Stephanie L. Sutton Career Profile
Silver Spring, MD 20910
240-***-**** cell
************@*****.***
Career Summary Self-starter who demonstrated a track record of exercising good judgment, communicating effectively, and operating with attention to detail. Seasoned, energetic, and professional with a diverse background in Executive Assistance providing administrative support, technical assistance, and analysis for projects at the corporate and government levels. Proven success and expertise in the Human Resources field, office administration, and project coordination with a knack for meeting and exceeding deadlines in production-oriented environments, proposed and implemented progressive methods for daily office operations, and conflict resolution thus improving overall morale. Consistently exceeds expectations while meeting goals, objectives, and organizational standards set forth. Promote teamwork and healthy working environments, and build solid and lasting rapports. Recipient of several performance awards and recognition and accolades.
Key Attributes
Keen facilitation and presentation skills Strong communication skills both verbal and written
Proficient with PeopleSoft and ADT HRIS systems Expert with daily office operations and coordination
Familiarity with employee relations Maintain confidentiality and proprietary information
Create and managed reports Created and implement employee program
Excellent time management and organization skills Ability to learn quickly and accurately
Advance knowledge of Microsoft Office Suite Proficient in SharePoint
Expert in the international, private sector and government travel logistics often utilizing Concur corporate travel
●Keen expertise utilizing ADP Workforce all-in-one providing expert support and analytics
Professional Experience
Sr. Executive Assistant to Head of Product, Associate Management - GEICO Headquarters Chevy Chase, MD
12/2023 - 12/2024
●Handled multiple projects and a heavy workflow with a high degree of professionalism.
●Provided day-to-day executive support to the Head of Product and Associate Management team as part of overall responsibilities.
●Performed field inquiries and determined the level of priority while using caution in dispensing confidential information to the team.
●Coordinated complex domestic travel including arranging flight/train, hotel, and related transportation logistics.
●Took the lead on coordination and logistics for both internal and external meetings, offsite conferences, and external events including catering and transportation.
●Supported key events, providing off-hours support as needed.
●Handled regular activities without prompting and provided timely notice of issues or delays.
●Assisted in editing spreadsheets, presentations, and documents.
●Initiated improvements and consistently provided optimal service.
●Worked closely with other internal cross-functional team(s) on ad-hoc projects and initiatives, and led ad-hoc projects as requested.
●Worked cooperatively with other executive assistants to back up each other smoothly and helped with shared office management responsibilities.
Sr. Administrative Specialist - Montgomery County MD Government Health and Human Services Rockville, MD
01/2023 - 12/2023
●Data entry into AIM and SeniorStat.
●Create swipe cards in SeniorStat.
●Save processed electronic files on a shared drive.
●Verify and correct automatic uploaded information.
HR Executive Assistant to COO and Program Directors- Momentum Unlimited Rockville, MD
09/2021 - 4/2023
●Meeting Planning: Supports the COO in planning and implementing internal management & leadership team meetings and retreats including scheduling, agenda development, meeting logistics, note-taking, and follow-up on action items. Provides a bridge for smooth communications between the COO and internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management staff. Provides all necessary support to both leaders in managing board subcommittees and other relevant meetings as requested.
●Project Management: Supports the COO in overseeing cross-functional work plan management and cross-team (Hub)meetings. Manages the master plan for organizational-wide initiatives and tracks the status of project progress. Ensures smooth communication between team leaders and the COO. Also supports the CFO with projects related to managing corporate entities and other finance initiatives.
●Executive Administrative Support: Proactively manages the calendar of both leaders and directors including timely responses to meeting requests, thorough meeting preparation, development and distribution of relevant meeting agendas and minutes, timely management of follow-up requirements, and effective balance of meeting frequency. Ensures the executives’ schedules are followed and respected and scheduling conflicts are constructively resolved. Responsible for all relevant meeting logistics such as invitations, catering, room reservations, attendance lists, and audio/visual equipment. Prioritizes conflicting needs and makes necessary adjustments.
●Supports Corporate Administration: Works with the CFO to maintain corporate licenses and official organizational documents, manage global insurance documents, maintain compliance requirements, implement risk management activities, support special requests during audit season, and support requirements for the Canada board.
●Human Resources Administration: Supports a wide range of HR admin needs including implementing all staff meetings, onboarding new employees, administering open enrollment, implementing the performance review process, providing recruitment and candidate screening support, issuing and maintaining employee handbooks, supporting employee engagement surveys, and follow-up activities, maintaining organization charts and employee files, and conducting research for new and updated internal policies and procedure.
●Presentations & Correspondence: Supports both leaders in developing and polishing a wide range of presentation materials, reports, letters, and related professional communication. Prepares and disseminates relevant board committee communications. On behalf of both leaders, communicates directly, with board members, professional staff, donors, and vendors.
