Executive Administrative Support Specialist

Kim Yvette Smith, M.S.

Triangle, VA 703-***-**** *************@*******.***

Administrative Specialist Executive & Program Support Government & Nonprofit

SUMMARY

Administrative Specialist with 15+ years supporting executives, government programs, and operations across federal, state, and nonprofit environments. Experienced in managing calendars, travel, documentation workflows, HR coordination, financial tracking, and high-volume administrative tasks. Recognized for professionalism, accuracy, and strong communication across departments, vendors, and agencies. Brings a disciplined approach to supporting programs, staff, and leadership with reliable follow-through and meticulous attention to detail.

AREAS OF EXPERTISE

Executive & Administrative Support

Calendar & Schedule Coordination

Travel Planning & Logistics

Document Management & Reporting

Procurement & Recordkeeping

Compliance & Audit Preparation

HR Coordination & Onboarding

Accounts Payable & Receivable

Meeting Preparation & Minutes

Customer & Stakeholder Relations

Internal Communication Support

Training & Mentoring

HIGHLIGHTS

Supported executive leaders across Department of State, Department of Defense, and nonprofit organizations.

Managed calendars, meetings, conferences, briefing materials, and visitor coordination for high-level officials.

Processed financial documentation, travel vouchers, and expense reconciliations with pristine accuracy.

Oversaw personnel records, HR support functions, payroll, and benefits documentation for 45–50 employees.

Coordinated project documentation, correspondence, and reporting across multiple agencies and teams.

Maintained confidential records, managed office procedures, and supported audit preparation.

Delivered communication support, including drafting correspondence and preparing executive-level materials.

PROFESSIONAL EXPERIENCE

Huntington Ingalls Industries Newport News, VA

Project Management Analyst II 2022 – Present

Coordinate schedules, meetings, and deliverables across planning, production, and project management teams.

Prepare and present Excel-based dashboards, reports, and planning documents.

Support document workflows, maintain project records, and track required approvals.

Coordinate cost-management rollout meetings and stakeholder communications.

Manage asset tracking and documentation within the FFM system.

Keep It Movin (K.I.M.), Inc. Triangle, VA

Founder & CEO 2015 – 2022

Managed all administrative operations, records, compliance documentation, and organization files.

Coordinated scheduling, program logistics, volunteer communication, and facility requirements.

Prepared annual reports, board documentation, and audit materials.

Oversaw correspondence, outreach, community partnership communication, and client intake documentation.

Handled grant paperwork, financial documents, and required regulatory filings.

Kilderkin Group Dumfries, VA

Mid Project Support Analyst 2015

Prepared project documentation, correspondence, compliance reviews, and executive reports.

Organized meetings, schedules, and communication across departments and external agencies.

Supported acquisition planning through document preparation and data gathering.

Maintained records, drafted schedules, and processed administrative project tasks.

Ensured accurate reporting and delivered administrative support to project leads.

U.S. Department of State (SymTech Corp) Washington, DC

Program Analyst 2014 – 2015

Managed calendars, travel arrangements, scheduling, and administrative workflows for senior officials.

Prepared meeting materials, conference packets, and daily documentation for leadership.

Processed travel reimbursements, financial records, and account reconciliation.

Produced reports and maintained documentation for audits and compliance reviews.

Coordinated meetings, assembled materials, tracked action items, and supported office communication.

Serco, Inc. Dumfries, VA

Program Control Specialist 2010 – 2012

Managed correspondence systems, schedules, calendar requests, and meeting logistics.

Processed travel documentation and coordinated arrangements for VIPs and senior personnel.

Maintained program documentation, including budgets, HR support files, and project records.

Supported event coordination and served as point of contact for liaison offices.

Drafted reports, tracked incoming proposals, and assisted with administrative project reviews.

OMNITECH Solutions, Inc. Pentagon & Bethesda, MD

Program Analyst, Research & Acquisitions 2009 – 2010

Managed executive calendars, schedules, and documentation workflows for DASN leadership.

Prepared correspondence, briefing papers, and official documents.

Coordinated conference planning, including venue logistics and registration support.

Processed travel vouchers, generated travel orders, and managed itineraries.

Maintained office records, processed awards documentation, and supported administrative policy tasks.

Surface Deployment & Distribution Command Alexandria, VA

Budget Analyst 2007 – 2009

Prepared monthly, quarterly, and annual reports for DFAS submission.

Maintained financial and administrative documents for funding allocations and reimbursement tracking.

Supported senior analysts with documentation, filing, and reporting workflows.

Managed sensitive files, reconciliations, and financial tracking records.

Assisted with office communication, scheduling, and documentation follow-up.

Naval Research Laboratory Washington, DC

Public Affairs Specialist 2005 – 2007

Coordinated meetings, tours, and schedules for senior military and civilian personnel.

Recorded minutes, tracked action items, and maintained departmental documentation.

Prepared administrative and communication materials for the Public Affairs Department.

Supported daily office operations and internal communication processes.

American Association of Pharmaceutical Scientists Arlington, VA

Executive Assistant / Office Manager / HR Director 2000 – 2005

Managed calendars, office operations, and administrative processes for 45–50 staff.

Supported the Director of Finance and Administration with reporting and executive documentation.

Processed payroll, benefits, HRIS updates, and personnel files.

Prepared correspondence, meeting materials, and confidential documentation for leadership.

Coordinated onboarding, exit procedures, and HR administrative requirements.

EDUCATION & CERTIFICATIONS

M.S., Human Resource Management Strayer University, 2015

B.A., Business Administration, Minor HR Strayer University, 2012

Certified Reentry Employment Specialist (RES)

Certified Real Colors & Crossroads Facilitator

Previously held Active Secret Clearance

AFFILIATIONS

SHRM ~ NAACP ~ NVBCC ~ NABCJ ~ Order of Eastern Star ~ NCBW PWCC

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