Vanessa Martin, Pace Email and Phone Number

* Coordinated scheduling for internal and external meetings, travel plans, conference calls and day-to-day executive obligations.* Uses discretion, confidentiality and good judgment to protect c-level matters.* Conducted research projects and compiled findings for executive review.* Chair of the multi-cultural ERG, which is designed to increase diversity, inclusion and belonging including the following.* Implemented an efficient records management system, reducing document retrieval by 20% and improving overall organization.* Planned and coordinated successful events, including staff meetings and conferences, resulting in 20% increase in attendance and feedback.* Spearheaded presentations, reports and special projects in support of organizational goals.* Streamlined budget forecasting process by utilizing automated tools, reducing time spent on manual data entry.* Maintained and nurtured relationships with key stakeholders resulting in a 15% increase in business partnerships and collaborations.* Created and onboards new employees, resulting in 20% reduction of ramp up time and increased productivity.* Managed executive budget and reconciled corporate credit card statements, resulting in 10% reduction of expenses and improved financial accuracy.

* Displays high degree of professionalism in order to maintain confidential information with discretion, deal with people tactfully, and help establish strong relationships and positive communication.* Optimizes travel arrangements (transportation, accommodations, agenda) based on executive travel needs and preferences. Manages complex itineraries, to include any changes. Processes related expenses. Coordinates/assists with managing team meetings (staff meetings, on sites/off site, team gatherings, etc.) whether virtual or in person.* Interact professionally with all levels of staff and maintain the highest level of confidentiality; known for tact and diplomacy in handling sensitive issues. * Manage administrative affairs of the department including invoice processing, supply procurement, travel arrangements and expense reports. * Completes a broad variety of administrative duties including heavy calendar management, composing emails to both inside and outside sources.* Judges, evaluates and grant proper amount to a particular project. * Serves as primary point of contact for grantees who need assistance in utilizing the Foundation’s grants portal for submission of applications and requirements. * Trusted with a $4 million dollar budget to approve employee and organizations grants. * Ensures that the grant applications are in accordance with the qualification criteria. * Readily answerable and accessible to grantees in order to update them with status of the grant process.* Purchased and maintained office supply inventories, and being careful to adhere tobudgeting practices. * Performs timekeeper functions for all employees in our department.* Process Time and Attendance corrective actions on rejected timesheets.

* Balanced conflicting priorities in order to manage workflow ensure the completion of essential projects and meet critical deadlines.* Prepared, rewrote and edited information by transcribing, formatting, inputting, retrieving, copying, and transmitting text, data, and graphics to improve readability in Microsoft Word, Excel and PowerPoint.* Developed a deep understanding of the business objectives of internal and external stakeholders;evangelized the product vision and built trust by maintaining an accurate and achievable roadmap.* Reviewed and analyzed reports about format, distribution, and purpose, identified problems and improvements, develop solutions or alternative methods of proceeding.* Supported Executives with project support, data tracking, and administrative tasks. Frequently commended for quick-thinking and resourcefulness.* Coordinated and managed special projects, including working collaboratively with staff to assure projects deadlines.* Analyzed new or renewal policies against the binder and the expired policy for accuracy.

Manage HR functions for social worker employees. Direct all stages of staffing that included sourcing, interviewing, salary negotiation, and onboarding. Interact with staffs' direct supervisor regarding performance and personnel issues. Coach and counsel employees to improve skills and set up career plans. Conduct annual performance reviews, and determine raises. Review and collect information needed to process payroll. Explain benefits programs and guide employees in accessing resources. Maintain documentation required for compliance. Stay current with changes in HR and labor law. * Completed year-end performance management processes for management, including contribution ratings, salary reviews and Personnel Action Reviews, including performance improvements. * Planned and coordinated 20+ inter-office and outside meetings and all associated task, which include, but are not limited to preparing agenda, presentations/handouts, typing and binding, slide production, conference calls, menu selection and ordering. * Reviewed outgoing correspondence, directives, and publications. Edits to assure completeness and conformance to format and policy. Authenticates correspondence, records, reports, and other office communications when delegated or obtains signature of authorized supervisor as appropriate. * Negotiated and assessed recruitment trends; proactively recruited candidates through direct recruitment, internet mining and other creative methods, performed screening, interviewing, applicant assessment and presenting of candidates to Hiring Managers to finalize the recruitment process and assisted in hiring decision. Identified new, cost effective resources for recruitment, and tracked and reviewed effectiveness of advertisement sources. * Recognized as the company resource for performance management processes for management, including contribution ratings, salary reviews and Personnel Action Reviews, including performance improvements.

