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Work Background
United States Air ForceSecretary
Sep. 2024Joint Base Langley-EustisExecutive-level administrative lead for A4 leadership within a fast-paced federal environment. Provide proactive calendar management, document oversight, and strategic support across multiple agencies and time zones. High-level coordination, problem-solving, and communication skills, consistently delivering seamless operations, enhanced productivity, and mission-aligned results. EXECUTIVE CALENDAR & EVENT MANAGEMENT: Calendar mgmt for leadership, cood’d 250+ meetings/high-level engagements across various commands and agencies. Resolve scheduling conflicts, triage competing priorities, and ensure urgent matters received timely attention. Coordinate all logistics for travel and events, including booking, documentation, and voucher support. Streamlined meeting prep processes by developing standard operating template, reducing prep time and increasing availability. CORRESPONDENCE AND DOCUMENT OVERSIGHT: Oversee draft/review/finalization of diverse correspondence, ensure compliance with federal/organizational standards. Maintain tracking systems and suspense files, enabling accountability and deadline compliance. TRAVEL AND FINANCIAL COORDINATION: Coordinate and execute TDY arrangements for A4 leadership, often involving multiple stakeholders and changing requirements. Process authorizations and vouchers. Review and validate all documents for discrepancies, and ensure adherence to policy. OPERATIONAL EFFICIENT & WORKFLOW OPTIMIZATION: Support division-wide operations by redefining administrative workflows, including letter templates that save over 25 hours of staff time annually. Led calendar and task streamlining effort to support a lean team under staffing constraints. TEAM COLLABORATION & LEADERSHIP SUPPORT: Partner with senior executives, front office, and cross-functional teams to sustain high levels of productivity and morale. Coordinate staffing efforts and resource planning, ensuring continuity. Foster team communication through multiple platforms and tools.
United States Air ForceExecutive Assistant
Jul. 2023 - Sep. 2024Travis AFB, CAExecutive Support/Calendar Management: Manage the commander's calendar to ensure attendance at critical meetings and events, de-conflict schedules, and prioritize demands to enhance productivity. Ensure timely communication up and down chain of command and handle paperwork with attention to detail and security protocols. Event Planning/Office Operations: Organize and manage command-sponsored events, adhering to protocol for smooth execution. Develop and maintain office procedures and records, guide staff on administrative requirements, and ensure compliance with regulations and policies. Management of Administrative Programs and Reports: Assist the commander in managing administrative functions, ensuring the preparation and distribution of reports and correspondence. Administer programs, act as a primary information source, and propose enhancements for efficiency. Coordinate internal operations, including administrative training, security, and personnel assistance. Orientation/Training of New Personnel: Serve as point of contact for newly assigned personnel, orient them on organizational functions, and introduce key staff members. Schedule initial training and orientation and provide comprehensive integration support to new team members. Compliance/Policy Implementation: Ensure unit program compliance with regulations, laws, policies, and directives. Develop and implement procedures to maintain program health, respond to trends, and ensure operations meet standards. Disseminate information on procedural changes and provide training on new administrative policies. Coordinating Manpower/Personnel Functions: Act as point of contact for civilian and military position utilization, maintain manpower documents and recommend authorizations. Monitor personnel action requests, track training, and manpower transactions, and provide status reports to management. Coordinate with relevant offices to resolve conflicts and ensure timely processing of personnel transactions.
United States Air ForceUnit Program Coodinator
Oct. 2022 - Jul. 2023Travis AFB, CAExecutive Support and Calendar Management: Directly assists the commander, director of operations, and senior enlisted leaders in managing and maintaining all administrative programs and functions. Assists in managing the Commander and Command Staff’s calendars, ensuring cohesive schedules and necessary support coverage, and ensuring the Commander is on time for all meetings and appointments. Orientation and Training of New Personnel: Functions as the primary point of contact for all newly assigned personnel, processing all inbound and outbound personnel needs, such as gaining members, updating supervisors, and processing milPDS and manpower updates. Upon a member’s arrival at the Commander Support Section, ascertain the nature of the visit and assist as needed. Mentors, coaches, and guides new personnel in organizational functions, Air Force rules and regulations, and aids in developing new Airmen. Event Planning and Office Operations: Collects, organizes, and compiles data to assist the Section Flight Chief, Section Commander, and Squadron Commander with administrative duties or processes. Collects, organizes, and reviews all necessary documentation to ensure smooth office operations. Management of Administrative Programs and Reports: Performs various administrative functions associated with personnel assignments and promotions, processing military and civilian personnel transactions, and tracking personnel actions, manpower, and CMS data. Ensures unit program compliance with regulations, laws, policies, and Squadron Commander directives.
