Stephanie Hafford
Chicago,IL
Summary
Professional with extensive experience in executive support and office management across various industries. Adept at coordinating schedules, managing communications, and handling confidential information with discretion. Strong focus on team collaboration and achieving high-impact results. Known for adaptability, reliability, and exceptional organizational and multitasking skills. Proficient in calendar management, travel arrangements, and project coordination, ensuring seamless operations in fast-paced environments.
Overview
19
19
years of professional experience
Work History
Senior Executive Assistant to CEO
EC-UNITED LLC - CONTRACT
05.2025 - 09.2025
- Served as a close business partner to the CEO, acting as the gatekeeper and liaison for the executive team.
- Oversaw complex scheduling, travel arrangements, expense reports, and both business and personal appointments.
- Engaged in daily and weekly briefings with the CEO, creating reports and presentations as needed.
- Coordinated and facilitated high-level meetings and external events.
- Managed the CEO's LinkedIn connections and messages, as well as prioritized incoming emails.
- Maintained confidential files and documentation, ensuring adherence to data protection policies with the utmost discretion.
- Oversaw client expectations, project deliverables, and timelines.
- Notarized and accurately processed all important business document filings.
- Executed a range of administrative duties and tasks as assigned.
- Prepared detailed reports and presentations for executive reviews, supporting informed decision-making.
- Facilitated communication between executives and stakeholders, ensuring clarity and alignment on priorities.
Senior Executive Assistant to President & EVP
CIVIC COMMITTEE, COMMERCIAL CLUB OF CHICAGO - CONTRACT
01.2025 - 03.2025
- Coordinated executives' complex schedules, prioritizing appointments and meetings to enhance organizational efficiency.
- Organized high-profile events, overseeing logistics and vendor relationships to ensure seamless execution.
- Conducted research and prepared briefing materials for quarterly boards and introductory meetings supporting informed decision-making by executives.
- Coordinated detailed travel plans and itineraries.
- Managed confidential and time-sensitive information with care.
- Processed monthly travel and expense reports, invoices, publications, and subscriptions.
- Collaborated with cross-functional teams on strategic initiatives, driving alignment with organizational goals and objectives.
Administrative Manager
PRIMERA ENGINEERS
03.2024 - 08.2024
- Served as a primary business advisor for a corporate team and internal stakeholders.
- Evaluated administrative procedures, identifying opportunities for cost reduction and operational enhancements.
- Cultivated relationships with vendors to negotiate favorable terms and improve service delivery efficiency.
- Supervised a staff of 3 and delegated tasks to maintain positive, productive administrative operations.
- Established and nurtured relationships with important stakeholders and cross-teams.
- Offered leadership, mentorship, and management to the administrative team.
- Delivered onboarding guidance for office safety management.
Manager, Administrative Team
FIDELITY INVESTMENTS
06.2021 - 03.2024
- Led cross-functional teams to enhance operational efficiencies and streamline processes to foster collaboration and innovation.
- Spearheaded change management initiatives, facilitating smooth transitions during organizational restructuring including the development of a new centralized administrative model.
- Organized professional development programs for administrative staff, leading to improved performance and skill sets.
- Established key performance indicators to monitor progress and assess the effectiveness of strategies implemented.
- Maintained a comprehensive understanding of significant organizational changes.
- Facilitated team meetings and coordinated resources effectively.
- Developed team playbooks to enhance core service deliverables.
- Recruited, interviewed and hired employees as well as executed annual compensation planning calibrations for a team of 14 C-Suite Executive Assistants.
- Managed special projects and communications for over 4,000 client-facing associates.
Senior Executive Assistant/Office Manager
FIDELITY INVESTMENTS
04.2006 - 06.2021
- Provided executive-level support to senior leadership and project management for a team of 12 relationship managers.
- Managed booking heavy weekly travel schedules and processed T&E.
- Expert-level calendar management for senior leadership.
- Point of contact for vendor management relationships.
- Provided project management and special project support as needed.
- Scheduled quarterly and annual portfolio reviews for the Relationship Management Team.
- Built, managed, and generated Salesforce cases.
- Processed client contract addendums using DocuSign.
- Streamlined office procedures, reducing turnaround time on administrative tasks by implementing best practices.
Education
Bachelor of Arts - Social Sciences
DePaul University
Chicago, IL10.1998
Skills
- Notary Public – Expires June 7, 2028
- Microsoft Office Suite
- Google Suite
- Adobe
- Concur
- DocuSign
- OneNote
- Qualtrics
- Salesforce
- SharePoint
- SpendSmart
- Workday
- Workfront
- Process improvement strategies
- Exceptional interpersonal skills
- Meticulous attention to detail
- Team leadership experience
Timeline
Senior Executive Assistant to CEO
EC-UNITED LLC - CONTRACT
05.2025 - 09.2025
Senior Executive Assistant to President & EVP
CIVIC COMMITTEE, COMMERCIAL CLUB OF CHICAGO - CONTRACT
01.2025 - 03.2025
Administrative Manager
PRIMERA ENGINEERS
03.2024 - 08.2024
Manager, Administrative Team
FIDELITY INVESTMENTS
06.2021 - 03.2024
Senior Executive Assistant/Office Manager
FIDELITY INVESTMENTS
04.2006 - 06.2021
Bachelor of Arts - Social Sciences
DePaul University
Achievements
2023 Fidelity Investments-Team Impact Award Winner-execute relentlessly and work across organizations,
2022 Fidelity Investments-Circle of Excellence: Nominee – innovation and vitality,
2021 Fidelity Investments-Team Impact Award Winner – works across the organization, improve associate experience, achieve key future-ready skills, innovate courageously, execute relentlessly,
2019 National Admin Awards – Chicago, Office Manager of the Year