Jennifer Osborn
Waldorf
Summary
Accomplished Executive Assistant with a proven track record at the Defense Intelligence Agency, adept in travel administration and conflict management. Demonstrates exceptional document handling and customer service skills, enhancing executive support and operational efficiency. Recognized for expertly managing high-level tasks and fostering strong relationships across the intelligence community.
Overview
18
18
years of professional experience
Work History
Executive Assistant
Defense Intelligence Agency
Washington
05.2021 - Current
- Executive Assistant for the Director/Deputy Director of Mission Services(D/DD/MS), responsible for advising the D/MS on responsibilities, authorities, organizational goals and priorities; provide preliminary information, analysis and/or recommendations to support decision making
- Coordinate with appropriate parties inside and outside the Agency to maximize input for briefings and talking points for presentations for the D/DD/MS
- Maintained situational awareness of D/MS emails throughout the day and action taken if appropriate
- Provide superior customer service in support of internal and external customers and MS Leadership concerning mission requirements
- Exercise my ability to employ institutional knowledge of the Agency and personal network to complete tasks, opportunities or resolve any problems before coming to the D/DD/MS
- Attend high level meetings to capture notes; ensuring action items are addressed, compiled, tracked via MS SharePoint task tracker to completion
- Liaison with MS Leadership and Staff Directors on a daily basis to ensure read ahead materials are sent forward on a timely basis
- Communicate daily with EA's to ensure calendars with both D/MS and DD/MS are in synch and resolve any conflicts that may arise
- Perform Staff Director and XO duties when on leave to include attending meetings and following up on read ahead materials for senior level meetings
- Part of the COVID Action Tracking Team (CATT) where I verified employees test results, approve test results for employees who supervisors were out, and relay to SEC when badges needed to be turned on and off
- Proven expert ability to anticipate challenges, resolve conflict, and solve challenging strategic problems in a unique combination of positions - i.e
- DIA Mission Services, DIA Training (ADI), and Chief Information Office (CIO)
- Recognized leader and advisor at all levels of leadership - from leading teams and peers to interacting with Seniors; trusted to offer clear insights and concise recommendations to senior leadership, maximizing coordination and efficiency of effort
- Skilled at collaboration working with-in the IC and building strong working relationships
Executive Assistant
Academy for Defense Intelligence
Washington
07.2013 - 05.2021
- Provides executive level support to the Director of Academy for Defense Intelligence
- Everyday duties include: calendar scheduling and deconflicting, read ahead preparation, all that is required to ensure DR and DD of ADI are sufficiently prepared for the day's events
- Additional duties include answering phone calls, greeting visitors, maintain situational awareness of DR and DD of ADI email so action can be taken on any tasks or items needing immediate attention
- Track and monitor control of the correspondence that are submitted for DR and DD of ADI signature
- Primary POC for ADI GTCC
- Process application packages, run delinquent monthly reports and notify employees who are more than 30 days past payment
- As the FDM for ADI, I diligently track all ADI personnel responsible for taking annual Ethics training and filling out their OGE 450 and OGE 278 forms by the given date
- I expertly maintain the list and keep it updated on the FDM site via NIPR
- Manage ADI deployment training/placement in the deployment database
- Manage/oversee ADI officer's requirements in support of on-going/ad hoc tasks
- Establish process to inform ADI officers and deployment dates/extension requests
- Maintain contact with RMMs to convey any concerns with the DIA deployment program and facilitate deployment requirements utilizing ADI officers to ensure proper entry/exit to and from down range
- Manage and facilitate the MILFAM program
- Manage the registration process in AGILE
- Develop the class roster, nametags, transportation to and from HQ for the Pentagon tour, and other materials for each class
Staff Assistant
FAC-2 HQ
Washington
02.2013 - 07.2013
- Provides division level support the Division Chief and Division Deputy Chief
- I review incoming correspondence and determine the appropriate action necessary to meet the mission requirement based on document content
- I evaluate all outgoing correspondence and documents for correct format, grammar, and conformance with established agency and directorate guidance and procedures
- It is my responsibility to develop internal guidelines and standard operating procedures for the organization's administrative processes
- I implement and monitor these processes to ensure operational consistency within the office
- I continually provide guidance and assistance to the staff and other clerical employees on administrative issues
- I prepare special reports and perform ad hoc projects as required
- I prepare finished correspondence/reports/briefings for signature
- I implement, monitor and maintain various administrative programs that include: record keeping, manpower/personnel, central files, reports control, awards, time and attendance records processing, and related activities
- As the task manager for FAC-2, I coordinate with the appropriate office for each task and then consolidate each response and send to FAC-HQ
- I maintain calendars for the Division Chief and Division Deputy Chief
- I see that they are on time for each meeting and making sure all high-level meetings are scheduled and start on time
Staff Assistant/ Operation Off
DAN-2