United States Air ForceSecretary
Jul. 2021 - Oct. 2022Travis AFB, CASecretary to the Commander, 60th Maintenance Group, and other group staff such as Senior Enlisted Leader, Deputy Director, and Deputy Commander. Primarily provide administrative support as the liaison between Group and Wing leadership and six Squadrons/units within the Group. Daily taskers include heavy calendar management, customer service, and document processing using various programs and systems. Calendar management includes scheduling appointments, de-conflicting schedules for up to eight calendars to include Wing leadership, conference room, and facility booking, and coordinating travel for any temporary duty locations Group leadership attends. Preparing, reviewing, and processing all incoming and outgoing correspondence using reference material such as Tongue and Quill and Wing Writing Guide as the Group authority. Assisted in reviewing and processing over 100 documents pertaining to religious exemptions, special program requests, and numerous appointment letters. Additionally, use of programs such as vPC as the primary coordinator on all Group elevated EPRS, OPRS, and decorations. In the first year, processing 751 enlisted and officer evaluations and 339 decorations. Administered TDY orders using Defense Travel System for those in Group leadership and coordinated site-specific requirements. Group, Government Purchase Card holder, required to place orders, pay approved invoices, and reconcile statements with a $25,000 limit. Subject matter expert on retirement certificate procedures by verifying all data requested is appropriate, approved, current, and processed following Wing and 18th AF guidelines.
Apex SystemsAdministrative Assistant
Apr. 2018 - Jul. 2021San Antonio, Texas Area- General administrative duties such as data entry, track upcoming internal and external employment, scanning, uploading documents, greeting contractors/vendors/clients.
- Research and book vendors and locations for company training events and meetings.
- Assist with electronic I-9 verification to include review and upload citizenship documentation.
- Maintains files and records according to legal, division and corporate requirements.
- Coordinate and lead office projects per management request or assigned.
- Generate weekly reports and disburse to staff, office and upper management.
- Review and publish job postings via online employment websites.
- Use of PowerPivot software to generate and manipulate office data reports.
DersePurchasing Supervisor
Jan. 2017 - Mar. 2018North Las Vegas, NV• Create and process all job specific and general ledger purchase orders.
• Directly contributed to overall company success of $150 million+ in sales/production.
• Saved company $50,000+ annually through price negotiations and vendor agreements.
• Work closely with Project Managers to ensure orders are within budget and on schedule.
• Use of DOS based system, Visibility, for company wide accountability.
• Placement and tracking of all orders via email, phone calls, and vendor websites.
• Research miscellaneous vendors, on and offline, for best-priced products and materials.
• Manage and reconcile p-cards for upwards of 10 people totaling over $500,000.
• Use of online accounting program, Certify for reconciliation of p-cards.
• Review AP invoices for accuracy and resolve any discrepancies prior to final approval and payment.
• Generated and disbursed training material to assist all production staff in the correct policies and procedures necessarily to accurately and effectively complete tasks.
• Manage travel arrangements for out of town/state projects to include rental vehicles and lodging.
• Coordination and scheduling of face-to-face meetings with preferred and non-preferred vendors.
• Build and maintain professional relationships with vendors and suppliers resulting in additional support if and when needed.
• Oversee all maintenance and stockroom functions and provide backup support as needed.
• Coordinate all pick-up/delivery runs to show floor, customer, or from vendor warehouses.
• Generate and provide shipping documents per Show Services request.
• Provide logistical back up support to Show Services and Logistics departments in times of need.
