Duana Clark
Executive Administrative Assistant
Hillsboro ,OR
Summary
Seeking a position within a reputable company that takes advantage of my 10+ years of Executive Administrative Assistant experience. The position should provide fundamental experience in the field, promote career growth, and serve as a respected contributor to the overall benefit of the company.
I have customer service and administrative professional experience in fast-paced, demanding environments. I've demonstrated strong organizational, technical, accounting, interpersonal, and time management skills. I am ethical, accountable, responsible, and committed to superior customer service. I am detail-oriented, resourceful, critical thinker and able to multi-task effectively and efficiently.
Overview
22
22
years of professional experience
Work History
Executive Administrative Assistant II
Army and Air Force Exchange (AAFES)
09.2019 - 02.2025
- Organized and updated schedules for EVP's/SVP's/VP's/Chief and other Executives.
- Handled scheduling for executive's calendar and prepared meeting agenda and materials.
- Produced accurate office files, updated spreadsheets, and crafted presentations to support executives and boost team productivity.
- Used Microsoft software to coordinate meetings, appointments, and tasks senior executives.
- Screened calls and emails and initiated actions to respond or direct messages for managers.
- Responded to emails and other correspondence to facilitate communication and enhance business processes.
- Scheduled appointments and handled calenders for senior leadership.
- Wrote and enforced administrative procedure plans to reduce errors and prevent process delays.
- Implemented updated policies and practices for organization and monitored effect.
- Seamlessly interacted with colleagues to plan and complete special projects.
- Offered assistance, collaboration and clerical support to auditors throughout entire review process.
- Coordinated complex annual meeting involving multiple presenters, high number of global attendees and robust budget encompassing livestream production, remote location arrangements and senior executive accommodations.
- Gathered documents, data, and formulated analytics to prepare issues for discussion and reports for review.
- Coordinated and booked airfare, hotel and ground transportation and prepared itinerary to facilitate successful trips.
- Spreadsheet creation, preparation, and management
- Creating Deployment Orders and updating the deployment TDY Portal
- Updated spreadsheets and databases to track, analyze, and report on performance and sales data.
- Used advanced software to prepare documents, reports, and presentations.
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
- Screened calls and emails and responded accordingly to support executive correspondence.
- Supported business and hospitality needs of corporate partners and staff during meetings and company events.
- Handled confidential and sensitive information with discretion and tact.
- Processed travel expenses and reimbursements for executive team and senior management group.
- Answered high volume of phone calls and email inquiries.
- Organized and coordinated conferences and monthly meetings.
- Took notes and dictation at meetings.
- Oversaw all Administrative Asst and Staff for Central Region
- Planned and Coordinated Retirements for Staff
- Administered bi-weekly staff payroll and performed special calculations for commissions, reimbursements and benefit deductions in Kronos system.
Administrative Assistant/VP HR Talent Management
Army and Air Force Exchange (AAFES)
04.2015 - 09.2019
- Delivered friendly assistance with new hires throughout interviewing and hiring process.
- Filed paperwork, sorted, and delivered mail and maintained office organization.
- Screened applicant resumes and coordinated both phone and in-person interviews.
- Answered and redirected incoming phone calls for office.
- Conducted new hire orientation to verify completion of appropriate paperwork, recording information on human resources database.
- Checked references for potential candidates.
- Scheduled and coordinated interviews between hiring managers and potential candidates.
- Participated in job fairs to recruit new talent.
- Assist with tracking documents for (security clearances, passports, deployment requirements: required forms, exams, training etc.)
- Assist with document preparation for New Hire
- Assist with updating deployment packets and check list
- Processed documentation for employee actions such as new hires, grievance resolutions and terminations.
- Aided staff with employee performance review paperwork and documentation.
- Set up orientations and initial training for new employees.
- Assisted with creating employee handbooks and manuals.
- Coordinated employee relocation processes.
- Tracked various statistics and kept detailed records to support human resources department.
- Providing required documents for scanning to HRSC (life insurance designation and offer letters)
- Creating deployment folders
- Scan/File deployment packets
Merchandising (MD) Buyer Assistant
Army and Air Force Exchange (AAFES)
07.2014 - 04.2015
- Provided administrative support to compile, develop, proof and design catalogs to include interaction with AAFES associates and vendors.
- Evaluated product quality and vendor performance to maintain quality standards.
- Computed and created purchase orders to monitor stock levels, verify purchase requisitions and expedite customer orders in BWS (Buyer Workstation)
- Oversaw purchasing process from initiating requests to finalizing contracts to deliver smooth transaction.
- Analyzed current vendors and products to stay abreast of market trends and evaluate new suppliers.
- Built long-term supplier relationships with vendors to establish quality and competitive pricing.
- Developed and improved account relationships.
- Interacted with vendors, store managers and other stakeholders to maintain on-time deliveries.
- Studied and monitored market trends to identify potential suppliers.
- Managed and maintained purchase orders and invoices.
- Placed orders for merchandise consistent with quality, quantity and other specification requirements.
- Communicated with suppliers to negotiate best pricing on apparel and accessories.
- Researched and identified new suppliers and vendors.
