1. PHYLICIA N. SMITH _ (C) 240.432.1592
10412 Montrose Avenue, Unit 203
Bethesda, MD 20814
phylicias1124@gmail.com
PROFESSIONAL PROFILE
Competent problem solver with an exceptional commitment to quality, communication, negotiation and
persuasive skills. A detailed oriented, dedicated worker with over ten years of experience of organizational
structuring, operation, and maintenance within a range of industries. Proficient with Microsoft Office Suite (all
modes), Yardi, Oracle, Adobe (to include Photoshop and CS2), Skyline, Peachtree, Lotus 123, and Lotus Notes.
Possesses detailed technical skills for effective archival, presentation, and networking duties. A seasoned
communicator and facilitator with the ability to manage multidisciplinary projects. A quick learner, who is able to
adapt to any corporate culture and works well under pressure and deadlines.
EXPERIENCE
Executive Assistant, Level 5
Central Pension Fund, Washington DC (May 2014 – January 2016)
• Assist the daily functions for the CEO of the pension fund; ensuring all information, correspondence and
any materials have been completed and thoroughly authenticated
• Maintaining all appointments and arrangements on the CEO’s schedule
• Create and assist with correspondence to vendors, participants, international and affiliated staff
encompassed within the pension fund
• Enter data information into database for the projection of fund’s investments
• Coordinate, assemble and assist with conferencing needs and materials
• Coordinate payments to board members, staff and vendors for the daily function of the business
• Coordinate with other departments regarding important documentation of insurance and financial
vendors
• Create, organize and memorialize files electronically
• Perform daily, weekly and monthly audits of attendance for staff
• Update personnel and business information for insurance purposes and HR files
• Analyze the needs for the retired staff and facilitate the information to the pertinent insurance carriers
• Maintain communications within the office
• Archive communications, contracts and other records in electronic and paper form
• Reconstruct the filing system of 30 years in an effort to digitize records to preserve them from physical
damage
Administrative Assistant, GS9
Overseas Private Investment Corporation (OPIC), Structured Finance, Washington DC 10/13 - 5/14 (Contractor,
Government)
• Assist with arranging the international travel, working in connection with other government agencies
• Create and complete travel logs for Directors business meetings worldwide
• Coordinate and assist with conferencing needs
• Process and account for expenses regarding travel internationally for Structured Finance team
• Communicate officially with State Department and embassies regarding international business
• Update and maintain travel records for auditing purposes
• Coordinate with other departments regarding documentation, database functions and correspondence in
accordance to federal regulations
• Assist team with internal and external contracts and communications
• Maintain communications within the office
• Archive communications, contracts and other records in accordance with federal regulations, digitally
• Manage timekeeping reporting
2. PHYLICIA N. SMITH- Resume page 2
• Update and submit time and attendance records for staff
3. PHYLICIA N. SMITH _ (C) 240.432.1592
10412 Montrose Avenue, Unit 203
Bethesda, MD 20814
phylicias1124@gmail.com
•
Executive Administrative Assistant
UMUC, Office of the Provost, Adelphi, Maryland 03/12-3/13 (Contractor, Adnet/Accountnet)
Office of the Provost, Adelphi, Maryland 3/13 – 10/13 (Full Time Employee)
• Coordinate Provost, Vice Provosts’ and Associate Provosts’ schedule ensuring meetings and deadlines are
met
• Manage contacts and correspondence for the Provost’s Office
• Synchronize/Orchestrate events within the Provost’s office, i.e. Shared Governance, Academic
Achievement Celebration, etc.
• Identify needs and make correlations with resources within UMUC, adhering to budget and policy
• Project costs for the Provost office events and office stock, ensure keeping of the budget for the provost’s
office
• Create timeline, matrices and task lists to track progress of projects, events and deadlines
• Assemble and complete written correspondence either through mailing services or electronic mail
• Complete graphic and administrative tasks for documents and presentations concerning UMUC’s office of
the Provost
• Transcription of meeting minutes, organization of meeting materials, and confirmation of attendees
• Coordinate with new hires/contractors to enable abilities within UMUC
• Understand the needs of the Provost’s office and continuously provide administrative support to all under
the organization
• Work collectively with other organizations to ensure advancement of the Provost’s office and UMUC
• Handle confidential information and trouble shoot concerns of the students and staff
• Upgrade filing system from paper to electronic files using Adobe Acrobat 9.0
• Perform administrative general functions within the Provost’s office
Executive Assistant to the CFO/SVP Finance
Ciena Corporation, Linthicum, Maryland 01/08 – 10/11
• Prepared financial statements, reports, letters and key metrics, using Oracle and Excel software.
