Gail A. Graham
Woodbridge,VA
Summary
Over thirty year’s professional experience in public and business administration. Successfully accomplished in multifaceted areas to include Performance Management, Finance Management and Database Administration. Exceptionally relentless achiever who sets high goals and achieves with drive, initiative and determination. Solid skills in self-governing and leadership with the ability to work with diverse teams. Ability to prioritize multiple tasks effectively and exceed expectations on all deliverables. Interpersonal skills and problem-solving abilities to include strategic thinker, strong planning skills. Strong verbal, written and presentation skills with proven success in curriculum development and implementation. Administrative leader offering experience prioritizing and delegating administrative tasks to drive goal achievement. Proficient in schedule coordination, resource allocation and office supply inventory management. Dedicated to training and mentoring top talent while cultivating a productive work culture. Organized and dependable candidate successful at managing multiple priorities with a positive attitude. Willingness to take on added responsibilities to meet team goals.
Overview
36
36
years of professional experience
Work History
RECEPTIONIST /FRONT DESK
ROBERT HALF STAFFING
08.2022 - Current
- Recorded inquiries, complaints, and comments, as well as action is taken to keep files 100% updated
- Directed numerous calls per day to appropriate recipients using multi-line systems
- Greet 50 incoming guests daily and direct individuals to appropriate personnel.
- Entered new and updated customer contracts into the system and updated 162 customer contracts.
- Confirmed appointments, communicated with clients, and updated client records.
- Greeted incoming visitors and customers professionally and provided friendly, knowledgeable assistance
- Answered phones promptly and directed incoming calls to the correct offices
Executive Assistant
Enlightened
10.2021 - 07.2022
- Managing CEO’s complex and ever-changing schedule
- Provide end-user support to personnel during onboarding phase: assisting with technical issues, troubleshooting software and hardware problems, and answering questions related to administrative processes.
- During Covid-19 task with maintenance and updating of the Covid database, which included employee’s vaccination status, weekly testing results, and employees with religious waivers for over 160 employees
- Recruited 150 personnel per month for BPO Conduent’s call center in New Jersey and traveled to New Jersey to assist with the onboarding process and new employee training
- Coordinate Zoom, and Team meetings with personnel, including scheduling, sending out invitations, and ensuring all participants have necessary information and materials at least 3-4 times daily.
FINANCE/EXECUTIVE ASSISTANT
ENLIGHTENED, WASHINGTON
01.2020 - 10.2021
- Provided administrative support to multiple departments, including managing calendars, coordinating meetings, and preparing reporting on a 25% increase in departmental efficiency
- Provide administrative support for DC Health Information Exchange grant (DC HIE)
- Overseeing and managing DC HIE calendar and scheduling of meetings (in person or virtual)
- Develop and distribute meeting agendas when Senior Director is leading meeting
- Provide administrative support for DC Health Information Exchange grant (DC HIE)
- Overseeing and managing the DC HIE calendar and scheduling of meetings (in person or virtual)
- Develop and distribute meeting agendas when the Senior Director is leading the meeting.
- Prepare correspondence, forms, reports, presentation materials (PowerPoint decks), and other written materials.
- Develop draft documents from dictated outlines.
- Coordinate contributions to documents from multiple sources; edit, proofread, format, and apply corporate style and design as needed.
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time
- Updated spreadsheets and created presentations to support executives and boost team productivity
- Used advanced software to prepare documents, reports, and presentations
- Supported business and hospitality needs of corporate partners and staff during meetings and company events
JUNIOR PROGRAM ANALYST
Ghostrock, LLC Coast Guard
02.2019 - 09.2019
- Provided Administrative Support to the division Director, Program Specialist, and three Program Coordinators, Coordination t Guard Acquisition and tracking of office documents within the Document Management System (DMS) with reviews and revisions as necessary, as well as assistance with the drafting of new documents
- Inventory office supplies and equipment; prepare and process purchase requests and maintenance agreements.
- Process and track order requests using government systems (i.e., POTS) on behalf of branch staff
- Prepare, or prepare selected components of HR packages, awards, and justifications for incentives documents, including recruitment, relocation, and retention incentives.
- Coordinate the preparation of a variety of items such as travel requests, professional service orders, requests for sponsored travel (Form 348), outside activities (Form 520), official duty memoranda, leave authorizations, training requests, individual/mass mailings, correspondence, reports, and various forms.
