Ian-Terrell J. Hawkins
Executive Assistant
Baltimore,Maryland
Summary
EXECUTIVE ASSISTANT - I am a dependable professional with over twenty years of experience providing effective and comprehensive support, with 15 years supporting senior executives, including a President/Chief Executive Officer and a Deputy Associate Administrator. I am a consummate professional dedicated to making the life of a busy executive easier and serving as an effective gatekeeper. I can handle various administrative functions and consistently produce top-quality work. Proficient user of MS Office (Word, Excel, PowerPoint, and Outlook). Type 75+ WPM Skills Executive and Senior Management Support Staff Training, Team Leadership, and Development Effective Communication, Correspondence & Reports Corporate Event and Conference Planning Schedule and manage calendars and Travel arrangements Improve Effectiveness and Efficiencies in Operations Database Maintenance and Quality Assurance Exemplary Customer Service and Phone Etiquette Resourceful and experienced worker offering expertise in customer service, travel coordination and file management. Detail-oriented team player with strong organizational skills. Handles multiple projects simultaneously with a high degree of accuracy. Detail-oriented team player with strong organizational skills. Ability to handle multiple projects simultaneously with a high degree of accuracy. Experienced Executive Secretary provides comprehensive administrative support to upper level team. Adept at managing calendars, preparing reports and coordinating meetings. Demonstrates excellent customer service, problem-solving, and communication skills.
Overview
15
15
years of professional experience
3
3
years of post-secondary education
Work History
Special Assistant, Executive Director
HOUSING OPPORTUNITIES COMMISSION
Kensington, MD
04.2018 - 01.2023
- Supported the Executive Director and senior management through a combination of project management, research, editing, and high-level administrative and confidential matters;
- Coordinated special projects and meetings, compiled information, and completed complex reports and analyses;
- Worked independently or with senior staff;
- Managed sensitivity to confidential matters, a high level of independent judgment, professionalism, tact, and diplomacy are paramount;
- Managed internal and external special projects in coordination with other departments or organizations on behalf of the Executive Director;
- Scheduled, prepared materials, and composed correspondence independently, and ensured follow-up for various stakeholder meetings, including staff, Senior Leadership, and Commission meetings;
- Drafted and edited various documents, including internal/external correspondence;
- Created and maintained files, reviewed drafts and finished documents for accuracy and grammar, including documents of a sensitive or confidential nature;
- Managed the office of the Executive Director's office through coordinated personnel administration, records maintenance, completing high-level reports, scheduling and participating in in-person and virtual meetings;
- Assumed responsibility, in the Executive Director's absence, for ensuring requests for action or information, which would generally receive the Executive Director's attention, was made known to responsible managers or personnel who can stratify the request;
- Monitored resulting activity for purposes of briefing the Executive Director;
- Strong communication skills, ability to exercise diplomacy, gather information from others, make inquiries, and synthesize information; ability to convey information and explain or discuss organizational policy and procedure with others in person by telephone;
- I performed various other duties as assigned by the Executive Director.
