Qiana Mann
Ft. Washington,MD
Summary
Highly efficient administrative professional offering several years of experience, including administrative support, project coordination, customer service and team leadership. Comfortable working with senior management to effectively define and achieve strategic operational and administrative objectives. Streamlines administrative processes, analyzes complex issues and develops solutions. Cultivates positive work culture focused on teamwork and idea-sharing while driving goal achievement.
Overview
10
10
years of professional experience
Work History
Administrative Specialist II/ (Acting) Action Officer
Alexton Incorporated (FEMA/Resilience/RAPID (RMD)
07.2023 - Current
- Oversaw administrative support functions and program operations for the Office of Resilience and supported the Risk Analysis, Planning & Information Directorate (RAPID); lead work direction and professional development functions; ensured the needs of staff and stakeholders – internal and external – are solicited, considered and addressed.
- Evaluated the significance of incoming memos, submissions, and reports to strategize their distribution plan.
- Served as primary Action Officer and Executive Support for two executives; oversaw all administrative needs for 9 division leadership, to include calendar and travel; advised, reviewed, and coordinated organizational activities, operations, and processes; lead sprint to complete document requests for the Office of Resilience, averaging over 100 actionable review, routing, administrative and request for information deliverables monthly; updated policies and procedures for the Action Office to improve the efficiency and efficacy of business practices.
- Facilitated decision making and supported the development of RAPID deliverable policy to increase and improve efforts in helping SES Leadership and Division Directors to submit rush and standard deliverables accurately.
- Facilitated clear and concise communication among individuals from different levels within the organization and external entities like NOAA, CSG Strategies, DHS, ExecSec, etc.
- Assisted in general acquisition tasks
- Executed job responsibilities without constant supervision
- Effectively managed task execution by receiving, recording, tracking, coordinating, and distributing information.
- Identified areas of improvement in operations by assessing their effectiveness in meeting objectives.
- Analyzed performance data to identify trends and patterns, incorporating historical data and objective feedback
- Developed consistent and strategic executive-level communication reflecting in-depth knowledge of organizational goals, policies, programs, and procedures.
- Assist in comprehensive assessments of activities for alignment with regional and/or directorate goals
- Implemented effective tracking protocols to monitor progress of deliverables in compliance with high-level directives.
Executive Assistant
Sparks Group Inc. (TwoSix Technologies)
05.2023 - 07.2023
- Supported executives in their daily operations
- Responsible for executive leaders' calendar, meetings, and schedules.
- Planned and coordinated multiple presentations, distributed information, and organized events for special projects
- Coordinated travel arrangements, itineraries, and expense management
- Office logistics, coordination, and IT-related issues for offices, employees, and supported vendors.
- Effectively communicated with diverse staff members including senior faculty
- Developed and implemented strategies to improve vendor performance in order to excel at leading others
- Demonstrated ability to work autonomously and maintain effective professional communication
- Demonstrated ability to uphold strict confidentiality standards
- Safeguards the reputation of the brand by effectively engaging with stakeholders
- Organized and managed meeting materials.
- Assisted with owner activities requiring administrative support
- Coached and mentored the administration team as part of oversight responsibilities.
- Coordinates various company gatherings such as meetings, conferences and events by overseeing logistics of venue setup, liaising with IT department for technical support needs, distributing event details or invitations to participants efficiently,
managing catering arrangements effectively while maintaining control over the event budget. - Efficiently prepared and submitted expense reports for reimbursement
- Manages and reconciles company credit card transactions.
- Efficiently manages the publication of a monthly executive calendar.
- Managed procurement of kitchen and office supplies
- Ensured proper maintenance of office condition and equipment
- Managed the creation and logistics of all shipments
- Developed and maintained an organized filing system for managing storage inventory
- Maintains strict confidentiality regarding corporate, personnel, and research information
- Provided office management support, managing office visitors and ensuring meeting/break rooms are tidy
- Executed essential initiatives towards accomplishing organizational objectives
- Efficiently managed data analysis and reporting tasks for senior management
- Demonstrated advanced skills in project execution, utilizing Adobe Photoshop/Illustrator, with a focus on delivering high-quality presentations and editing work.
