ARTAVIA COPELAND
Upper Marlboro,MD
Summary
Seasoned Senior Administrative Assistant with 15 years supporting senior leadership in federal and contractor settings. Enhance executive productivity through effective management of complex schedules and travel arrangements while ensuring compliance with federal guidelines. Deliver logistical support in high-pressure environments.
Overview
18
18
years of professional experience
Work History
SENIOR ADMINISTRATIVE ASSISTANT, CONTRACTOR
National Institutes of Health
Bethesda, Maryland
10.2019 - 12.2024
- Directly manage, maintain, and synchronize complex calendars and schedules of executives. Proactively manage executive calendars with attention to accuracy, detail, and allocation of time to promote productivity. Resolve conflicts, orchestrate change, and reprioritize as appropriate. Receive, coordinate and respond to invitations received by the organization's senior personnel.
- Coordinate meeting planning and logistical arrangements, including room and audiovisual reservations, Teams, ZOOM, and other remote connections, prepare agendas, and materials, and support logistics. Contact and communicate with participants; prepare and distribute meeting minutes.
- Handled the review, analysis, and distribution of all incoming mail, ensuring proper routing to other offices or subordinate teams.
- Ensures that all documentation is prepared and that signatures, approvals, clearances are obtained for recruitment appointments of professional, technical, and support staff, renewal extension of appointments, reassignments and pay increases.
- Complete special projects for senior staff, including research and data entry in systems such as Share Point.
- Served as a Government Purchase Card holder. Prepare request, quotes and justifications. Assist with procurement tasks. Prepare and review purchase orders.
- Was responsible for using POTS - Purchasing Online Tracking System - to prepare requisitions for office supplies, process registration fees, pay vendors and other procurements by entering requests, and monitor tracking for staff.
- Assist with onboarding, spearhead training and development programs for new employees.
- Compiled and updated senior leadership directories quarterly.
- Create PowerPoint presentations for senior leadership and control slides during meetings, webinars, and conferences.
- Print and compile documents to create binders, PowerPoint presentations, mailing labels, etc.
- Coordinated outreach events, managing registration, matchmaking setup, and logistics with caterers and hotel personnel while leading a team to assemble participant materials.
- Processed travel authorizations and vouchers (Local, Domestic, Foreign and Sponsored) in the CONCUR system in compliance with the federal guidelines.
- Plan transportation methods, make reservations, and handle travel orders, once authorized. Booking flights, lodging at the government per diem, AEA Memos and any other necessary travel-related services.
- Collaborated with agencies and the Passport/VISA office to secure all required travel documents.
EXTRAMURAL SUPPORT ASSISTANT, GS-303
National Institutes of Health/National Institute of Diabetes and Digestive and Kidney Disease, NIH
Bethesda, Maryland
12.2006 - 03.2019
- Supported extramural administrative functions while providing clerical and technical services to the Acting Deputy Director, Grants Management Officers/Specialists, Scientific Review Administrators, and Program Officials by performing a range of diverse administrative support assignments by compiling, tracking and analyzing data; monitoring, evaluating, and ensuring work is effectively being performed within the immediate area of responsibility on a variety of issues, uses strong organizational, planning, and time management skills by providing efficient and administrative support.
- Organized and planned meetings and responded to various inquiries both external and internal via email, phone, and in person contact.
- Worked independently when processing a wide variety of complex and confidential reports, letter, and memoranda, and routed to appropriate personnel.
- Completed training to gain the importance of security and handling confidential correspondence such as grant applications, Memorandums of Understanding, Letters of Intent and related documents ensuring accurate accounting, storage, routing, action, and timely response and review of all materials while abiding to policies and procedures for proper disposal and/or signatory requirements.
- Established and maintained the daily activity calendar for management, scheduled appointments, and arranged meetings.
- Assured daily activities for the organization were coordinated and that schedule changes were made with minimal disruption to office activities.
- Maintained timecards via ITAS for the Division and modified employee records accordingly.
- Reviewed, analyzed, and distributed all incoming mail, routing it to other offices or subordinate teams.
- Reviewed correspondence for grammar, construction, format, enclosures, attachments, and continuity of text and compliance with the supervisor's policies and viewpoint.
- Composed official correspondence independently or from brief or sketchy instructions.
- Reviewed and corrected outgoing correspondence in preparation for signatures of supervisor or higher-level executives.
- Resolved conflicts or departure from policies discovered in correspondence review prior to presenting to the supervisor.
- Used personal initiative to determine the need for administrative or procedural notices or instructions to the staff.
- Maintained files, records, schedules, and calendars for assigned personnel within the Extramural Science Program by safeguarding data integrity and maintain accurate record keeping and data management procedures.
- Provided general office support to include screening calls and visitors, responding to requests for information or assistance, filing and maintaining office records, compiling, and tracking data, controlling correspondence, and maintaining office supplies and equipment.
- Adhered to records retention policies compliance.
- Coordinated various types of meetings and conferences.
- Made travel arrangements/reservations, prepared agendas, assembled background material, secured space, notified attendees, and made any other necessary arrangements.
- Provided logistical and travel support and coordination for scientific conferences reviewed and evaluated meetings, workshops, site visits, and board meetings as well as other advisory group meetings.
- Served as the travel planner; verified and certified all travel authorizations (domestic, sponsored, and foreign) as well as vouchers in the CONCUR system, ensuring all travelers were reimbursed by the 5-day voucher turnaround deadline.
- Assisted coworkers by mentoring, advising, or guiding them in understanding work assignments and providing standard information on administrative policies.
- Prepared and processed grant-related materials by using IMPAC II to extract information from the applications.
- Was responsible for using POTS - Purchasing Online Tracking System - to prepare requisitions for office supplies, process registration fees, pay vendors and other procurements by entering requests, and monitor tracking for staff.
- Worked with caterers and hotel personnel to set up room blocks for incoming participants and organized a team of support staff to assemble agendas, name badges, tent cards, a roster of participants, biographies, and other documents in preparation for the meeting and the point of contact for the participants on Professional Service Contracts/Orders (PSCs) for reimbursement of expenses.
Education
High School Diploma -
Suitland High School
District Heights, MD06-2001
Skills
- Executive Calendar Management
- Executive Correspondence & Briefings
- Managing Files, Records & Documents
- Procurement & Requisition (POTS)
- Travel Coordination (Local, Domestic, Foreign and Sponsor)
- Federal Travel Compliance (CONCUR)
- Timekeeping (ITAS)
- Stakeholder Coordination & Liaison Support
- Administrative oversight
- Professional networking
- Spreadsheet tracking
- Event coordination
Timeline
SENIOR ADMINISTRATIVE ASSISTANT, CONTRACTOR
National Institutes of Health
10.2019 - 12.2024
EXTRAMURAL SUPPORT ASSISTANT, GS-303
National Institutes of Health/National Institute of Diabetes and Digestive and Kidney Disease, NIH
12.2006 - 03.2019
High School Diploma -
Suitland High School