Ximena Garrido Villarreal
Misawa
Summary
Bilingual (English/Spanish) professional with 10+ years of experience supporting U.S. military operations, government contracting, and foreign military sales (FMS). Proven ability to manage multimillion-dollar acquisition cases, track logistics and contract performance, and coordinate between U.S. and foreign military agencies. Trusted liaison for U.S. Embassy missions and Department of Defense (DoD) partners. Strong background in administrative program oversight, procurement, and data management in fast-paced environments. Recognized for exemplary execution, problem-solving, and process improvements.
Overview
15
15
years of professional experience
2018
2018
years of post-secondary education
2
2
Languages
Work History
Unit Program Coordinator (Federal Job)
35 Maintenance Squadron
06.2024 - Current
- Provide administrative support to the squadron commander and 10 flights with over 564 members. Prepare correspondence, briefings, reports, and maintain official records. Coordinate internal and external communication with the 35th Maintenance Group and base-level agencies.
- Manage 24 commander programs, including safety, facility, unit fitness, security manager, Led IT Asset Management (ITAM), records management, vehicle control, timekeeping, and recognition Oversee programs including Drug Demand Reduction, Health and Wellness, ADPE. Track program compliance and task status.
- Manage day-to-day security operations, ensuring compliance with DoD and Air Force directives. Handle personnel in-/out-processing, initiate and review investigations, and manage clearance and system access records. Liaise with leadership and IT/security teams to enforce information and physical security. Streamline clearance tracking and support awareness efforts to maintain a secure workplace.
- Serve as the primary point of contact for unit administrative matters. Provide guidance on program requirements. Present program updates and trends to squadron leadership. Assist with onboarding and briefing new personnel. Serves as the resident subject matter expert for all mandated administrative support programs.
- Developed revised UFIP structure, resulting in a 45% increase in fitness readiness.
- Selected to brief new commander on administrative program status and improvements.
- Resolved discrepancies in ITAMS, increasing data accuracy by 20%.
Paralegal
Morris & Dewett Trial Injury Lawyers
01.2020 - 10.2023
- Managed daily administrative tasks based on attorneys’ and outside agencies’ needs. Answered and screened telephone calls and distributed messages to the appropriate staff. Reviewed incoming correspondence and documents, identifying any required actions. Managed attorneys' schedules on Microsoft Outlook and coordinated meetings.
- Oversaw over 50 cases. Managed and monitored case progress. Ensured timely compliance with court deadlines and case tasks. Managed clients' medical care directed by attorneys. Coordinated depositions, mediations, and attorneys' phone conferences in strict compliance with court orders.
- Managed and organized over 69 clients' electronic files on SharePoint and office software.
- Prepared petitions, subpoenas, and motions as directed by staff attorneys, ensuring adherence to court standards. Composed routine correspondence. Conducted research and prepared status reports, catering to the needs of 7+ attorneys. Maintained office databases and spreadsheets.
- Served as the primary point of contact, facilitating daily communication with clients and outside agencies, addressing inquiries, and resolving issues promptly and effectively. Managed urgent matters and delegated tasks as necessary.
- Conducted meetings with new clients, collecting and assembling facts, and offering recommendations to aid attorneys in decision-making. Communicated effectively with clients, provided case updates.
- Successfully settled all small cases within my portfolio, earning the trust and confidence of attorneys and partners. This accomplishment led to the assignment of million-dollar and federal cases, showcasing my capability and reliability.
- Led client communication strategies, conducting weekly follow-ups, which increased retention and referrals by 35% and elevated client satisfaction ratings from 4.0 to 5 stars.
- Received commendation for my meticulous approach, characterized by accuracy, which notably enhanced office efficiency by 25%.
Security Assistance Specialist (Foreign Military Sales)
Obera LLC inc / Cambridge International Systems, Inc / PAE Government
11.2014 - 08.2018
- Company Overview: United States Embassy Contractor
- Acted as the Air Force’s primary point of contact and procurement coordinator for major defense equipment between Militaries and Civilian personnel.