- Skilled at working independently and collaboratively in a team environment
- Managed time efficiently to complete all tasks within the deadlines
- Proved thriving working within tight deadlines a fast-paced environment
- Developed and maintained courteous and effective working relationships
Coast Guard Assistant Commandant
Capability
12.2016 - 11.2018
- Researched, coordinated, and completed all travel arrangements for Director’s Temporary Assigned Duty (TAD) and local travel and verified arrangements were made well in advance
- Served as Approving Official for Web T-Pax travel claim system, ensuring accuracy and timeliness of all travel claims involving commercial travel
- Prepared daily read-ahead binder for Admiral every evening before departing for day
- Directorate timekeeper for 120 federal employees in Web-TA, Primary timekeeper for CG-7 Division (reconciles records every pay period)
- Served as an office credit card hold for all procurement matters
Administrative Assistant
U.S. Coast Guard Chaplain Office
12.2010 - 12.2016
- Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors
- Restocked supplies and placed purchase orders to maintain adequate stock levels
- Executed record filing system to improve document organization and management
- Scheduled office meetings and client appointments for staff teams
- Created and maintained databases to track and record customer data
- Received and sorted incoming mail and packages to record, dispatch, or distribute to correct recipient
Office Manager
US Coast Guard
12.1987 - 02.2011
- Responsible for the administrative functions that include ordering of supplies, maintenance of equipment, furniture purchases, logging and maintenance of electronic files in the tracking system, and retiring and destruction of files following FOIA record-keeping requirements
- Coordinated and planned multiple annual social events such as the yearly All Faith’s prayer Breakfast, countless personnel retirements and coordinated and planned numerous annual social events such as the yearly All Faith’s Prayer Breakfast, numerous personnel retirements, and Change of Command ceremonies
- Maintained the training and personnel data record for 40 Navy members while detail with the US Coast Guard.
- While working with the Navy Chaplains, I had to undergo training on the Navy Standard Integrated Personnel System Database (NSIPS) as a Command Leave Administrator, Command.
- Entering in leave for my approval and any7 pay issues
- Active-Duty Military Service 24 years, Various Units throughout the United States
- Yeoman (Administrative Field)
- I worked in the Military Account Support (MAS) Branch, where I worked for two years in the customer service department, researching and answering all payroll questions.
- Specialize in travel Claim management – Ranging from reviewing and approving travel claims.
- Travel Claim Process 2 years – Process 75 – 100 travel claims daily consisting of a mixture of Permanent Change of Duty (PCS) travel claims and Temporary Duty Travel (TDY)
- Acted as a logistic specialist while theposition remained vacant – purchasing spare parts for aircraft and tracking inventory for Air Stations
- Created, maintained, and updated filing systems for paper and electronic documents
- Oversaw office inventory activities by ordering and requisitions and stocking and shipment receiving
- Reported to senior management on organizational performance and progress toward goals
- Managed compliance to keep theorganization operating within legal and regulatory guidelines
Education
JACK WELCH MASTER - BUSINESS ADMINISTRATION PROGRAM
STRAYER UNIVERSITY
Woodbridge 12.2025
Bachelor of Science -
Stafford University
Woodbridge10.2017
Associate of Arts -
ASSOCIATE OF ART –Columbia College
09.2001
Skills
- Proficient in Microsoft Outlook, PowerPoint, Word, and Excel
- Administrative Support
- Travel Arrangement Management
- Set Appointments
- Accounting and Bookkeeping
Timeline
RECEPTIONIST /FRONT DESK
ROBERT HALF STAFFING
08.2022 - Current
Executive Assistant
Enlightened
10.2021 - 07.2022
FINANCE/EXECUTIVE ASSISTANT
ENLIGHTENED, WASHINGTON
01.2020 - 10.2021
JUNIOR PROGRAM ANALYST
Ghostrock, LLC Coast Guard
02.2019 - 09.2019
Coast Guard Assistant Commandant
Capability
12.2016 - 11.2018
Administrative Assistant
U.S. Coast Guard Chaplain Office
12.2010 - 12.2016
Office Manager
US Coast Guard
12.1987 - 02.2011
JACK WELCH MASTER - BUSINESS ADMINISTRATION PROGRAM
STRAYER UNIVERSITY
Bachelor of Science -
Stafford University
Associate of Arts -
ASSOCIATE OF ART –Columbia College
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