Dawn Smith
Ellicott City,United States
Summary
I am a highly skilled professional with extensive experience providing critical support to C-level executives and senior leadership teams. Throughout my career, I have demonstrated exceptional abilities in administrative management, business process improvement, purchasing and procurement, project management, and more. As a self-starter, I take initiative to track, monitor, and ensure timely completion of complex documents, reports, budgets, and other sensitive materials. I effectively handle confidential information and work closely with finance teams to ensure compliant spending. With strong written and verbal communication skills, I also liaison between organizations and stakeholders. Cross-team collaboration is a core strength, as I maintain open communication among dispersed teams. I am adept at producing high-quality presentations and training materials while streamlining administrative functions. With a track record of supporting fast-paced environments through change, I bring leadership, organization and a commitment to excellence. My expertise will be a valuable asset to any ambitious, growth-oriented organization.
Overview
19
19
years of professional experience
Work History
Executive Assistant
US Army Corps of Engineers
05.2023 - Current
- Handles a wide range of responsibility for two Senior Executive Service members and their divisions including correspondence control to support hiring/staffing actions, training, audits, and tasker responses
- In addition to normal administrative functions, arranges and schedules meetings and video teleconferences manages the executive's schedules and workloads, prepares documents, talking points and acts as a gatekeeper
- Schedules follow-up meetings with external contacts and ensures smooth facilitation and operation within the division
- Required to maintain person and confidential relationships with senior management and staff
- Additional assignments can entail handling of special projects with outside organizations, other agencies by providing support to the analysts or project team leaders in communications planning
- Coordinating travel and conferences, development of itineraries, preparation of meeting minutes, and the development or coordination of formal briefing materials
- Budget liaison for assigned travel and operations budget, supplies justification to the importance of efforts and consequences of not providing the necessary funding.
Equal Opportunity Specialist
Baltimore District, U.S. Army Corps of Engineers
08.2021 - 05.2023
- Applies knowledge of EEO laws and regulations to the facts of each individual case
- Manages EEO Complaints using the iComplaints tracking system
- Gathers facts and coordinates with respondents to develop solutions
- Provides advice and counseling to management, supervisors, and employees on procedures or policy issues related to civil rights procedures and processes
- Develops organized and understandable proposals and strategies for improving work situations and relationships
- Identifies substantive matters, reflecting patterns or practices, supervisory attitudes, or other problem areas that result in denial of equal opportunity for individuals with disabilities
- Has extensive knowledge of federal and state laws regarding civil rights and discrimination in the workplace
- Provides advice and serves in a leadership role on the EEO Special Observance Committee
- Creates newsletters and PowerPoint presentations for special emphasis programs including Women's History Month, Asian/Pacific American Heritage Week, Holocaust Memorial, National Hispanic Heritage Week, and Black History Month
- Receives a variety of statistical data from numerous sources routinely, compiles and maintains composite reports, tracks the progress of Equal Employment Opportunity cases in the Office of Central Operations, and prepares monthly reports on the same information in the EEOC MD715 report
- Provides technical oversight and support to personnel responsible for acting on requests
- Meets with responsible personnel prior to the completion of accommodation program to review results and assists responsible personnel in briefing management officials on potential resolution
- Reviews accommodation case files for accuracy, appropriateness, and completeness
- Update training programs/seminars to provide increased awareness.
Executive Assistant
Baltimore District, U.S. Army Corps of Engineers
03.2020 - 08.2021
- Synchronize and manage multiple calendars including accepting, scheduling, and de-conflicting issues
- Improved the office efficiency by setting daily reminders and limiting unscheduled visits to ensure timely arrival for all scheduled appointments
- Received visitors from both military and civilian communities which included Congressional, Department of Defense, and other Agencies and determines the nature of the inquiry
- Orchestrated the logistics of conferences including developing and/or assembling the necessary background materials
- Served as Point of Contact for all incoming Global Electronic Approval Routing System tasks
- Ensured that the tasks are delegated and directed to assigned personnel and the suspense dates were met
- Effectively, started a work around for the district to send any tasks directly to the Executive Office by creating a new Executive Office email address for the front office
- Coordinated and facilitated travel arrangements through CWT SATO Travel System and the Corps of Engineers Finance Management System which included scheduling, itinerary details, reservations, and preparing travel vouchers
- Processed monthly expense reports guaranteeing they reflected supporting documentation and budget code indexes
- Maintained certificates and inventory of furniture and supplies
- Followed proper disposal procedures and maintained accountability documentation
- Supported the other administrative assistants by providing constructive feedback on specific performance issues so they can help improve their performance and increase morale
- Designed and implemented Standard Operating Procedures for Administrative Assistants and created training templates to assistants with memorandums and micro purchasing
- Conceptualized a centralized webpage to post information for the Baltimore administrative assistant that includes updated AR-25-50 with examples, travel policies, letterhead, and various other administrative information.
Program Management Specialist
University of Maryland School of Medicine
11.2018 - 02.2020
- Upholds organization, time sensitivity, accuracy, and professionalism across all executive and administrative tasks for executive leaders, with excellent collaboration skills in gaining essential data from other departments
- Cooperates in event planning and office management duties, including the composition of documents and presentations as requested
- Liaises with program team members across diverse locations, such as onsite, main headquarters, and international locations
- Some key achievements include: Integral in impacting the overall goals of the research center through excellent communications, scheduling meetings, conference call logistics, and training programs
- Participate in meetings, taking minutes, creating agendas, and providing all members follow up notes and action items, disseminating all resources and information to all parties
- Manage the acquisition of guest speakers at events, composing letters of agreement, scheduling hotel and travel itineraries, and facilitating any reimbursements for expenses
- Maintains office supplies, purchasing products, and closely tracking inventory
- Manages project specific work plans and databases, entering new updates quickly, reviewing data for accuracy.
