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Executive AdministrativeAssistant

Tampa, FL
April 07, 2019

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Sarah Hogan 240-***-****


Client/Employee Relations

New Business Development

Travel/Logistics Coordination

Event/Meeting Planning

HR Functions: Composing Job Descriptions, Screening and Onboarding

Tradeshows / Gift Shows

Project Management

Office Management

Business Writing

IT: Office 365 Administration, Computer setup, Email Accounts, VOIP Hardware Provisioning (Vonage)

Expense Reports

Corporate Purchasing

Hospitality: Hotel

Sales: Retail & Federal

Technical Specifications

Market Research

Mortgage: Title & Closing Processing

MS Office 365: Word, Excel, PowerPoint, Outlook, Dropbox

Cosential DB: CRM/BD/Projects



DTS / Concur / SharePoint

PeopleSoft (Time Reporting)

Insightly (CRM)

MAC: QuarkXpress, Page Maker, Word, Excel, PP

Leasing Briefs, Commercial Retail/ Property Mgmt


Executive Assistant (Temp) – Asset Management and Leasing December 2018 - Present

Green Key Resources (Contract Assignment: Federal Realty Investment Trust)

Green Key Resources (Contract Assignment: Federal Realty Investment Trust), Rockville, MD

Provide comprehensive administrative support to members of the Leasing team; manage day-to-day business activities for agents, including:

●Create, proofread, finalize, and expedite Lease Briefs, LOIs, and LMAs on new, existing, and modified commercial/retail/office deals for agents' review/approval.

●Collect, organize and track documents associated with deals, incl. financials, site plans, legal abstracts

●Utilize FRIT's software applications: Propidex, Deal Management, and HotDocs for research, tracking, and documentation.

●Screen phone calls for the agents and following up with prospective tenants.

●Schedule meetings (calendar management) and conference rooms for agents, clients, and partners.

●Handle registration, coordination, and travel arrangements for conferences/events for the agents.

●Process expense reports in Concur.

●Respond to mass email requests from agents and respond accordingly.

Interim: Interstate Hotels & Resorts, Crystal City/Arlington, VA June 2018 – October 2018

Executive Assistant to Chief Marketing Officer & Chief Human Resources Officer

Scheduled meetings, booked conference rooms

Recorded minutes and follow-up on actions

Processed and reconciled expense reports

Booked domestic and international travel, lodging and logistics

Processed Visas and Passports

Executive Assistant (Federal Contractor) November 2017 – June 2018

Dept. of Health Headquarters: Military Health Systems Reform and Transition, Falls Church, VA

(Employer: One Federal Solution, Alexandria, VA)

Provided principal support to Lead of Military Health System (MHS) Reform and the Deputy ($50B Military Health System) interim Assistant Secretary of Defense for Health Affairs who directly impact policies and major programs of the Military. Provided administrative assistance to military and civilian department staff.

●Extensive calendar management, coordination and facilitation between Secretary of Defense Pentagon and all Military Service Executives

●Coordinated and scheduled meeting space, speaking engagements

●Reviewed materials prepared for supervisor’s approval for grammar accuracy and proper format

●Responded to telephone and email requests and made sound judgment and initiative to determine the approach or action in routine and non-routine calls on behalf of leadership

●Prepared agendas for meetings and conferences; explained discussion topics to participants

●Scheduled conference rooms and setup VTCs, audio and presentation equipment

●Arranged for visitor and parking passes and escorted role

●Edited and formatted PowerPoint presentations

●In-processing of new staff, initiated security clearances for visitors

●Designated SharePoint Site Administrator for Military Health Reform group – uploaded documents, created and formatted folders, and troubleshooted site deficiencies

●Provided administrative support to Army Sergeant Major

TEMP EMPLOYMENT – March 2017 – October 2017

●Project Coord/Executive Assistant - I-ACT (Express Employment Professionals), Rockville, MD

●Executive Assistant - American Nurses Association (Spectrum Careers), Silver Spring, MD

Executive Assistant July 2015 – March 2017

American Gene Technologies (AGT), Rockville, MD

Wore multiple hats at small, start-up biotech company and helped run the business in capacity of Executive and Personal Assistant, Office Manager, Human Resources, Information Technology, Board Liaison, Facilities Management, and Accounting. Managed CEO/Founder’s calendar, schedule, in-box, and responded on behalf of company and CEO.

