Joy Harris
Colonial Heights,VA
Summary
Dynamic executive administrative professional, with a proven track record and experience in state government, and private sector operations. Skilled in administrative support, office management, event coordination, and project oversight. Adept at managing complex schedules and enhancing office efficiency through process improvement. Very knowledgeable in Microsoft Office Suite and fostering team collaboration, ensuring seamless operations and successful outcomes.
Overview
9
9
years of professional experience
Work History
Assistant to the CEO
Hayes Communications
RICHMOND, VA
02.2023 - Current
- Managed scheduling and calendar coordination for executive team members.
- Assisted in preparing reports and presentations for departmental meetings.
- Coordinated office supplies inventory and maintained procurement records.
- Facilitated communication between departments to streamline workflows.
- Organized travel arrangements and itineraries for staff members.
- Supported onboarding processes by preparing training materials for new hires.
- Implemented filing systems to enhance document retrieval efficiency.
- Answered phone calls and emails to provide information, resulting in effective business correspondence.
- Scheduled appointments between clients and customers and internal staff members.
- Coordinated mailings including sorting mail, preparing packages for shipping via courier service or postal service.
- Reviewing and processing documents such as travel requests, itineraries, grant applications, reimbursement requests, purchasing, and vouchers/requisitions;
- Updated contact lists regularly when changes occur in employee status or contact information.
- Proofread content for typo-free emails and documentation.
- Compiled data from various sources into organized reports for review by management team.
- Coordinated and scheduled meetings, including room reservations, catering, and technical setup, for seamless execution.
- Organized files, developed spreadsheets, faxed reports and scanned documents, maintaining front desk and reception area in neat and organized fashion.
- Set up workshops, conferences and meetings by scheduling and reserving rooms and preparing supplies.
- Used voice recorder or notepad to compose and transcribe meeting minutes.
- Processed invoices and payment requests for accuracy and compliance.
- Supported audits by providing necessary documentation and reports.
- Communicated with vendors regarding account status and payment inquiries.
- Participated in meetings with vendors or contractors concerning pricing terms or contractual agreements.
EXECUTIVE ASSISTANT
VIRGINIA PASSENGER RAIL AUTHORITY
RICHMOND, VIRGINIA
01.2020 - 01.2022
- The executive director's first point of contact.
- Provided administrative support to assist with the opening and staffing of the VPRA office.
- Responsible for all executive team's purchases (furniture, supplies, services, etc.).
- Reconciled small purchase credit cards on a monthly basis.
- Created purchase requisitions and used purchase orders to pay vendors.
- Maintained all vendor contracts and ensured they were up to date.
- As the agency's records officer, I was in charge of overseeing and ensuring compliance with the Library of Virginia's record retention schedules.
- Participated as a panel member on all interviews; later assembled with executive leadership to select the best candidate for each position.
- Edited and submitted all agency recruitments to the Department of Human Resource Management and worked closely with them to ensure the recruitment process ran smoothly.
- Provided administrative support to VRPA's executives and other staff members as they are hired.
- Frequently was in contact with government and elected officials, members of the VRPA board, external stakeholders, community organizations, the public, and all levels of personnel at VPRA.
- Regularly handled confidential and sensitive material.
- Organized, scheduled, coordinated, compiled, exchanged, analyzed information, and prepared correspondence for VRPA's office operations.
- Oversaw the orientation of new board members; the scheduling, planning, and logistics for board meetings; making travel and meal arrangements for board members.
- Established and maintained a system to track and distribute board meeting documents/records.
- Received information from each department within the agency, which I would then use to create board packets (hard and electronic versions).
- Transcribed meeting minutes and made sure minutes and other meeting materials were posted for public access within designated timeframes.
- Reviewed, routed, and responded to emails and phone calls from internal/external stakeholders; opened and distributed mail;
- Organized and maintained, electronic calendar appointments/meetings/arrangements for executives; researched, analyzed, and compiled information for executive review;
- Arranged travel, lodging, as well as accommodations for trainings, seminars, etc. for the entire agency.