Washington
04.2008 - 02.2013
- Reviewed incoming and outgoing correspondence and determine the appropriate action necessary to meet the mission requirement based on document content
- I review documents for correct format, grammar, and conformance with established agency and directorate guidance and procedures
- It was my responsibility to develop internal guidelines and standard operating procedures for the organization's administrative processes
- I applied and directed these processes to ensure operational consistency within the office
- I continually provided guidance and assistance to the staff and other clerical employees on administrative issues
- I prepared special reports and perform ad hoc projects as required
- I prepared finished correspondence/reports/briefings for signature
- Implemented, monitored and maintained various administrative programs that include: record keeping, manpower/personnel, mail distribution, central files, reports control, awards, travel and training orders, time and attendance records processing, and related activities
- As Graphics coordinator for the agency's flagship publication, the Defense Intelligence Digest (DID), my primary function was to communicate the status of articles and associated graphics through e-mail and DID SharePoint web site; prioritize work for design staff; evaluate content and suggest graphics to enhance understanding or clarify key points in the article
- The 20 member graphics team relied solely on me to communicate with authors and other individuals involved in the editorial process to ensure files are organized and production processes are followed
- I served as the Trusted Agent for expedited file transfer from NIPR to JWICS; perform Open Source image research for photography relevant to the analysis; followed up with the author requesting input for a graphic concept; evaluated the analysis and made recommendations for the appropriate graphic for the analysis; collaborate with the design staff to develop a graphic concept to present to the authoring office
- I made final revisions to graphics as necessary and also sent proofs for authoring office approval
- Was selected for a 6 week rotation on the Presidential Daily Brief (PDB) Staff at the Central Intelligence Agency
- I provided support to 20 PDB briefers by organizing their briefing binders, making copies and preparing important reports for their principles
- I monitored all of the Pre-Briefers every morning and ensured the appropriate briefers were seen
- I hand delivered the 9 PDB's to internal customers every morning and attended the feedback meeting that included 20 briefers
Staff Assistant
OGN-HQ
Washington
08.2007 - 04.2008
- I was hand selected by Mr
- Sansbury to serve as the Staff Assistant for the Enterprise IT Operations Group, Office for NE CONUS RSC, I served as the tasking manager for all official taskers, preparing reports by consolidating inputs from Division chiefs
- I maintained the correspondence/travel/training and military evaluation/awards log of which I automated
- I validated training and travel request, tracking the requests as needed
- I created various spreadsheets
- I drafted, edited and tracked incoming and outgoing correspondence
- I managed the Chief and Deputy's calendar/meeting schedules
- I screened all incoming calls and visitors
- I maintained office files
- I scheduled all interview sessions
- I prepared and inputted time and attendance for OGN-2 and OGN-HQ
- I assisted the other Staff Assistants with inputting time and attendance in their absence
- I reviewed office processes, developing new processes to increase the efficiency and effectiveness of the organization
- I acted as back up to the OGN Staff Officer which duties include: managing the operations of the office headquarters and overseeing five Staff Assistant; providing direct assistance to the Chief and Deputy, keeping them informed of action items; create/view various briefings; attend all staff meetings, ensuring action items are documented; maintain and monitor office training and travel budget
- It was my responsibility to train the new Staff Assistant on detailed SOP's for day to day business and office operations, including time and attendance
Staff Assistant
OGN-2
Washington
02.2007 - 08.2007
- As a Staff Assistant for the Enterprise IT Operations Printing and Publishing branch (OGN-2), I served as the tasking manager for all official taskers, preparing reports by consolidating inputs from branch chiefs
- Maintained the correspondence/travel/training and military evaluation/awards log of which I automated
- Validated training and travel request, tracking the requests as needed
- I created various spreadsheets
- Drafted, edited and tracked incoming and outgoing correspondence
- Calendar management to Office Chief's calendar/meeting schedules
- Prepared and inputted time and attendance for OGN-2 employees along with serving backup to other STAs
- Reviewed office processes, developing new processes to increase the efficiency and effectiveness of the organization
Education
High School Diploma -
Thomas Stone Highe School
Waldorf, MD06-2001
Skills
- Travel administration
- Document handling
- Scheduling
- Meeting planning
- Report writing
- Advanced MS office suite
- Document preparation
- Email management
- Articulate and well-spoken
- Excel spreadsheets
- Customer Service-oriented
- Conflict management
- Executive support
- Payroll
Phone Numbers
202-231-0532, 240-682-9583
Personal Information
Citizenship: USA
Timeline
Executive Assistant
Defense Intelligence Agency
05.2021 - Current
Executive Assistant
Academy for Defense Intelligence
07.2013 - 05.2021
Staff Assistant
FAC-2 HQ
02.2013 - 07.2013
Staff Assistant/ Operation Off
DAN-2
04.2008 - 02.2013
Staff Assistant
OGN-HQ
08.2007 - 04.2008
Staff Assistant
OGN-2
02.2007 - 08.2007
High School Diploma -
Thomas Stone Highe School
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