Executive Assistant Virtual

Katherine Smedile

**** ****** ***** **, ******, PA 16731

Email: ********@*****.*** Phone: 215-***-****

Summary of

Qualifications:

• Over 20 years of extensive administrative experience with a strong commitment to excellence.

• 10+ years experience in office management.

• Highly motivated & energetic self-starter with excellent communication skills & multi-tasking abilities.

• Exceptionally organized & flexible with proven ability to prioritize tasks & manage time independently.

• I am a detail-oriented and proactive woman with a passion for helping to improve processes and employee relations in an organization, enabling everyone to thrive in their work environment.

• Committed professional with strong emotional intelligence & high ethical standards, always using the utmost discretion and confidentiality.

• Proven record of excellent working relationships throughout the enterprise.

• Routinely identify, justify, document, and provide assistance to implement process changes for improvement through leadership, creativity and best practices.

• Successfully manage working in both completely virtual and hybrid environments. Additional Qualifications

& Experience:

Procurement /Vendor Relations Specialist – Cardone Industries, Inc., Philadelphia, PA

• I redesigned and restructured our ordering procedures creating a more efficient process.

• Helped develop and implement a stockless office supplies system.

• I created an authorization limits process to ensure smooth flow of ordering/receiving materials for production.

• Monitored signature authorization and spending limits.

• Managed emergency and credit card expenses and reimbursement payments for out-of-pocket expenses for appx. 2000 employees.

• I negotiated prices and services at Vendor meetings for the purchase of new materials and quality improvement of current materials.

• Evaluated, approved, and monitored set-up of new Vendor accounts.

• Evaluated and monitored supplier performance & quality of products.

• Prepared & presented customer requirement pkgs at Vendor meetings for bid proposals.

• Prepared and analyzed invoices for payment; assisted in the check creation process.

• I was responsible for negotiating discounts and setting up payment terms with Vendors saving

$1000’s monthly.

• Prepared and analyzed year-end financial statements and reports.

• Preparation and creation of requisitions and purchase orders from start to finish. Experience:

Lockheed Martin - Rotary and Mission Systems

Headquartered in Bethesda, MD, Lockheed Martin is a global organization engaging in the research, design, development, manufacture, integration and sustainment of advanced technology systems, products and services. 2020 – 2024 Administrative Assistant, Specialist – Lockheed Martin, Moorestown, NJ

• Provided executive level support to the Vice President and Chief Engineer of Integrated Warfare Systems and Sensors, E&T function and his 3500+ organization.

• Creation & Management of various SharePoint Sites, including eWAR Tools for IOI automation.

• Provide training for administrative new hires and mentorship of admin peers.

• Executed flawless management of VPs complicated and ever-changing calendar.

• Book & prepare itineraries and process expense reports for domestic & international travel.

• Worked hand in hand with HR in tracking work items, preparing reports and supporting employee relations.

• Assist HR in supporting cross-functional teams to improve common processes within RMS E&T.

• Responsible for coordinating all logistics for executive level multi-site meetings, webcasts, and off- site events, both virtual and in-person.

• Act as the POC for HR for furnishing information to authorized individuals and organizations in line with established policies and procedures across E&T IWSS. 2014 – 2020 Administrative Assistant, Sr. – Lockheed Martin, Moorestown, NJ

• I provided executive level support to the Super-Director of RMS Product Engineering & Advanced Materials (PE&AM) and the PE&AM staff, the Director of RMS Capture Excellence, the Director of IWSS Systems Engineering and various other organizations as needed.

• Consistently & successfully manage complex calendars for multiple directors and senior managers ensuring swift conflict resolutions.

• Coordinate all logistics from start to finish regarding domestic & international travel and customer visits & meetings, including tracking actions to closure.

• Coordinated senior-level foreign, industry and government visits.

• I performed general administrative functions for an organization of 1500+ including but not limited to expense reports both foreign & domestic, office moves, supplies, security access, security clearances, foreign visits, shipping requests, budgets, training, data management & conference room management.

• Assist HR with tracking award budgets and furnishing various communications to PE&AM COE.

• Assist HR with tracking Hi-Pots, creating & scheduling presentations for PE&AM COE leaders.

