team Leader and staff on all functional support for Financial Management's (FM) financial systems and programs including developing and maintaining financial and accounting systems software, issuing functional planning guidance and policy, preparing functional specifications and proposals, implementing security policies, developing and monitoring project plans, and performing and coordinating security accreditation.
  • Develop and provide training to unit staff relating to the development, testing, and implementation of new or revised financial systems.
  • Review current business processes and technology, identifying improvement opportunities and develop solutions that yield demonstrable results
  • Work with project budgets, spreadsheets, reconciliation of expenses, and cost analyses
  • Interpret and implement relevant federal statutory and regulatory, financial management guidance on behalf of the OCC, such as Federal General Accepted Accounting Principles (GAAP) for federal agencies.
  • Research and resolve problems, perform scheduled activities, and liaison with service
  • providers
  • Drafts projected funding needs and alternative analysis (such as funding options), and assures that data is formally and accurately documented and justifiable.
  • Prepare and maintain standard and ad hoc reports, queries, and conduct appropriate audits to ensure data integrity
  • Approves, disapproves, or modifies budget requests based on justifications provided by senior managers weighed against economical and efficient use of funds available.
  • Responded to remedy tickets concerning payroll issues
  • Ensures integration of multiple funding streams.
o Assessments include impact analyses of program changes on other offices, agencies, or governments.
  • Coordinate activities to provide support for collection channels and settlement services to Federal Finance programs that acquire collection entries
  • Recommend and/or develop government-wide cash management policies, standards, guidelines, and procedures to be used for Federal collections
  • Logged in weekly time administration reports onto finance drive
  • Quarterly ran Sick With Pay reports for non-exempt employees to ensure no misuse
  • Added journal entries using JD Edwards to assist with monthly close and managed records retention for Finance Department

Payroll Administrator

Pitney Bowes Government Solutions, Lanham, MD

2005 2008

Served as a contract specialist responsible reviewing and administering contracts, and planning and conducting contract price/cost analyses of a variety of pre-award and/or post-award procurement actions to determine cost effectiveness and compliance with legal and regulatory requirements. Perform contract administration including orders, changes, close-out, re-determinations and terminations, utilizing effective business and technical knowledge and skills. Negotiates extensions of delivery schedules, price adjustments, labor hours, modifications to the contract, and similar agreements when precedents are well established and the contractor's and Government's bargaining position are close. Ensure performance of all necessary actions for effective contracting, ensuring compliance with the terms of the contract, and safeguarding the interests of the Federal government.
  • Added vacant positions to Pipeline which is a candidate data pool maintained within Microsoft Excel, as directed by the Department Of Justice COTR in order to obtain qualified candidates
  • Provides advice and guidance to the mission office in the development of organizational acquisition strategies, and supporting award documents.
  • Prepare, and review terms and conditions in bids or proposals related to the award of contracts.
  • Analyzes, develops, documents and evaluates complex functional system requirements for the procurement functional area.
  • Identified qualified candidates for vacant positions, reviewed qualifications, and conducted phone screenings
  • Provided analysis and recommendations related to various policy and project proposals
  • Managed work flow process and related data calls
  • Monitored status of pre-employment screening to ensure candidates met criteria for background investigation
  • Facilitated on-boarding processes and set up orientation
  • Maintained a diverse pool of qualified candidates and periodically contacted candidates to see if they were still available and interested in employment when there was a need to fill a position
  • Procure construction services, architectural engineering services, supplies and services for the organization
  • Coordinated internal transfers and conferred with the management team on decisions of advancement within the company
  • Administer the terms and conditions of contracts, including such aspects as preparing contract modifications, waivers, certifications, approvals and evaluations of performance under contract and contract terminations
  • Drafts, reviews, edits, controls and monitors incoming and outgoing correspondence, ensuring conformance to Department and Agency policy and standards
  • Coordinated monthly invoices

