Annie Fonville
Bowie
Summary
Professional with strong background in executive support, adept at managing complex schedules, coordinating meetings, and handling confidential information. Highly skilled in communication, organization, and problem-solving, ensuring seamless office operations. Focused on team collaboration and achieving results, adapting flexibly to changing needs and priorities. Dependable and resourceful, consistently delivering high-quality outcomes.
Overview
14
14
years of professional experience
Work History
Executive Assistant
Allegheny Science & Technology Contractor at Department of Energy/ Advanced Research Project Agency for Energy (ARPA-E)
01.2018 - Current
- Provides professional business office management and executive assistant support including program and project office support, including analysis, report writing, action tracking, and other administrative functions such as:
- Oversees internal correspondence management and review for the Principal Deputy Director (and front office, as needed).
- Coordinates all recurring reports and updates with the Office of the Secretary.
- Responsible for accurate content, coordination, and consistency with policy, i.e., control of ARPA-E administrative actions, files, routing/coordination of staff actions, calendar supervision, etc. Implement innovative learning, agile processes for administrative functions to plan future operations.
- Maintains the Principal Deputy Director’s calendars and strategically schedules appointments.
- Coordinates distributing, scanning, and filing copies of completed correspondence.
- Drafting and routing correspondence and packages for comment as requested.
- Prepares visitor paperwork for foreign visitors and large groups of stakeholders; receiving, escorting, and exiting visitors.
- Answers telephones; takes telephone messages; dispositioning of the same.
- Responsible for the management of various ARPA-E programs and projects such as the weekly staff updates, monthly project status updates, providing management information and reports that support executive-level decisions.
- Implements administrative policies of DOE and ARPA-E.
- Prioritize, schedule, and facilitate meetings/video conferences.
- Responsible for entering time and attendance for all federal employees in ATAAPS.
- Provides back-up support to the other management and administrative staff as needed.
- Provides domestic and foreign travel support for the Principal Deputy Director and other select members of the ARPA-E Team.
- Utilizes the AdTrav and CONCUR automated travel management systems, as well as FTMS and eCC for foreign travel.
- Coordinates travel arrangements (e.g., airline, lodging and transportation reservations) for members of leadership and program directors.
- Prepares travel authorizations, vouchers, official applications for Passports and VISA’s.
- Coordinated executive schedules, ensuring efficient time management and prioritization of tasks.
- Facilitated communication between departments, enhancing collaboration and workflow efficiency.
- Developed and maintained filing systems, improving document retrieval times and organization.
- Managed travel arrangements, optimizing itineraries to reduce costs and maximize productivity.
- Prepared comprehensive reports and presentations for executive meetings, ensuring clarity and impact.
- Oversaw office supply inventory, implementing cost-saving measures without compromising quality.
- Mentored junior administrative staff, fostering professional development and team cohesion.
- Streamlined operational processes by introducing automation tools, increasing overall office productivity.
- Handled confidential and sensitive information with discretion and tact.
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
- Maintained confidentiality with sensitive documents, ensuring proper storage and distribution as needed.
- Processed travel expenses and reimbursements for executive team and senior management group.
- Streamlined executive communication by managing emails, phone calls, and scheduling appointments.
- Served as a liaison between departments to facilitate effective communication throughout the company.
- Organized and coordinated conferences and monthly meetings.
- Answered high volume of phone calls and email inquiries.
- Coordinated events for staff members, promoting team-building activities and boosting morale within the workplace.
- Screened calls and emails and responded accordingly to support executive correspondence.
- Supported executives in decision-making processes by conducting research and presenting findings in clear formats.
- Prepared and edited presentations on behalf of executives for both internal meetings and external conferences.
- Enhanced productivity by organizing travel arrangements and coordinating accommodations for executives.
- Ensured smooth daily operations through consistent maintenance of office equipment, troubleshooting issues when necessary.
- Assisted in the development of company policies and procedures, contributing to a more organized work environment.
- Improved office efficiency by implementing new filing systems and document management processes.
- Collaborated on special projects to improve overall business operations within the organization efficiently.
- Proactively identified areas requiring attention or improvement aligning priorities effectively in line with executive preferences.
- Facilitated training and onboarding for incoming office staff.
- Used advanced software to prepare documents, reports, and presentations.
