CRYSTAL JAMES
Washington
Summary
Administrative professional with extensive experience at the US Department of Health and Human Services. Expertise in document management and communication, streamlining operations and enhancing team collaboration. Recognized for optimizing executive schedules and improving workflow efficiency to support high-level operations. Committed to excellence and teamwork in all endeavors.
Overview
17
17
years of professional experience
Work History
Clerical Assistant/ Major’s Aide
Department of Corrections
Washington
06.2022 - Current
- Executed sensitive administrative functions for senior staff and officers, ensuring seamless support for high-level operations.
- Managed visitor interactions and phone inquiries, effectively directing requests to appropriate staff to enhance communication flow.
- Collected and assembled documents for supervisor's evaluation of programs.
- Demonstrated knowledge of organizational mission functions, policies, regulations, and procedures.
- Responded to various inquiries, referring complex issues to specialized staff.
- Requested and received departmental records, ensuring compliance with return controls.
- Ensured outgoing correspondence met organizational standards for clarity and professionalism.
- Organized meetings by scheduling rooms and coordinating video conferencing tools, facilitating efficient collaboration among team members.
Executive Assistant
National Institutes of Health All of Us Research Program
Bethesda
12.2017 - 06.2022
- Oversaw preparation of documents, including travel requests and authorizations, to support executive needs.
- Facilitated timely communication of requests to appropriate staff during executive's absence to ensure continuity.
- Updated shared calendars for effective leadership and staff coordination.
- Organized meetings by scheduling conference rooms and utilizing Webex and Zoom.
- Coordinated daily office operations, resolving conflicts and prioritizing tasks to maintain workflow efficiency.
- Decided on notifications to executives regarding important or emergency supervisory matters.
- Maintained administrative databases to support operational efficiency.
- Converted paper documents into electronic files to enhance accessibility.
Program Support Specialist
National Institutes of Health
Bethesda
06.2016 - 12.2017
- Coordinated daily office operations, resolving problems and prioritizing tasks to support team efficiency.
- Processed travel arrangements and authorizations for personnel and guests, ensuring adherence to policies and smooth travel experiences.
- Maintained administrative databases and updated shared calendars, facilitating streamlined office workflow.
- Managed meeting organization, including scheduling conference rooms and preparing materials.
- Prepared various documents, including travel requests and official duty memoranda, with precision.
- Converted paper documents into electronic files and coordinated printing tasks efficiently.
- Communicated action requests to relevant staff during executive absences.
- Determined when to notify executives regarding important issues or emergencies across supervisory levels.
Sr. Executive Assistant
US Department of Health and Human Services
Washington
10.2011 - 10.2015
- Managed executive director's calendar to optimize scheduling and appointment organization.
- Maintained comprehensive calendars for branch chiefs and staff, coordinating meetings and conference attendance.
- Prepared meeting materials and agendas to ensure effective discussions.
- Arranged logistics for video and teleconferences, reserving conference rooms and coordinating visitor access.
- Guided executive management on procurement processes for all acquisition actions.
- Gathered, interpreted, and analyzed data to recommend solutions for administrative efficiency improvements.
- Processed simplified acquisitions and purchase card transactions, including budget reports and market research.
- Reviewed correspondence for compliance with HHS policies to maintain accurate communication flow.
Sr. Executive Assistant
US Department of Health and Human Services
03.2010 - 10.2011
- Managed the executive director's calendar and organized schedules for branch chiefs and staff.
- Coordinated logistics for video and teleconference calls, ensuring seamless communication by reserving appropriate conference rooms.
- Assisted in preparing meeting materials and agendas to support effective discussions.
- Reviewed correspondence for compliance with policies before forwarding for signatures.
- Processed travel vouchers and reconciled fiscal year budgets for accurate reporting.
- Maintained office supplies inventory and procured necessary services efficiently.
- Analyzed data to identify administrative issues, providing actionable recommendations for resolution.
- Collaborated on special projects with human resources and finance divisions to enhance operational effectiveness.
Sr. Executive Assistant
US Department of Health and Human Services
11.2008 - 03.2010
- Managed executive director's calendar, streamlining scheduling and enhancing efficiency.
- Maintained calendars for directors, branch chiefs, and staff, coordinating appointments and meetings.
- Prepared meeting materials and agendas, ensuring thorough readiness for discussions.
- Arranged logistics for video and teleconferences, coordinating with security for access.
- Analyzed administrative data to identify issues and recommend process improvements.
- Advised management on procurement processes for acquisitions and administrative activities.
- Processed acquisition requests, maintaining budgets and conducting market research.
- Drafted reports and presentations that effectively communicated performance information to stakeholders.
Education
Some College (No Degree) - Business Administration, Human Resources
Trinity Washington University
Washington, DC Skills
- Administrative support
- Document management
- Meeting coordination
- Scheduling and calendar management
- Meeting support
- Travel arrangements
- Customer service
- Database maintenance
- File management
- Information protection
- Document control
- Data entry
- Report preparation
- Email management
- Mail processing
- Mail distribution
- Office administration
- Team collaboration
- Workload management
- Effective communication
- Business correspondence writing
- Calendar management
- Filing systems
- File organization
- Scanning documents
- Proofreading documents
- Typing 45 WPM
- Spreadsheet creation
- Report generation
- Issue resolution
- Phone reception
- Meeting preparation
- Travel arrangement coordination
- SAP
- Cision
- Concur
- GovTrip
- ITAS
- RMS
- Advanced internet research
- Office equipment
- Copying documents
- Performance improvement
- Verbal communication
- Scheduling meetings
- Issue resolution
- Scheduling meetings
- Performance improvement
- Office administration
- Verbal communication
Training
- CONCUR Travel Preparer Training
- GovTrip Travel Preparer Training
- Government Travel Card Training
- GovTrip Sponsored Travel Training
- Information Systems Security Awareness
- HHS Records Management
- Emergency Preparedness Training
- Alternate Dispute Resolution
- Administrative Professional
- HHS Section 508 Compliance
Timeline
Clerical Assistant/ Major’s Aide
Department of Corrections
06.2022 - Current
Executive Assistant
National Institutes of Health All of Us Research Program
12.2017 - 06.2022
Program Support Specialist
National Institutes of Health
06.2016 - 12.2017
Sr. Executive Assistant
US Department of Health and Human Services
10.2011 - 10.2015
Sr. Executive Assistant
US Department of Health and Human Services
03.2010 - 10.2011
Sr. Executive Assistant
US Department of Health and Human Services
11.2008 - 03.2010
Some College (No Degree) - Business Administration, Human Resources
Trinity Washington University