Hailey Klein - Public Affairs Specialist, NTT DATA

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Work Background

Kaiva Tech, LLCJunior Watch Officer

Jul. 2024Washington, District of Columbia, United States

Cherokee FederalStaff Assistant, US Department of State, Public Diplomacy & Public Affairs Front Office

Mar. 2024Washington, District of Columbia, United States

RP Professional ServicesProgram Assistant for USAID, PPL Bureau

Dec. 2022 - Nov. 2023Washington, District of Columbia, United StatesProvides direct administrative support to one or more Front Office Principals which includes strategic calendar management and scheduling, preparation and compilation of meeting materials, providing logistical support for meetings, and any other administrative support requested by the principal within reason Completes travel authorization processes for Front Office principal(s) including clearances, country travel concurrences, securing visas, and voucher preparations, as needed. Provides management and advice on travel procedures for PPL staff Performs note-taking, drafting, and circulation of meeting minutes Manages a shared, organized electronic filing system Coordinates PPL responses to requests from the PPL Front Office and other Bureaus Ensures all briefers and clearances are complete and submitted in a timely fashion Reviews, tasks, and tracks a variety of technical documents. Applies administrative policies, maintains various systems and databases, and handles other staff requirements Performs outreach and communication with internal and external stakeholders both orally and in writing Supports staff in communications with persons and groups from both within and outside USAID in written correspondence. Edits and drafts correspondence, recommendations, reports, and memoranda related to the work of Front Office Principals. Provides advice and guidance to managers and employees on questions and situations related to the administrative services provided Performs research, analysis, and writes short reports on topics relating to existing or planned programs

CTR Management Group, LLCProgram Assistant III for DoS at FSI

Aug. 2022 - Dec. 2022Arlington, Virginia, United StatesMaintain a close and highly responsive relationship with students, instructors, and supervisors to the day to day schedules, work fairly independently receiving a minimum of detailed supervision and guidance, in addition perform various clerical and secretarial duties requiring knowledge of the office routine and an understanding of the organization, programs, and procedures related to the work of the office Create and design room, instructor, and student schedules for classes offered by the division. Coordinate and schedule classroom space to achieve optimum usage and efficiency. Prepares class schedules for each course; updates schedules to reflect cancellations, rescheduling, addition, or modification of sessions or rooms; communicates scheduling requirements to Registrar and all other appropriate offices. Advise supervisor and subordinate offices on new schedule procedures and practices which are not always applicable to the changing situations. Anticipate and prepare materials needed by the supervisor on matters to be considered. Respond to routine requests; refer callers and visitors to appropriate staff. Under the direction of supervisor and in coordination with the School Knowledge Manager, administer the Division SharePoint site and the Division intranet site. Ability to work independently with little supervision. Ability to schedule rooms or events. Knowledge of planning and scheduling techniques. Ability to coordinate with other FSI schools, divisions and outside agencies. Ability to provide courteous and responsive customer service to students, instructors and supervisors. Maintain recurring internal reports, such as time and leave maintenance and other services.

QualX CorporationExecutive Administrative Assistant

Mar. 2022 - Aug. 2022Alexandria, Virginia, United States• Provide principal administrative support to the Director and Deputy Director of the Financial Management Directorate in an office environment and maintain calendar • Develop priorities, areas of emphasis, scope of projects, and internal deadlines based on overall mission requirements • Conduct analysis of assigned projects, performs varied clerical and secretarial duties requiring knowledge of office routine and an understanding of the organization, programs, and procedures related to the work of an office • Coordinate and work with the conference center to schedule and set up meetings for FMD Town hall and ad hoc meetings • Provide oversight of day-to-day administrative actions, including short-lead suspense assigned by senior leadership • Review and make recommendations to leadership concerning which suspense actions to be delegated to designated personnel • Enter and monitor suspense actions/tasks utilizing Government tools (CATMS, Microsoft Excel spreadsheets, Word documents, Power point, etc.) • Assist senior leadership personnel in the preparation of spreadsheets and presentations by employing Microsoft products • Prepare internal memoranda and other documents for individuals within the organization and support the preparation of letters, memoranda, and other documents for individuals external to the organization • Maintain performance metric tracking reports for senior leadership • Create and maintain monthly reports for leadership personnel, including ad hoc reports • Prepare materials in support of senior leadership personnel for conferences, correspondence, appointments, meetings, and telephone calls • Compose correspondence with little to no supervision concerning administrative matters and general office policies for leadership’s approval • Review publications, regulations, directives, and make recommendations to staff

Equal Access InternationalTemporary Administrative and Operations Assistant

Aug. 2021 - Mar. 2022Washington DC

Kids in Need of Defense (KIND)Operations Assistant

Feb. 2020 - Nov. 2020Washington, District of Columbia, United StatesProvided support for day-to-day operational needs for 11 field offices/nationwide staff of KIND Inc., preeminent U.S.-based nongovernmental organization devoted to the protection of unaccompanied and separated children fleeing violence and persecution. Improved operational systems, processes, and functions for this national legal services organization from the start of the Covid-19 pandemic when staff became 100% telework. Helped staff with technical issues and made sure they had computers, phones, and supplies so they could continue their work seamlessly. Scheduled meetings between different teams with staff located across the U.S.and Mexico. Drafted correspondence to be issued organization-wide to educate staff on operational procedures. Assisted operations manager with planning of routine operations and special projects.

District DoughnutFront Of House Manager

Sep. 2019 - Feb. 2020Washington D.C. Metro Area

U.S. Department of StatePassport Specialist

Jun. 2017 - Oct. 2018St Albans, Vermont, United StatesReviewed applications for completeness, truthfulness, identity, and signature of application. Examined evidence of citizenship and records to determine entitlement to US citizenship. Reviewed applications for indicators of fraud; successfully and accurately referred potentially fraudulent applications to the fraud office. Developed PowerPoint and trained senior specialists on using Ancestry.com for issuance of complex citizenship cases. Created, designed, and presented the Standard Operating Procedure pertaining to the assembly of passport applications. This allowed better communication between the federal and contracting staff and clarified which documents submitted with passport applications would be returned to the applicant.

The Vermont Passport AgencyPathways Internship Experience Program Student Trainee

Sep. 2016 - Jun. 2017St Albans, Vermont, United StatesHandled work above the GS-05 requirements as a student intern, including using administrative tools to solve issues and issue cases, use derivative law to issue derivative citizenship cases, write denial letters, and determine citizenship laws. Processed complicated citizenship cases, including refugee cases, with increasing independence; requested additional administrative online tools to help advance knowledge on cases. Attended the National Training Program in Charleston, SC and actively participated in class. Obtained Top Secret Clearance. Accepted into Pathway Program and began training to become a passport specialist while a full-time senior in college.