Claudia Mejia
Gaithersburg
Summary
Dynamic Executive Assistant specializing in high-level executive support and effective communication. Proven track record in managing complex scheduling, enhancing client relations, and contributing to strategic initiatives. Adept at utilizing technology for seamless operations and maintaining professionalism in diverse environments.
Overview
16
16
years of professional experience
Work History
Executive Administrator
OLS
03.2026 - 05.2026
- Compose, edit, and send written correspondences for the President
- Schedule & confirm appointments with Outlook calendar, TEAMS, Zoom and conference calling system, etc.
- Support president with day to day assignments/tasks
- Database entry and updating HUBSPOT and Microsoft Excel
- Supported marketing, promotions, and business development initiatives, contributing to enhanced brand visibility.
- Coordinated procurement of company gifts for employee recognition and client appreciation events, strengthening client relationships.
- Conducted industry and client research to inform decision-making and strategic planning.
- Maintain inventory of office supplies, business cards, company shirts, advertising materials
- Other administrative tasks
Administrative Assistant
National Institutes of Health
06.2023 - 08.2025
- Printed, delivered, received, and distributed meeting materials and correspondence folders for the NIH Director and Principal Deputy Director while interacting with executive staff to ensure timely access to essential documents.
- Managed NIH Director's incoming mail by sorting, scanning, and entering data into the official Director's Document and Records Management System to maintain organized and accessible correspondence.
- Answer incoming calls from a variety of callers on the main Exec Sec telephone line professionally and diplomatically, using judgement on how best to respond based on guidance in Exec Sec standard operating procedures.
- Vet the NIH Director's incoming invitations with senior leaders throughout NIH and prepare them in hard copy for ES leadership review and the NIH Director's decision.
- Provide writing, tracking, researching, proofreading, and other program assistance to the ES leadership team.
- Prepare weekly reports in Excel showing the status of the NIH Director's pending and accepted/regretted invitations for dissemination to his scheduler and his senior leadership team.
- Create and use tracking and status reports in various programs (Excel, SharePoint, etc.).
- Enter document data, searching for documents in the document management system, printing and packaging materials ensuring proper presentation for leadership review.
- Responded to high-level executives and government officials requesting information on invitations to Directors, preparing comprehensive replies for all invitations the NIH Director could not accept.
- Schedule use of the autopen, using it, and demonstrating how to use it, ensuring the security of the autopen and signature cards.
- Provided general back-up support to the Senior Writer-Editor, Administrative Coordinator, and other Executive Secretariat administrative staff.
Team Coordinator
Democracy Fund
03.2020 - 02.2023
- Design and facilitate core operational systems and processes to help the team run smoothly, processes for Box, Slack, Outlook, Trello, etc.
- Coordinated logistics and partner relations for grantee and field building events, enhancing program and strategy execution.
- Supporting team-wide budgeting processes, including annual planning, tracking spending and regular reforecasting.
- Support team-wide scheduling for regular team meetings and occasional team events.
- Lead resume reviews and interviews for the intern hiring process.
- Managing and organizing team data, including contacts, files, grantee and evaluation data, including at times confidential information.
- Assure proper preparation and communication, including working with staff to ensure compilation of relevant background information, take notes and support follow-up actions for all meetings.
- Help ensure smooth and open communications across the team and between the team and the broader organization.
- Tracked, managed, and followed up on existing and incoming external contacts with professionalism, cultivating ongoing relationships.
- Co-lead Grantee Wellness program, a program created for the well-being of our grantees.
- Lead Service Project Committee, a volunteering program for staff.
- Support regular grantee meetings - helping schedule, take notes, share out with team and organization when relevant.
- Support grantee communications (events, newsletters)
- Manage inventory of team communications materials.
- Support sponsorship contracts, planning and preparing materials for events Democracy Fund sponsors.
- Managed Public Square Program's grant pipeline, ensuring timely tracking of deadlines and due dates for reports and payments.
- Collaborated with Democracy Fund staff and consultants to oversee contract administration, expenses, and invoices.
Executive Assistant
Democracy Fund
04.2018 - 02.2020
- Support the Vice President and President: manage appointments, draft and edit correspondence, manage and support meeting and event planning, plan and organize travel, complete expense reports, and work with IT staff to support technology needs.
- Addressed sensitive issues and concerns for the Vice President and President, prioritized responses, and ensured timely follow-up.
- Work closely with both executives to keep them well informed of upcoming commitments and responsibilities.
- Assure proper preparation for executive meetings, including working with staff to ensure compilation of relevant background information and coordinate follow-up communications.
- Track, manage, and follow up on external contacts made by the Vice President and President.
- Collaborate and work seamlessly with executive assistants across The Omidyar Group (of which Democracy Fund is a part).
- Supported Democracy Fund board of directors by scheduling meetings, preparing materials, taking notes, and coordinating follow-up.
- Cultivate trust in working with diverse external contacts and internal staff by acting with integrity and professionalism, grace, and credibility while maintaining discretion and confidentiality in all working relationships.
- Managed contracts, invoices, sponsorships, and grants from the President's office and Strategy, Impact, and Learning team.
- Coordinate meetings, events, and provide other support as needed of the Strategy, Impact, and Learning team.
- Created and coordinated Service Project Committee, collaborating with organizations across Washington D.C., such as Girls on the Run and The Ronald McDonald House, to mobilize volunteer efforts.
Executive Assistant
United States Conference of Catholic Bishops (USCCB)
12.2017 - 03.2018
- Work with the Executive Director to manage her schedule and facilitate communication when Executive Director is out of the office.
