SUMMARY:

• Skilled and knowledgeable Executive Assistant with over 19 years’ experience providing efficient customer service and a full range of team - based and executive-level administrative support in public and private sector organizations.
• Provide exceptional administrative support to front-line teams, peers and senior Management. Streamline office processes to increase efficiency and improve service. Track financial data and accurately process customers’ payments.
• Serve as initial point of contact for customers, vendors and providers. Inform customers and visitors regarding wide variety of complex services and products. Efficiently schedule appointments and promptly respond to inquiries via e-mail and telephone.

TECHNICAL SKILLS:

Adept with Microsoft Office Suite 2016 (Word, Excel, PowerPoint, Outlook, Visio), Lotus Notes, File Maker, Sunflower, Corel Draw, SharePoint and QuickBooks accounting software. Utilize Invitation Tracking System, including Swift System, GovTrip and CGE/Concur. Capable of managing complex, multiple telephone system and type 45 words a minute with superior accuracy. Outstanding communication skills with fluency in English and French.

KEY STRENGTHS:

Excel at developing strong relationships with clients, senior executives and team members. Highly organized and conscientious to detail and timelines; Entrust with management confidential documents. Adapt quickly to new and evolving environments.

PROFESSIONAL EXPERIENCE:

Confidential, Bethesda, MD

Operations Coordinator

Responsibilities:

• Coordinating and managing the day to day office operation;
• Arrange for staff member to represent organization at conferences and meetings.
• Scheduling appointments, meetings, conferences and events
• Make recommendations to resolve problems that may arise.
• Confirm appointments for clients, customers, and supervisors.
• Arrange and coordinate conference calls and staff meetings
• Develop, maintain and update spreadsheets for Confidential, budget and travel actions.
• Coordinate the preparation of a variety of items such as travel requests, professional service orders, training requests, individual/mass mailings, correspondence, reports and various forms.
• Prepare staff travel authorizations and vouchers with Concur travel systems (CGE)
• Enter into POTS all requisitions order for processing
• Update and maintain shared calendars
• Prepare and process Manager’s Purchase card activity
• Coordinate meetings, workshops and courses for staff; schedule conference rooms
• Maintain office records including office procurements and reimbursement procedures.
• Provide support with timekeeping duties and manage ITAS (timecards, pay).
• Serve as backup Property Custodial Officer (PCO) for ORS/DOHS
• Order office supplies for DOHS Team.

Confidential, Rockville, MD

Administrative Assistant

Responsibilities:

• Coordinating and managing office activities;
• Scheduling appointments, meetings, conferences and events
• Confirm appointments for clients, customers, and supervisors.
• Perform Clerical functions such as prepare correspondence, letters, reports, tables, memos, and agenda
• Arrange and coordinate conference calls and staff meetings
• Greet and escort visitors
• Prepare staff travel authorizations and vouchers with Govtrip travel systems
• Serve as a Point of contact for clients, customers and vendors
• Prepare and process Manager’s Purchase card activity
• Assisting managers in creating and maintaining Max Gov. Credit Card Logs
• Prepare and send out fuel report and Daycare Report
• Make door sign/tag by using Corel Draw Graphics Suite
• Answer all incoming calls promptly and connect to appropriate person or department.
• Answer Multi Lines service calls in a timely manner and put all service requests in our ETS system
• Follow up with all service requests to make sure that all cleaning and maintenance problems are fixed
• Record all maintenances and cleaning requests in the MITTS System (internal log system)
• Send out a monthly KPI report to my manager (This report help to improve our service)
• Send out Announcements, updates and alerts as broadcast messages after Director’s final approval
• I ordered supplies, toner for faxes, printers and copiers, and equipment as needed for the Program Support Center (PSC) Team.
• Sign for all PSC packages, screen and distribute mail

Confidential, College Park, MD

Administrative Assistant

Responsibilities:

• Order supplies and equipment as needed for the Office of Management team.
• Arrange and facilitate Administrative support staff meeting every week
• Designed and maintained spreadsheets on various tasks
• On a daily basis, printed daily calendars for four Directors
• Assisted with welcoming, greeting and escorting attendees for meeting
• Order business cards for staff
• Scheduled interviews with candidates
• Greeted and escorted candidates to and from conference room for scheduled interviews
• Answer telephones, and respond accordingly

Confidential, Washington, DC

Bilingual Team Assistant

Responsibilities:

