Mia Sonji Ballou
Baltimore,MD
Summary
Diligent Executive Assistant with background in providing comprehensive support to senior executives. Successfully coordinated high-priority projects and streamlined office operations. Demonstrated proficiency in calendar management and travel arrangements.
Overview
24
24
years of professional experience
1
1
Certification
Work History
EXECUTIVE ASSISTANT I
Maryland Stadium Authority
02.2024 - 06.2025
- Supporting the Managing Director and three Project Managers as a confidential assistant, maintaining records and knowledge of matters, activities, and initiatives of a confidential and sensitive nature; interpreting administrative decisions and policies to other members of the staff; disseminates information and/or instructions at the direction of the management official.
- An intermediary for management by maintaining frequent contact with public and private executives, professional staff and other officials.
- Extensive calendar maintenance for the management officials; coordinate domestic and international travel for the Managing Director and PMs; scheduling appointments and interviews at the direction of the management official based on knowledge of program operations; drafting correspondence, creating tables, charts, graphs and forms, analyzing and ensuring accuracy of data, and producing various reports for the management officials, as needed.
- Receiving and resolving incoming inquiries from visitors and callers; intermittent training of staff on Workday and Venue Aware (maintenance ticket scheduling system).
- Provide information to callers regarding laws, rules, regulations, and procedures governing the agency’s operations.
- Gathering background information and prepared agendas, briefs of files, and reports for use by the managing officials for use in conference discussions and meetings, and respond to inquiries related to the stadium authority’s programs, along with use for articles, reports and speeches.
- Maintains a correspondence tracker portal, along with monitoring important and confidential records, Executive schedules, expense accounts, and office supplies.
- Monitor and maintain the service provider financial budget; control office correspondence and documents, track correspondence in an automated system, route correspondence to appropriate staff members and follow up to ensure proper actions are taken; review outgoing correspondence for accuracy and completeness; analyze data and reports and summarize information for the Director and Project Manager's review before distribution; review and distribute incoming correspondence; functions as a courier throughout the complex, as required.
- Plan and coordinate travel, accommodations, and transportation arrangements; review and assess travel requests and travel reimbursements to assure compliance.
CONTRACT ESTIMATING COORDINATOR (part-time/remote)
BMC Services LLC
10.2023 - 02.2025
- Prepare requests for quotations, requests for proposals or invitation for bids ensuring that technical descriptions and appropriate contract clauses are included.
- Assist the team in monitoring contract performance and assists in contract termination.
- Set up project files on server and online web platform; provide advice and assistance to others relating to contracting work and prepare correspondence.
- Manage print production of plans and specs; prepare and send out estimate packages and presentations.
- Attend bid openings; submit builder's risk requests; manage subcontractors and work until completion.
CENTRALIZED RESERVATION ADMINISTRATIVE SPECIALIST (remote)
Esquire Deposition Solutions
05.2021 - 09.2023
- Validated new reservations for Esquire Enterprise clients, approved cases by case managers, and all inbound location requests for upcoming jobs.
- Oversaw and managed the performance of the assigned specialists and senior specialists.
- Ensured all Enterprise client reservation tickets and portal jobs scheduled through EsquireConnect were completed within the expected timeframe.
- Provided consistent work direction and performance management to assigned teams to meet client service objectives.
- Conducted quality assurance of completed data entry reservations by direct reports; responded to emails from clients and internal staff in a timely manner.
- Worked collaboratively across the company to resolve client issues; attended all meetings and provided meeting support, such as note taking and recording, and prepared minutes for confidential meetings.
- Coordinated in partnership with Client Executives and Operations Managers to maintain accurate client records, updated client profiles, and documented client expectations.
CUSTOMER SERVICE REP
MTC Logistics, Inc.
08.2020 - 03.2021
- Contacted customers via phone and electronic mail for purposes of processing orders for MTC accounts and/or responding to customer complaints.
- Scheduled appointments for inbound/outbound shipping & receiving; responded to and resolved product status incoming calls received from warehouse operations.
- Checked and maintained customer inventory for availability to ship; prepared bill of ladings for shipment.
- Entered and processed inbound receipts and outbound orders, and updated the DMS system, as needed.
- Operated office-related computer equipment for communications, transmission of orders and credits, copying, scanning and faxing.
- Reviewed all output documents prior to engaging with the customer; checked EDI orders for accuracy.
- Managed timelines to ensure completion of daily orders and respond to fluctuations in workload.
- Attended meetings and trainings as required in accordance with MTC guidelines.
