KIMBERLY SMATHERS
Executive Assistant
Sedona,AZ
Summary
Driven and resourceful administrative professional with 20+ years of experience assisting with work of high-achieving executives. Track record supporting professional needs with well-organized precision. Successfully manages high-volume workloads in rapidly changing environments.
Overview
28
28
years of professional experience
Work History
Executive Assistant to Leadership
Sedona Fire District
Sedona, AZ
12.2021 - Current
- Strategic Prioritization and Leadership Communication Facilitation: Functions as Chief of Staff for Fire Chief, primarily facilitating clear and effective communication between Fire Chief and Board, as well as within organization. This role ensures that Fire Chief’s priorities and directives are central guide for incumbent's work and organizational focus, unequivocally affirming that Fire Chief independently defines work scope and priorities of this position.
- Organization-Wide Coordination: Serves as primary point of contact (POC) for collecting issues and facilitating communication between Fire Chief and department leaders, summarizing project statuses and organizational updates.
- Leadership Team Coordination: Manages coordination and scheduling for Leadership Team, ensuring efficient operation and strategic alignment of leadership activities.
- Project and Initiative Management: Oversees SFD projects and initiatives from inception through execution, including planning, facilitation, progress monitoring, obstacle removal, and evaluation against benchmarks.
- Information Analysis and Presentation: Researches, analyzes, and synthesizes information to be presented to internal and external stakeholders, as directed by Fire Chief.
- Policy and Compliance Oversight: Ensures organization's adherence to board policies, procedures, and best practices, including compliance with Arizona Revised Statutes (A.R.S.) related to governance and public safety retirement systems.
- Financial Management Support: Assists in budgeting, manages grant and project funding, and prepares financial reports to support Fire Chief's fiscal oversight.
- Strategic Planning Assistance: Assists Leadership Team during strategic planning sessions by capturing discussion points, actions, and follow-ups, contributing to organization's strategic direction.
- Operational Efficiency Improvement: Collaborates on administrative process improvements and manages Master District Calendar to enhance operational efficiency and ensure comprehensive scheduling.
- Stakeholder Relationship Management: Actively manages and nurtures relationships with external stakeholders, partners, and vendors to facilitate smooth interactions with Fire Chief.
- Internal and External Communication: Manages official communication for governance and compliance, reviews outgoing communications for accuracy, and develops outreach to highlight employee achievements and boost morale.
- Resource Management and Allocation: Assists in allocation and management of resources across various projects and operations, including finance, fleet, grants, and contracts.
- Continuous Improvement and Feedback Integration: Regularly collects feedback from internal departments to foster continuous improvement and informs Fire Chief of potential risks or concerns within organizational processes.
- Annual Report Development: Oversees preparation and distribution of annual report, ensuring it accurately reflects organization's achievements and operational status.
- Managed mail and both incoming and outgoing correspondence, mail, email and faxes.
- Implemented time-saving solutions that significantly reduced meeting preparation times through efficient resource allocation.
- Handled payroll processing tasks accurately while maintaining strict adherence to deadlines for timely payments.
- Updated spreadsheets and created presentations to support executives and boost team productivity.
- Promoted team productivity by keeping supplies organized and well-stocked.
Program Specialist
US Department of Veterans Affairs
Tucson, AZ
02.2017 - 12.2021
- Administrative Support: Served as 'unofficial' Administrative Officer to Assistant Chief of Staff/Education, with duties listed in this section in addition to 'Program Support' detailed in next narrative section, this was melding of two positions as this was 4-person office but was sole employee for 3+ years.
- Provided administrative support when ACOS/E is unavailable; advised ACOS/E of administrative processes and programs, needs and necessary actions; training and directed activities and advised on priorities and shifting needs of unit; met with affiliate counterparts to streamline processes and facilitated open communications and working relationships.
Program Support Specialist
US Department of Veterans Affairs
Tucson, AZ
02.2013 - 02.2017
- Developed, monitored, tracked and reported Microsoft Access database programming of all student-related activity site-wide of over 800 annual student rotations
- Initiate and maintain funding of scholarship and stipend programs that generate over $1 million per year for facility.
Program Support Specialist
US Department of Veterans Affairs
Tucson, AZ
01.2010 - 02.2013
- Administrative and clerical support of Deputy Chief of Staff and, as backup, to secretary to Chief of Staff which included, but was not limited to, coordination of calendar, scheduling meetings, providing filing and typing, answering telephone and relaying messages and acting as primary receptionist to visitors, patients, and family members.
Education
Bachelor of Science - Intelligence Analysis
Associate of Science - Psychology
Bachelor of Science - General Studies
Bachelor of Arts - Communications
Skills
- Communication
- Computer literacy
- Record management
- Executive Support
- Business Correspondence
- Advanced MS Office Suite Proficiency
- Meeting Agendas and Minutes
- Proper Phone Etiquette
- Social Media Knowledge
- Schedule Management
- Problem Resolution
- Self Starter
- Strong Problem Solver
- Logistics and Schedule Management
- Process Improvement
- Executive Presentation Development
- Information Confidentiality
- Administrative Support Specialist
- Project Management
- Office Administration
- Grammar Understanding
- Microsoft Office
- Interpersonal Communications
- Executive Travel
- Developing Agendas
- Travel Arrangement Management
- Correspondence and Memos
- Adobe InDesign
- Document Filing and Retrieval
- Event Calendar Management
- Administration Management
- Travel Arrangement Coordination
- Board of Directors Support
- Special Event Projects
- Company Event Coordination
- Confidentiality and Discretion
- Postage Meter
- Maintain Filing Systems
- Reimbursement Management
- Meeting Agenda Preparation
- Call Screening
- Video Conferencing Software
- Executive Calendars
- Records Management Databases
References
- Edward Mezulis, Sedona Fire District, (928) 282-6800, emezulis@sedonafire.org
- Nicole Larkin, US Department of Veterans Affairs, (520) 792-1450, ext 5169, nicole.larkin2@va.gov
- Lynda Anderson, Southern AZ VA, (520) 792-1450, ext 2414, Lynda.anderson2@va.gov
- Holly Shaffer, Royal Star West, (520) 975-4257, azwarmblood@gmail.com
- Vici Seaver, Retired/Former Supervisor, (520) 954-4288, sunispirit@yahoo.com
- Fabia Kwiecinski, Retired
Work Availability
monday
tuesday
wednesday
thursday
friday
saturday
sunday
morning
afternoon
evening
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