Accounts Payable Coordinator

Providence Hospital, Washington, DC

2004 2005

Provide management with salary advance activity reports or statistics on a recurring basis. Use sound judgment to adapt established guidelines to specific cases or problems to interpret a large number of varied policies and regulations. Analyze established policies to determine how to effectively solve customer problems. Plans, coordinates, and carries out steps in analysis of payroll, leave, and timekeeping, issues necessary to provide support to employees to meet established performance requirements. Provide findings and suggestions to management for reviews of quality and adherence to established policies. Experience include, but are not limited to are executing accounts payable and/or other reimbursement transactions; analyzing financial matters related to management, control, and expenditure of funds; analyzing existing processes and identifying problems to reduce recurrences of cited problems, reviewing audited vouchers for accuracy and audited invoices for compliances with Federal regulations and departmental policies; researching and determining the legality of unusual and non-routine claims for reimbursement; developing and implementing studies and methods to determine outdated financial data and to consolidate financial information for operating or administrative programs.
  • Conducts studies of financial management problems within an assigned program area; recommends solutions; and, with supervisory approval and customer knowledge, implements corrective action.
  • Assists in the development of financial planning and tracking systems for assigned program areas and coordinates these systems with program officials. Evaluates changing fiscal, budgetary and administrative decisions.
  • Reviews proposed managerial, functional or operations changes for financial impact, and develops plans for the implementation of corresponding changes in financial activities.
  • Develops specialized policies and procedures for the financial management of assigned program areas.
  • Generates specific requirements for an assigned program area to be used in the development of automated systems for reporting data required for financial planning and management purposes.
  • Compiles and verifies data to prepare budgetary and financial documents
  • Prepares requisitions and purchases supplies, equipment and services
  • Analyzes, determines and resolves payroll/personnel processing problems
  • Participates in the Rent Estimate process, and the revenue projection process
  • Formulated, executes and reviews the Office Program Management Administrative Budget
  • Executes funds control, program adjustments, and preparation and review of reports;
  • Monitors funding allocations and applies necessary controls to ensure compliance with approved spending/execution plans and objectives;
  • Serves as principal funds Certifying Officer;
  • Coordinates year-end accounting closeout in accordance with Headquarters guidance and requirements;
  • Reviews draft financial management documents
  • Serves as expert on the Integrated Financial Management System (IFMIS)

Staff Accountant II

REIT Management & Research LLC, Washington, DC

1999 2003

Performs financial stewardship duties to include Financial Analysis, Fiscal Law, Fiscal Responsibility, Program & Project Management. Performs detailed analysis associated w/execution & monitoring of the financial position of Working Capital Fund installation. Advises & makes decisions on legislative, administrative & regulatory requirements, laws & policies & their impact on external organizations & operations. Conducts program analysis related to development & execution phases of operating production programs. Develops project milestones, identifies resources, timeliness, & potential risks to the project. Develops project documentation to include project development (cost-benefit analysis, etc.), & operational documentation. Receive vendors' invoices to match and verify to procurement documents and to receipt and acceptance documents.
  • Establishes and maintains appropriate files for procurement document
  • Examines invoices received for propriety; Mathematically verifies monetary values
  • Ensures that invoices are for material or services received; Computes cash discount amounts
  • Ensures that freight costs are stipulated and authorized in the terms of the procurement document before payment is processed.
  • Ensures that material received and transportation variances are authorized and within contractual stipulations.
  • Notifies NRL contract representatives, Scientific Officers or Supply personnel to record certification of receipt and acceptance of material or services.
  • Ensures that all terms of the contract or order are strictly adhered to.
  • Analyzes each contract in detail for factors that influence payment (terms of discount, patent reserves, fee withholding, delivery requirements, contract administration, and guarantees).
  • Periodically (weekly, monthly or as required) analyzes, reconciles and validates outstanding obligations and accounts payable for each document.
  • Advises laboratory credit card holders and approving officials of requirements for monthly statement processing, resolution of disputes, and of the processing schedule.
  • Maintains additional electronic files, as necessary, to ensure the integrity of payments made.

