Michelle Barnes
Washington,USA
Summary
Detail-oriented Executive Assistant with a strong background in managing complex executive calendars, coordinating high-stakes meetings, and facilitating seamless domestic and international travel. Proven ability to enhance organizational efficiency through meticulous planning, relationship management, and effective communication with C-level executives.
Overview
18
18
years of professional experience
Work History
Executive Assistant (Contractor)
Siemens Corporation
08.2016 - 05.2026
- Managed the President & CEO’s and other Senior Executives calendar, appointments, domestic/international travel, ground transportation and invoices
- Cultivated relationships with C-level executives and VIPs, ensuring regular correspondence and invitations to key events from the President & CEO.
- Managed board meetings and other executive meetings, including setting locations, organizing catering, and preparing all materials.
- Developed and tracked budget for President & CEO and Senior Vice President, coordinating internal/external meetings, teleconferences, presentations, and briefing materials while creating spreadsheets and collecting data for senior executives.
- Arrange and coordinate leadership team meetings; track all priorities, tasks and projects set at the meetings. Reviewed and improved all programs, processes, and policies. Consistently exceeded expectations ensuring projects were on time, compliant to standards and met business needs
- Coordinate with vendors and finance staff to ensure all purchase orders, Invoices, and contracts are tracked and closed.
- Maintained contract agreements to support organizational standards and requirements, invoices, payments requests and other documents approval requests before CEO signs and approves.
- Drafted correspondence to facilitate effective communication within the organization, communications, and presentations.
- Maintained a high-level of discretion when working with confidential information
- Organized off-site conferences by researching venues, materials, and negotiating hotel, meal selections, and A/V contracts.
Executive Assistant (Contractor)
Department of Health and Human Services
09.2014 - 12.2015
- Assisted the National Coordinator and other executives with daily operations and personal support, ensuring high organization and efficiency.
- Coordinated extensive calendaring, screened phone calls, and correspondence for Senior Leader Team, organizing internal and external meetings with minimal discretion.
- Arranged travel and meetings by developing itineraries and agendas; work with travel agency and private organized point-to-point detail planning for both domestic and international travel with Concur Travel, processed and tracked expense reports, ensuring accuracy and timely reimbursement.
- Facilitated meeting requests received by other federal agency high levels and high-profile stakeholders, planned visits of same
- Coordinated and participated in Steering Committee board meetings in preparation for transitions, off-sites, corporate and internal events.
- Oversaw ATTAPS program to ensure efficiency and monitored timecard submissions for more than 30 employees.
- Organized and executed meetings with detailed planning from planning to execution; including room reservations, video conferencing/computer set-up, high level calls, Web Ex meetings, compiled read ahead materials for the Directors’ daily books and catering.
- Liaised between HR and Financial teams to facilitate daily actions for Senior Leaders and maintained performance assignments; tracked feedback for mid-year reviews and performance evaluations to ensure compliance.
- Worked with the Human Capital team to coordinate interviews, organized and oversaw onboarding process.
- Prepared weekly White House Briefing memos, bi- weekly presentation, and monthly briefing memos to the Deputy Secretary of Health, and Secretary of Health at the Department of Health and Human Services.
Executive Assistant (contractor)
Xerox Corporation
05.2012 - 08.2014
- Provided high-level Executive support for Senior Vice President, Vice President of Finance and other executives.
- Managed schedules for senior VP and management team, coordinating meetings, conference calls, travel arrangements, ground transportation, and expense reports to ensure optimal use of executive time.
- Maintained correspondence for VPs, interfacing with high-profile contacts on behalf of executives to facilitate communication and relationship management.
- Developed agendas, briefing materials created, prepare presentations and compiled data for executive management and advisory board meetings. Participate in and take meeting notes of same.
- Coordinated logistics for offsite and internal/external corporate events and meetings, including electronic invites, registration management, vendor negotiations, team-building activities, catering selections, departmental budget maintenance, and travel accommodations.
- Acquired necessary office supplies to ensure smooth daily operations., technical equipment, and worked with the recruiting team to coordinate recruiting events, Interviews; organized and oversaw on boarding processes for new hires
- Work closely with the financial team and controllers to process Invoices, closing payments, financial data spreadsheets, compiled monthly forecast reports and ensure closure on SOW and plans were within agreements terms on current or pending contracts
- Led community and philanthropic initiatives and events.
Senior Administrative Assistant (Contractor)
Department of Health and Human Services
03.2012 - 05.2012
- Acted as a confidential assistant to the Director and Deputy Director of Health Resources Service Administration, HIV/AIDS Bureau, Division Services Systems
- Coordinated meetings and managed conflicting appointments, screened callers and visitors, and addressed routine inquiries independently to support Directors' focus on strategic priorities
- Composed, edited, reviewed letters memos, correspondence and reports for accuracy and completeness ensuring inclusion of proper attachments and coordinating submittals of information
- Developed and organized agendas, presentations, and briefings while managing travel arrangements, including itineraries and accommodations, to ensure efficient operations
- Served as liaison between DSS staff, facilitated meetings, and documented meeting minutes for timely distribution to HAB/DSS staff, enhancing communication and collaboration
Executive Assistant (Contractor)
United States Air Force
11.2010 - 03.2012
- Provided confidential assistance to the Air Force Deputy Chief Management Officer (DCMO) Director of Enterprise Transformation and Deputy Director of Enterprise Transformation.