Executive Assistant
U.S. Army Medical Research and Development Command
06.2017 - 11.2018
- Served the Directorate of plans, programs, analysis, and evaluation (PPAE), offering executive and management support, to include calendar management, scheduling, and issue remediation
- Established highly efficient reminders, and dissuaded unscheduled visits, to ensure the on-time arrival at all appointments and meetings
- Received visitors from military and civilian communities, such as congressional, DoD, and DA officials
- Some key achievements include: Coordinated many high-level and official conferences, meetings, and calls, ensuring all administrative details are precise and completed
- Tracked, monitored, and updated new filing system that aligned with Army Records requirements
- Prepared correspondence, PowerPoint presentations, policies, directives, and other relevant documentation, maintaining strict compliance with Army regulation and command policies, and released with 72 hours of receipt
- First point of contact for incoming PPAE, delegating to and overseeing staff to ensure all deadlines are met, using the TMT task management system
- Maintained 90% accuracy on tasks
- Maintained a highly organized, proficient, and positive working environment, consistently meeting the needs of executives, and colleagues
- Responsible for modernizing the 'training matrix' for 2017, and updates to the MRMC SharePoint system.
Administrative Assistant
Social Security Administration
09.2016 - 06.2017
- Oversaw diverse administrative functions, supporting operational activities and liaising with departments and operating units for daily tasks, and problem resolutions
- Provided support for multiple departments, divisions, and locations, managing phones, assisting visitors, and promoting a range of inquiries
- Served as timekeeper for unit
- Composed and edited correspondence, prepared agendas, meeting minutes, and coordinated/scheduled travel, meetings, interviews, events, and appointments for leadership
- Some key achievements include: Participated in inventory management, equipment supply tracking, space availability monitoring logs, and more
- Maintained organizational charts, generated spreadsheets, overtime tracking, health and safety reports, and designed staff reports using advanced Excel functions for easy updates, ensuring complete accuracy
- Supported office with fiscal year obligations, to include budget logs, and submitting requests for additional funds
- Maintain certificates and inventory on furniture and supplies, following proper disposal procedures.
Adminstrative Positions
Social Security Administration
07.2004 - 09.2016
- Served as first point of contact for all public and employee inquires, related to Medicare, legal requirements, regulations, and procedural requirements for obtaining benefits in relation to case
- Resolved issues in a time sensitive fashion, serving as claimant's support system across official and third party representatives
- Some key achievements include: Managed telephones, records, operational guidelines, documentation, correspondence, and made appropriate referrals to assigned subsidies or determination reviewers
- Maintained contact with SSA business units, providing essential information and materials, and organized web meetings, video presentations, and conferences
- Developed and maintained daily calendars for executive staff, and facilitated weekly fundraising activities, such as silent auctions, weekly gift baskets, and food sales, tracking all funds and reporting results to officials.
Education
Business Administration and Management Studies -
University of Maryland Global Campus
Bachelor's - Business Administration
Capella University
05.2025
Medical Assistant - Medical/Health Management and Clinical Assistant/Specialist
Medix School
01.2002
Skills
- Analytical Skills
- Problem Solving
- Time & Attendance
- Executive Management
- Task Management
- Cross-functional Coordination
- Leadership Development
- Strategic Planning
- Client Relationship Management
- Task Prioritization
- Team Management
- Business Analysis
- Problem Resolution
- Conflict Resolution
Websites
Honors Awards
- Honorary Member of the Regiment for the U.S. Army Medical Department Regiment - U.S. Army MRMC, 09/2018, To assist in perpetuating the history and traditions of the AMEDD Regiment and enhance unit morale and esprit, the Army Medical Department Regiment provides for the recognition of individuals who have contributed to the mission of the Regiment.
- Certificate of Achievement - Young Government Leaders, 10/2022, Completed the Young Government Leader's 2022 Inspired Leadership Development Program. A six month leadership development program to strengthen and leadership and interpersonal skills, stimulate personal commitment to personal development and explore current issues facing todays leaders.
- Certificate of Achievement - US Army Corps of Engineers, Baltimore District, 08/2022, USACE Baltimore District Leadership Development Program Level I.
Timeline
Executive Assistant
US Army Corps of Engineers
05.2023 - Current
Equal Opportunity Specialist
Baltimore District, U.S. Army Corps of Engineers
08.2021 - 05.2023
Executive Assistant
Baltimore District, U.S. Army Corps of Engineers
03.2020 - 08.2021
Program Management Specialist
University of Maryland School of Medicine
11.2018 - 02.2020
Executive Assistant
U.S. Army Medical Research and Development Command
06.2017 - 11.2018
Administrative Assistant
Social Security Administration
09.2016 - 06.2017
Adminstrative Positions
Social Security Administration
07.2004 - 09.2016
Business Administration and Management Studies -
University of Maryland Global Campus
Bachelor's - Business Administration
Capella University
Medical Assistant - Medical/Health Management and Clinical Assistant/Specialist
Medix School