• Provide scholars and alumni with Confidential learning opportunities to complement their academic training
• Help alumni to reintegrate into their home countries and utilize their new skills to improve public sector management and governance
• Highlight progress and achievements of the Scholarship Program for GOJ and WB.
• Promote scholar and alumni networks within and across countries and regions
• Facilitate dialogue between scholars, alumni, GOJ, Universities and WB
• The Confidential Program deliver face-to-face and on-line activities such as Knowledge Sharing Forum for Scholars, Alumni Study Tour in Japan, ABCDE conference, training and other activities.
• Provide administrative support to 10-person team and manager.
• Handle all client correspondence in French and English across all three scholarship products, which are the JJ/WBGSP, McNamara, Confidential and JIPS inbox. With a daily volume at times exceeding 200 inquiries.
• Prepare, send out and file all legal documentation to selected scholars, exceeding 330 per year
• Prepare materials for evaluators of applications and members of high level steering committee chaired by an Executive of a Board of Directors of the World Bank that selects the winning scholars.
• Primary liaison with applicants and scholars on a daily basis by answering all their queries and concerns.
• Draft, edit and maintain records of all correspondence and documents in English as well as in French insuring proper filing in World Bank’s archiving system.
• Translate all English application forms and guidelines into French to reach most applicants internationally.
• Perform mail merge from File Maker to Excel to create large spreadsheet of over thousands applicants.
• Manage the WBISP filing system including managing records disposition.
• Use Microsoft Office, File maker, and Lotus notes on a daily basis.
• Order Unique Identify Numbers for incoming scholars and prepare their travel request, liasoning with American Express, the World Bank’s vendor.

Confidential, Washington, DC

Secretary V/Executive Assistant

Responsibilities:

• Coordinating and managing office activities; devising/advising on procedural requirements, specialized office procedures, or practices, and recommending administrative policies in conjunction with the Senior Executive Assistant.
• Primary liaison with other directorates and offices, other Federal Government agencies, Congressional Officials, scientific and academic Institutions, and private industry to coordinate joint activities and obtain and provide information and materials.
• Calendaring the Assistant Secretary for Health appointments, negotiating with clients or senior staff based on knowledge of workload/commitments; screening calls/visitors to appropriate senior staff, using discretion in assessing purpose and urgency requirement; and coordinating meeting/conference arrangements (including space, materials, visual aids) and travel arrangements (foreign and domestic) thru the GovTrip website.
• Controlling correspondence (including reports, specialized documents, speeches) for appropriate staff assignment; conformance to established clarity/completeness, and signatory requirements.
• Prepare daily briefing book and other documents to facilitate the Assistant Secretary meetings.
• Greet, escort visitors, handle their inquiries, and direct them to the appropriate persons according to their needs.
• Answer telephones calls and give information to callers, take messages, or transfer calls.
• Provide administrative support to the Assistant Secretary for Health (ASH), Dr. Howard Koh
• Assist on managing appointments, meetings and calendar of the Assistant Secretary for Health
• Prepare the Bi-Weekly report for the Office of the Assistant Secretary for Health and all 10 Regional Health Administrator Offices
• Draft, edit, and maintain records of correspondence and documents intended for Federal Agencies, Members of Congress, coalition partners and other associations.
• Arrange for travel thru GovTrip and other logistical needs for the Assistant Secretary for Health.
• Retrieve and reply to all Assistant Secretary Invitations from an Invitation Tracking System called Swift.
• Arrange conference calls for the Office of the Assistant Secretary for Health (OASH).
• Arrange conferences and meetings.
• Set up and maintain paper and electronic filing systems for records, correspondence, and other material.
• Perform Clerical functions such as prepare correspondence, letters, reports, tables, memos, and agenda
• Assist in managing the OASH calendar including managing time, tasks, meetings and scheduling appointments.
• Schedule and confirm appointments for clients, customers, or supervisors.

Confidential, Washington, DC

Inventory Manager

Responsibilities:

• Assists the Property Management Officer with respect to timely services required within the Personal Property Management function.
• Conducts reviews of activities to identify under-utilized or unrequired property which can be reassigned or pooled to facilitate the most economical and efficient use.
• Establishes, coordinates and maintains an excess property and redistribution program.
• Maintains reports and records of equipment transaction and verifies individual monthly transactions with automated reports.
• Initiates and follows through to ensure completion and that corrective action is taken to resolve errors that are identified.
• Plans for and determines current and future supply and equipment requirements to meet program needs.
• Performs physical inventory with a scanner to each office of Indian Health Service.
• Tag every equipment that entered into the building before assigning them to the receiver.
• Prepare and maintain hands receipts to employees who transfer or received new equipment.
• Manages the Division’s filing system including managing records disposition.

Confidential, Silver Spring, Maryland

Administrative Aide

Responsibilities:

• Type letters, memoranda, reports, and a variety of forms (like F7).
• Type complex legislation and /legal documents.
• Proofread and edit materials to eliminate errors and ensure correct grammar, spelling and punctuation.
• Answer questions relating to office or department operations.
• Take and transcribe minutes from meetings.
• Log all invoice and expenditures reports as well as programmatic and fiscal/financial reports in an excel spreadsheet.
• Maintain appointment calendar from different supervisors
• Plan and coordinate the completion of new and existing projects.
• Develop and review written procedures.
• Coordinate and monitor the purchasing of equipment and supplies.
• Prepare providers contracts.
• Establish and maintain filing systems to ensure that documents are readily retrievable.