Susan Smith
Atlanta
Summary
Professional Executive Assistant with proven experience supporting high-level executives. Skilled in managing schedules, coordinating meetings, and handling confidential information. Reliable and adaptable, with expertise in communication, organization, and multitasking.
Overview
25
25
years of professional experience
Work History
Executive Administrative Assistant
Quarterra
07.2023 - 04.2025
- Comprehensive administrative support for C-level executives such as calendar management, travel arrangement, and expense reporting; allowing executives to focus on high-priority responsibilities without distraction.
- Assistant for In-House Attorney: management of Legal Tracker (inputting of new matters, documents received, obtain/input accounting data from controllers), communicated with outside counsel regarding legal matters
- Maintained confidentiality when handling sensitive information with discretion and tact.
- Organized annual investor day meeting – coordinated and booked airfare (domestic & international), hotel reservations, and ground transportation for both associates and investors. Facilitated selection of restaurants and meeting spaces for meals. Prepared comprehensive itinerary to facilitate a successful event to achieve effectiveness & efficiency.
- Provided notarial service for loan closings and real estate transactions
- Produced accurate office files, updated spreadsheets, and crafted presentations to support executives.
- Managed inventory levels for office supplies for Local/Regional office, reducing waste while guaranteeing availability when needed.
- Treasury – process check deposits through DocuSign to applicable controllers and accountants
- Treasury – process outgoing checks biweekly (validate and certify check log, prepare FedEx shipments)
- Accounting – route incoming invoices/notices to applicable project controller and/or accountant for payments
- Culture Champion – planned outings, meals, associate/milestone recognition events for the corporate office
- Grants coordinator across the entire organization – promoted submission of activity, grant/award distribution
Senior Administrative & Financial Secretary
Charlotte-Mecklenburg Schools
11.2015 - 06.2023
- Responsible for the accuracy and integrity of all financial transactions
- Completed monthly bank reconciliation for the school bank accounts
- Received monies and executed physical deposit all monies received
- Reviewed requests, procured supplies and materials and remit payment for school purchases
- Worked alongside the Principal to develop the annual budget and prioritize expenses
- Acting liaison between the school and PTA treasurer for budget requests and purchasing
- Provided a wide range of ad hoc administrative support to the Principal and Assistant Principals
- Assisted the Athletic Director with completion of eligibility reports for student athletes and scheduling of events
- Coordinated with staff members and Human Resources to process leaves of absence and hiring of substitutes
- Payroll reconciliation, verification, and submission for all staff (administrators, teachers, hourly)
Debt Trading Consultant
Bank of America, NA
08.2003 - 02.2008
- Cross-functional consultant that provided support across teams to deliver comprehensive risk management for the Corporate Distressed Debt Trading team
Project Coordinator
Pitt County Public Health Department
05.2000 - 10.2002
- Facilitated the development of a new dental care project that served students in the local school system
- Supervised multiple facets of the project,through delivery by prioritizing needs and delegating assignments, such as procurement of supplies, hiring of staff, coordinating with schools for scheduling.
Education
Masters in Business Administration - Healthcare Administration Certification
East Carolina University
05.2000
Bachelor of Science - Business Administration
East Carolina University
12.1998
Skills
- Microsoft Office
- Google Suite
- Adobe Acrobat Pro
- Concur Travel and Expense
- LegalTracker
- Citrix
Timeline
Executive Administrative Assistant
Quarterra
07.2023 - 04.2025
Senior Administrative & Financial Secretary
Charlotte-Mecklenburg Schools
11.2015 - 06.2023
Debt Trading Consultant
Bank of America, NA
08.2003 - 02.2008
Project Coordinator
Pitt County Public Health Department
05.2000 - 10.2002
Bachelor of Science - Business Administration
East Carolina University
Masters in Business Administration - Healthcare Administration Certification
East Carolina University
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