Carol D. Robaina
Office Management Specialist
Alexandria,VA
Summary
Talented professional with proven expertise in office management, bringing strong organizational, administrative, and communication skills. Known for effective team collaboration, adaptability, and achieving results in dynamic environments. Skilled in managing schedules, coordinating meetings, and streamlining office operations while maintaining high standards. Reliable and flexible, ensuring seamless support for team and leadership needs.
Overview
11
11
years of professional experience
Work History
Office Management Specialist - HTF
Economic Affairs, U.S. Embassy
09.2023 - Current
- Supported Minister Counselor, Deputy Minister Counselor, 5 Foreign Service Officers, and 4 locally employed staff.
- Responsible for day-to-day operations management to include time sheets, logistics, and calendars.
- Organized and decorated visitor's entry and other areas for a more professional aesthetic.
- Supervised and trained locally employed administrative assistant.
- Organized shared folder and retired older eRecords.
- Member of the National Day Exec Committee and led three subcommittees.
- Pretoria, South Africa
EPAP - Office Management Associate
Executive Office, U.S. Consulate General
08.2021 - 05.2023
- Managed and supported Consul General, Deputy Principal Officer, Political and Economic Office.
- Responsible for day-to-day operations management to include time sheets, logistics, and calendars.
- Managed various databases for the Executive Office including Contact Relationships Management (CRM).
- Responsible for maintaining equipment and procuring office supplies.
- Onboarded 5 new employees, including all training and orientation.
- Proofread and edited various documents received for Executive Office clearance.
- Dubai, UAE
Administrative Clerk
Political and Economic Section
12.2019 - 12.2021
- Responsible for logistics, schedules, calendars, motor pool requests, time and attendance, expenses, procurement, MyServices/Procurement requests, and travel requests for 5 Officers and 2 Locally Employed Staff.
- Managed and organized handover process for departing/arriving officers.
- Coordinated and provided support for high level visits and delegates in support of furthering diplomatic relations with host country. Point of contact between officers and incoming delegations.
- Dubai, UAE
Consular Assistant
Consular Affairs Section, U.S. Embassy
09.2018 - 07.2019
- Managed DNA collection and facilitated packaging and mailing samples for the ACS section.
- Conducted biometric intake for over 300 customers per day.
- Drafted Standard Operating Procedures for Consular Shared Drive reorganization, biometric intake, Consular Kuwait mailbox, and SAO drafts for incoming staff.
- Responded to public email on topics relating to Non-Immigrant Visa and Fraud Protection Unit issues.
- Trained Consular staff and others to perform biometric intake and data management organization.
- Kuwait City, Kuwait
- Participated in ongoing professional development programs to stay current on changes in immigration policies and procedures relevant to consular work.
- Improved case management efficiency with thorough documentation and consistent follow-up on pending applications.
Housing Assignments Assistant
General Services, U.S. Embassy
07.2015 - 04.2017
- Coordinated and supervised make-ready of residences for over 100 incoming families.
- Communicated and collaborated with employee's agencies, FAC, RSO, GSO, and IRM to ensure that projects related to residence were completed in a timely manner.
- Communicated with current and incoming tenants via email and telephone regarding housing assignments, departure inspections, and POSHO (Post Occupational Safety and Health Office) inspections.
- Conducted pre-lease inspections of potential properties.
- Created over 400 purchase requests and monitored approvals and delivery.
- Quality assurance technician during make-ready of 100+ residences.
- Supervised over 15 LE Staff (FAC/GSO) and local contract workers during make-ready of residences.
- Organized schedule for monthly POSHO inspections of residences. Coordinated with FAC engineers and work order clerks.
- Created SOPs (Standard Operating Procedures) for the Assignments Assistant position and trained summer hire staff and new EFMs (Eligible Family Members).
- Cairo, Egypt
WAE Rover
Facilities, U.S. Embassy
04.2015 - 07.2015
- Responsible for calendars, logistics, motor pool requests, for Senior Facilities Manager, Deputy Facilities Manager.
- Used a variety of software packages, such as Microsoft Word, Outlook, PowerPoint, and Excel to produce correspondence, documents, records, spreadsheets, and databases.
- Corresponded with 100+ Facilities employees throughout Cairo to communicate the instructions of the Senior Facilities Manager.
- Answered calls and delivered messages via telephone and email.
- Managed Time and Attendance for over 150 Facility employees.
- Submitted 300+ purchase requests in ILMS for various supplies needed to maintain Facility properties.
- Coordinated with colleagues and external contacts facilitate travel and accommodations for incoming and outgoing officers and staff.
- Cairo, Egypt
Education
Bachelor of Arts -
University of Miami
Coral Gables, Florida01-1992
Skills
- Public Speaking
- Trainer
- Microsoft Office Suite
- Administrative and Customer Service
- Type 50 wpm
- Planning and Organizing
- Team Building
- Workplace safety
- Document preparation
- Human resources support
- Scheduling expertise
- Office administration
Affiliations
2018 -2025 National Day Event Committee
Timeline
Office Management Specialist - HTF
Economic Affairs, U.S. Embassy
09.2023 - Current
EPAP - Office Management Associate
Executive Office, U.S. Consulate General
08.2021 - 05.2023
Administrative Clerk
Political and Economic Section
12.2019 - 12.2021
Consular Assistant
Consular Affairs Section, U.S. Embassy
09.2018 - 07.2019
Housing Assignments Assistant
General Services, U.S. Embassy
07.2015 - 04.2017
WAE Rover
Facilities, U.S. Embassy
04.2015 - 07.2015
Bachelor of Arts -
University of Miami
Awards
2017 Franklin Award, GSO, Cairo, 2019 Group Meritorious Award, Consular, Kuwait City, 2021 Meritorious Honor Award, Exec, Dubai, 2022 Meritorious Honor Award, Exec, Dubai, 2024 Group Eagle Award, ABF, Pretoria, 2024 Commendation Letter, ECON, Pretoria, 2024 Group Franklin Award, AGOA, Pretoria