Jennifer Ward
Vision Center of Excellence (VCE), Malanai, LLC
Gaithersburg,Maryland
2
Languages
25
years of professional experience
Strategic Senior Executive Assistant with over 8 years of experience delivering high-level administrative support to government executives. Skilled in optimizing operations and enhancing productivity through effective schedule management, meeting coordination, and event facilitation. Focused on driving organizational effectiveness with proactive planning and problem-solving.
Work History
Senior Executive Assistant
4 Years- Promoted to Senior EA position to support VCE Branch Chief, on site at SSMC1 office.
- Maintained uninterrupted operations at the executive level of the VCE while transitioning support across Directors from three distinct military branches (Army, Navy, and Air Force).
- Managed daily administrative tasks, incoming correspondence, and maintained calendar and schedule for VCE Branch Chief, ensuring organized support.
- Ensured timely progression of correspondence taskers from receipt through completion, enhancing workflow efficiency.
- Serve as the secondary POC for VCE ETMS2 tasker correspondence
- Initiate and close taskers in ETMS2 and upload supporting documents
- Task AO(s) with a clear internal suspense date and exact requirement(s) of the task
- Organize travel folder to support VCE Branch Chief during Temporary Duty Travel (TDY)
- Facilitated VCE PAO process through reviewing and tracking internal submissions, contributing to streamlined communication between VCE and DHA Public Affairs Office, OPSEC Office and the Office of the General Council
- Maintained a report of VCE DHA Mandated Training Requirements for VCE government and contractor staff, including tracking of required and completed government staff mandated education or training courses, etc.
- Assisted VCE Branch Deputy Chief with administrative tasks.
Executive Assistant, VCE
2 Years 3 Months- Promoted to support VCE Chief of Staff (CoS) and Project COR, on site at VCE SSMC1 office.
- Monitored incoming correspondence, maintained calendar and daily schedule for busy VCE CoS/COR.
- Coordinated meetings between project leaders and COR
- Coordinated meetings between project leaders and COR to facilitate project alignment and communication.
- Provided administrative support to project leads and their team at SSMC1 office (6 contract teams)
- Distributed meeting materials for meetings supported by CoS/COR
- Facilitated onboarding and offboarding processes for personnel at VCE SSMC1 office.
- Managed VCE Facilities requests to ensure timely processing and resolution..
- Operated and maintained general office equipment and video teleconference equipment (e.g., conference room phone/equipment, computer, printer, fax, shredder, etc.).
- Updated and maintained organization’s staff roster to ensure accurate personnel information and resource allocation.
- Assisted VCE government leads with administrative needs.
- Updated and maintained COR’s contract book to reflect updated contracts.
- Organized travel folders to organize VCE CoS TDY, approximately 6 conferences a year
- Created new employee on boarding and offboarding process instructions to assist with onboarding and offboarding staff.
Administrative Assistant
1 Year 5 Months- Supported team of professionals, researchers, and administrators to ensure efficient daily business operations through administrative duties such as answering phones, routing calls, composing messages, and greeting visitors as the face of VCE Bethesda at Walter Reed National Military Medical Center (WRNMMC).
- Arranged office layout for meetings, events, and conferences to optimize space usage.
- Organized and managed office space for meetings, events, and conferences
- Identified and implemented process improvements to enhance workflow efficiency.; recommended changes to improve accuracy, efficiency, and quality
- Provided administrative support to staff of 20, ensuring timely assistance with various needs.
- Maintained relationships with vendors, contractors, and government personnel to facilitate order fulfillment; directed activities and communicated instructions effectively.
- Process improvement; recommended changes to improve accuracy, efficiency, and quality
Radiology Transcriptionist/Receptionist
17 Years 5 Months- Streamlined processes between patients and medical providers, enhancing communication regarding findings and diagnoses from radiologists. Managed patient interactions for appointments, payments, account balances, and reports while overseeing all administrative functions, including answering phones, routing calls, composing messages, and greeting patients, ensuring a clean and welcoming receptionist area.
- Led Quality Assurance Program through on-site evaluations, internal audits, and analysis of customer surveys to ensure compliance and service quality.
- Edited drafts uploaded from the voice transcription software; reviewed and corrected all grammatical and spelling errors
- Worked directly with the Radiologist on report findings to ensure the best patient care
- Entered records to maintain BI-RADS score on a daily basis
- Managed patient information with strict adherence to confidentiality protocols
- Managed the Quality Assurance Program by conducting on-site evaluations, internal audits, and reviewing customer surveys
- Analyzed situations and escalated issues to management.
- Analyzed situations and circumstances and escalated to management if necessary
Education
High School Diploma
Skills
Executive and Administrative Support
Administrative Coordination
Calendar management
Correspondence Management
File management
Office Supply Management
Policy maintenance
Process documentation
Report documentation
DoD ETMS2
DoD MS TEAMS
Adobe Connect
Personnel Onboarding
Critical Thinking Skills
Accomplishments
Created detailed SOP for internal processes for onboarding/offboarding personnel and Public Affairs submission processes.
PROFESSIONAL VALUE
- Exceptional time management skills, handling projects with the ability to work independently
- Outgoing, personable, and friendly while delivering outstanding support services
- Excellent Communication skills, both verbal and written
- Ability to identify business needs and address them accordingly
- Proficient in Microsoft Office Applications (Word, Excel, PowerPoint, Visio, OneNote, MS Teams, and Outlook)
Languages
English
Native or Bilingual
Spanish
Native or Bilingual
Timeline
Senior Executive Assistant
Vision Center of Excellence (VCE), Malanai, LLC
09.2022 - CurrentRead More
Executive Assistant, VCE
Contracting Resources Group, Inc. (CRG)
09.2020 - 12.2022Read More
Administrative Assistant
VCE, Contracting Resources Group, Inc. (CRG)
10.2018 - 03.2020Read More
Radiology Transcriptionist/Receptionist
Washington Radiology Associates
05.2001 - 10.2018Read More
Wheaton High School
High School Diploma
Read More