Ivory Smith
Charlotte
Summary
Detail-oriented and proactive Executive Assistant supporting senior leadership across operations, logistics, and planning. Skilled in financial processing, Workday administration, cross-departmental coordination, and high-level event management. Recognized for handling confidential information, improving workflows, and delivering seamless executive support in fast-paced environments.
Overview
4
4
years of professional experience
1
1
Certification
Work History
Executive Assistant - Operations Division
Charlotte Mecklenburg Schools
Charlotte
09.2024 - Current
- Provide high-level administrative support to the Associate Superintendent and Executive Director of Planning & Logistics, managing complex calendars, schedules, and confidential correspondence.
- Oversee financial processes, including invoice processing, vendor payments, and P-Card management for 4+ cards, ensuring accurate reconciliations and policy compliance.
- Manage Oracle submissions for personnel actions, payroll updates, reimbursements, and expense tracking; previously utilized Concur for travel and expense management.
- Serve as a liaison between executive leadership, departments, and school sites, facilitating timely communication and follow-up on operational priorities.
- Plan and coordinate leadership events and district initiatives leadership retreats and large-scale recognition events.
- Prepare reports, agendas, and executive presentations for internal and board-level use, ensuring clarity and professionalism under tight deadlines.
- Maintain confidential financial and personnel documentation, always exercising discretion and integrity.
- Conduct research and compile data to support executive decision-making and project tracking.
- Proactively streamline administrative workflows to enhance efficiency and collaboration across the Operations Division.
Executive Administrative Assistant
Carolina Neurosurgery and Spine
Charlotte
09.2023 - 09.2024
- Supported a board-certified neurosurgeon and founding physician, managing calendars, scheduling surgeries, and coordinating multidisciplinary team communications.
- Partnered with leadership to align staffing and resource allocation with organizational needs.
- Improved executive reporting and communication systems to streamline decision-making and operational efficiency.
- Supported onboarding processes and maintained accurate personnel documentation.
Senior Administrative Assistant
Microsoft via Nuance Communications
Remote
07.2021 - 09.2023
- Supported enterprise software setup and user access for new hires across global teams.
- Provided performance feedback and process guidance to new employees, supporting retention and readiness.
- Maintained and audited digital records, ensuring consistency across HRIS and operational systems.
Education
Some College (No Degree) - Certificate of Coding
Aiken Technical College
Aiken, SC01-2019
Skills
- Executive calendar management
- Schedule management
- Leadership meeting coordination
- Invoice processing
- Vendor management
- P-Card management
- Reconciliation
- Financial tracking
- Budget support
- Event planning
- Logistics
- Report preparation
- Agenda preparation
- Presentation preparation
- Interdepartmental communication
- Liaison support
- HIPAA
- Microsoft Office Suite
- Google Workspace
- Oracle
- RedRover
Certification
PACE (Professional Administrative Certification of Excellence), 2025
Timeline
Executive Assistant - Operations Division
Charlotte Mecklenburg Schools
09.2024 - Current
Executive Administrative Assistant
Carolina Neurosurgery and Spine
09.2023 - 09.2024
Senior Administrative Assistant
Microsoft via Nuance Communications
07.2021 - 09.2023
Some College (No Degree) - Certificate of Coding
Aiken Technical College