●Maintained close-highly responsive relationship to the day-to-day activities of the leadership/staff

●Responded to CEO’s inquiries and determines importance of meeting requests/schedules

●Drafted routine and advanced correspondence and reports on behalf of the CEO’s office

●Performed accounting tasks: Accounts payables/receivables, processed checks, categorized transactions in QuickBooks, ran various QB reports, reconciled expenses

●Processed CEO’s, staff’s, and Board of Directors’ receipts and expense reports and reimbursements

●Created, executed and managed reporting and research requested by CEO on special projects

●Acted as board liaison, coordinated board travel, meals, logistics and meetings

●Planned, coordinated special events including luncheons, business and personal dinners, and events

●Performed troubleshooting of IT issues for company; set up new computers, installed hardware/software, created email accounts; programmed Vonage phones

●Human Resources—composed and posted job descriptions on, screened and conducted initial interviews, in processing, exit arrangements

●Purchased computer, furniture, office supplies, and food for company

●Facilities—responsible for office expansion construction and painting contractors, measured room dimensions and provided floorplan to contractors

●Marketing Promotions—Initiated logo-themed mugs for special investor mailings

Identified and referred a reputable and cost-effective IT consultant to manage the company’s IT needs.

Saved the company $250 per month via persistent negotiations with Vonage vendor

Federal Account Sales Representative April 2014 – September 2014

Whitaker Brothers, Rockville, MD

Managed all aspects of sales and problem solving between manufacturer and accounts for data destruction devices for Federal Government agencies (DOD, CIA, DHS) in Washington, DC, MD, VA, FL and GA.

●Drafted and submitted persuasive, responsive proposals for RFPs/RFIs on various government bid engines including FedBid, GSA Ebuy, Federal Business Opportunities, ensuring that technical specifications for proposals responses were consistent with client needs and corporate capabilities

●Established collaborative relationships with Federal government staff and grew relationships

●Negotiated contract terms to maximize client satisfaction and corporate goals

●Organized and represented company at trade shows to demonstrate equipment, grow the customer base, and generate new business opportunities

●Generated sales by corresponding with federal clients via phone and email, qualifying the customer’s requirements, providing formal quotations, and finalizing transactions

●Analyzed GSA pricing to develop pricing strategy consistent with solicitation requirements

●Researched competitive freight rates; ensured cost-effective methods/reduced ship rates

Won bids by submitting persuasive technical specifications and competitive pricing

Established rapport with Federal government staff at Trade Shows and via communications and grew relationships and customer base

Executive Assistant & Coordinator – May 2013 – March 2014

Seamon Corporation, Greenbelt, MD

Managed operations of CEO’s office: extensive calendar/travel management, verbal and written communications, accounting authorizations, time reporting, spreadsheet development, meeting agendas/presentations/minutes/action items, project management, meetings/facilities set-up.

Proactively identified Federal Government agencies for contract opportunities, conveyed company’s

services, grew relationships, which lead to new business opportunities

Collaborated with proposal management team and contributed to producing quality robust submission

Facilitated successful staff meetings, proposal Kick-offs, retreats, catering events

Executive Assistant to Deputy Army Public Affairs (Fed Contractor) – September 2012 – May 2013

Pentagon Army Public Affairs (Employer: MAIC, Hyattsville, MD)

Provided administrative support to Deputy Chief and backup assistance to General and SEC with calendar maintenance, scheduling appointments, expense reports, document generation, and travel arrangements.

Data Sustainment Specialist (Federal Contractor) – April 2011 – April 2012

U.S. Naval Hospital, Naples, Italy (Employer: Tessada & Associates, Springfield, VA)

Directly supported all aspects of DMLSS-Facilities Management data capture and application support for the U.S. Naval Hospitals, Naples, Italy. Managed maintenance of real property equipment inventories, including mechanical, electrical, plumbing, and oversight of PM, schedules/procedures, components, walk-throughs, room modifications, life safety classifications, custom reports, edited AutoCAD drawings, work history archives, and safety inspections.

