Summary
Overview
Work History
Skills
Further Education
Timeline
Generic

Liz Irvine

United Kingdom

Summary

Results-oriented Project Assistant/Administrator with expertise in supporting project teams throughout the entire project lifecycle. Skilled in project documentation, scheduling coordination, and stakeholder communication. Proven problem-solving abilities and proactive approach to resolving issues to ensure project success.

Overview

17
17
years of professional experience

Work History

Systems Engineering Project Assistant

Eurocity/NATO Communications and Information Agency (NCIA)
Working from home
04.2024 - Current
  • Facilitated smooth coordination and collaboration among team members to seamlessly execute projects, also supported process documentation with aptitude in creating travel requests using EBA.
  • Managed bookings coordination and travel documentation, ensuring efficient operations.
  • Streamlined the existing SharePoint portal by collaborating on its restructuring, efficiently monitoring Actions and Tasks assigned to the section from diverse sources in JIRA and SharePoint.
  • Documented all action items discussed in the meetings and maintained a centralized repository for easy reference.

Administrative Assistant

SPA/NATO Communications and Information Agency (NCIA)
Working from home
03.2022 - 11.2023
  • Carried out duties identical to those of the Senior Administrative Assistant's position in 2021, specifically within the Ballistics Missile Defence Programme office.
  • ServiceNow end user.

Senior Administrative Assistant

SPA/NATO Communications and Information Agency (NCIA)
Working from home
03.2021 - 12.2021
  • Managed administrative tasks and supported a busy engineering branch for smooth daily operations, including document management.
  • Supported and coordinated meetings and visits for theatre deployment, including the preparation of necessary paperwork.
  • Managed records of incoming and outgoing personnel, regularly communicating updates to upper management.
  • Served as a functional administrator for Tasker Tracker in the Branch Programme Office, responsible for managing actions and implementing SharePoint workflows.
  • Prepared correspondence and documents as per official formatting guidelines of the agency.
  • Generated purchase orders and receipts and organized Travel Duty Requests as well as training events.
  • Ensured the efficient management of the engineering branch's document repository.

Administration Coordinator

NATO Support and Procurement Agency (NSPA)
Kabul and Kandahar
03.2015 - 10.2020
  • Supported projects administratively in a project environment;
  • accountable for staying abreast of standard operating procedures (SOPs) and their fulfilment,
  • Expertly handled and organized documents while following NATO classifications.
  • Primary contact for deployed personnel, drafting and submitting reports to stakeholders and contractors with adherence to content accuracy, naming conventions, proof-reading, format correction.
  • Ensured compliance with agency standards throughout the process of document creation, versioning and uploading
  • Maintained smooth functioning of computer systems by offering expert CIS assistance for Microsoft Office applications;
  • Arranged travel requirements for inbound and outbound personnel.

Site Administrator / Passenger Services Coordinator

DFS Middle East
Afghanistan
11.2011 - 02.2015
  • Provided administrative and logistical support to DFS Middle East passengers as a station administrator and travel coordinator.
  • Facilitated bookings, visas, and accommodation reservations while maintaining accurate recordkeeping.
  • Provided periodic progress reports to stakeholders.
  • Enhanced customer service skills through effective telephone and email handling.
  • Managed and processed cash handling and invoicing functions for ticket sales and cargo handling.
  • Provided consistent operational flight-line support.

Assistant to Agency Portfolio Manager

NATO C3 AGENCY
The Hague
04.2007 - 10.2011
  • Offered direction on successful utilization of InfoPath, which improved pricing proposal processing.
  • Assisted in implementing Programme, Planning, Portfolio (P3) Board and Operations Support Group (OSG) procedures.
  • Took charge of designing a SharePoint portal while also managing its ongoing maintenance and development.
  • Effectively managed the administrative duties for the P3 Board, including agenda preparation, minute-taking, and boardroom scheduling.
  • Prepared travel requests.

Skills

  • Administrative Support
  • Team Support
  • Project Management
  • Quality Assurance
  • Documentation Management
  • Schedule Management
  • Meeting Scheduling
  • Scheduling and calendar management
  • Operations Support
  • Proficient in Microsoft Office Suite / SharePoint

Further Education

  • Microsoft SharePoint for Content Managers, NC3A In-house Attendance, 2007
  • Microsoft Project Foundations, NC3A In-house Attendance, 2008
  • Introduction to Project Management, NC3A In-house Attendance, 2008
  • Fundamentals & Techniques of Project Mgt., NC3A In-house Attendance, 2008
  • PRINCE2 Foundation course, Currently ongoing, 2024

Timeline

Systems Engineering Project Assistant

Eurocity/NATO Communications and Information Agency (NCIA)
04.2024 - Current

Administrative Assistant

SPA/NATO Communications and Information Agency (NCIA)
03.2022 - 11.2023

Senior Administrative Assistant

SPA/NATO Communications and Information Agency (NCIA)
03.2021 - 12.2021

Administration Coordinator

NATO Support and Procurement Agency (NSPA)
03.2015 - 10.2020

Site Administrator / Passenger Services Coordinator

DFS Middle East
11.2011 - 02.2015

Assistant to Agency Portfolio Manager

NATO C3 AGENCY
04.2007 - 10.2011

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Liz Irvine