- Oversaw over 79 acquisition cases for The Air Force worth USD 513,380,422.00. Coordinated acquisition requests align with host nation needs and Congressional Budget authorized funds, ensuring compliance with program requirements. Managed the entire acquisition process from initial request to reception and inventory of items/projects, overseeing contracts with precision.
- Provided subject matter expert recommendations for future investment plans and advised on the feasibility of military acquisitions using cooperation and national funds. Offered dedicated customer service to maintain strong bilateral relations. Conducted follow-ups on tasks or assignments assigned during program management meetings and conferences requiring further attention.
- Tracked budgets for ongoing projects and produced informative budget/funds reports, spend plans, presentations, and case statuses to facilitate decision-making. Prepared and submitted weekly status reports and presentations to ensure resource management.
- Provided comprehensive executive assistance to Generals, Commanders, Mission Chiefs, and Deputies. Assisted in administrative tasks, including writing correspondence, coordinating meetings, schedules, and events.
- United States Embassy Contractor
- Proposed and developed an Excel database to track budget allocation and remaining funds on cases, which was approved by leadership. This allowed for a quick response to insufficient funds during an Air Combat Command Exercise, effectively reallocating remaining balances on cases. This action saved the United States $10,000 in fuel costs.
- Took the initiative to research and learn about Cartridge/Propellant Actuated Devices acquisitions. This newfound knowledge allowed to secured contracts and expedited the delivery of Cartridge/Propellant Actuated Devices for the Colombian Air Forces fleet of A/T-37 and OV-10 aircraft, preventing aircrafts on ground.
- Volunteered as part of the logistics and administrative coordination necessary to ensure a successful Security Assistance Management Review (SAMR) meeting in March 2015 between the Colombian Ministry of Defense and representatives from the US Defense Security Cooperation Agency, United States Army Security Assistance Command, Navy International Programs Office, Air Force Security Assistance and Cooperation Directorate, and US Southern Command. This effort helped to maintain strong bilateral relations between both governments.
- Received recognition by the Security Cooperation Military Group Commander and the US Embassy and was ranked #1 out of five security assistance managers. This recognition was based on my ability to develop action plans to solve problems, the proposed improvements to better the program, and results delivered during the program review.
- Received recognition from the Air Operation Chief, Colombian Major General, for the successful acquisition and accelerated delivery of the Falcon View, Portable Flight Software, which was essential to enhancing mission effectiveness.
Mission Tech Supply
PAE/Navy Mission
05.2014 - 11.2014
- Company Overview: United States Embassy Contractor
- Coordinated logistics and supply management for staff and office needs. Oversaw and conducted inventory for FMS cargo received by US military/commercial aircraft and US military/commercial ships. Prepared after-action spreadsheet reports, addressed discrepancies, and maintained accurate records for cargo items.
- Submitted purchase requisitions (PRC) to fulfill office needs, ensuring operational efficiency. Reviewed billing contracts for regulatory compliance.
- United States Embassy Contractor
- Successfully monitored and expedited the delivery of Defender Boats valued at USD 4 million dollars, which were essential in military operations against Narco-Terrorists.
Administrative and Operations Assistant
CCE, Inc.
06.2013 - 05.2014
- Company Overview: United States Embassy Contractor
- Provided administrative support to executive leadership and office staff. Coordinated schedules, conferences, and meetings. Managed the office calendar and prepared office communication letters with accurate grammar and spelling. Offered advice and guidance to military personnel on administrative, office, and embassy requirements.
- Created and managed Excel spreadsheets to streamline personnel management and track all mission events. Provided weekly spreadsheet reports to leadership. Maintained office information and records in SharePoint in accordance with regulations.
- United States Embassy Contractor
Motor Pool Dispatcher
J&J Worldwide Services
10.2010 - 02.2013
- Company Overview: United States Embassy Contractor
- Coordinated transportation requests to support civilian and military personnel assigned to the Military Group, as well as VIP visits.