●Travel Management: Plans and implements all travel components (both national and international) including reservations, ticketing, ground transportation, meeting materials preparation, detailed itineraries, expense reports, and managing out-of-office notifications.
●External Event Participation: With input from the COO and Senior Manager of the Executive Office, oversees staff and board attendance at external events and conferences. Ensures appropriate invitations are extended, RSVPs are submitted, payments are processed, and event logistical details and tickets are disseminated – all in a timely and accurate manner.
●General Administration: Provides general administrative support including mail processing, file management, ordering relevant supplies, assistance with company-wide events, and collaborating with colleagues to ensure adequate coverage during vacations, illnesses, and periods of work overflow. Also collaborates with peers on improving efficiencies and creating organization best practices such as note-taking, project filing systems (SharePoint), and other areas for continuous improvement.
●Performs other duties as assigned including but not limited to management of special projects.
Executive Administrative Aide to Director of OHR -Montgomery County Government Rockville, MD
05/2019 -03/2020
●Assisted the Director by developing reports, performed research, and effectively managed the Director’s schedule, deliverables, and deadlines.
●Responded to inquiries from the public regarding OHR’s programs and services, specifically responding to inquiries related to the Office of Human Resources (OHR) application and hiring process.
●Served as OHR’s “Information Advocate”, which required responding to OHR job opening-related questions.
●Assisted the Department’s management with data collection, customer service, and other operational matters.
●Processed expenditures of accounts using the County’s ERP system.
●Served as the Director’s confidential aide in receiving communication from the County Executive’s Office.
As the Director's Executive Administrative Aide, my position required strong interpersonal and communication skills; a commitment to confidentiality; a high degree of integrity; conflict management and resolution skills; and effective problem-solving and decision-making abilities. I demonstrated personal accountability, and effective planning skills and demonstrated the ability to establish and assign priorities, with a strong customer-service focus. In addition, I attended meetings and performed work at locations outside the office.
Executive Secretary - Montgomery County Department of Transportation (Contractor) Rockville, MD
4/2016 – 4/2019
Specific Projects-
●Created, composed, developed, and designed the Montgomery County Sustainability Policy and Guiding Principle for presentation.
●Created MCDOT Award Certificates for 800 + Employees for the Snow event. MCDOT Beautification and Photography Award Ceremony (various projects, etc. PowerPoint presentation, editing ceremony program, creating award certificates, compiling participant data, modifying participant photos, serving as photographer for Awards event, and other multiple duties as assigned.
●Updated MCDOT Employee Overtime Analysis Report.
●Updated MCDOT Adopta Road Master Database.
●Developed MCDOT Flickr website https://www.flickr.com/photos/127386389@N06/.
●Redesigned the Interior of the MCDOT office Lobby and Conference room (Paint selection, Photo, and wall hangings, development of design concept and ideas, obtaining MCDOT logo decals for walls from outside vendors, etc.
General Duties-
●Answered telephones and gave information to callers, took messages, or transferred calls to appropriate individuals.
●Arranged conferences, meetings, and travel reservations for office personnel.
●Completed forms in accordance with company procedures.
●Composed, typed, and distributed meeting notes, routine correspondence, and reports.
●Greeted visitors and callers, handled their inquiries, and directed them to the appropriate persons according to their needs.
●Located and attached appropriate files to incoming correspondence requiring replies.
●Mailed newsletters, promotional materials, and other pertinent information.
●Maintained scheduling and event calendars.
●Made copies of correspondence and other printed material.
●Opened, read, routed, and distributed incoming mail and other material, and prepared written and email responses to routine letters.
●Ordered and dispensed office supplies.
Legal Assistant- Law Office of Tina D. Greene JD/MBA Silver Spring, MD
3/2013– 12/2015
●Compose and revise legal documents, including letters, dispositions, and court filings.
●Answered attorney's direct phone line and acted as liaison between clients and attorney.
●Ensure legal documents are processed and handled in a timely and efficient manner to comply with appropriate regulations and deadlines.
●File all documents through a web database for all office clients.
●Prepare detailed, accurate, and timely monthly billing statements/invoices.
●Enhance client relationships in person and by phone with sensitivity and confidentiality.
●Maintain office records, ordered supplies, and processed mail, packages, and deliveries via courier.
●Handled heavy caseloads and assisted with all aspects of the litigation cycle including legal research, factual investigation, client records review, document management, and trial preparation.
●Managed attorney’s calendar and scheduled trials, phone conferences, and hearings.
