ARTAVIA COPELAND
Upper Marlboro,USA
Summary
Smooth and Efficient Senior Administrative Assistant with experience enhancing executive productivity and improving business operations. Exceed expectations for maximising group performance and overseeing efficient calendars. Operate well with minimal supervision to meet demanding objectives.
Overview
18
18
years of professional experience
Work History
Senior Administrative Assistant, Contractor
Advance Automation Technologies
Bethesda, MD, USA
10.2019 - 12.2024
- Established and maintained the daily activity calendar for the Program manager, scheduled appointments, and arranged meetings.
- Record and maintain accurate minutes from meetings with vendors, Directors, Historically Black Colleges and Universities, and businesses.
- Was responsible for reviewing, analysing, and distributing all incoming mail and routing it to other offices or subordinate teams as appropriate.
- Reviewed correspondence for grammar, construction, format, enclosures, attachments, and continuity of text and compliance with the supervisor's policies and viewpoint to Senior Leadership at NIH, Presidents and Chancellors, Small Businesses CEOs, and Owners.
- Organise and preserve all documents in proper folders accessible in the office and in the shared storage hard drive.
- Professionally answer phone calls and take clear and concise messages.
- Spearheaded training and development programs for new employees.
- Track SBPO events and activities for each quarter of the fiscal year.
- Track SBPO inquiries and meetings with vendors.
- Create PowerPoint presentations for Program Manager and control slides during meetings, webinars, and conferences.
- Print and compile documents to create binders, PowerPoint presentations, mailing labels, etc.
- Actively take part in meetings and provide useful feedback/opinions.
- Update documents on Small Business Resources webpage quarterly.
- Provides temporary Administrative Assistant support for Karen Thomas in APRO- scheduling meetings, updating the calendar, sending meeting correspondence, and attending APRO staff meetings.
- Attend outreach events and help with registration, set up, etc.
- Attend outreach events and assist with registration, set up for matchmaking, worked with caterers and hotel personnel to set up room blocks for incoming participants, and organised 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.
- Handled 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.
- Managed the logistics for local, domestic, and foreign travel for the Program Manager and the Program Analysts. Researched and identified cost-effective travel solutions for the trip. Send travel options to travelers in compliance with the government travel policy. Prepare required travel documents for official travel requests. Prepared travel packets that consist of (itineraries, car rental confirmation, flight information, and shuttle service confirmation). Prepare and complete travel vouchers upon return to ensure the traveler is compensated in accordance with the policy. Created the Standard Operation Procedures on travel for new employees.
Extramural Support Assistant, GS-303
National Institutes of Health
Bethesda, MD, USA
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 organisational, planning, and time management skills by providing efficient and administrative support.
- Organised 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 proper 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.
- Was responsible for reviewing, analysing, and distributing all incoming mail and routing it to other offices or subordinate teams as appropriate. 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
- Schedule Management
- POTS-Purchasing Online
- 80 WPM typing speed
- ITAS
- Software- MS Office
- Managing Files
- Records Tracking System
- CONCUR travel system
- Travel Planning Suites (Word, Excel, Access, PowerPoint)
- Windows Vista
- Windows XP
- MS Windows
Timeline
Senior Administrative Assistant, Contractor
Advance Automation Technologies
10.2019 - 12.2024
Extramural Support Assistant, GS-303
National Institutes of Health
12.2006 - 03.2019
High School Diploma -
Suitland High School