• Assisted in projecting costs for company needs.
• Created purchase orders using Oracle for vendor related expenses.
• Prepared expense reportings for CFO, Comptroller, Manager of Finance and CEO.
• Managed calendars for the CFO, Comptroller, Manager of Finance and Director of Facilities – to include
the personal events for the CFO
• Interfaced with high profile executives and clients
• Edited documents and assembled materials for presentations for BOD, Directors and Investors.
• Provided proactive, efficient feedback on business within company, to include building updates to ensure
and increase operational efficiency.
• Prepared all travel arrangements, domestic and international, for CFO and other officers.
• Compiled materials for presentation at board meetings, professional and personal.
Executive Assistant/Marketing Assistant to the President
GBL Sales, Inc., Columbia, Maryland 10/04 – 05/07
• Created marketing presentations to introduce new products into the commercial market. Managed
contracts and assigned new marketing contracts for manufacturer to increase operational efficiency.
• Audited expenses to ensure correct application of allocated funds.
• Interfaced with high profile clientele and customers
• Performed graphic design, image manipulation and fabrication for marketing projects using Photoshop
and CS2.
• Edited presentations from research in accordance with company objectives.
• Tracked and charted gains and losses of marketing tools, i.e., coupons and other redemption factors for
manufacturers.
4. PHYLICIA N. SMITH- Resume page 2
• Maintained positive vendor relations, and facilitated repair schedules.
• Troubleshot computer issues and trained others on various software programs.
5. PHYLICIA N. SMITH- Resume page 2
Executive Assistant
Advanced Specialty Contractors, Elkridge, Maryland 04/02 – 02/04
• Operated as sole administrator for architects; initiated creation of spreadsheets to track design projects.
• Instructed field staff on new regulations and classes to maintain OSHA standards.
• Kept time records, W-9 and W-2 information for the purposes of payroll and accounting.
• Constructed filing system, scheduled meetings, and coordinated travel needs.
Program Assistant
Montgomery Housing Authority, Kensington, Maryland 02/00 – 04/02
• Created database for 120 prospective clients per month into the Montgomery Housing Commission.
• Performed social administrative duties for new Section 8 clients; criminal background checks, event
scheduling, and document issuance under HUD guidelines.
• General bookkeeping of customers’ accounts and deposits
Operations Specialist
SunTrust Bank Inc., Glen Burnie, Maryland 03/00 – 04/02
• Performed daily audits of customer accounts, General Ledgers and transactions.
• Created return statements and bank reconciliation forms.
• Corrected balances and adjusted all bank transactions in the bank database.
Assistant to the Deputy Director (Contractor)
U.S. Dept. of Education, Office of Management, Washington, DC 07/98 – 02/00
• Assembled instructional materials for new employees.
• Conducted physical and professional tours of the division.
• Created a procedural manual for all employees.
• Performed general clerical duties, including but not limited to internal correspondence, filing, taking
notes, creating reports, and other duties as assigned.
Office Manager/Bookkeeper
National Lumber & Building Material Dealers’ Assoc., Washington, DC 09/96 – 04/98
• Performed daily audits of customer orders and accounts
• Assisted with the reconciliation of the General Ledgers and Balance Sheets
• Ensure all deposits are correct and processed in a timely manner
• Maintain all computer and phone equipment
• Closing of Month/Year-end financial, Compiled financial reports pertaining to cash receipts, expenditures
and profit and loss
• Generate Purchase Orders, Order material and distribute reports, verify invoices to Purchase orders for
accuracy
• Schedule delivers, Receive orders, resolve any order problems, track Inventory, conduct Inventory audits,
complete full Inventory yearly,
• Maintain Inventory Database and Experience with DOT and OSHA regulations
• Maintain vendor file, Approve invoices, process invoices for payment, run reports, print and sign checks,
research/resolve vendor problems
• Apply checks, bank deposits, Maintain Customer file, Check reconciliation, Collection
• Invoice Customer, Generate credits and various invoice adjustments, complete AIA and custom forms
• Process weekly, verify hours, Union reports, Garnishments, Maintain Employee file, calculate bonuses and
commissions
EDUCATION
University of Maryland, University College 05/10 – Present
Accounting -Bachelors Degree anticipated (12/2017)
Howard Community College, Columbia, Maryland
Employment Success Training- Certificate awarded 11/11
Accounting 01/02-06/03
Prince George’s Community College, Largo Maryland 06/94 – 06/96
Associates Degree, Business Administration
