Administrative Operations Specialist with Executive Support Experience

Stephanie Ly-Fuentes

Springfield, VA 571-***-**** *********.*.**@*****.*** linkedin.com/in/stephanie-ly-fuentes PROFILE

Results-driven professional with experience supporting executives, strengthening customer satisfaction, managing data, and developing SOPs. Skilled in documentation, CRM platforms, and Microsoft Office. Recognized for adaptability, teamwork, and integrity. Ready to add value in roles requiring professionalism and customer-focused solutions.

SKILLS

● Administrative: Excellent written & verbal communication, inbox & calendar management, data management, file organization, documentation, proofreading ● Technical: Microsoft Office, SharePoint, Google Workspace, Salesforce ● Customer Service: Professionalism, strong relationship-building, retention

● Leadership: Teamwork, collaboration, tech writing, training ● Languages: Fluent in English, semi-fluent in French & Vietnamese ● Soft Skills: Adaptability, proactiveness, time management PROFESSIONAL EXPERIENCE

Prestige Group Inc Washington, DC 2025 – Present

● Executive Assistant to President / Office Manager, Sept 2025 – Present

● Communicates daily with company president on projects and special assignment progress; acts as liaison to vendors and stakeholders; prepares forms and official letters for leadership signature; prepares invoices for vendors and clients via QuickBooks

● Bridges administrative support with operational efficiency; oversees multiple business email inboxes; performs human resources functions; maintains updated data and forms for 35+ employees; handles sensitive information with discretion; oversees payroll to ensure compliance with DC’s Apprenticeship program; collaborates with accounting for accuracy

● Created/maintains physical and digital filing systems on company’s OneDrive and Google Drive Dept of Homeland Security (DHS) Cybersecurity & Infrastructure Security Agency Arlington, VA 2021 – 2025

● Executive Secretary, Office of Legislative Affairs (OLA), Dec 2024 – Mar 2025

● Promoted to continue supporting OLA Director and Deputy Directors after two-year detail

● Wore various hats; assisted with human resources (hiring), budgeting, and other requests

● Authored first OLA Exec Sec SOP documenting standard practices; prepared and intended to train new hires to build an Executive Secretariat (Exec Sec) team

● Trained staff on agency’s SharePoint-based CISA Action Task Tracker (CATT)

● Executive Secretary (Detail), OLA, Jan 2023 – Dec 2024

● Initiated OLA’s first Exec Sec; provided OLA leadership with administrative support and structure

● Managed Outlook shared inbox, distribution lists, and calendar; used OneDrive and OneNote to create repositories for recordkeeping and version control; used Microsoft Teams to set up shared and private teams/channels; used SharePoint for real-time reports and cross-team references

● Built CISA-wide process for tasking Congressional requirements; developed guides/templates

● Designed OLA dashboard in CATT; created staff accounts and managed levels of access per individual according to task sensitivity

● Correspondence Analyst (Detail), Office of External Affairs (EA), Jan 2023 – Jan 2024

● Reorganized EA Exec Sec’s daily processes; ensured quality control of briefing materials for CISA Front Office speaking engagements; enforced leadership standards for briefing books

● Conducted EA-wide training sessions on document/tasker lifecycle and CATT usage

● Streamlined inbox workflows, increasing efficiency

● Briefing Book Team Lead, Office of the Chief of Staff (OCOS), Jun 2021 – Jan 2023

● Founded Briefing Book (BB) Exec Sec team; trained interns/new hires; streamlined operations increasing productivity and efficiency

● Authored widely used BB SOP; contributed to CISA Executive Secretariat Handbook

● Directed agency-wide recruitment project increasing female cybersecurity hires

● Maintained situational awareness and senior leader coordination across DHS Vision Centric, Inc. (VCI), Contracted with DHS CISA Rosslyn, VA 2020 – 2021

● Contractors Team Lead (VCI) / Exec Sec Analyst (CISA), Office of Chief of Staff, Feb 2020 – June 2021

● Liaison between VCI and CISA leadership; conducted performance reviews and reported progress weekly to VCI; built trust and rapport with contractors through regular check-ins; actively listened and addressed any concerns; maintained transparency and team morale

● Simultaneously served as correspondence analyst; developed task training materials for new hires

● Processed Congressional/White House/DHS requests requiring CISA input

● Proofread office responses and made tech edits to ensure compliance with DHS/CISA style guides Building Owners & Managers Association (BOMA) International Washington, DC 2015 – 2020

● Manager of Membership, Jan 2018 – Feb 2020

● Supported 80-90 BOMA local associations and affiliates with inquiries and pain points; collaborated with Marketing to create and distribute recruitment materials; acknowledged and celebrated membership milestones to build loyalty and long-term value

● Managed National Associate Member program; provided excellent customer care

● Tracked membership renewal rates, invoices, and payments; tracked member demographics and other trends using SurveyMonkey; maintained and analyzed data using Excel and iMIS (BOMA’s Engagement Management System)

● Research Analyst, Oct 2015 – Jan 2018

● Improved data accuracy in membership systems; oversaw all data collection processes, including cleaning and analysis of Experience Exchange Report survey results

● Coordinated enhancements with IT Department, handled member inquiries, and delivered educational programming

● Recognized for initiative and cross-department project leadership EDUCATION

Virginia Polytechnic Institute & State University (Virginia Tech), Blacksburg, VA Bachelor of Science, Psychology Aug 2004 – May 2008

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