PRODUCTION ADMINISTRATIVE ASSISTANT
Alpha Biosciences
04.2018 - 07.2020
- Planned and coordinated daily/weekly detailed production schedule for all consumables manufacturing work across multiple shifts; ensured timely delivery of finished products.
- Prepared replenishment plan based on stock levels and cash flow; created, released, and monitored work orders according to the detailed schedule.
- Monitored and measured supplier performance, including timely delivery of total purchase line fulfillment.
- Calculated reorder point and safety stock levels for finished goods and raw materials; managed inventory levels to support DIV/OIV targets.
- Collaborated with the Inventory Control Coordinator to ensure cycle counts were executed accordingly.
- Ensured the appropriate supply chain and logistics key performance indicators were developed, tracked, and communicated broadly to key stakeholders.
- Worked with sales on forecast validation and concerns, as well as developed any alternative planning methods as needed (Re-order points, VMI, JIT, etc.)
- Ensure customer orders are ATP; created process/shop orders to schedule new production; updated orders with ATP delivery and correct delivery noted to meet customer requirements, along with dates to ensure accurate visibility of production status.
EXECUTIVE ASSISTANT (contractor)
Motorola Solutions (The Fountain Group)
12.2016 - 03.2018
- Supported program managers with answering phones and receiving and responding to emails; used electronic systems to create travel arrangements, travel reimbursements, and purchase order requests.
- Coordinated in-person and video conference calls and meetings, and conference room reservations.
- Supported various Program Managers in a number of different project level tasks to formulate decisions regarding business as required per Motorola Solutions contractual obligations; processed customer orders via the company’s internal ordering system.
- Coordinated with the project managers, systems engineering’s, business development, and bid and quote teams to ensure the order is processed in a timely manner and within the financial models provided.
- Processed all orders and entered information into the COF order entry system and documented special instructions related to the customer’s order.
- Processed federal account orders, change orders, and equipment return authorizations; assembled final project documentation per government contracts policies and procedures.
- Uploaded critical customer and business documents into the Motorola compass project archive; assembled billing packages.
SENIOR CUSTOMER SERVICE REP
VIXXO (aka FM Facility Maintenance/FSN)
12.2013 - 10.2016
- Received and responded to service requests and proactively managed preventive maintenance (email, fax, Fusion, phone).
- Documented all interactions with customers and service contractors and followed-up on Customer Satisfaction Surveys to ensure work was completed timely and within required customer service level agreements.
- Communicated with customers daily to establish a clear understanding of their requests, expectations, and requirements, as well as status of services, time estimations and costs.
- Reviewed key metrics and performance indicator reports to identify areas of focus.
- Created pivot tables to determine appropriate action and took necessary steps to ensure deliverables met contractual requirements.
FACILITY/PROJECT COORDINATOR (contractor)
Facebook – DC
09.2012 - 11.2013
- Worked with cross-functional teams to create services that supported client’s business needs and expectations.
- Managed multiple projects and met critical deadlines across functions and departments.
- Managed office and furniture requests, tracked requests progress, and ensured timely resolution.
- Reviewed and processed supply purchase orders for compliance and company requirements; resolved purchase order problems by coordinating with vendors, procurement staff, and management team.
- Managed internal SLA’s and SOW’s to ensure facilities services were consistent with requirements.
- Reported on key operational performance standards and determined whether services were being delivered at optimal standards.
- Developed efficient processes, as part of an overall facilities strategy to achieve optimum standards; recommended process and technological enhancements to improve service and efficiencies.
PROJECT COORDINATOR (contractor)
USCIS Office of Transformation Coordination
07.2010 - 09.2012
- Company Overview: (Whitney, Bradley & Brown, Inc. (aka NetStar-1 Government Consulting, Inc.))
- Supported the government client with development and documenting business requirements for software development projects.
- Documented meetings by notetaking and recording, prepared minutes, captured issues, action items, and decisions made or deferred.
- Developed meeting agendas, generated pivot tables for report tracking, created and distributed electronic meeting invitations; followed-up on action items and maintained project documents in SharePoint.
- Setup and initiated meetings via conference bridges and electronic web-based meeting capabilities (e.g., WebEx, AT&T Connect).
- Performed business and process analysis needed to migrate large legacy applications.
- Designed, developed, and produced documentation specific to the SDLC (e.g., requirements, technical & functional specifications, and user documents).
- Performed requirements analysis, generated Use Cases, Process Flows, Data Flows and Activity diagrams.
- Participated in meetings with customers to gather documents required and provided routine project status reports.
- Conducted daily Scrum meetings with the team to review planning and collected information regarding action items, resources or blockages.