- Drafted correspondence for key stakeholders and leaders, ensuring clear communication for the Executive Director.
- Prepare distribution payments to recipient organizations in collaboration with the Executive Director.
- Provide reports for directors and committee documentation on the effectiveness of planned activities.
- Maintained organized electronic and paper files for efficient retrieval.
- Streamlined filing system by organizing electronic and paper documents for enhanced management.
Executive Assistant
BDO USA, LLP
04.2015 - 11.2017
- Provided support to five Audit Partners and the Audit Department.
- Scheduled meetings for Audit Partners and conference calls.
- Scheduled travel arrangements for Audit Partners through Adelman.
- Managed projects for audit administrative group, including yearly financial statement rollforwards, scanning audit files into SIAN, and developing schedules for audit administrative overtime during busy season.
- Created and finalized engagement letters.
- Created and finalized audit planning letters and audit wrap-up letters.
- Tracked sent and received engagement letters in Excel.
- Created and maintained financial statement tracking log in Excel to ensure accurate and timely reporting.
- Entered data, formatted and finalized financial statements.
- Executed the mailing process for bank confirmations to ensure timely verification.
- Created and submitted Expense reports in PeopleSoft.
- Maintained and entered contacts, leads and opportunities in CRM.
- Bind proposals and PowerPoint presentations for meetings and mailings.
- Provided overtime assistance to complete projects before deadlines.
- Trained new administrative assistants.
- Edited marketing proposals for prospects and new clients to enhance clarity and effectiveness.
Administrative Assistant
Hilton Worldwide
06.2014 - 04.2015
- Managed fast-paced front office at corporate global headquarters, handled high volume of incoming phone calls, and greeted guests, including frequent VIPs, with exceptional customer service.
- Maintained and prioritized conference room calendar for team members, coordinating schedules and resolving conflicts with executive offices.
- Managed travel requests for corporate team members and families, facilitating approvals and ensuring smooth travel arrangements.
- Trained temporary and permanent employees on front desk duties, enhancing phone etiquette and system transfer efficiency.
- Conducted weekly office inventory and performed various administrative tasks to support global staff.
- Ensured team members had daily needs met and prepared meetings effectively.
- Produced corporate personal travel benefit documentation as the main contact.
Document Management Clerk/ Administrative Assistant
Kaiser Permanente
10.2012 - 01.2014
- Reviewed and distributed incoming documents per processing guidelines to ensure efficient workflow.
- Sorted, keyed, verified, logged, and scanned incoming documents by type to determine appropriate distribution.
- Supported primary appointment scheduler; Scheduled prospective Medicare members for seminars and personal appointments, Managed data input for new and current Medicare members.
- Delivered customer service for Medicare members, addressing inquiries and ensuring satisfaction.
- Bilingual contact for Medicare Department and as well provided written and verbal translation.
- Received, logged, and tallied incoming checks into a database for distribution to cash posting and forwarded all other checks to the proper departments.
- Filed Medicare logs and applications, prepared log sheets for Membership Administration; Updated daily reconciliation reports.
- Supported team by completing various administrative tasks to facilitate operations.
- Maintained discretion and confidentiality while handling sensitive information.
Administrative Assistant
The Donaldson Group
09.2010 - 07.2012
- Supported corporate office of 30 employees servicing portfolio of 29 apartment communities by ordering supplies, preparing bank deposits, copying, scanning, filing documents, updating market survey databases, and maintaining corporate calendar, ensuring smooth daily operations.
- Managed busy multi-line phone system, directing calls appropriately and greeting all incoming visitors, improving communication and customer service.
- Resolved administrative problems and inquiries by prioritizing multiple projects and following through on issues to enhance workflow.
- Acted as bilingual liaison for corporate office and sites, facilitating communication through written and verbal translation.
- Functioned as a Public Notary of Maryland, notarizing corporate and satellite office documents to ensure legal compliance.
- TDG H.E.R.O (The Donaldson Group Help Everyone Reach Objective) Award Winner for both 2010 and 2011.
Education
Bachelor of Arts - BA - Theology/Theological Studies
St. John's University
01-2010
Bachelor of Arts - BA - Philosophy and Religious Studies
St. John's University
01-2010
Skills
- Executive Services
- Meeting Scheduling
- Scheduling
- Calendar management
- Document preparation
- Event coordination
- Travel logistics
- Client relationship management
- Team collaboration
- Effective communication
- Attention to detail
- Problem solving
- Expense reporting
- Meeting coordination
- Executive support
- Fluent in English & Spanish
Timeline
Executive Administrator
OLS
03.2026 - 05.2026
Administrative Assistant
National Institutes of Health
06.2023 - 08.2025
Team Coordinator
Democracy Fund
03.2020 - 02.2023
Executive Assistant
Democracy Fund
04.2018 - 02.2020
Executive Assistant
United States Conference of Catholic Bishops (USCCB)
12.2017 - 03.2018
Executive Assistant
BDO USA, LLP
04.2015 - 11.2017
Administrative Assistant
Hilton Worldwide
06.2014 - 04.2015
Document Management Clerk/ Administrative Assistant
Kaiser Permanente
10.2012 - 01.2014
Administrative Assistant
The Donaldson Group
09.2010 - 07.2012
Bachelor of Arts - BA - Theology/Theological Studies
St. John's University
Bachelor of Arts - BA - Philosophy and Religious Studies
St. John's University