Executive Assistant/Coordinator

Sarah Hogan

St. Petersburg, Florida ***** 727-***-**** *************@*****.***

AREAS OF EXPERTISE

● Client/Employee Relations

● New Business Development

● Travel/Logistics Coordination

● Event/Meeting Planning

● HR Functions-Onboarding

● Trade Shows

● Project Management

● Office Management

● Business Writing

● IT: Office 365 Administration,

Computer setup, Email

Accounts, VOIP Hardware

Provisioning (Vonage)

● Expense Reports

● Procurement/Purchasing

● Sales: Retail & Federal

● Compose Technical

Specifications

● Leasing, Mortgage: Title, Closing

● MS Office 365:

Word, Excel,

PowerPoint,

Outlook, Dropbox

● SharePoint Site Administrator

● Cosential DB: CRM/BD/Projects

● QuickBooks

● FASTDATA (US Navy)

● DTS and Concur

● PeopleSoft (Time Reporting)

● PeopleWorks

PROFESSIONAL EXPERIENCE

Executive Assistant June 2021 - Present

Talk More Wireless, St. Petersburg, FL

● Plan and coordinate business and personal travel for CEO and family

● Manage expenses of mass company accounts while managing all business and personal credit card accounts; manage mass login detail and PII for CEO and family members; heavy research and reconciliation of discrepancies and identify/report fraudulent activity

● Assist in the expedition of legal documents of mass acquisitions

● Manage personal detail, errands, extracurricular activities of CEO and family Executive Assistant /PCG Compliance April 2020 - June 2021 Raymond James & Associates, St. Petersburg, FL

● Provided executive support to SVP-Compliance CCO, SVP-Compliance Branch Exams, SVP-Compliance Surveillance

● Full management of executives’ calendars, meeting arrangements, events, travel, expense reports

● Liaison with other functional areas and external customers in the resolution of routine administrative and operational issues.

● Composed agendas and minute-taker for multiple senior leadership meetings, correspondence, and reports and maintain tracking mechanisms, and assisted in various special projects

● Answered telephone calls of executives and follow protocol for routing calls

● Notarized legal documentation as a Notary Public Marketing/Leasing Assistant June 2019 - April 2020 Workspace Property Trust, Tampa, FL

● Reconcile marketing budget and monthly expenses

● Produce marketing materials including flyers, e-blasts, offering memorandums, market summaries, tour books and marketing packages

● Maintain and ensure all web-based marketing services/subscriptions accurate

● Execute marketing events for business park tenants of five office parks

● Assist and communicate with Tenant Rep Brokers by providing them flyers, floor plans, building information, scheduling tours, etc. Develop a responsive and reliable rapport with Tenant Brokers

● Show office space to prospect brokers and tenants

● Responsible for SharePoint migration of all marketing related files Executive Assistant- Leasing /Asset Management

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

Dec. 2018 – June 2019

● Collected, organized and tracked documents associated with deals, Lease Outline Drawings, Space Condition

● Created/processed Lease Briefs, Letters of Intent, Lease Modification Agreements for Agent/Executive approval

● Calculated rent computation tables, Common Area Maintenance, Real Estate and Marketing taxes

● Full scale Outlook Calendar management

● Meeting preparation, created complex documents and presentation materials

● Managed travel and conference arrangements; processed expense reports in Concur

● Followed up with prospect Tenants

● Assisted the Leasing Operations Manager in managing departmental administrative procedures Executive Assistant (Fed Contractor) Dec. 2017 – June 2018 Dept. of Health Headquarters: MHS Reform and Transition, Falls Church, VA Provided principal support to Lead of MHS Reform ($50B Military Health System), former Assistant Secretary of Defense for Health Affairs who directly impact policies and major programs of the Military

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

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

● 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

● Arranged for visitor and parking passes and escorted role

● Edited and formatted PowerPoint presentations

Executive Assistant to CEO/Founder July 2015 – March 2017 American Gene Technologies (AGT), Rockville, MD

● Created and processed Non-Disclosure Agreements, contracts, and proposals

● Coordinated special events, conferences and Board meetings

● Drafted correspondence for CEO’s office

● Performed accounting tasks: Accounts Payables/Receivables, processed checks, reconciled expenses

● Resolved delinquencies with vendors and arranged to bring accounts into good standing

● Procurement - Purchased office/data/furniture/cafeteria supplies for company

● Board liaison, coordinated board travel, meals, logistics and meetings

● Performed troubleshooting of IT issues for company; set up new computers for employees (installed hardware and software, created email accounts for employees and reset passwords)

● HR functions - Composed/posted job descriptions; screened and conducted initial interviews, onboarding

● Facilities - Responsible for office expansion and dealings with contractors

● Marketing Promotions—Initiated logo-themed mugs for special investor mailings Federal Account Sales Executive (Consultant) April 2014 September 2014 Whitaker Brothers, Rockville, MD (Relocated to Michigan Oct 1, 2014)

● Drafted and submitted persuasive, responsive proposals for RFPs/RFIs on various government bid engines