Executive Assistant
Allegheny Science & Technology, Inc. Contractor at Department of Energy/Office of Technology Transitions (OTT)
01.2018 - 01.2018
- Provided professional business office management and executive assistant support including program and project office support, including analysis, report writing, action tracking, and other administrative functions such as:
- Received and escorted visitors to meetings in the Forrestal building.
- Answered telephones; took telephone messages; and routed calls to the appropriate party (ies).
- Responsible for the management of various OTT programs and projects such as the weekly staff updates, monthly project status updates, providing management information and reports that support executive-level decisions.
- Implemented the administrative policies of DOE and OTT.
- Scheduled and ensured that WebEx video conference meetings were executed flawlessly.
- Assisted in the development, planning, and execution of roundtable and summit events with stakeholders and government officials, locally and nationally.
- Assisted in the maintenance of various OTT, TCF, and EIC databases.
- Attended major technology transition working group meetings and conferences, and provided weekly status updates to senior management.
- Supported Agency Groups in planning and synchronizing their objectives in support of OTT priorities.
- Traveled to off-site meetings, locally and/or nationally.
- Also occasionally provided basic project and program management support in tracking project and program status, financial matters, and generally ensured compliance with DOE guidelines and requirements.
- Analyzed and tracked project costs, budgets, schedules and deliverables.
- Provided professional administrative support during board meetings, including agenda preparation and minute-taking duties.
Travel Administrator
BCS, Inc. Contractor at U.S. Department of Energy/ Office of Policy (OP)
01.2017 - 01.2018
- Served as the Office of Business Services Travel Administrator. Provided administrative and budgeting services for all 8 offices within the Office of Policy organization (approximately 70 federal travelers).
- Specific tasks included:
- Training
- Create training manuals and presentation slides for training classes and one on one trainings.
- Provide one on one training for individuals who need further training in the Concur travel system.
- Reports
- Monthly Travel Report: Responsible for tracking funds on a daily basis of all approved travel authorizations and vouchers for the 1st -30th (31st ) of every month and turning in a report of how much funds are authorized and vouchered out for all of OP travel and for every individual office. The report has to be delivered to the Office Director by the 15th of every month for the previous month’s data collection. The report is submitted and distributed to the OP Executive Director and the individual Office Directors.
- OP-12 Weekly Report: Responsible for collecting individual reports from the OP-12 colleagues and compiling the information into one overall report for the office and submitting the overall report to the Director of the Office of Business Services by 12:00pm every Thursday.
- Concur Weekly Reports: Receives weekly Un-submitted Voucher, Approval required, and Funds Tracking Reports from Concur and reviews reports. Responsible for following up with OP travelers to rectify any discrepancies and following up with the necessary individuals to ensure that all issue(s) have been resolved.
- CPS Budget System
- Enter Memos and requisitions into the CPS Budgeting system for the Budget Analyst.
- Enter the Monthly Travel Budget update into CPS Budgeting system by the 15 of every month.
- Day to Day Operations
- Review, return, or approve all authorizations and vouchers in the ConcurGov the Travel Administrator’s Que on a daily basis.
- Answer/respond to all telephone and email travel inquiries within 24 hours of receipt.
- Special Projects
- Standard Operating Procedures Project (S.O.P): Created SOP handbook for the Travel Administrator position. The SOP is a guide that I was tasked with putting together for the Office of Business Services so that any future Travel Administrators could have a blueprint to use in order to perform their duties.
- Share Drive Project: tasked with developing a universal system of saving work in the share drive for the staff in the Office of Business Services. The purpose for the creation of the universal system of saving work was so that any individual on the team could access important documents necessary for completion of work with ease.
Executive Assistant
BCS, Inc. Contractor at U.S. Department of Energy/ Office of the Secretary
01.2016 - 01.2017
- Supported David Foster and Natasha Campbell (Senior Advisors to Secretary Ernest Moniz) and the Secretarial Boards and Councils (SEAB) team and the 35 members of the SEAB. Provided administrative and meeting facilitation support. Specific tasks included:
- SEAB Quarterly/Task force Monthly Meetings – Responsible for the logistical coordination of the SEAB Member Quarterly meetings and the SEAB Nuclear Nonproliferation, Federal Energy Management, Nuclear Power, Co2 Utilization and Biomedical Taskforces meetings. Assisted the members’ executive assistants with coordinating travel arrangements. Kept track of all RSVPs, created VIP access list to be distributed to the VIP Visitors’ desk, and escorted VIP members to meeting location. Responsible for the coordination of refreshments and making arrangements for lunch for the board members.