- Planned and oversaw the dispatch of 42+ drivers, ensuring timely and efficient transportation services. Managed drivers' shift schedules to maximize efficiency, optimize resources, and reduce costs. Coordinated drivers' training sessions, ensuring adherence to safety protocols and enhancing transportation efficiency.
- Acted as the point of contact for claims, requiring immediate reaction and implementation of solutions. Addressed issues such as vehicle malfunctions and accidents, ensuring prompt resolution and mitigation of any potential disruptions on the mission.
- United States Embassy Contractor
Administrative Assistant
J&J Worldwide Services
02.2010 - 10.2010
- Company Overview: United States Embassy Contractor
- Provided administrative support to office staff and 42+ drivers, including mailing, scanning, faxing, and copying. Managed daily office operations, including answering phones, organizing files and records. Offered guidance and assistance to drivers on administrative and clerical procedures.
- Scheduled and coordinated weekly staff meetings and appointments. Prepared and edited meeting notes, spreadsheet reports, and presentations to facilitate effective communication and decision-making.
- Managed vehicle dispatch authorization forms and scheduled maintenance to ensure operational efficiency. Monitored vehicle maintenance schedules to ensure timely servicing and repairs, minimizing downtime and maintain safety standards. Trained drivers to interpret vehicle dispatch forms, enhancing efficiency.
- United States Embassy Contractor
Education
Bachelor's degree - Political Science and Government
University Rosario
Technical or occupational certificate - Current Human Development Scenarios
United Nations Development Program/ University Nuestra Señora del Rosario
Skills
- Organization Liaison
- Program Coordinator
- Administrative Office Support
- Resource and Personnel Management
- Purchasing /Procurement
- Problem Solving
- Automation
- Strong Communication Abilities
- Microsoft Office Proficiency
Affiliations
- Pacific Air Force (PACAF)
- 12th Air Force, Southern Command (SOUTHCOM)
- United States Embassy, Bogota, Colombia
Merit Promotion
True, 13832, 5 CFR 335
Job Related Training
- Security Cooperation Management Locally Engaged Staff Training, Wright-Patterson Air Force Base, Dayton, Ohio, 2015-10-01
- Standard Army Maintenance System-Enhanced (SAMS-E) Operator Training, Fort Sam Base, Houston, Texas, 2010-08-01
Appraisals And Awards
- Earned excellence award, As a UPC awarded Squadron-Level Civilian of the Quarter, 2nd Quarter FY25, 2025-04-01
- Earned excellence award, As a UPC awarded Group-Level Civilian of the Quarter, 2nd Quarter FY25 – 35th Maintenance Group, 2025-04-01
- Earned excellence award, As a Case Coordinator by the United States Embassy, 2017-01-01
- Earned excellence award, As a Case Coordinator by the United States Embassy, 2015-01-01
- Earned excellence award, As an Administrative Assistant and operations by the United States Embassy, 2014-01-01
- Earned excellence award, As an Administrative Assistant and operations by the United States Embassy, 2013-01-01
Timeline
Unit Program Coordinator (Federal Job)
35 Maintenance Squadron
06.2024 - Current
Paralegal
Morris & Dewett Trial Injury Lawyers
01.2020 - 10.2023
Security Assistance Specialist (Foreign Military Sales)
Obera LLC inc / Cambridge International Systems, Inc / PAE Government
11.2014 - 08.2018
Mission Tech Supply
PAE/Navy Mission
05.2014 - 11.2014
Administrative and Operations Assistant
CCE, Inc.
06.2013 - 05.2014
Motor Pool Dispatcher
J&J Worldwide Services
10.2010 - 02.2013
Administrative Assistant
J&J Worldwide Services
02.2010 - 10.2010
Technical or occupational certificate - Current Human Development Scenarios
United Nations Development Program/ University Nuestra Señora del Rosario
Bachelor's degree - Political Science and Government
University Rosario
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