Administrative Assistant Resume Example

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Jessica Claire
  • , , 100 Montgomery St. 10th Floor
  • Home: (555) 432-1000
  • Cell:

Dedicated Administrative Assistant with solid background in high-volume office environments focused on delivering exceptional clerical and operational support for professionals. Upbeat individual with friendly demeanor and sound judgment to handle diverse daily tasks with minimal oversight. Well-versed in managing office supplies, paperwork and project needs.

  • Windows
  • Lotus Notes
  • ERequester, Electronic Tax Return
  • Translation
  • Special events planning
  • Leadership
  • Organizing
  • Presentations
  • Supervision
  • Meeting planning
  • Travel arrangements
  • Sensitive material handling
  • Mail management
  • Multitasking and prioritization
  • Flexible
  • Tech-savvy
  • Phone call answering
  • Administrative operations
  • Appointment scheduling
  • Microsoft Office
  • Strong interpersonal skills
  • Cash deposit preparation
  • Customer relations
  • Understands grammar
  • Proofreading
  • English & Spanish skills
  • Confidential document control
Administrative Assistant, 08/2011 to 07/2020
Berry, Appleman & LeidenDenver, CO,
  • Receive and keep a copy of permits operation of the institution.
  • Coordinate all projects and Power Point presentations.
  • Complete and organize all office documents and correspondences.
  • Manage different confidential information and documents.
  • Provide support with translating confidential documents, visitors and meetings.
  • Guide, assist and referred the needs and concerns of people who visit the office.
  • Guard and keep track of the documentation relating to the licensing of accreditation of accreditation agencies.
  • Participate in processes to develop proposals for accrediting agencies.
  • Organized all UPS, FedEx and other packages pickup.
  • Organized internal meetings, teleconferences, and videoconferences.
  • In charge of organizing meetings for the NUC Executive Committee and the NUC Board of Trustee.
  • Coordinated large-scale events and department activities by acquiring venues, developing guest lists and organizing catering services.
  • Verified operation of office equipment by completing preventive maintenance requirements and calling for repairs.
  • Managed building access by supplying key cards to employees and visitors.
  • Maintained inventory in administrative building supply closet to prevent shortages of supplies.
Executive Assistant, 02/2009 to 03/2010
Bionano Genomics, Inc.San Diego, CA,
  • Organized internal meetings, teleconferences, and videoconferences.
  • Managed the agendas for all the Executives.
  • Completed and organized all office documents and correspondences.
  • Arranged all travel itineraries and coordinated all hotel reservations.
  • Kept records and receipts for the expense reports.
  • Prepared all documents, presentations and correspondences.
  • Coordinated messenger service and taxi services.
  • Organized all UPS, FedEx, and other packages pickup.
  • Supported and contributed to the office closing transition.
  • Ordered catering or restaurant delivery to offer food and beverages to meeting and conference attendees.
  • Restocked office and break room supplies to maximize team productivity.
  • Tackled and addressed top-level, high-priority issues while maintaining professional administrative discretion.
  • Obtained signatures for important financial and legal documents.
  • Opened, read and wrote answers to routine letters and correspondence for executives.
  • Originated invoices, reports and proposals using QuickBooks.
  • Revised and maintained master calendar for client appointments.
  • Recorded and maintained updated data on all products and [Type] services.
Administrative Assistant and Office Manager, 12/2002 to 12/2008
Caterpillar Inc.City, STATE,
  • Provided administrative support in the translation of confidential documents to the Caribbean District General Manager and Rep Team.
  • Directed assistance to the Reps and Marketing Team.
  • Prepared expense reports, purchase orders, process invoices and check requests.
  • In charge of petty cash purchases and all office purchase orders.
  • Worked with vendors to resolve disputes and ensure that services were not interrupted.
  • Scheduled appointments and other duties related to the District Manager and the Rep Field Team Director including travel and lodging arrangements.
  • Prepared presentations for the District Manager and other Management personnel.
  • Coordinator of Management and Leadership Team Meetings.
  • Coordinated activities and special events for the company.
  • In charge of preparing and analyzing the weekly and period machine sales by category.
  • Greeted visitors or callers daily to handle inquiries or direct to appropriate persons.
  • Maintained inventory in administrative building supply closet to prevent shortages of supplies.
  • Liaised between internal and external stakeholders to provide updated project status and performance reports.
  • Liaised with senior and executive administrative assistants to handle requests and queries from senior managers.
  • Arranged travel and hotel accommodations for international and domestic business meetings and trips.
  • Handled management of communication to executives by taking and making telephone calls, reviewing and prioritizing mail and composing and typing correspondence.
Administrative Manager, Tax Advisor, 12/1999 to 12/2002
  • Prepared and processed tax refunds, and payments ensuring that payment is timely and accurate.
  • Ensured that filing was up to date and that approvals are obtained.
  • Ensured accurate input, proper expense accounting, and prompt payment and filing of paperwork.
  • Communicated with managers and coordinated analysis and changes on variance on monthly reports.
  • Translated official administrative paperwork.
Education and Training
: HIPPA & OSHA Courses, Expected in 2020
NUC - Rio Grande, PR,
Course: Destrezas Vocacionales En El Ambiente Laboral, Expected in 12/2020
AMSI - Caguas, PR,
Tax Training Course : , Expected in
H&R Block - Caguas, PR,
Small Business Administration: , Expected in
Municipio De San Juan - San Juan, PR,
BBA: Office Administration, Expected in 07/1999
Universidad Del Turabo - Gurabo, PR,
REFERENCE Available upon request.

Bilingual (Spanish-English)

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Resume Strength

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Resume Overview

School Attended
  • NUC
  • AMSI
  • H&R Block
  • Municipio De San Juan
  • Universidad Del Turabo
Job Titles Held:
  • Administrative Assistant
  • Executive Assistant
  • Administrative Assistant and Office Manager
  • Administrative Manager, Tax Advisor
  • Course
  • Tax Training Course
  • Small Business Administration
  • BBA

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