Payroll Specialist

Borger Management, Washington, DC

1998 1999

Analyze financial matters related to management, control, and expenditure of funds; analyzing existing processes and identifying problems to reduce recurrences. Develops project milestones, identifies resources, timeliness, & potential risks to the project. Conducts studies of financial management problems within an assigned program area; recommends solutions; and, with supervisory approval and customer knowledge, implements corrective action. Plans, coordinates, and carries out steps in analysis of payroll, leave, and timekeeping, issues necessary to provide support to employees to meet established performance requirements.
  • Assists in the development of financial planning and tracking systems for assigned program areas and coordinates these systems with program officials. Evaluates changing fiscal, budgetary and administrative decisions.
  • Reviews proposed managerial, functional or operations changes for financial impact, and develops plans for the implementation of corresponding changes in financial activities.
  • Develops specialized policies and procedures for the financial management of assigned program areas.
  • Generates specific requirements for an assigned program area to be used in the development of automated systems for reporting data required for financial planning and management purposes.
  • Participates in management assistance visits or inspections of assigned program operations to insure effective implementation of PBS resource management and financial policies and programs.
  • Analyzes established policies to determine how to effectively solve customer problems

Administrative Assistant to Chief Financial Officer

Unitec Electronics, Jessup, MD

1996 1998

Maintain the general ledger and related cost systems and accounting activities at the centralized level. Modify and adapt conventional accounting and analytical techniques to solve a variety of problems. Develop and execute modifications to accounting systems, accounting program operations, and the management, control, and flow of accounting system input documents and source data. Ensure that accounting activities are in accordance with applicable legislation, established agency policies, governmental accounting practices, and are properly executed. Analyze operations, financial systems, periodic and special reports, and systems edits to develop information on trends, anomalies or problems and develop solutions. Plan and execute changes to the content and nature of financial reports and application of computer technology to accounting functions.
  • Participate in decision-making sessions and advise program managers on regulatory requirements and financial policies
  • Advise management on the design and linkages of administrative and financial systems to provide better internal controls, greater detail, redesign of reports, faster consolidation of data, and changes to functional program workflow practices or procedures
  • Evaluate and advise on the effects of newly promulgated laws or the requirements, procedures, statements and standards of central oversight agencies
  • Plan, develop, and coordinate financial management improvements necessary to comply with legislation and regulations
  • Coordinate with other functional specialists to implement improvements to meet program objectives; resolves most of the conflicts that arise
  • Knowledge of accounting and budget principles, regulations and practices
  • Skill at using automated financial systems to retrieve and analyze transactions
  • Skill in identifying and resolving problems with accounting transactions
  • Ability to compile data to prepare financial statements or reports

Administrative Assistant to Accounts Payable Manager

Xerox Business Solutions, Arlington, VA

1995 1996

Provide advice and guidance to Federal Finance program areas to build and operate systems used for the collection of Federal revenue. Promulgate Federal regulations on the use of the payment systems. Prepare data analysis and presentations for meetings and briefings which effectively and accurately display program information to individuals or groups. Work with project budgets, spreadsheets, reconciliation of expenses, and cost analyses. Coordinate activities to provide support for collection channels and settlement services to Federal Finance programs that acquire collection entries. Recommend and/or develop government wide cash management policies, standards, guidelines, and procedures to be used for collections.
  • Design and development of research projects; establishing general specifications and timelines that govern data content, collection and dissemination; instrument selection or design; analysis and interpretation
  • Supervision of contractors; report writing and clearance; dissemination of information
  • Evaluate the effectiveness, efficiency and productivity of the management and delivery of state programs and operations.
  • Ensure that the most suitable research methodology and statistical tools are utilized to quantify measure and understand programs and financial industry trends, problems, phenomena and relationships.
  • Apply knowledge in reviewing, analyzing, revising, and recommending approval, disapproval or modification of budget requests and justifications.
  • Conduct studies, analyze data, develop alternatives, and make recommendations to resolve budget problems
  • Provides findings and suggestions to management for reviews of quality and adherence to established policies.

Education

University of Phoenix, Phoenix, AZ

Skills

Advanced Microsoft Excel
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