Summary
Overview
Work History
Education
Skills
Languages
Timeline
Generic

Christiane Pennaneach

Alexandria,Virginia

Summary

Results-driven Human Resource/Administrative specialist with a proven track record of client and project management. Highly skilled in effective communication with technology, executives, and colleagues. Bringing 5 years of experience in law enforcement office environments, adept at managing a 20-line incoming phone system, filing, records maintenance, and handling high-volume business inquiries. Enthusiastic professional dedicated to supporting busy offices, building positive customer relationships, and maintaining a strong public image through efficient administrative assistance and problem-solving expertise.

Overview

9
9
years of professional experience

Work History

ADMINISTRATIVE SPECIALIST

US DEPARTMENT OF STATE
10.2023 - Current
  • Research collects, compiles, and/or tracks data and program information in support of Division operations, including coordination and consultation with technical employees and managers across office lines.
  • Plans, initiate, develop, and verify charts, slides, etc. through all stages for high level managerial presentations; reviews and analyzes the data for technical accuracy and makes final recommendations and modifications to the presentations; and utilizes PowerPoint, Excel, Share Point, and other software to prepare files, charts and slides to update the Program Performance Review, budget presentations, and briefings.
  • Direct and coordinate administrative functions for the director of the Construction Support Division.
  • Prepare written Materials and enhance their content, appropriate tables from databases/ spreadsheets and graphics suitable for the audience.
  • Assists in the preparation of oversight reports from upper management as well as writes and edits report that are accurate, timely and suitable for the intended audience, occasion and purpose.
  • Establish and maintain a highly effective working relationship with all stakeholders
  • Coordinates the collection of data for use in development of funding requirements and priorities for the Division; compiles requirements and routes for approvals; and provides recommendations for action in areas of responsibility based upon factual data obtained and assessed.
  • Directs and coordinates administrative functions within the Division; ensures that staff complies with applicable policies and procedures; advises the Branch Chiefs and Division Chief on administrative matters across the full range of the Division's mission, function, and objectives; and provides guidance and advice to other office staff on a full range of administrative services.
  • Safeguarded sensitive information through the proper handling of confidential documents and secure storage methods.
  • Handled mail, packages, emails, document transmissions and other types of data with both manual and automated tracking strategies.
  • Improved customer satisfaction with prompt and professional responses to inquiries and concerns.
  • Minimized errors in documentation through meticulous proofreading, editing, formatting skills.
  • Expedited project completion times by effectively prioritizing tasks based on deadlines and resource availability.
  • Facilitated communication between departments, organizing meetings and distributing essential information.
  • Enhanced team productivity by providing administrative support and coordinating daily operations.
  • Managed schedules, appointments, and travel arrangements for executives, ensuring seamless coordination of events.
  • Resolved customer concerns efficiently to promote satisfaction and loyalty.
  • Collaborated closely with human resources personnel to ensure timely processing of new hire paperwork, benefits administration, and employee record updates.
  • Maintained supplies inventory by checking stock to determine inventory level and ordering new supplies when inventory runs lows.
  • Boosted employee morale by planning team-building activities and corporate events.
  • Streamlined office processes by implementing efficient document management and filing systems.
  • Provided exceptional reception services such as answering phone calls professionally, directing them appropriately while maintaining visitor logs.
  • Increased efficiency in data entry tasks through the implementation of advanced software tools.
  • Worked on behalf of senior leaders to complete project requirements according to schedules and within budgetary limitations.
  • Maintained and optimized manager's calendar and scheduled appointments and meetings and addressed conflicts with adequate time for preparation, follow-up and planning.
  • Scheduled meetings booked meeting rooms and prepared meeting agendas.
  • Sorted, opened, and routed incoming correspondence and deliveries to help senior leaders respond quickly to business and customer requirements.
  • Ensured accuracy in financial records by reconciling accounts and preparing detailed reports.
  • Reduced expenses by negotiating favorable contracts with vendors and service providers.
  • Fostered positive client relationships by promptly addressing questions or concerns related to their case files.
  • Optimized resource allocation by tracking inventory levels, ordering supplies, and managing budget constraints.
  • Monitored and managed expenses with allotted budgets and reviewed and approved expense reports.
  • Supported departmental goals by collaborating with colleagues on cross-functional projects.
  • Assisted in recruiting qualified candidates for open positions, conducting initial screenings and interviews.
  • Continually sought methods for improving daily operations, communications with clients, recordkeeping, and data entry for increased efficiency.
  • Volunteered to help with special projects of varying degrees of complexity.
  • Created and maintained detailed administrative processes and procedures to drive efficiency and accuracy.
  • Assisted coworkers and staff members with special tasks on daily basis.
  • Built and maintained excellent customer relationships through timely response to inquiries and going above and beyond to accommodate unusual requests.
  • Managed filing system, entered data and completed other clerical tasks.
  • Established administrative work procedures to track staff's daily tasks.
  • Managed phone and email correspondence and handled incoming and outgoing mail and faxes.
  • Transcribed and organized information to assist in preparing speeches and presentations.
  • Identified and recommended changes to existing processes to improve accuracy, efficiency, and quality service.
  • Completed forms, reports, logs, and records to quickly handle all documentation for human resources.
  • Facilitated timely delivery of special projects to meet organizational and departmental objectives.
  • Interacted with vendors, contractors and professional services personnel to receive orders, direct activities, and communicate instructions.
  • Recorded new hires, transfers, terminations, changes in job classifications and merit increases to main human resources files.
  • Managed paper and electronic filing systems by routing various documents, taking messages and managing incoming and outgoing mail.
  • Liaised between clients and vendors and maintained effective lines of communication.
  • Surpassed team goals by partnering with colleagues to implement best practices and protocols.
  • Organized logistics and materials for each meeting and took detailed notes for later dissemination to key stakeholders.
  • Opened and properly distributed incoming mail to promote quicker response to client inquiries.
  • Increased office participation in special events by creating newsletter with detailed calendars and other office updates.
  • Performed research to collect and record industry data.
  • Supported company leaders by managing budgets, scheduling appointments and organizing itinerary.