- (Whitney, Bradley & Brown, Inc. (aka NetStar-1 Government Consulting, Inc.))
PROJECT MEETING COORDINATOR
NASA (InDyne, Inc – HITTS)
09.2007 - 06.2010
- Attended all project meetings held by the Deputy and Assistant Deputy Program Manager to process detailed project meeting minutes and prepared the minutes for distribution to all attendees; created power point presentations for internal and external meetings.
- Tracked weekly status reports of customer visits provided by Customer Service Managers (CSM) and Project Managers and reported to the Deputy and ADPO.
- Reviewed service request tickets at daily meetings and assigned SR’s to the appropriate project managers.
- Maintained, updated, and extracted the SR’s using the integrated workplace management system database; extracted reports from IWMS, Check In/Check out (CICO), and Microsoft Project for my Deputy review.
- Maintained IT hardware and software renewals by electronically notifying the appropriate managers regarding their upcoming renewals.
- Supported the division workshops and forums, prepared meeting material/documentation, visuals, registration lists, participation lists, and onsite production.
LEAD MEETING COORDINATOR (contractor)
Nuclear Energy Institute
09.2001 - 08.2007
- Provided support and coordinated the Nuclear Strategic Issues Steering Group & Nuclear Strategic Issues Advisory Committee meetings.
- Maintained division correspondence electronically and posted letters and enclosures to members’ website.
- Assisted with collecting and editing information for division’s monthly reports; converted reports into PDF format for distributing electronically to the organization.
- Proofread and edited division’s letters, memos, enclosures, sent electronic correspondence, and posted the Nuclear Regulatory Commission (NRC) web board.
- Coordinated all internal/external meetings for the division; attended workshops/forums providing registration assistance, preparation of forum/workshops menu, and AV needs, as required.
Education
Bachelor's Program - Business Management, various courses
Northern Virginia Community College
Alexandria, VA01.1997
Skills
- AS400
- Adobe Creative Suite CS4
- CICO
- Deltek Time Reporting
- DMS
- Dreamweaver CS4
- Empire
- Fireworks CS4
- Flash CS4
- IDMAX
- InContact
- IWMS
- JDA
- Lotus Notes
- Meeting Maker
- Microsoft iMis
- Microsoft Office Suite
- Mvision
- PageMaker
- Photoshop CS4
- Siebel
- VenueAware
- Google Workspace
- G Suites
- Google Meet
- Zoom
- Executive support
- Administrative support
- Office management
- Strong problem solver
- Schedule & calendar planning
- Scheduling
- Calendar management
- Professional and mature
- Meeting planning
- Travel arrangements
- Travel coordination
- Database management
- Excel spreadsheets
- Document preparation
- Proofreading
- Advanced MS office suite
- Resourceful
- Project planning
- Schedule management
- File organization
- Project management
- Staff management
Certification
- Certified Professional Administrative Assistant Certificate Program (CAP), Fred Pryor Seminars, 01/01/25
- Microsoft Office Specialist (MOS) Certified, Fred Pryor Seminars, 01/01/25
- Certified Scrum Master (CSM), Agile Infusion, 01/01/11
Timeline
EXECUTIVE ASSISTANT I
Maryland Stadium Authority
02.2024 - 06.2025
CONTRACT ESTIMATING COORDINATOR (part-time/remote)
BMC Services LLC
10.2023 - 02.2025
CENTRALIZED RESERVATION ADMINISTRATIVE SPECIALIST (remote)
Esquire Deposition Solutions
05.2021 - 09.2023
CUSTOMER SERVICE REP
MTC Logistics, Inc.
08.2020 - 03.2021
PRODUCTION ADMINISTRATIVE ASSISTANT
Alpha Biosciences
04.2018 - 07.2020
EXECUTIVE ASSISTANT (contractor)
Motorola Solutions (The Fountain Group)
12.2016 - 03.2018
SENIOR CUSTOMER SERVICE REP
VIXXO (aka FM Facility Maintenance/FSN)
12.2013 - 10.2016
FACILITY/PROJECT COORDINATOR (contractor)
Facebook – DC
09.2012 - 11.2013
PROJECT COORDINATOR (contractor)
USCIS Office of Transformation Coordination
07.2010 - 09.2012
PROJECT MEETING COORDINATOR
NASA (InDyne, Inc – HITTS)
09.2007 - 06.2010
LEAD MEETING COORDINATOR (contractor)
Nuclear Energy Institute
09.2001 - 08.2007
Bachelor's Program - Business Management, various courses
Northern Virginia Community College