• Work independently with minimal direct supervision to meet deadlines and complete tasks/projects.
DerseReceptionist/Administrative Receptionist
Sep. 2015 - Jan. 2017North Las Vegas, Nevada• Basic office duties such as data entry, inventory/purchasing of supplies, and machine maintenance. • Answer up to 5 incoming lines, routing to over 30+ front office staff.
• Pull reports per office schedule disbursing via email and/or print depending on meeting/employee.
• Audit meeting reports to close, cancel or move charges per account team request.
• Data entry of 15-20 warehouse employee timecards and submit for payroll processing.
• Draft deposit invoices via company template and submit to account team for final review/payment.
• Review and distribute quarterly storage invoices to account teams or clients per client terms.
• Plan and coordinate all activities to successfully execute meetings and conferences.
• Process any additional requests such as booking of conference rooms, set-up, and catering needs.
• Manage and reconcile Divisional Vice Presidents $250,000 p-card monthly and submit for payment.
• Generated training and reference materials to aid in independent, successful work of future front office staff.
Ahern RentalsPre Lien Clerk
Oct. 2014 - May. 2015Las Vegas, Nevada Area• Managed and processed average of 70 mechanic's lien notices daily to include lien release.
• Account maintenance and updates per client and management request.
• Payment processing and disbursement per company and account requirements.
• Process credit account applications via Dun & Bradstreet Reports and credit-reporting agencies.
• Ordered and distributed office supplies while adhering to a fixed office budget.
• Mail processing and disbursement to include the use of a postage meter.
United States Air ForceTraffic Management Journeyman
May. 2012 - Apr. 2014Altus AFB, Oklahoma• General office duties such as data entry, document review, scanning and uploading of documents.
• Responsible for managing confidential and sensitive information regarding military members and their families personal information.
• Maintained and issued transportation documents with regard to individual entitlements based on rank, location of move, and type of move.
• Performed and managed traffic management activities concerning military regulations and standards.
• Administered quality control inspections of all shipments, incoming or outgoing, as well as warehouse inspections in accordance to military regulations.
• Verified carrier/contractor performance, initiating discrepancy reports if and when pertinent.
• Coordinated and counseled personnel and eligible dependents on passenger and personal property movements by maintaining and issuing transportation documents.
• Resolved administrative and operational problems, authorizing deviation from procedure in case by case situation.
• Processed pay adjustments and documentation needed for personally procured moves and submitted to Finance for payment disbursement.
• Assisted in creating job specific continuity with the use of various tools and Microsoft programs to aid in further training.
• Receive and inputs all inbound cargo shipments into appropriate transportation system of record.
• Evaluates all arriving shipments for over, short, damaged and astray cargo igniting appropriate reports and claims.
• Inventory and document all government property deemed nonfunctional and coordinate run to dispose or recycle to other bases or military installations.
Sacramento Dental Speciality GroupReceptionist
Mar. 2011 - Apr. 2012Sacramento, California, United StatesFront office personnel responsible for checking in patients, verifying insurance benefits, collecting co-pays, scheduling and confirming appointments for a multi-specialty practice. General office duties such as: first respondent to up to 4 phone lines, confirm all appointments, phone message retrieval, data entry, check-in patients, authorization verification, and collect any and all copays. Basic use of office equipment such as: copy/fax/print machine, Windows computer system, and Xerox scanner as office is paperless. Intermediate knowledge of HMO and state run programs such as Healthy Families, GMC, and Denti-Cal; advanced knowledge of PPO insurance plans.
RICHARD F. JACKSON, DDS, GREGORY HEISE, DDS, AND CRAIG ALPHA, DDSFront/Back Office Assistant
Jan. 2008 - Dec. 2010Sacramento, California, United StatesProvide administrative and back office support within busy office. General office duties such as: answering phones, checking in of patients, set-up new patient charts, data entry, collect payments. Manage doctor’s inbox, off-site meetings and personal appointments; proofreading/editing of dictation reports; insurance verification and financial estimate back up; run end of day deposit and reports as needed. Back office assisting with a focus on chair side assisting and sterilization procedure and protocol.
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