Jessica Claire
  • , , 100 Montgomery St. 10th Floor
  • H: (555) 432-1000
  • C:
  • Date of Birth:
  • India:
  • :
  • single:
Professional Summary

Enthusiastic, detail-oriented, Administrative Professional with extensive experience in anticipating professional needs and proactively identifying and resolving problems. Possess a unique ability to learn, process, and integrate new information and apply it to business practices, training and solutions. Skilled at researching using a variety of sources, and excellent interpersonal, verbal and written communications skills. Self-motivated with proven ability to promote organization and availability through effective schedule development. Excellent customer service and multitasking expertise.

  • Confidentiality and Data Protection
  • Document and File Management
  • Travel Coordination
  • Calendar Management
  • Event Planning
  • Windows 10
  • Microsoft Office Suite
  • SAP
  • Great Plains
  • Lotus Notes
Work History
Administrative Assistant, 04/2012 - Current
Intertek Birmingham, AL,
  • Relieve Territorial Supplies & Purchasing Director, department managers and their direct reports of administrative detail, respond to inquiries on behalf of department head and ensure office runs smoothly in their absence.
  • Supervise daily operations in office with 16 employees; coordinate and maintain weekly attendance and annual vacation for department; manage department calendar.
  • Prioritize and manage multiple projects simultaneously; perform general administrative duties; including greeting clients, copying, faxing, answering and screening multi-line phones; process in-coming/out-going mail and invoices; prepare weekly reports.
  • Maintain manual and electronic filing system for customer billings; assist customers by researching accounts in Great Plains and resolving complaints in a timely manner; provide POS and order desk back up as needed.
  • Administrator of Office Depot purchasing program for all departments; maintain office supplies inventory; evaluate new office products; place and expedite supply orders for the building; verify receipt of supplies.
  • Manage submission of travel/expense reports for department.
  • Coordinate travel arrangements by booking airfare, hotel and ground transportation.
  • Organize weekly staff meetings and arrange outside company events.
Administrative Assistant, 11/2006 - 03/2011
One Medical San Mateo, CA,
  • Provided executive level administrative support to Vice President of Operations, three Directors and 12 direct reports with demonstrated ability to meet even their unexpressed needs.
  • Heavy calendar management requiring interaction with internal and external executives and assistants, as well as vendors and customers.
  • Coordinated logistics for executive, corporate and departmental meetings and events – including logistics for travel, facilities, conference calls, preparation of agendas, and participant materials.
  • Prepared and maintained vendor contracts, purchase orders, organizational charts, presentations, spreadsheets, weekly status reports and quarterly newsletter.
  • Prioritized and managed multiple projects simultaneously using excellent follow through and efficient time management skills.
  • Generated monthly budget reports; submitted and reconciled charge backs, invoices and p-card transactions; set up new vendor documentation.
  • Organized and managed submission of travel/expense reports, expense tracking and charge code verification to ensure all travel met company guidelines.
  • Alternate for executive assistant to Senior Vice President, trained new administrative assistants and new hires on company procedures and software.
  • Supported efficient meetings by organizing spaces and materials, documenting discussions and distributing meeting notes.
Scheduling/Administrative Services Supervisor, 11/2004 - 11/2006
Fidelity Law Offices City, STATE,
  • Developed and maintained databases, spreadsheets, and PowerPoint presentations to provide convenient access to critical information for daily business operations.
  • Managed records for vacations, executive calendars, scheduling and coordination of loan appointments for approximately 100 tri-state attorneys.
  • Efficiently handled confidential and time sensitive materials; composed standard business correspondence and processed loan documents.
  • Coordinated and managed all logistics for loan closings and departmental events including travel, facilities, and attorney/buyer materials.
  • Conducted administrative training and quality assurance reviews of administrative requirements for new schedulers/assistants
  • Performed full gamut of administrative duties including greeting clients, copying, faxing, answering and screening multi-line phones; process in-coming/out-going mail and invoices.
  • Supervised daily operation of support services; responsible for ensuring corporate compliance, and reviewing and evaluating the work and performance of subordinates; coordinated and maintained weekly attendance and annual vacation for employees.
  • Maintained office equipment, in addition to arranging rapid equipment repair and maintenance with vendors.
  • Established new procedures and standards to improve efficiency and effectiveness of daily operations.
  • Acted as liaison between title/signing companies and attorneys with mastery of legal jargon.
Associate of Applied Science: Business, Expected in 12/2016
Columbia Southern University - Orange Beach, AL

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School Attended

  • Columbia Southern University

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  • Administrative Assistant
  • Administrative Assistant
  • Scheduling/Administrative Services Supervisor


  • Associate of Applied Science

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