Executive Assistant

Posted on: 2006-01-19

Toni Q. Frazier, CAP/CPS 8035 Bloomsbury Place White Plains, MD 20695 Telephone: (301) 932-4952 Email: [email protected] SUMMARY OF QUALIFICATIONS Over 17 years of Progressive Administrative experience. Instrumental in the development of several small businesses and departments in established organizations. 5 years of progressive project management experience. 3 years of experience as an Administrative Supervisor. Managed budgets between the ranges of $300,000 and $1.5 million. 4 years of progressive Special Events Coordination. Coordinated events with high security and celebrity attendance. Served in the United States Army as a Military Police Officer, Government Security Clearance (Secret). EXPERIENCE 2005 - Present The Democracy Alliance Rossyln, VA Executive Assistant  Provide high level of complex administrative support to the Managing Director and President/CEO of the organization  Facilitate accessibility of all calendars, schedule and arrange facilities for meetings, provide logistical support for meetings and conference calls  Coordinate Board Meetings, prepare Board documents  Prepare and process procurement action items, maintain inventory of office supplies, prepare invoices, select vendors, maintain time records for consultants and contingent staff  Develop and maintain list for Executive contacts, maintain partner manifest, intake and process partner dues  Assist Comptroller and Directors with budget forecasting maintain and track expenditures  Prepare external presentation, prepare briefings for recruiting trips and meetings/briefings on Capital Hill  Schedule meetings and briefings with Congressmen, Senators, Governors, including Chiefs-of Staff, and Lobbyist.  Coordinate travel for Executive and Sr. Management team  Organize, implement, and execute all phases of meetings, conferences and celebrations within the budget and provide strategic planning, onsite support, and post-conference/meeting support while achieving the overall goals and objectives. Determine meeting purpose, goals, and objectives and communicate with internal clients. Establish timeline, identify resources, develop meeting specifications, and manage all aspects of the registration process. Execute site selection and analysis, contract negotiation, and contract review and preparation. Develop audio-visual requirements, food and beverage arrangements, guest room arrangements, and transportation and travel arrangements as needed. Arrange the setup of all function rooms to incorporate seating and audio-visual requirements. Ensure production and quality of event materials, publications, signage, name badges, sign-in sheets  Coordinate various events for staff and office (Holiday Party, Appreciation Dinners) 2000 – 2005 Freddie Mac McLean, VA Sr. Administrative Coordinator  Provide high level of complex administrative support to VPs of Change Management, Program Integration, and Directors  Act as a liaison between Executives and internal/external customers.  Facilitate VPs’ accessibility, maintain VPs’ calendars, schedule and arrange facilities for meetings provide logistical support for meetings (i.e. conference room scheduling, catering, and conference call coordination), transcribe meeting notes. Compose and format documentation including letters (internal/external), communications to staff and staff meeting Minutes. Compose minutes for monthly department and cross company/divisional meetings.  Prepare and process procurement action items (purchase requisitions, contract requisitions, purchase orders, check requisitions, expense reports).  Develop and maintain contact list for Executives’ business engagements  Assist with Budget forecasting on division level, assist with budget request preparation, maintain and track Department OE, Office Supply, Staff Training, and Travel budgets, maintain department budget database files, assist with the maintenance of division budget.  Prepare external and internal business presentations (PowerPoint), monthly reports, and communications (department/company/external). Assist with the preparation of term sheets and contracts, proof read all outgoing divisional documents for accuracy.  Space planning, assign office space/cubical and assist in redefining space needs on an on-going basis  Assisted with the development and maintenance of the Divisional Administrative website, mentor/train/coach new administrative staff, developed and coordinated divisional administrative training and career development paths. Project Management. (Division Administrative Training)  Division Time custodian. Initiate monthly time report. Approve/Disapprove overtime. Division and Department Business Continuity Plan point of contact. Updated staff personal information in system (LDRPS & PeopleSoft)  Responsible for planning Divisional and Departmental teambuilding events and staff development training.  Initiate travel arrangements, create detailed itineraries  Conduct Employee Performance Management Reviews. Provide feedback to Jr. Administrative staff on career development, Individual training, adverse counseling, etc.  