Provided superior administrative support to Commanding officer, and Executive office includingcorrespondence, administrative documents, events coordination, communications and policycompliance and problem resolution.* Generated monthly reports covering several business categories while utilizing both spreadsheet andgraphics programs. Composed correspondence in accordance with standard policies; answers variousinquiries; explains policies and procedures and arranges appointments; processes routine and nonroutine matters independently. Interviews, screens, greet visitors and direct them to the appropriatearea or individual.* Created and maintained complex and/or confidential files; compiles and completes data foradministrative and public reports, bulletins, questions on material assembled; performs clerical andfiscal operations unique to department.* Counseled and advised all actions involving the Command Group and handled a wide rangeof sensitive and confidential special assignments of great personal interest and concern to theCommanding Officer.* Performed work errands for Commanding Officer from purchasing gifts for visitors, to picking up giftsor lunch for VIP guests.* Utilized a high degree of qualitative and quantitative analytical skills to analyze, evaluate, andimprove the efficiency of internal administrative operations, organizations and management includingparticipation on task forces and surveys, studies and other areas of management operations todetermine the adequacy of existing program policies and procedures.* Managed Commanding Officer's/Executive Officer’s phone lines, calendars, scheduled appointments,meetings, luncheons and conference calls.* Performed basic accounting duties, including expense reports, invoices, and purchase orders. Initiatedand developed a program for the accompanied military coming to a overseas location to help betteracquaint them with being in a foreign country.

Developed job postings, administered recruitment advertising and tracked results. Pre- screenedqualified candidates for open positions, scheduled interviews and prepared regret letters.* Managed the area of staffing; recruitment and placement by ensuring all management actions arewithin regulatory requirements. Determining the nature of action, obtains appropriate documentation,signatures, etc., and initiates a request for personnel action (RPA) utilizing the Defense CivilianPersonnel Data System (DCPDS).* Obtained the submission of, electronic pre-appointment packages, i.e., direct deposit, employeewithholding, employment eligibility forms, etc.* Responsible for providing selectees with access to and explanation of forms; explaining basic rules,regulations and policies regarding employment and in processing of new employees; and provides briefexplanations of benefits.* Recorded data for each employee, including such information as addresses, weekly earnings,absences, amount of sales or production, supervisory reports on performance, and dates of andreasons for terminations.* Processed documents using PeopleSoft, Microsoft Office, web pages, online systems and variousdatabases.

Advanced through rapid promotions as a commended provider of front-/back-office administrativesupport for a health promotion company, culminating in selection to serve as administrative assistant todirector.* Designed a highly effective organizational and filing system, including quick thorough indexingresulting in easy access to critical information while streamlining office functioning between healthpromotion and units.* Reduced document generation and turnaround time by 75% by designing templates that automatedhigh document production.* Facilitated outreach, support, and assistance to the base military personnel and their family’smembers.* Managed, scheduled and coordinated meetings, interviews, appointments, events and other similaractivities for Health promotion director, which also includes travel and lodging arrangements.* Prepared and presented health promotion programs to groups of various sizes. Establishes trainingand coordinated delivery of that training, as well as coordinates with family services to utilize theirinstructors.* Maintained document filing retention and storage system with the highest regard for confidentiality,organization and timely retrieval of documents.* Formatted visual presentations for speeches and meetings using state-of-the-art applications andequipment.* Supported executive with project support, data tracking, and administrative tasks. Frequentlycommended for quick-thinking and resourcefulness.

Provided executive administrative support for Chief Executive Officer, 3 managers, Managing Director,Chief Medical Officer and Vice Presidents. Managed active and distinct business calendars andcorrespondence. Fielded heavy email volume and executed written and verbal communications onbehalf of Executives and others.* Prepared the Chief Executive Officer with developing memoranda, letters, reports, and presentationsfor Board meetings, medical meetings, and other project specific meetings.* Served as a Liaison between all departments to ensure proper communication to the CEO.Coordinated and planned luncheons set up high-level conference calls, board and managementmeetings, special events, and travel arrangements for top executives.* Organized details of off-site functions involving participants’ availability, securing of location, menuchoices, travel arrangements, and material preparation, i.e. correspondence, charts, and slidepresentations.* Created highly effective organizational filing systems, including quick and thorough indexing, filingresulting in easy access to critical information, and streamlined office.* Communicated with external contacts to properly handle direction of business relations in addition,distribution of company literature. Follow through with meeting arrangements as needed.* Maintained the executive management manuals, directives, and organizational charts and kept theexecutive informed of changes to ensure they are correct.* Researched all aspects of planning including, venue set-up, audio-visual set-up, speakerprocurement, transportation, off-site entertainment and activities, reservations, and menu selection forbreakfasts, lunches, and dinners.* Transcribed minutes; composed correspondence; performed data entry and assisted with contractsand accounts payable transactions.

* Communicated and disseminated of information throughout all levels of the organization on behalf ofthe Administration Chief/Administration OfficerAttended planning conferences/meetings, which affect current/future requirements of the program andassists in the preparation of the agenda items, presentations/reports.* Supervised and trained 25+ personnel administrative office, effectively supervising and trainingpersonnel.* Prepared personnel actions such as recruitments, reassignments/promotions, and positiondescriptions.* Communicated with customers, employees, and other individuals to answer questions, disseminate orexplain information, take orders, and address complaints.* Managed record data for each employee, including such information as addresses, weekly earnings,and absences, amount of sales or production, supervisory reports on performance, dates of, andreasons for termination.* Processed, verified and maintained personnel related documentation, including staffing, recruitment,training, grievances, performance evaluations, classifications, and employee leave of absences.* Coordinated domestic and international travel for executives. Negotiated deep discounts with hotelsand rental car agencies, cutting travel expenses by 35%.* Operated within budget while arranging domestic and foreign travel, scheduling and coordination of all meetings, conferences and special events.