Administrative Assistant 3

Fairfax County Government
03.2021 - 10.2023
  • Use spreadsheets or databases to organize information and produce standard reports; Prepares a variety of complex disbursement forms (e.g., check requests, travel forms, cash sheets, and journal entries) for routing and approval. Maintain confidentiality and be sensitive to political issues.
  • Compose routine correspondence on behalf of the executive/work unit head.
  • Fiscal Administration/Accounting. Set up accounts through corporate systems; Reconcile ledgers. Prepare status reports
  • Purchasing, verify requests for goods and services against county contracts and funding sources; Orders goods or services and follows up/resolves discrepancies and ensures delivery; Authorize requests for goods and services in corporate systems; Ensures appropriate routing and approval of purchase requests.
  • Payroll, Process pay adjustments, transmits on-line T&As, regularly input routine Human Capital Management Enterprise Planning system entries, perform payroll functions (e.g., internal collection of time sheets, verify T&A entries, verify leave slips), Trains new employees
  • Personnel: Prepare and verifies completeness/accuracy of forms/documents (e.g., personnel requisitions, PARS, PCFs)
  • Provide basic new employee benefits information.
  • Explain routine personnel policies and procedures. Gather information (e.g., salary range, class specifications, and merit adjustments) from HR website or other county sources for supervisor/management.
  • Instruct employees in proper completion of routine documents (e.g., insurance enrollment forms).