- Function as a super user for the electronic filing system.
Customer Care Representative: Benefit Centre
WIPRO LIMITED
07.2022 - 05.2023
- Proficiently resolved customer inquiries regarding Health, Insurance employee benefits and HR matters
- Assisted callers through various channels such as Voice, Web, and Portals according to client specifications.
- Achieved high levels of Customer Satisfaction while providing exceptional Customer experience in every client interaction
- Sustained commitment to resolving questions and issues
- Met service delivery targets with excellent precision
- Acquired comprehensive understanding of clients and their specific domains, resulting in efficient problem-solving during initial conversations.
- Maintained compliance with Client Service Level Agreements (SLAs), encompassing factors such as Customer Satisfaction, Service Level, Handle Time, and Customer Effort
- Ensured high-quality delivery in customer interactions through calls, chats, and email conversations
- Ensured compliance with all Company policies.
- Demonstrated expertise in resolving issues and queries, while maintaining accurate documentation and timely follow-up.
- Identified, shared, and supported operational improvements.
Administrative Support Analyst
WWC Global (DHS/ICE)
01.2022 - 06.2022
- Assisted with the planning and coordination of OCFO front office tasks, working closely with the Chief of Staff and front office team.
- Contributed to developing schedules, calendars, and daily plans for CFO, DCO, and front office leadership
- Assisted with the development of strategies for addressing unexpected challenges and unique demands of the front office
- Maintained accurate records of assigned tasks and corresponding due dates utilizing tasking database and spreadsheets
- Tightly analyzed the influence of incoming correspondences, publications, regulations, policies, and directives on the CFO, DCFO or OCFO organization.
- Arranged all necessary elements for conferences and meetings, such as estimating audio and visual conferencing needs.
- Proficiently created, organized, and finalized various files, letters, and presentations for the government PM as well as top executives.
- Rewrote technical materials for improved presentation of information
- Composed standard operating procedures for directed activities
- Collaborated with the Government to coordinate, prepare, and develop virtual or physical conferences and activities.
- Assembled necessary materials for various projects, ensuring accuracy and thoroughness
- Assisted with organizing multiple large-scale virtual off-site events per year and created comprehensive meeting summaries.
Training Coordinator/ Speaker Coordinator: Program Coordination
Roth Staffing Agency: ISPE
11.2019 - 01.2021
- Handling every aspect of conference speaker coordination, as directed by the Sr
- Lead the preparation of industry speaker invitations, confirmation letters, and regulatory speaker request forms.
- Managed electronic files and records by creating and maintaining tracking sheets for speaker deliverables during pre-conference and on-site coordination. This included managing speaker invitation and confirmation letters, speaker bios, photos, presentation abstracts, and presentations.
- Registered program committee members, leaders, and speakers for all events
- Managed registration setup and expertly updated conference websites with precise session and speaker information using iMIS AMS.
- Participated in meetings and served as a liaison between presenters and the program planning committee.
- Developed speaker deliverables tracking sheets to facilitate ongoing speaker coordination, on-site registration, and presentation processing.
- Managed the coordination of packing, unpacking, shipping, and distribution of Continuing Education materials alongside Program Leads. Organized and prepared conference-related Moderation Packets.
- Ensured readiness of external drives for transporting conference materials
- Coordinated acquisition of necessary conference resources
- Ensured effective management of presentations and associated materials
- Ensured accurate compilation of presentation materials and associated permissions from leaders and speakers, facilitating on-site utilization and online accessibility for participants
- Ensured presentations met ISPE quality standards and sought confirmation from Program Lead for any questions on content quality
- Utilized Adobe Photoshop/Illustrator to execute various projects with a strong focus on presentation and editing
- Created and uploaded materials for conferences.
- Worked collaboratively with all stakeholders to coordinate functions and meet project deadlines.
- Brought attention to any discerned problematic situations while collaborating with the volunteer team and Continuing Education staff.