- Negotiated contracts with vendors for cost-effective purchasing terms.
- Assisted manager in all aspects of business operations.
- Processed purchase orders and invoices in accordance with company procedures.
- Executed vendor setup, item induction, and processing of exchange retail agreements. Ensured accurate item and vendor pricing in the merchandising system.
- Processed e-commerce folders. Verified new item induction file (NIIF) information through the retail merchandising system
Accounting Technician
Army and Air Force Exchange (AAFES)
03.2008 - 07.2014
- Knowledgeable in Accounts Payables and Accounts Receivable
- Knowledgeable in General Ledger and Journal entries.
- Sound understanding of general accounting principles.
- Competent and effective in the performance of General Bookkeeping functions
- Processed credit card and car payments
- Reconciliation of Bank Accounts for various vendors
- Process Account Payments
- Invoice Processing
- Reviewed Contracts in term and conditions in accordance with business agreement, which included billing or processing credit.
- Input financial data and produced reports using RMDS WLKR, ASAP, Prodagio, Pit Tool, WebTop, AP Win & Iglas
Customer Service Associate
Army and Air Force Exchange (AAFES)
08.2003 - 03.2008
- Answered customer telephone calls promptly to avoid on-hold wait times.
- Maintained AAFES 100% Customer Satisfaction performance standard in availability of support to customers
- Maintained AAFES Customer service standards of 20 seconds or less response time regarding customers.
- Provided direct customer assistance in contributing to optimal shopping experiences
- Contact customers via phone daily to provide optimal order processing.
Skills
- Executive Administrative Duties
- Computer Operations
- Customer Service and Relations
- Accounts Payable/Receivables
- Purchases In Transit
- Office Equipment Operations
- Multi-line Telephone Reception
- General Accounting
- Proactive Problem Resolution Abilities
- FA Vendor Contract Claims
- MD Vendor Contracts
- Contingency
- TDY Orders/Vouchers/Reconciliation
- Assist w/Direct Hire
- Portal Updates
- Kronos Workforce/Payroll
- Scheduling Meetings
- Monitor Itineraries
- Create Presentations
- Develop Modify Correspondence
- Expense Management
- Records Management
- Controls Confidential & Sensitive information
- Data Entry
- Typing Speed: 80 WPM
- Skilled in 10-Key touch typing
- Spreadsheet creation
- Creating Deployment Orders
- Creating deployment folders
- Scan/File deployment packets
- Assist with tracking documents
- Assist with document preparation for New Hire
- Knowledgeable in Accounts Payables
- Knowledgeable in Accounts Receivable
- Knowledgeable in General Ledger
- Sound understanding of general accounting principles
- Competent in General Bookkeeping functions
- Processed credit card and car payments
- Reconciliation of Bank Accounts
- Process Account Payments
- Invoice Processing
- Reviewed Contracts
- Submit cancellations
- Contact vendors and buyers
- Serves as a liaison
- Executed vendor setup
- Processed e-commerce folders
- Coordinated the collection of samples
- Gathered information to support business
- Coordinated with planner
- Assist with coordinating purchase order plan
Phone - Main Cell
(1) 321-626-8221
References
Available Upon Request
Job Training
Completed Merchandising Management Academy (10-week course) designed to increase soft skills related to self improvement, instruction of subject matter from a managerial and leadership perspective
Completed General Accounting College Level Coursework Compensated Class and Course work performed by private teacher 2008-2012
Anti-Terrorism Training-Required Annual Training Yearly
Handling Occupational Stress-Required Annual Training – Yearly
Excellence in Service-Required Annual Training Yearly
Fundamentals for Managers-Required Annual Training Yearly Yearly
Ethical Decision Making—6/2006-2025-Required Annual Training Yearly
Improving Customer Service and Business Etiquette Office Protocol-5/2007-2025-Required Annual Training Yearly
Back Injury- Required Annual Training Yearly
Crisp Courses 05/2012-2025-Required Annual Training Yearly
Coaching Customer Service- 05/2008-02/2012-2025-Required Annual Training Yearly
Payroll, Time, and Attendance- 05/2008-2012-2025-Required Annual Training Yearly
AAFES Gift Card 2019-2025-Required Annual Training Yearly
At Level 1 Awareness 02/2003-2025-Required Annual Training Yearly
Advanced Manager courses-Required Annual Training Yearly
Coaching Customer Service-Required Annual Training Yearly
Payroll, Time, Attendance-Required Annual Training Yearly
AAFES Gift card Policy Required Annual Training Yearly
COOP collaboration of Execution Order -Required Annual Training Yearly
Timeline
Executive Administrative Assistant II
Army and Air Force Exchange (AAFES)
09.2019 - 02.2025
Administrative Assistant/VP HR Talent Management
Army and Air Force Exchange (AAFES)
04.2015 - 09.2019
Merchandising (MD) Buyer Assistant
Army and Air Force Exchange (AAFES)
07.2014 - 04.2015
Accounting Technician
Army and Air Force Exchange (AAFES)
03.2008 - 07.2014
Customer Service Associate
Army and Air Force Exchange (AAFES)
08.2003 - 03.2008