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Your Name

Executive Assistant

Washington, DC

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

Summary

  • Proficient in the use of Microsoft Word, Excel, PowerPoint, Outlook, Publisher and Access 2003 and 2007
  • Adobe 9.0 Word Perfect
  • Competent in UNIX
  • Accustomed to multi-tasking, including faxing; copying, filing
  • Accurate attention to detail∙ Active Secret Clearance∙ Typing 50 WPM

Work Experience

Executive Assistant

Department of Health and Human Services, Rockville, MD

Mar 2012Current

Serves as a confidential assistant to the Director and Deputy Director to Health Resources Service Administration (HRSA), HIV/AIDS Bureau (HAB), Division Services Systems
  • Prepare order for general office supplies
  • Prepare control and manage incoming and outgoing correspondence
  • Composes, edits and reviews letters and reports for accuracy and completeness ensuring inclusion of proper attachments and coordinating submittals of information
  • Compile and prepare information and documentation for review
  • Advised the Director/Deputy Director of important office matters that arise during supervisor’s absence
  • Attend and record meeting minutes, which are disseminate to HAB/DSS staff
  • Schedule meetings and appointments without prior approval from Director and Deputy Director
  • Screen all callers and visitors, answering questions involving establish routine matters without referring administrative situations to the Director or Staff.
  • Type Memos or reports in Draft and final format
  • Assist in the preparation of agendas, presentations, and briefings
  • Coordinate travel arrangements including itineraries, transportation and accommodation reservations
  • Ensures the office is effectively managed identifying and resolving various problems and situations to ensure effectiveness
  • Conduct research, prepares analyses and develop plans to bring projects to successful conclusion
  • Communicate with a variety wide of officials within the organization to determine the nature of Issues or problems.
  • Serves as a liaison between the DSS division to ensure a continuous cross-feed of information is shared between them.
  • Implement the records management system for the office to ensure proper filing, accountability storage, and retrieval of files.
  • Knowledge of the IMPAC CARD

Executive Assistant

United States Air Force,

Nov 2010Sep 2011

Contractor
Serves as a confidential assistant to the Air Force Deputy Chief Management Officer (DCMO) and Director of Enterprise Transformation. Duties include providing a myriad of executive assistant duties. Maintain and manage calendar of events to include coordination and scheduling of temporary duty assignments, evenings and weekend events and daily meetings for the AF DCMO and Director of Enterprise Transformation.
  • Interacts with members of the AF staff, organization, and individuals outside of the agency ranging from other government agencies to the general public and contractors.
  • Managed the Deputy of Business Transformation and Director of Enterprise Transformation calendars ensuring all meetings were coordinated properly.
  • Answer telephones, take messages, forward calls and respond to questions appropriately.
  • Ensure proper read ahead and background information are obtained prior to scheduled appointments.
  • Prepare reports itineraries, senior executive notes, travel orders/vouchers
  • Initiate trouble tickets with the help desk to ensure all computer issues are logged & fixed accordingly.
  • Created Trip books ensuring that all information vital to the trip were tabbed and easily accessible.
  • Coordinate executive-level meetings and video teleconferences(VTC's) including maintaining attendance lists, reserving facilities and distributing read-ahead materials.
  • Ensure proper reception and escorting of visitors, ensuring the proper security procedures are followed.
  • Maintain current personnel rosters and organization charts.
  • Review and edit staff packages , military and civilian
  • Serve as a point of contact for incoming and outgoing correspondence and distribution for SAF/US(M)X and SAF/US(M)S workflows.
  • Update the status of actions in the Task Management Tool(TMT) tracking system, based on inputs from AO's
  • Maintain pertinent data necessary for the effective function of the office.
  • Prepare routine correspondence for the directors with minimum guidance.
  • Manage the assignments of incoming tasks, anticipate and assign suspense dates based on external demands and availability of key personnel, track and report on progress and completion of tasks to Execs, forward complete documents to the Action Officer.

Secretary

Department of State,

Jan 2010Nov 2010

Contractor
  • Schedule and update the TWD Division Chief and Deputy Division Chief of scheduled events including requested attendance at meetings.
  • Receives visitors and answers telephone calls, determines nature of request by visitors and callers and refers such individuals to appropriate Staff members.
  • Follow up on telephone conversations to ensure necessary actions have been initiated by supervisor and staff.
  • Answer routine questions in providing accurate information regarding largely procedural matters
  • Utilizes to prepare correspondence, reports and related documents from hand written or electronic drafts.
  • Ensures correct grammar, spelling, capitalization, punctuation and appropriate format in documents are prepared by others in the TWD Branch.
  • Drafts and replies to routine correspondence, prepares forms for Branch employees and assist in the certification of bills for telecommunications services and circuits from telecommunications visitors.
  • Receives and reviews incoming and forward remaining correspondence to appropriate staff for action.
  • Maintains suspense records for all correspondence and action documents and follow up to ensure timely replies and appropriate actions.
  • Attends meetings and conferences, taking notes and prepares reports of proceedings.
  • Provides advice and guidance to TWD Division Chief and Branch staff on applicable procedures instructions and regulations that Govern administrative activities in the office.

