Xiomoria Smoot
Alexandria,VA
Summary
Professional with strong background in executive support, adept at managing complex schedules, coordinating meetings, and handling confidential information. Highly skilled in communication, organization, and problem-solving, ensuring seamless office operations. Focused on team collaboration and achieving results, adapting flexibly to changing needs and priorities. Dependable and resourceful, consistently delivering high-quality outcomes.
Overview
10
10
years of professional experience
Work History
Executive Assistant/Events Coordinator, Contractor
Kwaan Bear IT Solutions, LLC
05.2023 - Current
- Update the daily/weekly/monthly metrics excel sheet to ensure the number of personnel are tracked
- Process expense report information to ensure employees are reimbursed
- Open/Close front desk
- Create and send event rosters
- Run monthly Galaxy access report
- Create monthly schedules for front desk
- Provided front desk duties and event support. Provided facility access points oversight, eliminating unauthorized access to the facility. Accounted for visitors and guests of scheduled events.
- Granting access to visitors requesting accessibility to the building.
- Submit weekly WAR(Weekly Activity Report) for over twenty employees
- Maintain Events calendar (add events, mark events as VIP expected, continuous event, completed event, approved, or cancelled)
- Manage calendar for Forge events
- Schedule Army change of charters, promotion ceremonies, retirement ceremonies and trainings
- Customer support during events/trainings
- Updating Org Charts for leadership meetings
- Ensuring employees have logged their locations in MIRARS for the day
- Standard Operating Procedures (SOPs) managements and editing
- KanBan Board Management; ensuring KanBan Board is up to date before the next scheduled meeting.
- Approve/Deny access to requests to access SharePoint links.
- Assist senior leaders with projects (creating outside signage, getting estimates, and creating an Emergency Action Plan for the building)
- Manage SIPR room calendar and requests forms
- Schedule Forge event reservations
- Receive, distribute, track and report on formal event tasks using the SharePoint
- Coordinate with external staff, agencies, and contractors to fix maintenance issues.
- Assist with the setup and breakdown of event spaces, ensuring they are restored to their original configuration.
- Configure and edit PowerPoint slides for leadership
- Handled confidential and sensitive information with discretion and tact.
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
- Maintained confidentiality with sensitive documents, ensuring proper storage and distribution as needed.
Executive Assistant to Director, Contractor
Grand Ground Enterprise
04.2022 - 05.2023
- Executive Assistant to a GS-15 where I prepared roughly 250 meeting notes, presentations, white papers, decision papers, alternate course of action papers that contributed to the 2019 NDAA signed by President Trump establishing the US Space Force.
- Arrange calendar meeting invites for staff ranging from GS-15 to GS-12 take minutes for government lead to review and act upon.
- Make recommendations and prepare briefings for various meetings with little or no errors.
- Developed a schedule to maintain consistency for the office Burn Bags.
- Print requested documents and file accordingly.
- Receive and sign for FedEx and UPS packages for purchase request from staff.
- Process various office supply request using the official Purchase request form.
- Developed a Facilities Track sheet to track all project progress. Tracking sheet has allowed real-time progress.
- Developed an outstanding working relationship with Military and Civilian workforce.
- Respond to email enquiries regarding facilities or parking and processed over 400 clearance requests for secure access and or Parking to the Pentagon reservation.
- Created the Monthly Permanent parking which allows us to keep track of who has a permanent space at the Pentagon Reservation.
Payroll/ Accounts Payable Specialist, Non-federal
Metropolitan Hospitality Group
10.2021 - 04.2022
- Manage coordination of communication and respond within 24 hours.
- Review, sort and distribute incoming mail to appropriate personnel.
- Process requested gift cards and send them out via email or USPS.
- Prepare employee paychecks and restaurant supplies to be delivered to the appropriate locations.
- Key in employees’ time and attendance into an automated timekeeping system
- Gather, sort and organize items received from each restaurant location.
- Collect invoices from each restaurant location and back check them within Margin Edge
- Process Payroll and Close for Navy yard and Rosslyn employees and locations
- Process voluntary and involuntary separations.
- Reviewed, scanned, uploaded, and shredded New Hire Paperwork appropriately.
- Print and prepare House Shortage Checks and employee manuals and binders, Create birthday and anniversary report
- Ensured Certificates of Insurance were active and up to date.
