- Writing (Poetry)
- Reading
Denise L Gibson
Silver Spring,MD
Summary
Experienced Executive Professional with more than ten years in Government and Private Sector. Skilled in administrative planning and coordination, excel at identifying areas for improvement and implementing streamlined processes. Focus includes enhancing business communication and improving system effectiveness and efficiency, as well as developing standardized structures. Possess extensive knowledge of federal records management and travel procedures and policies.
Overview
12
12
years of professional experience
Work History
Executive Administrative Assistant
National Oceanic and Atmospheric Administration, NOAA
05.2022 - Current
- Extensive Federal Domestic and Foreign Travel Management for Front Office Staff and High Ranking
NOAA Corp Officers via E2 Travel System - Serves as Group Travel Liaison- Provides extensive coordination of group travel packages $50K or
more - Executive Meeting, Workshops and Conferences Coordination
- Serves as Office Point of Contact for Controlled Correspondence via DataByDesign
- Prepares/drafts program communication via correspondences, program related emails,
letters, standard operating procedures, memos and other documents - Calendar Maintenance and Schedule Management for Front Office Staff Facilitates Award Committee activities- Processing submissions ensuring completeness of packages
- Provides research and analytical support in executing assigned projects and priorities for management
- Tracks administrative activities to ensure timely completion- prior to deadlines.
PROGRAM ASSISTANT-In-House Temp
HOUSING OPPORTUNITY COMMISSION (HOC)
04.2021 - 05.2022
- Provided administrative support to staff and clients receiving assistance.
- Processed client applications, assigned them to Housing Specialists, and created files in AODocs.
- Scheduled appeals and administrative hearings with clients.
- Scanned all correspondence into client files using AODocs.
- Created mail merges of 50 200 applicants scheduling appointments
- Utilized various databases including Excel, Google Docs, and Yardi. Maintained an Excel spreadsheet, processed credit checks using the Equifax database, and tracked appointments.
- Generated and submitted Purchase Orders; created letters to clients and handled mailing, along with other duties.
- Managed both digital and physical filing systems and retrieved documents as needed.
- Strengthened communication among team members by establishing clear channels for information sharing.
- Provided administrative support to department leadership, streamlining daily operations through efficient task prioritization and delegation.
- Followed detailed directions from management to complete daily paperwork and computer data entry.
- Proofread and edited documents for accuracy and grammar.
- Completed daily logs for management review.
- Established rapport with clients through exceptional customer service practices, fostering ongoing relationships built on trust and respect.
EXECUTIVE ADMINISTRATIVE ASSISTANT
GENERAL SERVICE ADMINISTRATION (GSA) - WHITE HOUSE
11.2012 - 12.2020
- Implemented and updated organizational policies and practices, mon
- Organized and updated schedules for White House Maintenance Technicians, and managed time and attendance using HR Links.
- Maintained accurate office files, updated spreadsheets, and generated reports to support executives and enhance team efficiency.
- Developed and enforced administrative procedure plans to minimize errors and prevent process delays.
- Update all building directories using the Navigo Visitors Management System, (ensuring the accuracy of information through direct contact with occupants requesting updates to their agencies details).
- Collaborated effectively with the Director of Projects and Historic Preservation to plan the completion of special projects for the White House and its properties.
- Utilized Google and Microsoft Windows to synchronize remote and Livestream meetings.
- Managed the scheduling for multiple conference rooms, handled the directors’ calendars, and prepared meeting agendas and materials, achieving a 95% accuracy rate and significantly reducing scheduling conflicts and delays.
- Organized and coordinated video conferences and monthly all-hands meetings.
- Prepared PowerPoint presentations and handouts for meetings, engagements, and monthly reports for the Office of Administration (OA) and General Service Administration (GSA).
- Coordinated travel for management, creating detailed itineraries to facilitate successful trips.
- Drafted documents, reports, and presentations for executives and board members using advanced software tools.
- Prioritized and organized daily workloads while maintaining confidentiality for sensitive information.
- Managed the distribution and tracking of yearly parking passes and key fobs, overseeing the transition from Metro cards to parking access for Government employees.
- Monitored and reconciled monthly credit card statements, submitting expense reports promptly for four departments.
- Mail Management (USPS, UPS, FedEx)
- Conveyed a positive and professional image at all times.
- Drafted professional correspondence on behalf of executives, fostering strong relationships with clients and partners.
- Managed office supply inventory levels efficiently, reducing waste while ensuring availability.
- Answered and responded to a high volume of phone calls and email inquiries.
- Demonstrated self-motivation and a strong sense of personal responsibility.
- Fostered a positive work environment by organizing team-building activities and events.