Administrative Assistant 2

Alexandria City Government
07.2019 - 01.2021
  • Transcribes interviews concerning subjects of a highly sensitive or technical nature from victims, witnesses and suspects that may often be long and tedious or hard to hear.
  • Maintains files, records and logs showing status of various matters, maintains accountability of file materials, searches
  • Completes word processing and spreadsheet design/data entry work assignments that include typing, creating, editing, and proofreading letters, memoranda, reports, contracts, forms, etc.
  • Develops filing systems, maintains, and archives files, records, and logs of various matters, and maintains accountability of file materials, assembles, and summarizes information from files, and ensures that all documents are signed
  • Serves as the backup to process payroll using our time-keeping system (KRONOS).
  • Make recommendations to the supervisor about improvements to database and cataloging procedures.
  • Performs receptionist duties; operates photocopying and fax machines.
  • Improved document organization with thorough file maintenance, archiving outdated records as necessary for efficient retrieval when needed.
  • Supported executive staff through scheduling meetings, coordinating travel arrangements, and preparing crucial documents.
  • Organized office events such as holiday parties or team-building activities, promoting a positive company culture and boosting employee morale.
  • Conducted research for project proposals, compiling information that supported winning bids.
  • Organized company events to enhance team cohesion, coordinating logistics and catering for over 50 participants.
  • Improved document processing speed by introducing automated templates for routine correspondence.
  • Managed scheduling for executive team, balancing complex calendars to ensure optimal use of time.
  • Managed phone and email correspondence and handled incoming and outgoing mail and faxes.
  • Managed filing system, entered data and completed other clerical tasks.
  • Developed filing system for historical documents, preserving important company records and improving access to information.
  • Managed paper and electronic filing systems by routing various documents, taking messages and managing incoming and outgoing mail.
  • Completed forms, reports, logs, and records to quickly handle all documentation for human resources.
  • Built and maintained excellent customer relationships through timely response to inquiries and going above and beyond to accommodate unusual requests.
  • Created and maintained detailed administrative processes and procedures to drive efficiency and accuracy.
  • Identified and recommended changes to existing processes to improve accuracy, efficiency, and quality service.
  • Established administrative work procedures to track staff's daily tasks.
  • Supported company leaders by managing budgets, scheduling appointments and organizing itinerary.
  • Recorded new hires, transfers, terminations, changes in job classifications and merit increases to main human resources files.
  • Performed research to collect and record industry data.
  • Increased office participation in special events by creating newsletter with detailed calendars and other office updates.
  • Organized logistics and materials for each meeting and took detailed notes for later dissemination to key stakeholders.
  • Transcribed and organized information to assist in preparing speeches and presentations.
  • Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
  • Maintained confidentiality of sensitive information by adhering to strict privacy policies and implementing secure filing systems.
  • Delivered excellent customer service through prompt responses to client inquiries, addressing concerns effectively, and building strong relationships.
  • Ensured accurate record-keeping with diligent data entry and database management for vital company information.
  • Coordinated office supply inventory management, proactively ordering necessary items before depletion to avoid workflow disruptions.
  • Assisted with human resources tasks such as updating employee files or submitting time-off requests per company policy guidelines.
  • Optimized calendar management for executives by scheduling appointments strategically while considering priorities and minimizing conflicts.
  • Assisted in onboarding new employees, providing training materials, and coordinating orientation schedules to ensure a smooth integration into the team.
  • Collaborated on special projects as assigned by leadership, contributing research findings or coordinating event logistics as needed for success.
  • Facilitated collaboration within team by organizing regular meetings and tracking project progress.
  • Boosted team productivity by managing communication channels and ensuring timely responses to inquiries.
  • Managed expense reports for executive staff members, ensuring accurate documentation of spending for budgeting purposes.
  • Maintained inventory of office supplies and placed orders.
  • Streamlined office operations, implementing digital file management systems to reduce paper use and increase efficiency.
  • Facilitated training sessions for new software tools, increasing team productivity and reducing learning curves.
  • Addressed IT issues by coordinating with tech support, minimizing downtime and maintaining operational efficiency.
  • Facilitated cross-departmental communication, organizing meetings to discuss project progress and align objectives.
  • Coordinated travel arrangements for staff, ensuring cost-effective and timely accommodations and transportation.
  • Negotiated with vendors to reduce office supply costs, leveraging bulk purchase agreements.
  • Contributed to policy updates, researching regulations to ensure company compliance.
  • Improved staff morale by organizing recognition programs, acknowledging outstanding contributions and fostering positive work culture.
  • Maintained confidentiality of sensitive information, adhering strictly to data protection regulations.
  • Enhanced communication within office, establishing weekly newsletter summarizing key updates and achievements.
  • Supported recruitment processes, scheduling interviews and communicating with applicants to improve hiring timelines.
  • Enhanced office environment, organizing spaces for better workflow and employee comfort.
  • Assisted in preparation of financial reports, gathering data that contributed to budgeting accuracy.
  • Monitored office supplies inventory, ensuring availability of essential items without overstocking.
  • Implemented new CRM system to track client interactions, improving response times and client satisfaction.
  • Assisted coworkers and staff members with special tasks on daily basis.
  • Continually sought methods for improving daily operations, communications with clients, recordkeeping, and data entry for increased efficiency.
  • Interacted with vendors, contractors and professional services personnel to receive orders, direct activities, and communicate instructions.
  • Opened and properly distributed incoming mail to promote quicker response to client inquiries.
  • Volunteered to help with special projects of varying degrees of complexity.
  • Liaised between clients and vendors and maintained effective lines of communication.
  • Facilitated timely delivery of special projects to meet organizational and departmental objectives.
  • Surpassed team goals by partnering with colleagues to implement best practices and protocols.
  • Streamlined invoice processing procedures to ensure timely payment of vendors while minimizing errors in financial records.

