KATHLEEN E. PETERSON
Diamondhead,MS
Summary
Office management specialist with expertise in optimizing operational efficiency and service excellence. Successfully managed executive calendars, coordinated division-wide meetings, and implemented tracking systems for visitor clearances. Strong communication skills enhance support for senior executives and foster team collaboration.
Overview
25
25
years of professional experience
Work History
EXECUTIVE ASSISTANT
Institute for Defense Analyses (DoD Contractor)
Alexandria, VA
04.2024 - 06.2026
- Responsible for the maintenance of a remarkably busy and complex calendar for the VP/Director of SFRD for all level meetings (UNC, Secret, TS, and TS/SCI).
- Responsible for scheduling and coordinating meeting coordination for all division-wide meetings and team building events.
- Screen incoming calls appropriately for SFRD VP/Director, and route appropriately.
- Processed clearance requests to various DoW locations for VP/Director and division and requested clearances for all visitors.
- Developed tracking method for visitor clearances, enhancing organization and access for the division.
- Provide daily advice and guidance to division members on a wide range of topics and conflict resolutions.
- Responsible for receiving all visitors for the VP/Director and Assistant Directors, to include senior- level visitors and distinguished visitors.
- Compile Monthly report and convert it into a quarterly report for the President of IDA.
- Created comprehensive documentation outlining tasks and procedures for team reference.
- Provide travel support for VP/Director and other members of the division as requested.
- Tracked projects and scheduled their reviews within the contracted period.
- Created purchase requisitions for necessary supplies.
- Aided in onboarding and managed consultants for the division, including creating travel requisitions, expense reports, and entering their timesheets.
- Coordinated logistics for TTXs and Wargames, managing budget planning, catering, attendance responses, and supply ordering to ensure seamless execution.
SECRETARY III
Clason Point Partners, Inc. (DoD Contractor)
Alexandria, VA
09.2021 - 04.2024
- Managed a complex calendar for director and assistant director, ensuring optimal scheduling.
- Screened incoming calls, facilitating effective communication for director and assistant director.
- Coordinated department functions and meetings, including board of directors sessions, ensuring alignment and clear communication.
- Prepared essential materials for meetings attended by director and PDDs.
- Compiled weekly activity reports and monthly gains/losses summaries to inform decision-making.
- Created taskers in CATMS, TMT, and EMTS2 to enhance workflow efficiency within division.
- Attended town halls and division meetings, documenting minutes and action items.
- Developed a tracking log for taskers to monitor progress and adherence to deadlines.
EXECUTIVE ASSISTANT / EVENT PLANNER
ExxonMobil Research and Engineering
Fairfax, VA
09.2001 - 05.2015
- Served as backup for Executive Administrative Assistant to VP of Technology Sales and Licensing, ensuring seamless administrative support.
- Provided c-level aid for 2 Division Level Managers and administrative support to thirty-five employees varying in levels in the company.
- Coordinated all travel arrangements, both domestic and international, to include collaborating with the embassies for visa processing.
- Coordinated department functions, appointments, and meetings, including Board of Director meetings, to facilitate effective communication and organization.
- Collaborated with other administrative team members, human resources & finance department on special projects and events.
- Oversaw daily office operations and tracked budget for catering and office supplies to maintain operational efficiency.
- Served as main liaison between sales and engineering staff.
- Devised & kept office systems to efficiently deal with paper flow and record management, procedural processes to improve accuracy and efficiency.
- Created and kept computer and paper-based filing and organization systems for all documents.
- Responsible for creating expense reports for management and division.
- Responsible for coordinating the company agreements, contracts, and invoices through the approval process, and routing all appropriately.
- Traveled to support nationwide conferences.
- Answered the Technology Sales and Licensing phone line and directed calls appropriately.
- Supervised contracted admins.
Education
High School Diploma -
Thomas Stone High School
Waldorf, MDSkills
- Executive calendar management
- Domestic and international travel
- Event coordination
- Budget planning
- Expense tracking
- Timesheet management
- Office administration
- Order processing
- Client correspondence
- Records management practices
- Document management
- Database management
- CRM systems expertise
- Mondaycom project management
- SharePoint utilization
- Microsoft Office Suite proficiency
- Microsoft Teams and Zoom
- AP/AR management
- Policy and procedure management
- Staff training and development
- Calendar organization skills
- Time management strategies
- Project tracking techniques
- Conflict resolution skills
- Team collaboration
- Team collaboration
Timeline
EXECUTIVE ASSISTANT
Institute for Defense Analyses (DoD Contractor)
04.2024 - 06.2026
SECRETARY III
Clason Point Partners, Inc. (DoD Contractor)
09.2021 - 04.2024
EXECUTIVE ASSISTANT / EVENT PLANNER
ExxonMobil Research and Engineering
09.2001 - 05.2015
High School Diploma -
Thomas Stone High School