Lead Division Admin. Provide direct supervision of Jr. Administrative Staff, facilitate training for Division Admin Staff, coordinate office security with Corporate Security, and building management  Division/Dept. Event Planner - Organize, implement, and execute all phases of meetings, conferences and celebrations within the budget and provide strategic planning, onsite support, and post-conference/meeting support while achieving the overall goals and objectives. Determine meeting purpose, goals, and objectives and communicate with internal clients. Establish timeline, identify resources, develop meeting specifications, and manage all aspects of the registration process. Execute site selection and analysis, contract negotiation, and contract review and preparation. Develop audio-visual requirements, food and beverage arrangements, guest room arrangements, and transportation and travel arrangements as needed. Arrange the setup of all function rooms to incorporate seating and audio-visual requirements. Ensure production and quality of event materials, publications, signage, name badges, sign-in sheets  2004 Co-Chairwoman and Chairwoman of Women’s Interactive Network (WIN) Freddie Mac Women’s Diversity Network o Forecast and plan annual budget o Coordinate volunteer staff o Manage 5 annual projects (Women’s History Month, Diversity Holiday Display, Diversity Network Diversity Fair, Netconnecting Seminar, and WIN Best Self Forward Project) o Facilitated training/informational seminars to members of network and corporate wide o Member of Policy/Procedure Board in Office of Diversity o Conduct and present research to Sr. Management o Approve expenses 1999 - 2000 Advantage Human Resourcing/Telesec Corestaff Falls Church, VA Contract Employee  Administrative Coordinator I to Director of CS&C Management Control Department - Freddie Mac  Executive Assistant to Sr. Vice President of Marketing Products - Winstar  Executive Assistant to Sr.Vice President of Product Development - Winstar  Executive Assistant to Sr. Vice President of Commercial Sales - ValueOptions 1998 - 1999 Public Works Commission Fayetteville, NC Office Manager  Prepared procurement activities for Business Development and Public Relations Offices. Prepared and revised General Service Agreements.  Participated in the initial interviewing phase of the hiring process. Responsible for hiring and training full-time and temporary administrative staff. Supervised 4 administrative staff personnel. Prepared and proofread press releases assisted with the development and proofread the company newsletter on a monthly basis. Responsible for accounts receivable and payable for Business Development Department. Prepared and maintained expense accounts/reports, reconciled expenses on a monthly basis. Assisted with the creation of the 1999-2000 departmental budgets. Prepared and revised budget for presentation. Responsible for the management of departmental budgets. Coordinated and maintained business calendar of Business Development Manager. Scheduled conferences, seminars, and workshops. Coordinated travel arrangements.  Organized and supervised office operations and procedures necessary for conducting day-to-day business. Prepared and maintained timesheet for both departments. Assisted the Communications Officer with the promotion of PWC.  Coordinated with Public Relations Officer various citywide events (i.e. annual Christmas Parade). Coordinated and planned special events for company mascot (Wally Water Drop) to appear at various schools and other public appearances. 1996-1998 Lavish Records Huntsville, AL Business Office Manager/Personal Executive Assistant  Reported directly to CEO /President of the company. Support the Executive in planning, directing, managing and coordinating day-to-day business activities. Established and implemented Daily Operational Procedures along with company policies and guidelines.  Prepared proposals for external presentation prepared initial contracts between client and company, pre-reviewed proposals and closed contracts.  Scheduled tours, press releases, and organized promotional packages for retail, club and radio. Established recording studio, coordinated studio time for artist. Coordinated promotional appearances. Scheduled release of recordings. Coordinated travel arrangements.  Managed business calendar of CEO, A&R staff, and myself. Planned and coordinated meetings and conferences. Represented the company at business meetings, seminars, conferences, and various industry functions. Initiate travel arrangements, create detailed itineraries  Created company budget. Responsible for the management of various departmental budgets. Maintained general ledger, accounts payable and receivable. Created and maintained expense accounts reconciled end of month expense and reports. Oversaw payroll. Trained A&R Representatives.  