- Enhanced meeting efficiency by preparing detailed minutes and action items.
- Contributed to the development of internal policies and procedures, improving organizational effectiveness and compliance.
- Handled payroll processing tasks accurately while adhering to deadlines for timely payments.
- Facilitated training and onboarding for new office staff.
- Managed all incoming and outgoing correspondence, including mail, email, and faxes.
- Greeted and assist visitors, determining the purpose of their visit and direct them accordingly.
- Compiled reports, executive summaries, and newsletters.
- Organized and coordinated conferences and monthly meetings.
- Updated and maintained confidential databases and records.
Education
Certificate - Healthcare Access and Registration Professional
Montgomery College
Silver Spring, MD01.2012
High School Diploma -
John Bowne High School
Flushing, NY06.1980
Skills
- Front Office Operations / Report Preparation and Management
- Technology Applications
- Payroll Processing (IBM Maximo, JIRA, ETAMS HR Links)
- Implementation of Administrative Policies
- Time Management / Scheduling
- NAVIGO/ Yardi /ADP/ Equifax,/AODocs
- Microsoft Office Suite / Google Suites/App
- Interpersonal Communication / Written Communication
- Professional Demeanor and Social Perception
- Executive Schedule Management
- Superior Customer Service
- Detail-oriented, Problem-Solving, Decision Making
- Team Leadership, taking Initiative
- Training Schedule Setup
- Professional Verbal and Written Communication
- Security Background Checks
- Office Management
- Information Confidentiality
- Logistics and Travel Coordination
- Meeting planning, File and Calendar Management
- Excel Spreadsheet Creation and Tracking
- Document Preparation
- Executive Support
- Database Management
- File Organization
- Videoconference preparation
- Task Delegation
- Mail Management
- Report, Business Writing and proofreading
- Articulate and well-spoken self-starter
- Documentation and Recordkeeping
Awards
- 2024 - National Ocean Service (NOS) Team Member of the Year Award
- 2018 - GSA/OFM Recognition Award for Customer Service
- 2015 - GSA/OFM Recognition Award for Customer Service
- 2014 - GSA/OFM Recognition Award for Customer Service
Cover Letter
01/23/22, Montgomery County Government, 111 Maryland Avenue, Rockville, MD, 20850, Senior Executive Assistant Aide – Grade 18, Please consider my cover letter as an introduction to the experience and skill set I will demonstrate as an employee of the Office of Community Partnerships Director and the Director for the Montgomery County Commission for Women. As the lead Executive Assistant for the General Service Administration for the White House, I have demonstrated eight years of administrative qualifications working amongst several Government Agencies of the Administration and delivering on their requests. While displaying my expertise in meeting the demands of the day, I am resourceful in problem-solving and optimistic about providing the needs of management and staff. With several years of employment as a self-starter and a service-oriented mindset, I can demonstrate the following qualities: Present knowledge of housing programs, communicate effectively with management and staff, and liaison with clients, vendors, partners, and stakeholders. Prioritize my responsibilities and complete tasks promptly while responding to emails and calls. Critique my work for accuracy and reach out to management for clarification if needed. Organize and manage activities routinely, ordering supplies and creating purchase orders. Articulate in writing and speaking amongst staff and customers. Multi-tasking office operations while assisting the needs of personnel, and more. I am well-qualified for any challenge and bring a strong work ethic with the deliverance of a well-polished employee, as outlined in my employment history. Upon an interview with you, I would like to discuss how I can contribute to your team. I look forward to the opportunity to hear from you soon.
Accomplishments
March 2024 - Present
Trained new employee on Government travel, Domestic and International while maintaining daily responsibilities.
NOS Office of Coast Survey Team Member of the Year
2024
I coordinated travel arrangements for five divisions: the Marine Chart Division (MCD), the Office of Coast Survey (OCS), CSDL, HSD, and AHB within the Office of Coast Survey. This involved managing both domestic and international travel for approximately 175 travelers. I performed this task single-handedly for five months, while also handling additional responsibilities such as FOIA processing, managing controlled correspondence, and various administrative duties.
Interests
Timeline
Executive Administrative Assistant
National Oceanic and Atmospheric Administration, NOAA
05.2022 - Current
PROGRAM ASSISTANT-In-House Temp
HOUSING OPPORTUNITY COMMISSION (HOC)
04.2021 - 05.2022
EXECUTIVE ADMINISTRATIVE ASSISTANT
GENERAL SERVICE ADMINISTRATION (GSA) - WHITE HOUSE
11.2012 - 12.2020
Certificate - Healthcare Access and Registration Professional
Montgomery College
High School Diploma -
John Bowne High School
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