Summary
Work History
Education
Skills
Timeline
Generic
Stephanie Martin

Stephanie Martin

Stevenson,WA

Summary

Driven and resourceful administrative professional with 10+ 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.

Work History

Executive Assistant

TAL Holdings, LLC
10.2022 - Current
  • Handled confidential and sensitive information with discretion and tact.
  • Managed executive calendars, scheduling meetings and appointments, coordinating travel arrangements to optimize time.
  • Streamlined executive communication by managing emails, phone calls, and scheduling appointments.
  • Supported executives in decision-making processes by conducting research and presenting findings in clear formats.
  • Served as liaison between departments to facilitate effective communication throughout company.
  • Managed office inventory, tracking supplies, placing orders to ensure smooth daily operations.
  • Enhanced productivity by organizing travel arrangements and coordinating accommodations for executives.
  • Processed travel expenses and reimbursements for executive team and senior management group.
  • Organized and coordinated conferences and monthly meetings.
  • Coordinated events for staff members, promoting team-building activities and boosting morale within the workplace.

Lead Executive Assistant

IBEX (Contractor For Federal Highway Administration)
06.2021 - 10.2022
  • Manage day-to-day administrative matters in support of Division Director and Leadership Team
  • Working in conjunction with leadership team to build trust among team members, and create a commitment to team goals
  • Schedule appointments and other commitments for Division Director and provide background information and/or supporting documents to ensure preparedness for scheduled commitments
  • Research, gather, and compile data and information, prepare reports and summaries as needed
  • Process incoming correspondence received by Division Director and Leadership Team, prioritizing and determining its nature
  • Reviewing all correspondence requiring Division Director’s signature to ensure accuracy and completeness
  • Schedule and review travel arrangements for Division Director and Leadership Team, prepare itineraries, confirm lodging and transportation
  • Provide meeting management support including preparation of agendas, presentations, or other meeting materials
  • Composing a wide variety of correspondence and reports that involve issues of a sensitive nature for internal and external individuals and groups
  • Track critical items and ensure they are completed to include, but not limited to, meeting action items
  • Maintain filing system and distribution of documents as required, manage workflow and project coordination
  • Managing contract staff for administrative services
  • Monitoring and evaluating performance of contract staff to ensure that we are maintaining compliance with proper procedures, and continuing to support the mission
  • Timekeeping for contract administrative support team
  • Reviewing and auditing contract timesheets and invoices for accuracy.

Recruiting Coordinator

EVERGREEN HOME LOANS NMLS 3182
06.2021 - 05.2022
  • Coordinate phone, onsite/offsite and virtual meetings for Talent Acquisitions Manager
  • Coordinated candidate interviews with hiring managers, ensuring smooth and efficient interview process for all parties involved.
  • Operated and maintained applicant tracking and candidate management systems.
  • Leveraged social media platforms to engage potential applicants and increase brand awareness among target audiences.
  • Maintained accurate records of all recruitment activities, ensuring compliance with company policies and legal requirements.
  • Maintain high level of confidentiality at all times both internally and externally
  • Deliver seamless and positive recruiting experience for all candidates
  • Participate in recruiting events.

Administrative Assistant

MANIFEST GLOBAL (Contractor for Federal Highway Administration)
09.2018 - 06.2021
  • Providing support to Construction office and field for WFLHD
  • Anticipating and meeting needs of both internal and external customers, resulting in excellent customer service
  • Reviewing construction correspondence for project data entry in C-STATUS and P6
  • Maintaining construction project files
  • Financial tracking and reporting, including project expenditure and close out reports, data entry into project management system
  • Assisting in preparation of statements of work (SOW) for construction task order projects
  • Reviewing invoices for construction task order projects, and submitting reclass and redistribution forms
  • Auditing and reviewing expenditures on project IGEs
  • Assisting with budget estimates and forecasts for construction equipment and supplies
  • Submitting procurement requests for construction equipment, supplies, trainings, and other event registrations
  • Preparing project close out packages, adhering to WFLHD format and content guidelines
  • Assisting in construction recruitment process
  • Assisting in construction awards process
  • Assisting with preparation of annual winter construction training
  • Research and preparation of briefing charts and other presentation materials for virtual and in person meetings and conferences
  • Providing off site support for meetings, workshops and conferences.

Education

Associate of Arts - Business Management

Penn Foster
2015

High School Diploma -

Fort Vancouver High School
Vancouver, WA
06.1994

Skills

  • Microsoft Office 365
  • Microsoft Sharepoint
  • Microsoft Teams
  • Visio
  • Oracle/NetSuite
  • Executive Support
  • Office Management
  • Schedule & calendar planning
  • Meticulous attention to detail
  • Information confidentiality

Timeline

Executive Assistant

TAL Holdings, LLC
10.2022 - Current

Lead Executive Assistant

IBEX (Contractor For Federal Highway Administration)
06.2021 - 10.2022

Recruiting Coordinator

EVERGREEN HOME LOANS NMLS 3182
06.2021 - 05.2022

Administrative Assistant

MANIFEST GLOBAL (Contractor for Federal Highway Administration)
09.2018 - 06.2021

Associate of Arts - Business Management

Penn Foster

High School Diploma -

Fort Vancouver High School

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Stephanie Martin