Kia C. Little
Waldorf,MD
Summary
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
14
14
years of professional experience
Work History
Executive Assistant
Chief Digital and Artificial Intelligence Office
08.2023 - Current
- Organized and coordinated conferences and monthly meetings.
- Answered high volume of phone calls and email inquiries.
- Screened calls and emails and initiated actions to respond or direct messages for managers.
- Facilitated training and onboarding for incoming office staff.
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
- Screened calls and emails and responded accordingly to support executive correspondence.
- Handled confidential and sensitive information with discretion and tact.
- Upheld strict timetables by maintaining accurate, balanced calendars.
- Volunteered to help with special projects of varying degrees of complexity.
- Led staff and vendors in providing high level of service for owner and guests.
- Streamlined operations and prioritized tasks, allowing senior staff to increase productivity.
- Assigned and monitored tasks to ensure timely completion and adherence to project deadlines by tracking progress, identify potential bottlenecks, and make data-driven decisions to optimize workflow and improve overall efficiency.
Executive Assistant
Deputy Under Secretary for the Navy I&S
11.2019 - 08.2023
- Answered high volume of phone calls and email inquiries.
- Organized logistics and materials for each meeting and took detailed notes for later dissemination to key stakeholders.
- Updated and maintained confidential databases and records.
- Created and managed office systems to efficiently deal with documentation.
- Screened personal and business calls and directed to appropriate party.
- Filed paperwork and organized computer-based information.
- Greeted guests professionally and courteously to cultivate welcoming atmosphere while making safety top priority.
- Completed paperwork, recognizing discrepancies and promptly addressing for resolution.
- Adaptable and proficient in learning new concepts quickly and efficiently.
- Organized professional with expertise in managing resources and optimizing performance. Proficient in providing valuable insights and supporting decision-making processes. Committed to enhancing productivity and contributing to overall success.
- Learned and adapted quickly to new technology and software applications.
- Responsible for the day-to-day management and implementation of the DUSN's Sensitive Compartmented Information (SCI) Personnel Security Program
- Review the Defense Information Security System (DISS) ensuring all DUSN's personnel are cleared for access according to their clearance
- Report all unauthorized disclosures of classified intelligence in accordance with SCI Security Manual
- Validate the need-to-know for individuals requiring SCI access. Schedule indoctrinations and debriefs for SCI cleared personnel
Administrative Manager
U.S. Navy Active Duty
10.2018 - 11.2019
- Established workflow processes, monitored daily productivity, and implemented modifications to improve overall performance of personnel.
- Trained employees in company and regulatory compliance requirements to promote conformance.
- Interviewed, recruited and onboarded new staff for high-performing administration teams.
- Greeted visitors, employees and clients politely and professionally for excellent reception service.
- Supervised staff and delegated tasks to maintain positive, productive administrative operations.
- Developed and implemented improved filing systems for enhanced order and accuracy.
- Updated reports, managed accounts, and generated reports for company database.
- Implemented and managed electronic records management systems, including document scanning, indexing, and retrieval, to improve data accessibility and reduce physical storage costs.
- Managed the retrieval and disposition of records, including destruction, transfer, and storage, to ensure timely and secure handling of sensitive information.
- Provided training and support to staff on records management best practices, policies, and procedures, ensuring a high level of compliance and adherence to organizational standards.
- Verified customer information for orderly, up-to-date online systems.
- Built highly-efficient administrative team through ongoing coaching and professional development opportunities.
Administrative Office Manager
U.S. Navy Active Duty
09.2016 - 10.2018
- Monitored and evaluated personnel performance to complete annual reviews, recommend advancement, or address productivity concerns.
- Established workflow processes, monitored daily productivity, and implemented modifications to improve overall performance of personnel.
- Built highly-efficient administrative team through ongoing coaching and professional development opportunities.
- Organized meetings for executives and coordinated availability of conference rooms for participants.
- Coordinated individual duties after careful evaluation of each employee's skill level and knowledge.
- Organized spaces, materials and catering support for internal and client-focused meetings.
- Delegated tasks to administrative support staff to organize and improve office efficiency.
Administrative Supervisor
U.S. Navy Active Duty
06.2011 - 08.2015
- Prepare and edited administrative correspondence, maintained files and records, and assembled information for various documents and reports
- Coordinate office administrative functions including office security administration, office space management, processing security clearance and visit requests for personnel and visitors, scheduling office events and ordering supplies; should have experience in administrative support and working knowledge of security procedures.
- Train junior personnel on processing reviewing travel vouchers and administrative reports.
- Receives and reviews a wide variety of complex, sensitive incoming documents; assigns and tracks suspense dates to ensure responses are made within established deadlines. Applies experience and advanced knowledge of grammar, writing, branding, style and editing practices and procedures to prepare or review reports and documents for errors, accuracy and completeness; makes recommendations for changes; and forwards for final review.
- Track company course training documentation for 75+ employees, ensuring all personnel met and maintained training requirements
- Utilized the Aircraft & Personnel Automated Clearance System (APACS) to facilitate efficient and secure international travel, ensuring compliance with customs and immigration regulations, and streamlining the clearance process for personnel and aircraft, resulting in enhanced operational efficiency and reduced delays.
Education
BBA - Business Management
South University
Savannah, GA11-2027
Skills
- Microsoft Word Office Suite
- Excel
- PowerPoint
- Adobe
- Outlook
- Document handling
- Scheduling
- Meeting planning
- Process improvements
- Office management
- Administrative support
- Office administration
- Conflict management
- Project planning
Security Clearance
Active Top Secret/SCI
Timeline
Executive Assistant
Chief Digital and Artificial Intelligence Office
08.2023 - Current
Executive Assistant
Deputy Under Secretary for the Navy I&S
11.2019 - 08.2023
Administrative Manager
U.S. Navy Active Duty
10.2018 - 11.2019
Administrative Office Manager
U.S. Navy Active Duty
09.2016 - 10.2018
Administrative Supervisor
U.S. Navy Active Duty
06.2011 - 08.2015
BBA - Business Management
South University
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