Office Service Assistant

Virginia Department of Correction
01.2016 - 07.2019
  • Performed various secretarial/clerical duties such as documenting, photocopying, faxing, mailing, and organizing filing systems.
  • Sorted and distributed incoming communication data, including faxes, letters, and emails.
  • Composed routine correspondence. Proofs memorandums and documents for spelling and grammar.
  • Effectively read and interpret information, present numerical data in a resourceful manner, and skillfully gather and analyze information
  • Organized the scheduling of meetings, conferences, and events, distributed minutes.
  • Maintained the office database - retrieved and organized information for individual employees and clients. Creates and uses spreadsheets or databases to organize information and produce standard reports and forms. Maintains databases.
  • Purchased office equipment and supplies - contacted vendors and subcontractors.
  • Filed and recorded corporate documentation, electronic files, inventories, and reports.
  • Fielding telephone calls, receiving and directing visitors
  • Prepared departmental contracts for attorney approval.
  • Prepared routine legal correspondence and memorandum for attorney partners.
  • Responds to customer service inquiries delivered an exceptional level of service to each customer by listening to concerns and answering questions.
  • Ability to operate various computer applications, which include: VirginiaCORIS, Microsoft windows, CAIS, LIDS, and NCIC.
  • Verifies requests for goods and services against State contracts and funding sources matters, maintains accountability of file materials.
  • Distributed incoming mail from shipments, couriers and postal delivery to departments within organization.
  • Managed front desk area by welcoming and greeting visitors and responding to in-person requests.
  • Answered telephone calls and read emails to redirect calls and forward emails to appropriate personnel.
  • Reviewed files and records to obtain information to respond to customer and client requests.
  • Monitored stock of office supplies to report shortages to management.
  • Completed general administrative tasks by proofreading documents, transcribing handwritten information and operating calculators to verify financial records.
  • Answered calls to address customer inquiries, confirm appointments, and provide information.
  • Prepared computerized correspondence, receipts, bills and checks.
  • Enhanced office efficiency by streamlining administrative processes and implementing new organizational systems.
  • Maintained monthly, weekly and daily reports of transaction.
  • Planned and booked travel arrangements and venues for company events and meetings.
  • Expedited invoice processing through meticulous attention to detail when entering data into accounting software, preventing delays in payments or discrepancies in financial reporting.
  • Ensured compliance with office safety protocol through regular inspections of equipment like fire extinguishers or emergency exit signage; Maintained a safe work environment for all employees.
  • Maintained cleanliness of common areas, creating a welcoming work environment that encouraged employee satisfaction and engagement.
  • Optimized scheduling process through diligent management of calendars, minimizing conflicts while maximizing availability for important meetings or deadlines.
  • Organized company events such as holiday parties or team-building activities, boosting employee morale and camaraderie.
  • Assisted with the preparation of presentations and reports, enabling team members to effectively communicate their ideas or findings during critical meetings.
  • Developed strong working relationships with external vendors, negotiating favorable terms for service contracts that resulted in cost savings and improved quality of products or services.
  • Safeguarded sensitive information with strict adherence to document retention policies and proper handling of confidential materials.