Human Resource Assistant / PTO Specialist, Contractor
Department of State Contractor/Inter-Con Security
08.2019 - 10.2021
- Processed leave requests, personal sick day rollover requests, buy-down reports and ensured paid time off audits are complete and accurate.
- Develops and/or revises forms or use within the HR department.
- Prepares and updates statistical reports and charts.
- Provide expert HR management advisory and technical services on complex and wide-impacting customer functions and work practices.
- Provide written and oral communication techniques sufficient to develop and deliver briefings, project papers, status/staff reports, and correspondence to managers to foster understanding and acceptance of findings and recommendations.
- Studies and advises managers and supervisors on staffing requirements, resources, and problems in assigned offices involving a high degree of complexity.
- Coordinates analyses and recommendations with other HR Specialists as appropriate
- Evaluates position management in assigned organizations and aids supervisors and operating officials on ways to improve structure, work distribution, and the use of employee skills.
- Gathers and studies data on the job content, knowledges and skills involved.
- Coordinates program requirements with management and others as necessary.
- Prepares or completes necessary documents and case files on personnel actions.
- Determines the correct classification by comparison to existing standards related to the work and prepares necessary evaluation statements.
- Inform supervisors and officers of paid time off balances and requests.
- Inform supervisors of over usage of personal sick and/or vacation time.
- Create new hire folders (personnel, training, and medical) and stored them appropriately.
- Input new hires demographics into Paycom.
- Separate Officers who have resigned or were terminated.
- Inform supervisors of individuals going on or coming back from FMLA.
- Inform Human Resources of leave of absence and Officer's call offs.
- Assist with day-to-day operations of the HR functions and duties
- Complete union dues report.
- Gather badging documents and COR packets.
- Assist Background Investigators and gather requested personnel files.
- File documents in personnel, medical, and training files.
- Perform past and current employment verifications.
- Complete personnel action forms (status changes, department changes, promotions, etc.)
- Work with supervisor and peers to determine the resolution to inquiries and escalate to the Specialists as needed.
- Provide requested information and assist employees on how to utilize self-service functions (resetting password, username/security questions for Paycom login etc.)
- Triage questions regarding benefit deductions and FMLA/LOA.
- Route questions as needed to other departments - payroll, benefits, third party vendors, etc. for additional analysis.
- Properly handle complaints and inquires.
- Assist payroll with providing relevant data
- Adjusted leave balances in Paycom
- Reviewed documents for proper application of time and attendance regulations
- Assist employees with requests regarding human resources, rules, and regulations.
- Process documentation before badging dates to ensure officers qualified to badge.
- Provide clerical and administrative support to Human Resources Executives
Administrative Assistant/Front Desk
Virginia Gastroenterology and Hepatology
03.2016 - 08.2019
- Respond to messages from patients
- Scheduling appointments according to staff availability
- Processing insurance claims
- Communicating messages to both staff and patients
- Preparing medical reports and ensuring they go to the correct staff member
- Organizing doctor consultations
- Checking patients in for appointments
- Scheduling patient office and surgery appointments
- Verifying insurance benefits
- Collecting patients’ co-pays, deductibles, and balances
- Entering new patient demographics
- Updating patients EMR
Education
MBA - Business Administration
Fremont College
Cerritos, CA04.2025
Healthcare Management
Fremont College
Cerritos, CA09.2019
Skills
- Microsoft Word
- Microsoft Excel
- Microsoft PowerPoint
- Microsoft Outlook
- Paycom
- QuickBooks
- Fintech
- Galaxy
- Onboarding
- Insurance verification
- Executive support
- Administrative support
- Strong problem solver
- Office administration
- Expense reporting
- Scheduling
- Calendar management
- Interpersonal communication
- Professional and mature
- Excel spreadsheets
- Database management
- Document preparation
- Proofreading
Security Clearance
- Secret
- 23 March 2022- Present
Timeline
Executive Assistant/Events Coordinator, Contractor
Kwaan Bear IT Solutions, LLC
05.2023 - Current
Executive Assistant to Director, Contractor
Grand Ground Enterprise
04.2022 - 05.2023
Payroll/ Accounts Payable Specialist, Non-federal
Metropolitan Hospitality Group
10.2021 - 04.2022
Human Resource Assistant / PTO Specialist, Contractor
Department of State Contractor/Inter-Con Security
08.2019 - 10.2021
Administrative Assistant/Front Desk
Virginia Gastroenterology and Hepatology
03.2016 - 08.2019
Healthcare Management
Fremont College
MBA - Business Administration
Fremont College