- Annual Labor Relations Training – Coordinated all logistics for the training which included keeping track of RSVPs, printing of materials, printing of name badges, and greeting and escorting participants to training location.
- Secretary’s Annual Energy Roundtables – Coordinated all logistics for the roundtables which included keeping track of RSVPs, creating the VIP Access list to be distributed to the VIP Visitors’ desk, and escorting distinguished guests to the roundtable.
- Travel Coordination for Senior Advisors and SEAB Members– Responsible for contacting AdTrav (travel agency) to coordinate travel for David Foster and Natasha Campbell. Ensured that travel authorizations and vouchers were complete in ConcurGov (CGE) in a timely manner.
- Day to Day Operations – Responsible for the management of the daily schedule/calendar of 2 Senior Advisors. Ensured that transportation arrangements were made to and from external meetings. Contacted White House liaison to ensure that all WAVES requests were submitted in a timely manner to the liaison for meetings scheduled at the White House. Ensured that the Senior Advisors were on time and prepared for meetings (i.e. prepared briefing books) on a daily basis. Maintained an inventory of office supplies by anticipating office needs, evaluating new office products, place and if necessary expedite supply orders. Prioritize and respond to routine administrative matters on a daily basis.
- U.S. Department of Energy, Office of the Secretary
Administrative Assistant
Data Solutions & Technology Incorporated Contractor at U.S. Department of Energy/ Office of Administrative Management and Support (OAMS)
01.2012 - 01.2015
- Prepared and tracked business correspondences, inter-office memoranda and forms, scheduled conference rooms and Teleconferences for the OAMS Director and staff.
- Maintained the Director’s calendar.
- Supported the administrative staff of the Office of Administration and the Office of Management
- Maintained GE-140 conference room calendar for MA-42 and MA-33.
- Reconciled and reported weekly, monthly and quarterly shuttle bus ridership statistics.
- Maintained the MA-42 leave calendar for all Federal and Contract Employees.
- Assisted the Conferencing Coordinator with scheduling of the Department of Energy conference rooms
- Served as the liaison between the OAMS Director, MA-42 employees, vendors, internal and external Executives, and Departmental Management
- Assisted MA-42 Management Team with special projects, as needed.
- Produced weekly significant events report, processed and reconciled time and attendance, prepared funding requisitions for staff, distributed incoming mail, maintained supplies, answered telephones and handled routine inquiries for the director and staff, and maintained electronic, confidential and hardcopy files.
- U.S. Department of Energy, Office of Administrative Management and Support (OAMS)
Education
Bachelor of Arts - Political Science
01.2005
Skills
- Proficient in ATAAPS (time and attendance reporting system), Concur (travel system site), FTMS (foreign travel system)
- Executive support
- Office management
- Strong problem solver
- Schedule & calendar planning
- Information confidentiality
- Calendar management
- Interpersonal communication
- Travel coordination
- Meeting planning
- Document preparation
- Proofreading
- Advanced MS office suite
OTHER RELEVANT INFORMATION
Advanced proficiency in speaking and writing Haitian-Creole
Timeline
Executive Assistant
Allegheny Science & Technology Contractor at Department of Energy/ Advanced Research Project Agency for Energy (ARPA-E)
01.2018 - Current
Executive Assistant
Allegheny Science & Technology, Inc. Contractor at Department of Energy/Office of Technology Transitions (OTT)
01.2018 - 01.2018
Travel Administrator
BCS, Inc. Contractor at U.S. Department of Energy/ Office of Policy (OP)
01.2017 - 01.2018
Executive Assistant
BCS, Inc. Contractor at U.S. Department of Energy/ Office of the Secretary
01.2016 - 01.2017
Administrative Assistant
Data Solutions & Technology Incorporated Contractor at U.S. Department of Energy/ Office of Administrative Management and Support (OAMS)
01.2012 - 01.2015
Bachelor of Arts - Political Science
CITIZENSHIP
United States