Executive Assistant, Office Manager
ALEXANDRIA REDEVELOPMENT AND HOUSING AUTHORITY
Alexandria, VA
07.2008 - 04.2018
- Provided administrative and business support to the CEO and other members of the executive management team;
- Managed the clerical and secretarial support staff while maintaining the CEO's calendar – planned and scheduled meetings, conference calls, visitors, travel, and various operations of the Authority;
- Managed CEO's complex and frequently changing travel arrangements and coordinated pre-planning of trips;
- Created expense reports, budgets, and filing systems;
- Conducted research to prepare, gather, and proof briefing materials, agendas, and presentation decks for all executive-level meetings;
- Developed and maintained an alert system for upcoming deadlines on incoming requests, projects, and events;
- Answered telephone, screened calls, and greeted visitors and the general public in a courteous, professional manner; ascertained the nature of their business and conducted guests to meet with the Executive Director or appropriate person;
- Answered general inquiries from other employees and the public, in person and over the phone;
- Secured and transmits routine information on Authority programs as directed;
- In an ombudsman capacity, met with residents, applicants, and employees to receive and assess a variety of complaints and issues;
- Provided recommendations to the Executive Director to resolve complaints and problems;
- Served as a hearing officer for residents debarred from Authority property for non-compliance with Authority policies;
- Scheduled debarment hearings for the Executive Director, scribed hearing notes, and prepared the appeal decision(s) for the signature of the Executive Director;
- Transcribed dictation, composed, organized, and proofread confidential correspondence, reports, summaries, memoranda, and forms from verbal direction, relevant information from a variety of sources, or knowledge of Authority policy and procedures and presented the information in a clear and understandable format;
- Prepared the agenda, letters of notification, meetings, and handouts for all Board of Commissioners meetings;
- Managed the Authority's pool of Administrative Assistants and Receptionists;
- Received and assessed requests from managers for the assignment of the Administrative Assistants to the various organizations;
- Coordinated the assignments of the Administrative Assistants;
- Prepared consolidated performance evaluations from input provided by worksite managers;
- Maintained calendar for the Executive Director, scheduling appointments, meetings, and conference calls as required, and coordinated the overall daily operations of the Executive Office;
- Fulfilled all travel/training registration arrangements for the Executive Director, Board, and senior management staff, including reservations, preparation of itinerary, and other related documentation;
- Assisted the Executive Director in research and preparation of necessary information, materials, and reports for conferences, appointments, meetings, and recommendations for the Board of Commissioners;
- Attended Board and staff meetings as assigned and recorded and transcribed minutes of meetings;
- All contracts, letters, and forms from other departments and agencies requiring the signature of the Executive Director were executed and returned promptly, and the document was maintained on file in the Executive Office;
- Located and attached appropriate files to correspondence to be executed by the Executive Director;
- Ensured privacy and maintained security of confidential materials sent to the Executive Director;
- Maintained appropriate files/records for general correspondence, contract documents, agreements, legal documents, awards, financial reports, Board resolutions, minutes, and daily reports in an accurate and timely manner;
- Received communications via the telephone, internet, and in person and either responds to routine questions or referred the more complex inquiries to the Executive Director or other appropriate person(s);
- Received and date-stamped all incoming mail, faxes, internal memoranda, and other publications for the Executive Office and routes to the Executive Director or appropriate executive staff;
- Maintained office supplies inventory by checking stock to determine inventory level, anticipating needed supplies, expediting orders, and verifying receipt of supplies;
- Handled documents on a variety of topics of a sensitive nature and maintained confidentiality regarding all documents and information received by or in the possession of the employee;
- Assisted in Human Resources Department recruitment efforts by placing advertisements in appropriate media such as newspaper or Internet recruiting resources and on the Authority's website;
- Assigned reception desk staff to ensure complete coverage during business hours;
- Managed incoming general public and stakeholders inquiries and complaints, responded to or routed them appropriately to the responsible department, and followed with final resolution;
- Managed various meetings and coordinated ARHA's Summer Youth and College Interns, The Annual Youth Arts Festival, National Night Out, Company Picnic, Kings Dominion Trip, Santa's Winter Wonderland, and special events of the Authority.
Education
Being an Effective Supervisor -
Miami Springs Senior High School
Miami Springs, FL 09.1980 - 06.1983
Fair Housing Training - undefined
09.2022
Certificate of Completion in Etiquette for Business Effectiveness - undefined
08.2022
Certification of Completion in Diversity Awareness - undefined
01.2010
Fair Housing Training - undefined
01.2013
undefined
01.2009
Interests
Indoor & Outdoor Volleyball
Interior Design
Horticulture
Reading Self-Help Material
Working with Youth & Homeless
Pottery
Timeline
Special Assistant, Executive Director
HOUSING OPPORTUNITIES COMMISSION
04.2018 - 01.2023
Executive Assistant, Office Manager
ALEXANDRIA REDEVELOPMENT AND HOUSING AUTHORITY
07.2008 - 04.2018
Being an Effective Supervisor -
Miami Springs Senior High School
09.1980 - 06.1983
Fair Housing Training - undefined
Certificate of Completion in Etiquette for Business Effectiveness - undefined
Certification of Completion in Diversity Awareness - undefined
Fair Housing Training - undefined
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