Administrative Assistant Support

Sharon Sam Scott

Cell 301-***-****

E-mail: **************@*****.***

Summary

A seasoned, results-driven professional with over 20 years of experience providing executive-level administrative support and managing complex program operations. I have a proven track record of streamlining workflows, enhancing system efficiency, and strategically supporting cross-functional teams in fast-paced, deadline-driven environments. I am recognized for my discretion, precision, and proactive problem-solving approach. I currently hold an active Secret Security Clearance and am seeking to contribute operational excellence and leadership within a mission-driven organization.

Professional Experience

Executive Administrative Assistant III: 05/2023 – 08/2025

OBXtek, Inc./Department of State (DOS), Technical Security Engineering

Serves as Executive Assistant to the Office Director, orchestrating complex scheduling, coordinating high-level meetings, arranging intricate travel itineraries, preparing executive-level briefing materials, and capturing meeting minutes.

Provides professional administrative support to staff, adeptly navigating complex bureaucratic regulations and procedures to ensure operational continuity.

Spearheaded the development and implementation of administrative procedures and standard operating procedures (SOPs) to enhance efficiency and consistency.

Delivers comprehensive operational support services, including staff onboarding/offboarding, office management, project status tracking, and maintaining meticulous records.

Oversaw payroll and timekeeping functions, managing timesheet reports to ensure strict compliance with auditing and regulatory requirements.

Generated and compiled critical data for weekly activity reports, routine reports, memos, correspondence, and briefing materials for senior leadership.

Coordinated and managed responses to high-priority data calls and other reporting requirements.

Acted as a correspondence gatekeeper and quality control manager, reviewing and tracking all communications and materials to ensure they meet a high standard for management review.

Sr. Administrative Assistant: 08/2017 – 05/2023

Business Integra, LLC/Department of State (DOS) Defensive Equipment and Armored Vehicles (DEAV)

Managed international and domestic travel logistics, strategically collecting and analyzing information to provide comprehensive and seamless travel arrangements.

Executed airline and hotel reservations and detailed itinerary preparation.

Created and edited trip documents online, ensuring all information was accurate and up-to-date.

Tracked all travel processes through the E2 System, from trip creation to voucher payment.

Prepared and processed Electronic Country Clearances (eCC) and Notifications of Foreign Travel, and established key host-country points of contact with Regional Security Officers (RSO) to ensure seamless logistics support.

Served as a liaison between travelers, document signatories, and airline ticketing agents to expedite processes.

Orchestrated the preparation of a variety of items, including travel requests, visa applications for multiple countries, and official duty memoranda.

Maintained situational awareness of current political, economic, social, and health issues globally to proactively anticipate and mitigate their impact on travel and mission objectives.

Provided essential front office back-up coverage, ensuring all administrative functions were uninterrupted.

Attended and contributed to key meetings, providing critical division-associated input.

Updated and coordinated PowerPoint presentations for training classes and compiled data in various DEAV databases to optimize division functions.

Processed and audited payroll for over 40 employees, ensuring accuracy and efficiency.

Researched and produced monthly financial reconciliation reports, providing detailed analysis of obligations and expenditures for team leads.

Planned, organized, and oversaw company events, and coordinated meetings and activities with government and commercial entities.

Travel Coordinator/Administrative Assistant: 11/2016 – 08/2017

NVE, INC./DoS, PSP/DEAV

Office Management Specialist: 03/2014 – 10/2016

All Native Group, Inc., DOS, Diplomatic Security Training Center, Technical Training Branch, Springfield, VA

Managed all front office functions to support senior leadership and staff. Maintained records, filing, and managed supply and equipment purchasing.

Proactively resolved issues for students and officials upon arrival, providing comprehensive training and administrative assistance.

Managed and coordinated all travel reservations, orders, and vouchers for facility staff through E2 solutions.

Oversaw time and attendance records for all facility personnel.

Assisted the DSTC Registrar by providing critical statistical information for daily operations, including classroom availability, training metrics, and budget data.

Drafted and processed a variety of correspondence for signature, explaining training requirements and scheduling.

Edited curriculum for final approval.

Administrative Specialist: 03/2003 – 10/2004

US Investigations Services, Department of State Training Center, Dunn Loring, VA

Developed and maintained a computerized database of audio/visual materials for Diplomatic Security.

Managed all incoming and outgoing electronic media, ensuring strict accountability.

Ensured classrooms were supplied with necessary materials for training.

Provided physical security support by escorting uncleared maintenance and repair personnel.

Coordinated and scheduled movers and other facility-related services.

Managed and accounted for all supplies, technical, and training equipment.

Initiated and tracked facility trouble calls to completion.

Coordinated travel, accommodations, and training arrangements for Regional Security Officers.

Engineering Administrative Assistant: 09/2002 – 02/2003

NORTH AMERICA TELECOMMUNICATIONS, INC., Lorton, VA

Provided comprehensive administrative support for day-to-day office operations.

Prepared reports, memoranda, correspondence, and technical documentation.

Maintained administrative workflow, records management, and tracking systems.

Worked autonomously on assigned projects, exercising excellent judgment in handling and prioritizing tasks.

Administrative Assistant: 03/2002 -09/2002

GARRY STRUTHERS ASSOCIATES, INC., Lorton, VA

Managed the switchboard and visitor reception, handling all incoming calls and visitors.

Oversaw all incoming and outgoing mail and shipments, ensuring proper documentation and logging.

Transcribed meeting minutes and prepared weekly reports for high-level meetings.

Maintained daily logs and tracked attendance to ensure operational efficiency.

Page Residence Hall Coordinator/Office Manager: 09/2000 - 02/2002

U.S. HOUSE OF REPRESENTATIVES, Washington, DC

Assisted the Director in the operation of the Pages Residence Hall.

Supervised teenage student Pages and communicated with their parents regarding procedures and protocol.

Provided full administrative support, ensuring the smooth flow of all business related to the U.S. House of Representatives.

Core Competencies

Exceptional customer s

ervice and relationship management

Proficient in Microsoft Office Suite, including Outlook, Word, PowerPoint, and Excel

Strong organizational and analytical acumen

Expertise in filing, data archiving, and records management

Effective verbal and written communication skills

Proactive problem-solver with a collaborative mindset and a drive to contribute new ideas

References available upon request

Contact this candidate