Coordinated events with high security and celebrity appearances, venues of local, regional, national, and international artist. Organize, implement, and execute all phases of meetings and conferences within the budget and provide strategic planning, onsite support, and post-conference support while achieving the overall goals and objectives. Determine meeting purpose, goals, and objectives and communicate to clients. Establish timeline, identify resources, develop meeting specifications, and manage all aspects of the registration process for conferences. Execute site selection and analysis, contract negotiation, and contract review and preparation. Develop audio-visual requirements, food and beverage arrangements, guest room arrangements, security requirements, and transportation and travel arrangements as needed. Arrange the setup of all function rooms to incorporate seating and audio-visual requirements. Ensure production and quality of event materials, publications, signage, name badges, sign-in sheets, and seating diagrams. Assisted with the coordination of the \\\"4th Annual Get Yours Music Conference in St. Louis, MO. Participated as a panelist at music conferences.  Coordinated various fundraisers, and community projects 1996 - 2003 Durdee Souph (Dirty South) Entertainment/DSE Consulting Huntsville, AL Managing Partner  Duties are that of Managing Partner of company. Provide Public Relations, Promotions and Consulting services to businesses and individuals in the entertainment industry.  Organize promotional packages and demo packages for distribution to radio stations and record labels. Assist with artist development of upcoming recording artist signed with Durdee Souph Promotions and Management Team (DSP&MT), along with various independent record labels, and producers. Assist/Represent Artist with negotiating various industry contracts.  Awarded contract to promote coordinate and organize /Homecoming Week Activities and Concert for Alabama A&M University (1996, 97,98). Awarded contract to coordinate and Promote Sigma Week (Phi Beta Sigma Fraternity, Inc.) at both Auburn and Tuskegee University (1997,1998).  Awarded contract to provide Public Relations and Promotion services to several Entertainment Venues in local area.  Managed Public Relations Division of two Independent Record Labels. Served as A&R Representative for several independent record companies throughout the South/Southeast  Junior Co-Chairperson for the re-election campaign of County Commissioner Prince Preyer in Huntsville, AL. Responsibilities includes writing speeches to gain 30 and under vote. Researching voting trends and coordinating voter’s registrations events. Coordinated various fundraisers and speaking engagements.  Responsible for establishing business office of Commercial /Cleaning Company, which included: developing and implementing company policies and procedures. Responsible for procurement of all contracts. Responsible for Accounts Payable/Receivable, as well as payroll. Responsible for developing and implementing hiring process for potential employees/contractors. Coordinated employee benefits. Responsible for purchasing all equipment and supplies. Developed method of tracking employee productivity. Represented company at local area job fairs. Act as company liaison between various government agencies i.e. Dept. of Social Services, VEC. Submitted bids on behalf of company in both government and private sectors. Responsible for securing janitorial and floor maintenance contracts with over 45 Regional Food Lion stores, Lustine Toyota Dodge Dealership, VA Department of Veteran\\\'s Affairs (Clinical Site), Indoor Sports Arena, Bally\\\'s Gym (Woodbridge, VA), For Women Only Gym (Frederiksburg, VA)  Partnered with TSQ & Associates to develop training program for Washington DC welfare-to-work program, delivered basic office administration, dress for success, and interviewing skills workshops to recipients of welfare-to-work program and VA Disabled Vietnam Veterans. 1990 – 1995 United States Army Ft. Hamilton, NY Military Police Officer 1995 – 1996 AAFES Redstone Arsenal, AL Loss Prevention Associate (PT) 1995 – 1997 Dept. of Army/TESCO Redstone Arsenal. AL Data Collector/Analyst (Contractor) 1997 – 1997 (Feb – Oct) North Carolina Indian Housing Authority Fayetteville, NC Office Manager/Grant Writer/Researcher (Temp/Contractor) 1997 – 1998 (Oct – June) Sprint Fayetteville, NC Office Clerk/Customer Service Rep. (Temporary/Contract) EDUCATION 2001 - Present University of Maryland University College Aldelphi, MD Major: Business Administration/Business Law & Public Policy Candidate for Bachelors of Science May 2008 Aug 1991 - Dec. 1991 United States Military Police Academy Ft. Mcellan, AL Major: Law Enforcement Certificate of Completion 1987 – 1990/95-96 Alabama A&M University Normal, AL Major: English Minor: History PROFESSIONAL CERTIFICATIONS/AFFILIATIONS International Association of Administrative Professionals (IAAP) Member 2000 CPS (Certified Professional Secretary/Certified Administrative Professional) Dec. 2002 CAP (Certified Administrative Professional) Nov. 2003 REFERENCE AVAILABLE UPON REQUEST