Captured facility deficiencies by 80% by means of documenting and scheduling preventive maintenance

and inspections for two U.S. Naval Medical Facilities, which enabled Facilities Management Dept. to

continually meet the Joint Commission requirements for hospital Accreditation, ensured U.S. Naval

Hospital, Naples, Italy, remained forefront of Navy Medicine

Created SOP for work position and provided recommendations to supervising Lieutenant to fill gaps in

skills with DMLSS-FM system to improve internal efficiencies

Recommended cost-effective, quality plotter to FM, which proved to be a long-term investment

Executive Assistant & Protocol Officer (Temporary) September 2008 – April 2010

U.S. Marine Corps – Office of the Commanding General, MCB Camp Smedley, Okinawa, Japan

Provided administrative support and liaison to Commanding General. Oversight of budget, funds disbursement, purchase requisitions, monitoring of awards, and calendar of meetings/events to generate summary for briefing to Chief of Staff and General. Integrated communications and activities and coordinated meetings on behalf of General.

Coordinated 8 VIP events inclusive of U.S. Marine Corps Ball, General’s holiday socials, golf

tournaments, and speaking engagements amongst high-ranking officials

Coordinated all logistics for Military site visits of dignitaries

Effectively provided quality administrative support to General’s office by rapidly learning and retaining

Command Brief and OPM policies, procedures, and guidelines


Administrative Assistant to Executive VP Marketing/Business Development – March 2003 – June 2006

JE Dunn Construction Company, Kansas City, MO

Right-hand to Exec. VP of Marketing and Business Development, Preconstruction VP, and Life Sciences Director, technical and operational support, travel arrangements, marketing proposals, attended meetings for executives, purchasing, requisitions, expedited orders, expense reports, timekeeping, and charity fundraising.

Coordinated Centers of Excellence National Healthcare Conference for 150 attendees and delivered

conference with the desired objectives and under budget

Established a Conference Estimator Data Sheet, which effectively tracked pertinent data for events

Coordinated 40+ local and national conferences, trade shows, and charity events ahead of schedule

Negotiated favorable terms and pricing agreements with vendors and remained under budget

Sales Representative (Specialty Gift and Military insignia vendors) – October 2001 – March 2003

Stancil & Stancil Sales, Overland Park, KS (Kansas City, MO area)

Championed account sales for 30+ gift and clothing manufacturers, in addition to Army, Navy, Marine, and Air Force Exchange Service to military installations and local retailers throughout the KS, MO, NE, IA regions (incl. processing orders, ensuring shipment completion, scheduling appointments with prospects, presentations, conducting inventory, setup of marketing displays, customer service resolution.

Increased sales territory from $0 to $100,000 in sales in first four months. Led aggressive sales initiatives

growing revenue from $0 to $100k in 4+ months through relationship building, cold-calling, identifying

client needs, suggestive selling, innovative presentations, and cost/benefit analysis

Exec Staff Assistant to CEO & Special Assistant to Board of Commissioners – Mar 1998 – Nov 2001

Kansas City Area Transportation Authority, Kansas City, MO

Provided executive support to the CEO and to the governing Board of Commissioners. Accompanied Board to conferences and ground breakings. Supervised secretary and temporary clerical associates.

Executed charity event for the KCATA Transportation Authority’s Ambassador program for the

CEO. Coordinated schedules with the Kansas City Mayor and other community figures, and Kansas City Royals’ Alumni; catering arrangements, sending out invitations and following up with key contacts

Successfully produced and delivered quality packets for the monthly Board of Commissioners meetings

on time and ensured a smooth operational board and committee meetings.

Identified discrepancies on legal invoices and followed through in retrieving corrected data

OTHER (Temporary/Contract):

Title Processor - James B. Nutter (Top Personnel Temporary Services)

oInput data from land records, calculated fee's, examined titles

oReviewed collateral documentation for residential loans including the Note, Mortgage, Modifications, Title Policy, and Assignment/Endorsement chains; identify deficiencies and conduct appropriate exception cures.

Mortgage Loan Closing Processor (Vanguard)

oGathered closing figures, input closing information and generated loan documentation

oAssembled, prepared and reviewed critical closing documents for mortgage loans

oPrepared all loan-closing documents; ensured accuracy for fully compliant mortgage loan

oReviewed all documents for errors, and confirmed that pricing and program were correct to insure loan will be funded.

Seamon Corporation

oAssisted Tax Director, Legal Department, and Risk Manager with administrative tasks and Annual Report


General Studies, Concordia University, Seward, NE

General Studies, Johnson County Community College, Overland Park, KS

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