● Established collaborative relationships with Federal government staff

● Negotiated contract terms and maximized client satisfaction and corporate goals

● Initiated procurement opportunities for prospect government procurement decision makers

● Organized and represented company at trade shows and demonstrated equipment, grew the customer base, and generated new business opportunities

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

● Researched competitive freight rates; ensured cost-effective methods/reduced ship rates Executive Assistant & Coordinator to CEO (Government Consultant Co.) May 2013 – March 2014 Seamon Corporation, Rockville, MD

● Coordinated special events; coordinated financial and logistical elements for events

● Arranged and setup for Audio/Visual presentations

● Researched meetings space options with external vendors and negotiated pricing

● Configured seating and tables to accommodate various functions

● Liaison to CEO. Managed operations of the CEO’s office with extensive calendar management, all verbal and written communications, coordination of travel, check/credit card authorizations, and time reporting

● Researched proposal forecasts on Federal sites, followed up with key agency contacts, engaged in cold-calling to grow new business development prospects for CEO review, which led to new accounts and increased sales

● Developed performance review spreadsheet that monitored staff’s productivity and progress

● Collaborated with proposal management team and participated in proposal process--from No-Bid/Bid decisions through team reviews and to final coordination of the production process

● Proofread edits to RFPs; presented robust draft for CEOs review with intent to reduce modifications Executive Administrative Assistant to Deputy (Consultant) Sept 2012 – May 2013 Pentagon-Army Public Affairs-Contract through MAIC, Inc., Arlington, VA

● Facilitated proposal Kick-off meetings

● Provided administrative support to Deputy Chief with calendar maintenance, scheduling appointments, processed expense reports, document generation, and travel arrangements

● Screened and routed inbound calls to ensure elevation to proper level of awareness, provided quality customer service, and met department objectives

● Prepared documents and correspondence for Deputy Chiefs inclusive of proofreading and ensuring adherence to military SOPs to meet organization protocols

● Collaborated with Public Affairs team on various SOP processes to ensure department efficiency Data Sustainment Specialist (Consultant) April 2011 – April 2012 U.S. Naval Hospital, Naples Italy

● Screened and routed inbound calls to ensure elevation to proper level of awareness, provided quality customer service

● Created SOP for work position and provided recommendations to supervising Lieutenant to fill gaps in skills with DMLSS- FM system to improve internal efficiencies

● Generated reports in Business Objects, targeted trend analysis, work request history, and room discrepancies; computed completion time and percentages of work requests

● Ensured autoCAD drawings were current and accessible to specified users and that room inventories were properly reflected and displayed within the drawings

● Edited layers (walls, doors, casework, sinks, equipment, etc.) of autoCAD drawings and pasted drawing portions to MS PowerPoint, Word, and pdf files, sketched changes on hard copy drawings Executive Assistant & Protocol Officer Sept. 2008 – April 2009 USMC, Commanding General, Okinawa, Japan

● Provided oversight of Commander’s budget, funds disbursement, purchase requisitions, monitoring of awards, and calendar of meetings/events to generate summary for briefing to Chief of Staff and General

● Managed the CG's budget of Non-Appropriated Funds (NAF) and Official Representation Funds (ORF), followed directives, with authority to approve funds for various functions and causes that were in compliance

● Managed inventory of Commander's dignitary awards

● Coordinated 8 VIP events/ceremonies inclusive of USMC Ball and General's holiday social with high ranking dignitaries; ensured key attendees received proper representation and service

● Ensured proper protocols/regulations/ policies were integrated into procedures and processes

● Configured seating for Commanding General events, Holiday Social, Marine Corps Ball

● Requested temporary credit limit increases, tracked inventory, obtained quotes, and negotiated pricing

● Arranged for the billeting/lodging for groups and individuals, computed and approved per diems for meals, lodging Administrative Assistant to Exec. VP- Marketing

JE Dunn Construction/Healthcare-Centers of Excellence, Kansas City, MO March 2003 – June 2006

● Managed office functions, liaison between two VPs and POC for internal and external executives, inclusive of technical/operational support, travel arrangements, multi-line phone system, and managed senior management correspondence

● Managed purchase requisitions and orders; negotiated favorable pricing with multiple vendors and obtained best quotes and quality; Ordered office, data, tradeshow, and furniture supplies monthly

● Booked meeting space for trade shows and marketing exhibits; coordinated shipment of marketing exhibit booth; ensured setup of exhibit and seating in advance

● Coordinated 40+ local and national conferences, trade shows, charity events, dinners, auctions, while ensuring sponsorships and timely shipment of marketing exhibits and equipment

● Collaborated with proposal writers and multiple departments with marketing initiatives to ensure adherence to business objectives and quality assurance protocols

● Recorded meeting minutes of Marketing and Operations staff meetings/action items Education:

● General Studies, Concordia University, Seward, NE (21 credit hours)

● General Studies, Johnson County Community College, Overland Park, KS (12 credit hours)

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