- Directed and oversaw the planning of agency meetings and special events.
- Proofread, edited, and prepared draft correspondence/documents; and maintained electronic/physical files and documents as needed.
- Delivered/distributed important information and documents in a timely manner to VRPA executives, board members, and staff;
- Organized/managed the daily workflow and signature process of documents;
- Coordinated/scheduled travel arrangements as well as processed travel and expense reimbursements.
- Drafted and edited correspondence, reports, and presentations for internal use.
- Prepared and organized travel arrangements for staff and executives.
- Maintained filing systems and ensured accurate documentation of records.
- Assisted in planning and executing agency events and community outreach programs.
- Conducted research to provide relevant information for decision-making processes.
- Maintained confidential records and files related to executive operations.
- Monitored incoming emails and responded accordingly in a timely manner.
- Performed data entry tasks into various software programs including MS Excel spreadsheets.
- Prepared reports, presentations, agendas, minutes, and other documents as needed by the executive staff.
- Scheduled and arranged travel and hotel reservations for meetings, conferences and seminars.
PROJECT COORDINATOR
VIRGINIA ALCOHOLIC BEVERAGE CONTROL AUTHORITY
RICHMOND, VIRGINIA
01.2016 - 01.2020
- Provided support for all in-flight agency projects within the Project Management Office.
- Planned and scheduled meetings, logistics, project administrative support, schedule updates, project reporting and coordination.
- Project management duties, assisting in or leading process improvement projects, tracking progress, developing and implementing new processes and procedures; records and document management, project planning, development, monitoring and reporting.
- Maintained schedules, provided support to keep efforts on time.
- Tracked project metrics, budget, timesheet processing, coordinated project scheduling, assisted in the development of project plans.
- Identified and reported any risks or issues that may affect the project's scope, schedule or budget.
- Delivered and distributed important information and documents in a timely manner to ABC executives, board members, project team members and staff;
- Served as Records Officer and FOIA Coordinator.
- Received purchase orders in EvA for vendor payment.
- Reconciled each department's small purchase credit card.
- Served as the administrative assistant to the Director of the Project Management Office.
- Maintained the director's calendar and facilitated meetings and participated in his absence.
- Prepared and submitted travel reimbursement forms for employees when needed.
- Created and provided weekly reports to CIO, and Bi-Weekly reports to the C level executives on the status of all in-flight authority projects.
- Brought together all aspects of a project including the technical and financial aspects.
- Ensured project deliverables and deadlines were met.
- Recorded and transcribed meeting minutes, prepared agendas.
- Facilitated vendor project kick-off meetings and served as the primary point of contact for each vendor.
- Organized, attended, and participated in stakeholder meetings.
- Documented and followed up on important actions and decisions from meetings.
- Ensured projects adhered to frameworks and all documentation was maintained appropriately for each project.
- Assessed project risks and issues and provided solutions where applicable.
- Ensured stakeholder views are managed towards the best solution.
Education
BACHELOR'S - BUSINESS ADMINISTRATION
SOUTHERN NEW HAMPSHIRE UNIVERSITY
MANCHESTER, NEW HAMPSHIRE12-2025
Skills
- State government financial systems such as eVA, Cardinal, and BOA Works
- Event coordination
- Presentation development
- Meeting planning
- Conference planning
- Travel administration
- Invoice processing
- Process improvement
- Executive support
- Scheduling expertise
- Meeting facilitation
- Document preparation
- Office management
- Administrative support specialist
- Project oversight
- Team collaboration
- Vendor management
- Microsoft Office Suite
References
References available upon request.
Timeline
Assistant to the CEO
Hayes Communications
02.2023 - Current
EXECUTIVE ASSISTANT
VIRGINIA PASSENGER RAIL AUTHORITY
01.2020 - 01.2022
PROJECT COORDINATOR
VIRGINIA ALCOHOLIC BEVERAGE CONTROL AUTHORITY
01.2016 - 01.2020
BACHELOR'S - BUSINESS ADMINISTRATION
SOUTHERN NEW HAMPSHIRE UNIVERSITY