Administrative Assistant resume example with 6+ years of experience

Jessica Claire
  • , , 609 Johnson Ave., 49204, Tulsa, OK 100 Montgomery St. 10th Floor
  • Home: (555) 432-1000
  • Cell:

Highly organized, motivated, and diligent administrative professional with extensive experience providing support, while managing complex projects with strengths in long-range planning and creative problem-solving. Upbeat individual with friendly demeanor and sound judgment to handle diverse daily tasks with minimal oversight. Well-versed in scheduling and documentation management, while being a service-oriented individual with expertise in preparing and modifying documents and coordinating meetings. Polished communicator successful at collaborating with people of diverse backgrounds and upholding professional office reputation.

  • Technologically savvy
  • Travel administration
  • Executive presentation development
  • Sensitive material handling
  • Timeline Planning and Management
  • Administrative operations
  • Deadline-oriented
  • Multitasking and prioritization
  • Scheduling and calendar management
  • Strong problem solver
  • Schedule management
  • Resourceful
  • Team collaboration
  • Excellent communicator
  • Data Management
  • Contract negotiations and administration
  • Catering coordination
  • Special events planning
  • Event calendar management
  • Guest relations
  • Records maintenance
  • Corporate events planning
  • Organizational skills
  • Reliable and trustworthy
Administrative Assistant, 06/2020 to 02/2022
FacebookLos Angeles, CA,
  • Serving as liaison, and resource for external and internal issues and affairs
  • Screening and prioritizing calls and appointments, while routing inquiries to other levels of the organization
  • Greet visitors, while completing accurate and timely entry of information into EPIC computer system upon arrival
  • Function as a patient advocate, addressing confidential concerns and questions
  • Balance account receivables at the end of day to prepare for deposit
  • Audit register to verify total money earned and create report of shortages/overages
  • Support needs of the organization by assisting with projects and time sensitive tasks
  • Create new patient charts in accordance with HIPPA compliance policies
  • Utilize ongoing learning tools such as tutorials, instructional modules, and the online help desk
  • Serve Doctors, Physician Assistants, and Medical Assistants by notifying them of any schedule changes or issues
  • Travel to in house office locations as needed in the event of an absence or additional staff request.
Administrative Assistant, 12/2018 to 06/2020
FacebookRedmond, WA,
  • Accountable for onboarding new hires and summer interns
  • Directly supported Head of Investment Banking in day-to-day administrative tasks and projects within the office including travel arrangements, calendar management, and quarterly meeting preparations
  • Managed business dinners, lunches, and various reservations for multiple Executives
  • Coordinated complex travel arrangements, both domestic and international
  • Prepared, reviewed, and submitted monthly expense reports to the Accounting Department
  • Assembled pitch books for clients and meetings
  • Created and organized annual quarter meetings for the Investment Banking group
  • Maintained calendars and resolved schedule conflicts
  • Oversaw scheduling, which included arranging accommodations and travel, while managing itineraries and setting up team meetings
  • Assisted and supported all members of the investment Banker Divisions, including Interns, Analysts, Vice Presidents, and Managing Directors of all areas of business requiring assistance
  • Orchestrated conflict checks for possible business engagements in ELM Solutions
  • Coordinated complex domestic and international travel arrangements
  • Maintained and updated contacts in Deal Cloud and Outlook as instructed
  • Registered Managing Directors for annual financial summits, conferences, etc
  • Worked closely with Director of Compliance to ensure all broker-dealers (B-D) were registered with The Financial Industry Regulatory Authority (FINRA)
  • Updated the project in excel with necessary updates
  • Accountable for mailing Deal Toys, and gifts intended to celebrate the closing of a business deal in Investment banking
  • (Mergers + Acquisitions)
  • Prepared and submitted expense reports in Workday
  • Responsible for developing and organizing quarterly Investment Banking PowerPoint which assessed business results, goals, and strategies
  • Assisted auctions, aimed to sell entire organizations/companies
  • Responsible for mailing all Holiday gifts and seasonal cards
  • Strong collaboration with other EA’s and executives to handle requests and queries
  • Served as point of contact for the Investment Banking Group
  • Maintained reception area when receptionist was absent
  • Reviewed, sorted, and distributed incoming mail.
Administrative Assistant, 04/2015 to 07/2018
FacebookWashington, DC,
  • Managed complex calendars, arranged meetings, and travel as needed
  • Served as administrative contact and liaison to a variety of vendors and external contacts
  • Coordinated events, including company meetings, and business social events
  • Monitored credit applications and advised applicant status
  • Provided support to the President to assist in efficient operation of department
  • Prepared highly confidential and vital correspondence, reports, and executive summaries
  • Resolved invoice disputes and credit holds
  • Arranged complex international and domestic travel for President and Managers
  • Maintained payroll processing for Independent Contractors residing in multiple states
  • Completed month-end reports for monthly commission and processed invoices
  • Coordinated event timelines to ensure deadlines are met
  • Distributed incoming mail, screened telephone calls, and took messages
  • Processed expenses and booked travel arrangements through Concur
  • Coordinated event logistics, including registration and attendee tracking
  • Provided presentations and material support for pre-and post-event evaluations
  • Conserved executives time by reading, researching, and routing correspondence effectively
  • Completed projects and special assignments by establishing objectives, determining priorities, and problem solving
  • Maintained complex and confidential administrative files under limited supervision
  • Responded to complaints and requests for more information
  • Helped support multiple executives in their requests and demands
  • Coordinated and scheduled meetings via MS Outlook
  • Developed, revised, and proofread various documents including PowerPoint presentations and Excel sheets
  • Utilized various ERP systems to run invoice detail reports before passing to the Accounting Manager for payment approval.
Education and Training
Bachelor of Arts: Communication, Psychology, Expected in
Western Illinois University - Macomb, IL

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Resume Overview

School Attended

  • Western Illinois University

Job Titles Held:

  • Administrative Assistant
  • Administrative Assistant
  • Administrative Assistant


  • Bachelor of Arts

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