• I was responsible for tracking various metrics for the COE, including acting as CAM for various PE&AM functional projects.

• Assist with tracking PIRA and LIRA authorizations for the Dark Ice Program and various forms for Export Control.

Lockheed Martin – Information Systems & Global Solutions Headquartered in Bethesda, MD, Lockheed Martin is a global organization engaging in the research, design, development, manufacture, integration and sustainment of advanced technology systems, products, and services. 2013 – 2014 Administration Representative – Lockheed Martin, APG, MD

• Provided Division administrative support to the Computational Sciences Division Chief, CISD, ARL/ Director, DoD Supercomputing Resource Center, ARL (200+ people).

• Follow protocol & coordinate all aspects of Division Tours/Visits, Special Events, and high-profile meetings to include meeting logistics, teleconference needs, notifications/invites, parking, meeting set-up & clearance requirements for visitors, refreshments, etc.

• Updated charts and power point presentations for Division and Branches. Create and maintain Division presentation templates and project quad charts; manage and maintain database of Division Briefings.

• Created, tracked and reviewed DTS authorizations, vouchers & local vouchers for Division Staff, Division International Travelers and Invitational Travelers. Coordinated Division Conference Travel approvals including legal reviews.

• I performed daily calendar/meeting coordination for Branch Chiefs and Chief, CSD including conference room reservations and teleconference needs for Division Staff as well as coordination of clearance requirements for visitors.

• I managed Division correspondence and time and attendance using Army Records Information System (ARIMS) and ATAAPS, including maintaining Division Staff accountability. Lockheed Martin - Rotary and Mission Systems

Headquartered in Bethesda, MD, Lockheed Martin is a global organization engaging in the research, design, development, manufacture, integration and sustainment of advanced technology systems, products, and services. 2011 – 2013 Administrative Assistant – Lockheed Martin, Moorestown, NJ

• I provided administrative support to the Space Fence Capture leadership team and PDR Phase contract execution group (200+ people).

• Maintained calendars, scheduled & coordinated meetings & events and all other admin related requests for the Space Fence Team and the Space Fence Customer.

• I handled travel arrangements for multiple team members as well as preparing and submitting expense reports.

• Coordinated and submitted procurement requests/orders for supplies & services.

• I worked with MS2 facilities/IT teams and landlord (Whitesell) on office and lab needs.

• Various secretarial and administrative duties as well as normal office functions including preparing correspondences, spreadsheets, reports, memos, etc. Roddy, Inc. - Industrial & Commercial Realty

Headquartered in Bensalem Township, PA, Roddy Inc. is a full service industrial and commercial real estate brokerage firm throughout Eastern Pennsylvania and Southern New Jersey with more than 40 years of service to clients including regional, national and international companies and financial institutions. 2008 – 2011 Executive Assistant – Roddy Inc., Bensalem, PA

• I prepared invoices, financial stmts, legal documents and marketing materials for month-end reporting with regard to leases and capital sales.

• Analyzed customer account invoices to ensure timely and accurate billing and follow up on any discrepancies to ensure Customer Satisfaction.

• Implemented process improvement ideas to impact the reconciliation of financial transactions.

• I maintained employee records, including preparing and compiling reports as needed.

• I helped to establish common processes, policies, and procedures, and disseminated to employees.

• Provided training and supervision to clerical support staff.

• I performed all procurement duties and inventory management.

• I designed & maintained company website on a daily basis as well as maintaining CoStar, Loopnet and various County sites.

Awards: Bravo Awards (3), 2018, 2019, 2021

Spotlight Awards (2), 2019, 2020

Bronze Award, 2018

Encore Award, 2018

SRA Team Excellence Award (HPCMP NGTS Program), 2013 US ARL Outstanding Service Award, 2013

Education: AAS Degree, Business Management, James H Faulkner Business College Computer Skills: Microsoft Office: Teams, PowerPoint, Word, Excel, Outlook, One Note, One Drive SharePoint 2013, Various LM Tools including but not limited to eShipping, LIRA, PIRA, LM Visit, LM Buildings, Concur, P2P, SKLZ

Clearances: U.S. Secret Security Clearance

References: Available Upon Request

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