- Managed the DCMO/Director/Deputy of Business Transformation calendars ensuring all meetings, proper read ahead and background information were coordinated properly, screen phone calls and respond to questions appropriately.
- Coordinated executive-level meetings and video teleconferences (VTCs), maintaining attendance lists, reserving facilities, and distributing read-ahead materials to ensure effective communication.
- Prepared reports, itineraries, agendas, senior executive notes, and arranged complex travel orders/vouchers for domestic and international travel.
- Tracked progress and completion of tasks, reported updates to executives, and forwarded completed documents to the action officer.
- Directed correspondence and reports for status of actions in Task Management Tool (TMT) tracking system, integrating inputs from action officers to streamline divisions' workflows.
- Functioned as a professional liaison for high-level military officials, civilians, visitors, and vendors.
Secretary (Contractor)
Department of State
11.2009 - 11.2010
- Provided full administrative support to the TWD Division Chief and Deputy Division Chief
- Coordinated calendars and scheduled meetings while following up on routine inquiries and actions to ensure accurate information on procedural matters.
- Drafted and responded to correspondence, prepared forms and data for branch employees, and assisted in certifying bills for telecommunications services and circuits.
- Maintained suspense records for correspondence and action documents, ensuring timely replies and appropriate follow-up actions.
- Attended meetings and conferences, took notes and prepared reports of proceedings.
Senior Administrative Assistant (Contractor)
Defense Threat Reduction Agency
10.2008 - 10.2009
- Provided high-level Executive support to the Senior Executive Service (SES) level Director Chemical–Biological Directorate and Physical Science and Technology Division (CBT) Chief and his technical staff of supporting a large Government research and development effort
- Maintained calendars for the SES and Division Chief, received visitors, arranged conference calls, coordinated meetings to include preparing necessary correspondence, materials and pre-briefings.
- Maintained and managed CBT Division Chief budget and tracked obligated and expended projects to support financial accountability.
- Maintained suspense logs to facilitate efficient management of ongoing operations. and provided reminders for daily operations on behalf of CBT Division Chief, ensuring timely completion of tasks.
- Composed, edited, and reviewed letters and reports for format, grammar, accuracy, and completeness, ensuring proper attachments were included and submissions coordinated with the CBT Chief.
- Prepared Travel Orders, Itineraries and expense reports through Defense Travel System
Education
Associates Degree - Liberal Arts
Prince Georges Community College
Largo, MDSkills
- Complex Calendar Management
- Domestic and International Travel Planning
- Meeting and Special Event Planning
- Expense reporting
- Expense Management
- Budget Tracking
- Vendor Coordination
- Vendor negotiation
- Contracts
- Confidential Correspondence
- Document Management
- Executive office Management
- Executive support
- Public Trust Clearance
- Travel Coordination
- Microsoft Office Suite
- Google Workspace
- Microsoft Teams
- Skype
- WebEx Conferencing
- Zoom conferencing
- Fast Typing
- Time management
- Attention to Detail
- Detail orientation
- Problem Solving
- Critical thinking
- Poised in High Pressure
- Adaptability
- Client communication
- Relationship Management
- Team Messaging
- Strategic planning
- Strategic planning
Awards
2023, Executive Award Recipient of Year, Washington, DC Admin Awards
Technology Highlights
- Create Travel Itineraries and Expenses within Concur Travel, Defense Travel System, Gov trip and Egencia Travel systems
- Microsoft Office Suite Including Word, PowerPoint, Excel, Project One Drive, SharePoint
- ATTAPS Administrator for over 30 People
- Create Correspondence within Quickbooks, Monday.com and Asana
- Microsoft Teams
- Jabber
- Skype
- WebEx and Zoom conferencing
Timeline
Executive Assistant (Contractor)
Siemens Corporation
08.2016 - 05.2026
Executive Assistant (Contractor)
Department of Health and Human Services
09.2014 - 12.2015
Executive Assistant (contractor)
Xerox Corporation
05.2012 - 08.2014
Senior Administrative Assistant (Contractor)
Department of Health and Human Services
03.2012 - 05.2012
Executive Assistant (Contractor)
United States Air Force
11.2010 - 03.2012
Secretary (Contractor)
Department of State
11.2009 - 11.2010
Senior Administrative Assistant (Contractor)
Defense Threat Reduction Agency
10.2008 - 10.2009
Associates Degree - Liberal Arts
Prince Georges Community College