Secretary

The Tauri/Sparks Group,

Oct 2008Oct 2009

Contractor
Provide administrative support to the Senior Executive Service (SES) level Director Chemical-Biological Directorate and Physical Science and Technology Division (CBT) Chief and his technical staff of supporting a large Government research and development effort
  • Maintain the daily appointment calendar and social calendar for the CBT Division Chief Initiative and discretion in maintaining calendars, scheduling appointments, accepting or declining invitations to meetings.
  • Reserve Conference rooms and arrange for teleconference, audio visual and computer requirements as necessary
  • Update Division Chief and Chemical Biological Division schedule to include preparing necessary meetings, materials and pre-briefings.
  • Receives telephone calls and visitors to the office, determining the purpose of the call or visit
  • Acted on behalf of CBT Division Chief to ensure time sensitive actions necessary for daily operations were accurate and complete.
  • Receive, track and file incoming and outgoing correspondence
  • Maintain CBT Division and track suspense log and update directorate as necessary to ensure timely completion of required actions.
  • Composes, edits and reviews letters and reports for accuracy and completeness ensuring inclusion of proper attachments and coordinating submittals of information.
  • Finalize and store all completed task products using an easy retrievable system
  • Serves as a liaison between the CBT division and his A& AS contractor support team to ensure a continuous cross-feed of information is shared between them.
  • Maintain and order standard office supplies
  • Establishes and updates a variety of administrative and mission files and assists CBT Division Chief and Staff in maintaining files.
  • Consolidate weekly activity reports
  • Prepare Travel Orders and Itineraries through Defense Travel System
  • Knowledge of the ATTAPS
  • Maintain inventory of all projects that are obligated and expended
  • Maintain CBT Division Task Tracker
  • Track Suspense dates and provide reminders as necessary to avoid late submissions
  • Review team submissions for proper format, English grammar, proper punctuation and other administrative error prior to submitting to the CBT Division Chief
  • Assist in the development and preparation of Microsoft Power Point presentations
  • Assist in the development and preparation of Microsoft Excel spreadsheets
  • Assist with Obligating and Expenditures of CBT Division Chief's budget

Secretary

National Defense University,

Apr 2008Sep 2008

Contractor
  • Serves as a personal assistant to the Commandant and Chief of Staff
  • Works efficiently, courteously and expeditiously with visitors in handling their inquires
  • Schedule and priorities appointments and meetings without supervisory clearance
  • Maintain appointment calendar and coordinates official and social events for Commandant
  • Prepare briefing materials for Commandant and other senior officials
  • Receives and review invitations from higher level United States military and civilian offices and dignitaries of foreign government and embassies to attend social and official events
  • Keeps the Commandant informed of all commitments and ensure appointment calendar is accurate and current at all times
  • Provides protocol assistance for official functions hosted by the Commandant
  • Make reservations for transportation and travel arrangements for Commandant
  • Prepare travel authorizations and vouchers
  • Maintained filing system with accurate and complete, accessible and updated files

Medical Secretary

United States Air Force,

Nov 2007Mar 2008

Contractor
  • Prepare Enlisted Performance Reports throughout the Medical Group
  • Screen all callers and visitors, answering questions involving establish Commands or routine matters without referring administrative situations to the Commanders.
  • Mail Distribution throughout the Medical Group
  • Decal Vehicle Registrations for Civilians and Military Individuals
  • Manage and Updating Personal Information Files
  • Coordinate Urinalysis Trusted Agent program for Civilians and Military Individuals
  • Maintaining and Updating Vehicle Inspection for Commander's car
  • Maintaining and Updating the S drive, CSS and Workflow boxes
  • Coordinate graphics for Retirees and Active Duty Members
  • Maintaining and Updating Suspense Log
  • Coordinate In processing and Out Processing for Active Duty Members

Secretary

Department of Homeland Security,

Oct 2006Oct 2007

Contractor
I support the Assistant Secretary for Policy in a wide variety of secretariat and administrative services. The Office Policy is a fast-pace office where commitments are constantly changing. A large variety of time- sensitive documents were cleared through the office on any given day.
  • Prepare briefing materials for the Assistant Secretary and other senior officials
  • Knowledge of Gov Trip
  • Prepare travel authorization and vouchers. Make reservations for transportation and in travel arrangements.
  • Prepare detailed written itinerary regarding travel. Inform the Assistant Secretary of all pertinent activities taking place while he is on travel.
  • Screen all callers and visitors, answering questions involving establish policy or routine matters without referring administrative situations to the Assistant Secretary.
  • Escort visitors.
  • Secret Clearance
  • Support in video conference setups
  • Maintain equipment Inventory
  • It equipment Inventory setups
  • Space Faculties
  • Phone listing for Policy Directorate
  • Maintaining and Updating new members welcome book
  • Coordinate briefing material and supporting documents for the Assistant Secretary of Policy
  • Coordinate Domestic and International travel arrangements for Assistant Secretary
  • Created Spreadsheets and Organization charts

Secretary

Federal Trade Commission,

May 2005Oct 2006

Contractor
  • Determined the distinction of a record vs. a non-record, temporary vs. permanent and disposition of those records
  • Conducted interviews with FTC staff and preparing summaries following NARA guidance and BNF usual practices.
  • Prepared the transfer of closed legal records for storage or formal transfer to Iron Mountain.
  • Conducted interviews with FTC Commission staff and prepared summaries following NARA guidance and BNF usual Practices.

Management Assistant

United States for Agency International Development (C&G Storage),

Aug 1999Jan 2005

Contractor
  • Provided assistance with various duties within the Ronald Reagan Building.
  • Distributed mail and maintained the paper supply for copiers, faxes and other office printers throughout the International Development agency.
  • Maintained daily log sheet incoming and outgoing shipments for our agencies Actions Data System (ADS).
  • Completed requisitions and other forms for the relocation of offices and supplies from various vendors. I maintained the upkeep of the warehouse and also loaded and unload trucks.
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