  • Provided support for employees with technical issues, resolving problems quickly to minimize downtime and maximize productivity.
  • Consistently met deadlines and exceeded expectations through diligent time management skills, prioritizing tasks according to urgency and impact on company goals.
  • Contributed to a positive office atmosphere by engaging in interpersonal interactions with colleagues and displaying a professional demeanor at all times.
  • Facilitated communication between various departments, fostering strong working relationships and promoting effective collaboration within the organization.
  • Improved response times to customer inquiries by efficiently routing phone calls and emails to appropriate personnel for prompt resolution of concerns.
  • Reduced paper waste by transitioning to a digital filing system, resulting in significant cost savings for the company.
  • Coordinated office supply inventory, placing orders as necessary to maintain appropriate stock levels and prevent disruptions in daily operations.
  • Assisted with meeting planning and setup, contributing to smooth and productive sessions for all attendees.
  • Supported onboarding of new hires by preparing workstation setups, ensuring they had the tools necessary for success in their roles.
  • Prepared and edited documents to produce precise, accurate and professional communication.
  • Delivered packages to customer doorsteps and business offices.
  • Communicated with dispatch and customers for accurate delivery information.
  • Greeted recipients, delivered packages, and parcels and acquired proper signatures for all deliveries.
  • Loaded and unloaded packages onto delivery vehicles for proper storage and handling.
  • Managed delivery route for optimal use of time and fuel.
  • Established lasting relationships with customers by delivering packages on time, interacting professionally, and responding promptly to questions.
  • Obtained signatures for delivery documents and packages.
  • Followed safety procedures and regulations to protect packages and vehicles.
  • Utilized GPS technology to navigate delivery routes and avoid traffic congestion.
  • Maximized processes by managing delivery schedules and prioritizing based on urgency.
  • Built professional relationships with customers and business partners to establish trust and credibility.
  • Conducted daily vehicle inspections and reported maintenance issues for immediate remediation.
  • Handled receipt, storage, identification and delivery of products for clients.
  • Communicated route progress, noting traffic and construction issues to avoid delays for critical deliveries.
  • Tracked delivery status and updated customers for expected delivery time.
  • Processed payments and handled cash transactions to secure proper compensation.
  • Escalated issues to supervisor for immediate remediation.
  • Distributed incoming mail from shipments, couriers and postal delivery to departments within organization.

Education

Master of Science - Human Resources Management

University of Maryland Global Campus
Hyattsville, MD
12-2020

Bachelor of Science - Business Administration And Management

Monroe College
Bronx, NY
08.2014

INTERNATIONAL BACCALAUREATE - FRENCH

Mount Vernon High School
Alexandria
06.2010

Skills

  • Project Management
  • Budget Planning
  • Inventory systems
  • Bilingual in French
  • Excellent communication
  • Recruiting
  • Dedicated team player
  • Strong interpersonal skills
  • Microsoft Office proficiency

Languages

French
Native or Bilingual

Timeline

ADMINISTRATIVE SPECIALIST

US DEPARTMENT OF STATE
10.2023 - Current

Administrative Assistant 3

Fairfax County Government
03.2021 - 10.2023

Administrative Assistant 2

Alexandria City Government
07.2019 - 01.2021

Office Service Assistant

Virginia Department of Correction
01.2016 - 07.2019

Bachelor of Science - Business Administration And Management

Monroe College

Master of Science - Human Resources Management

University of Maryland Global Campus

INTERNATIONAL BACCALAUREATE - FRENCH

Mount Vernon High School

Similar Profiles

CREATE PROFILE