- Proactively identified and discussed areas for improvement in Continuing Education programs and processes, enhancing service to Members and the field
- Managed day-to-day operations of the online event platform, overseeing setup, management, review, and troubleshooting of the virtual conference platform.
- Collaborated with internal stakeholders on virtual conference platform build-out projects
- Applied knowledge of integrating online event platform with internal association management system.
Administrative Support Specialist/IT Coordinator
Food and Drug Administration
11.2014 - 03.2018
- Managed the receipt and routing process for all incoming and outgoing materials, including controlled or routine correspondence, reports, memoranda,
and various other written communications. - Ensures efficient handling of controlled correspondence by tracking and utilizing both standard and form letters for responding to inquiries
- Developed effective outlines for correspondence and report preparation
- Performed office automation tasks to create professional documents like correspondence, forms, and reports incorporating technical material as well as visual aids such as graphs and charts.
- Managed input of information into existing databases and related systems, responsible for tracking various administrative activities within the organization.
- Assessed material against program objectives and confidential documents through planning, development, review, editing, monitoring, and evaluation.
- Coordinated the calendar for the unit's Director and other senior staff members, ensuring all appointments and meetings were properly scheduled.
- Accurately documents meeting outcomes by preparing concise meeting minutes.
- Greeted and assisted visitors from various departments and organizations with professionalism.
- Addressed general inquiries while offering explanations of procedural questions related to the organization and common work practices or policies.
- Addresses and resolves various problems and issues
- Managed resolution of complex issues or problems escalated to supervisor's attention
- Provide regular updates on ongoing activities to Office and Division Directors, adapting work assignments as necessary due to shifting priorities, timetables, or unexpected events.
- Carries out diverse administrative duties in support of organizational operations.
- Streamlined the procurement process by adhering to purchasing guidelines and protocols; organized and updated filing systems for seamless access of information; oversaw staff timekeeping responsibilities; accurately prepared and processed travel and timekeeping documentation
- Evaluated and oversaw timelines for multiple projects and tasks across departments.
- Prepared domestic, international, and local travel arrangements and itineraries for staff in compliance with travel policies and procedures. Managed reimbursements effectively. Maintained confidentiality of all travel-related documentation.
- Ensure strict compliance with all guidelines and protocols set by federal government policies for the agency.
- Executed additional tasks as directed by Office Director
- Worked closely alongside Upper Management Team
- Successfully utilized Adobe Photoshop/Illustrator for project execution, showcasing expertise in presentation and editing.
- Acted as the initial contact for employees in their Office or Division with any non-ERIC appropriate IT related question, request, or concern.
- Managed a record of all software acquired by the Office or Division for easy reference and tracking.
- Serve as a contact in their Office or Division when new software is needed.
Education
Technical or Occupational Certificate -
Innovative Quality Product and Systems (ISO 9001)
05.2013
Diploma -
Largo High School
05.2001
Bachelor of Business Management – Business Intelligence and Analytics Management -
DeVry University
Skills
- Travel Coordination
- Confidential Document Control
- Corrective Action Planning
- Complaint Handling
- Employee Relations
- Policy analysis
- Compliance Monitoring
- Report Preparation
References
References available upon request.
Timeline
Administrative Specialist II/ (Acting) Action Officer
Alexton Incorporated (FEMA/Resilience/RAPID (RMD)
07.2023 - Current
Executive Assistant
Sparks Group Inc. (TwoSix Technologies)
05.2023 - 07.2023
Customer Care Representative: Benefit Centre
WIPRO LIMITED
07.2022 - 05.2023
Administrative Support Analyst
WWC Global (DHS/ICE)
01.2022 - 06.2022
Training Coordinator/ Speaker Coordinator: Program Coordination
Roth Staffing Agency: ISPE
11.2019 - 01.2021
Administrative Support Specialist/IT Coordinator
Food and Drug Administration
11.2014 - 03.2018
Technical or Occupational Certificate -
Innovative Quality Product and Systems (ISO 9001)
Diploma -
Largo High School
Bachelor of Business Management – Business Intelligence and Analytics Management -
DeVry University
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