Executive and HR Assistant (Contractor) - Manpower Personnel Washington, DC 11/2010 – 02/2013
●Assigned to various private and government clients including World Bank, American Bar Association, Kaiser Permanente (TSC), North Highland Business Consultants, Seed Public Charter School, and Georgetown University.
●Created drafts of time-sensitive memorandums for Human Resources related purposes via the Microsoft Office suite.
●Maintained employee personnel records and other information via PeopleSoft; audited, updated, and modified contract and employee files.
●Drafted and disseminated confidential documents and packages internally and externally.
●Processed contract invoices for accurate and prompt payment and received incoming payments.
●Scribed meeting notes, minutes, and agendas for weekly executive meetings.
●Reviewed complex solicitations and prepared specialized and/or non-routine responses for proposals, bids, and contract modifications.
●Analyzed significant, and/or unique contract requirements, special provisions, terms, and conditions to determine compliance with appropriate laws, regulations, and corporate policies and procedures and provide contractual guidance to project team members for appropriate Statement of Work.
●Prepared monthly business and expense reports using various applications such as SharePoint and Change Point and composed, updated, and generated weekly reports.
●Performed extensive research for various case studies and provided direct support to various department heads, directors, and managers with all administrative functions and logistics as needed.
Staff Assistant - DC Lottery Board and Charitable Games (DC Government) Washington, DC
3/2005 – 9/2010
●Served as administrative support to the Director of Sales, assisting in achieving and maintaining agency-mandated goals.
●Served as liaison between Sales Director, Sales team, and the executive cadre.
●Reviewed and responded to meeting requests and invitations presented to the Director.
●Composed or reviewed all correspondence to ensure that such material was responsive to the requests of the receiving official.
●Maintained open lines of communications with DCLB internal and external staff, vendors, and retailers serving as a liaison between the Sales staff, Sr. Management and other departments.
●Facilitated weekly staff meetings and ensured staff were abreast of pertinent information, functions, meeting notes, etc.
●Assisted in special projects and provided administrative support as needed.
●Supported DCLB in all community events as well as special appearances to facilitate the Lottery market presence.
●Prepared and assembled data to meet the strategic goals of the organization for training sessions, meetings, and the general public.
●Prepared interpretive reports with significant analytical content describing significant problems, analysis of their implications, and specific recommendations for remedial actions.
●Prepared travel logistics for all department staff according to the DC Government policies, standards, and government per diems.
● Provided project management support and follow-up to director assignments, attended project meetings, provided project notes to the team, and coordinated and managed team projects and schedules utilizing Microsoft Project as well as setting up and tracking or amending project budgets.
●Developed business presentations, and business case studies.
●Compiled work production and status reports showing completed and pending work assigned to the staff, as directed.
●Interpreted and communicated internal department findings and recommendations to satisfy routine project inquiries.
●Composed, reviewed, made recommendations to, and modified all written correspondence.
●Obtained and disseminated information to answer inquiries verbally and in writing.
●Facilitated training for more than 400 lottery agents and internal employees. Prepared training materials and presentations.
Executive Assistant/Project Coordinator - URS Corporation Washington, DC
5/2001 – 3/2005
●Maintained 61 federal and commercial contracts for the URS billing department and created work authorizations and modifications for all contracts.
●Performed complex soft closings on accounts.
●Performed daily reports, planned meetings, maintained executive schedules, set up and tracked new federal and commercial projects utilizing Microsoft Project, set up and tracked contracts and project budgets, and amended SOW’s.
●Provided relief for the front desk Receptionist as needed.
●Performed all administrative functions including composing letters/memorandums, faxing, photocopying, preparing overnight packages, sorting and distribution of mail, office supply orders, and equipment maintenance.
●Reviewed and edited outgoing correspondence for grammatical accuracy. In producing correspondence, communicating with external and internal offices, and assisting with major projects, analyzed situations, project contracts, and procedures to provide support and guidance to the office mission efficiently and professionally.
●Edited Architectural and Engineering Specification packages from beginning to final stages for submission.
●Served as the Marketing Assistant for the corporate headquarters of the corporation’s telecommunications group.
●Researched information on prospective clients and teaming partners using various resources.
●Updated the marketing proposal log and maintained collateral files.
●Helped establish a mechanism for resume and project description updates.
●Managed vendor accounts and submitted payments of all invoices, and purchase orders and served as a communication link to facilities, BRW/URS offices and corporate Human Resource clients.
●Coordinated office events including meetings, trade shows, seminars, lunches, dinners, conference calls, and leisure office activities.
●Screened and performed preliminary interviews of candidates and facilitated new employee orientations.
●Arranged domestic and international travel accommodations.
Education
Political Science - Morris Brown College, Atlanta, GA 1993 -1995
Political Science/ Urban Affairs (dual major) - University of the District of Columbia – 08/2002 – 12/2007