Executive Assistant who is skilled at multi-tasking and maintaining a strong attention to detail. Employs professionalism and superior communication skills to meet client and company needs.
Executive Assistant adept at coordinating international travel, organizing large scale meetings and managing third-party vendors. Highly self-motivated with a strong work ethic.
Administrative Assistant with more than 13 years in office management, support staff management, training and supervision and event planning.
Skillful and dedicated Executive Assistant with extensive experience in the coordination, planning and support of daily operational and administrative functions in a highly confidential environment.
Ms. Valenzuela has 3 years with providing FMS Financial support; including, but, not limited to Defense Security Assistance Management System (DSAMS) for FMS Cases LOA/Amendment/Modification/Revision Development, Price and Availability data (P&A) for new FMS cases, PRISMS, Management Information System International Logistics (MISIL), Defense Integrated Financial System (DIFS) for active financial Reconciliation of FMS Cases, and Navy ERP training. Ms. Valenzuela provided financial support to the Navy PEO IWS FMS Case Manager, in support of AEGIS Weapon System (AWS), and Weapons and Launchers program (W&L). Responsible for reviewing and analyzing financial reports from MISIL, DIFS, CEPT, and INFO Warehouse, to determine case status and action required on a monthly basis. Manage Obligation authority worksheets, input financial data into database spreadsheet and monitor funding documents. Attend team meetings and provide up to date status on all country financial which includes Financial Management Reviews (FMRs), and Program Management Reviews (PMRs).
Ms. Valenzuela provided Executive Assistance to the Director of International Directorate (ID) Division, for the Joint Strike Fighter (JSF) Program Office. Ms. Valenzuela performed daily administrative duties as directed to support changing mission requirements. One of the main responsibilities that Ms. Valenzuela performed on a daily basis was to prioritize and maintain the Director's busy daily calendar. Ms. Valenzuela also maintained a database that reflected the status of administrative requirements and/or systems, and prepares administrative documentation. Provide recommendations and/or solutions to resolve problems encountered and worked to improve effectiveness and efficiency of services provided. Manage a wide variety of correspondence from within and outside the program office. Created a correspondence tracking system, were correspondence were scanned as a PDF file to ensure accuracy and appropriate procedures were taken. When consulting with appropriate office members, I would draft initial or final correspondence and monitored to ensure the document was completed accurately and appropriate procedures were followed. Ms. Valenzuela provided experienced advice and guidance on administrative questions and situations when needed. Ms. Valenzuela participated in the daily staff meeting with the Director, the eight International Partners, division Program Managers, Financial Managers and Foreign Discloser/Security Personnel. She conducted and advised personnel/team with administrative matters; identify appropriate protocols for each international country partners. Managed and oversaw operational and administrative matters for the entire (ID) division. Ms. Valenzuela organized and maintained shared daily calendar for Military officers working within the (ID) division. She was also in charge of Security in-processing for all new Foreign Officers and US Military; she assisted with their personnel paperwork to ensure all necessary forms are completed accurately. Ms. Valenzuela arranges all travel domestic and internationally for Director, Program Managers, and (ID) Officers in accordance with the Defense Travel System (DTS). Ms. Valenzuela also maintained the (ID) division Travel Budget in accordance with the fiscal year budget. Organized country and security clearances, and prepared all appropriate Visas forms for all International travel. Coordinated travel with Office of Defense Cooperation (ODC) when required. Provided additional secretarial assistance to the JSF Front Office, which was responsible for providing administrative duties for the Air Force and Marine Corps Program Executive Office Generals. Screened incoming calls, managed daily calendar, and regulated the timely execution of the Front Office (FO) internal and external tasks which included preparing for daily meetings with domestic and international staffs.
Ms. Valenzuela provided administrative and financial support for JSF Israel and Singapore FMS Programs to include support in preparing draft funding documents, requisitions, orders, and various services and scheduling of meetings. Participated and contributed by utilizing the DSAMS, DIFS, MISIL (DSCA), to research requests for funding and financial statuses. Accurately documented FMS meeting minutes, action items, and reports for FMS customers. Prepared PowerPoint presentations and create CD/DVD covers for FMS customer's meeting, reviews, and, conferences. Adept at scheduling meetings and conference rooms, duplicating and collating documents and other essential tasks required for numerous FMS meetings. Ms. Valenzuela interacted well with FMS customers in maintaining their Requirements and Action Items in a standard database; which included budgetary information and expenditure summaries. Ms. Valenzuela is knowledgeable of the JSF FMS organization's functions, objectives, policies, and procedures and office support and clerical duties in the office. Discussed researched FMS financial discrepancies with management and provided recommendations for corrective actions. Prepared FMS correspondence and screened draft FMS funding documents ensuring information was complete, adequate and conformed to all regulatory or policy requirements. Composed and reviewed outgoing correspondence for procedural and grammatical accuracy. Prepared FMS travel requests and associated actions and documentation using DTS. Provided support and received accolades for Naval Aviation FMS Logistics Conference (LPIT) held in Tucson, AZ and the Defense Security Cooperation Agency (DSCA) yearly conferences by coordinating the planning and support team at the conference. Provided administrative duties for a site survey for the Taiwan Navy P-3 FMS Program that included inputting status' and information provided from surveys, meetings and discussions.
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