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

Meticulous and systematic Administrative Assistant skilled in organizing, planning and managing daily clerical needs. Bringing solid expertise in coordinating documents, reports and records, handling correspondence and managing deliveries. Skilled in oral and written communication, team leadership and relationship-building.

  • Business writing
  • QuickBooks expert
  • Inventory systems
  • Travel administration
  • Data entry documentation
  • Memo preparation
  • Meeting planning
  • Transporting files
  • Mail management
  • Microsoft
  • Technologically savvy
  • Recordkeeping and bookkeeping
  • Excel spreadsheets
  • Advanced MS Office Suite knowledge
  • Data entry
03/2020 to Current
Administrative Assistant Qualtek Vienna, VA,
  • Answer phones and greet visitors
  • · Coordinate operational details as directed by management
  • · Prepare communications, such as memos, emails, invoices, reports and other correspondence
  • · Write and edit documents from letters to reports and instructional documents
  • · Create and maintain filing systems, both electronic and physical
  • · Provide A/R and A/P support
  • Handled management of communication to executives by taking and making telephone calls, reviewing and prioritizing mail and composing and typing correspondence.
  • Updated details in company database by keying in customer contacts and delivery dates.
  • Maintained inventory in supply closet to prevent shortages.
  • Directed customer communication to appropriate department personnel.
  • Monitored attendance records by taking note of staff vacation time, sick days and personal days.
  • Reviewed and suggested improvements for diverse range of documentation, including interoffice correspondence, reports and presentations.
  • Provide customer service support as well as trouble shoot and resolve customer service issues that arise
  • Process, sort, and route incoming and outgoing mail
  • Planned events and department activities by acquiring venues, developing guest lists and organizing catering services.
  • Collected, calculated and reported on expenditure and statistical data to inform senior management.
  • Managed scheduling for staff, monitoring resource allocation to provide optimal coverage and service.
  • Conducted research using various media sources to obtain relevant data for staff requirements.
  • Conducted and initialized background checks for potential employees.
  • Verified data when processing incoming and outgoing checks and wire transfers to increase accuracy.
08/2015 to 03/2020
Human Resources Administrative Assistant Central California Alliance For Health Merced, CA,
  • .Created, organized and maintained employee personnel files to keep sensitive data secure.
  • Developed and facilitated all new-hire orientations.
  • Supported top talent identification processes by interviewing candidates and executing onboarding, orientation and benefits processes.
  • Automated office operations, including record tracking and data communications.
  • Optimized traceability, developing organizational filing systems for confidential employee records and reports.
  • Reconciled payroll accounts to keep accurate accounting records for tax filing and measuring financial health.
  • Supported human resources, controlling resume flow within applicant tracking system.
  • Assisted with employee termination process to drive consistency and reduce discrimination claims.
  • Handled sensitive and confidential employee information with complete discretion.
  • Processed employee status changes, keeping human resources systems and employee records up to date.
  • Developed job postings, recruited candidates and scheduled interviews to fill vacant positions.
  • Conducted employment verification and background investigation to facilitate hiring process.
  • Developed and maintained training materials and benefits packets for new hires.
  • Reviewed and processed payroll-related actions to drive data accuracy and comply with company policy and federal and state regulations.
  • Conducted job applicant background checks in accordance with policy and procedures.
  • Prepared and posted job openings to appropriate job sites and newspapers.
  • Prepared and submitted final pay for exiting employees to comply with federal law.
  • Drove employee feedback to deliver information to management for corrective action.
  • Liaised with HR management to devise and update policies based on changing industry and social trends.
  • Created and managed more than [Number] confidential personnel records.
  • Planned corporate events, conventions, meetings and gatherings.
12/2011 to 08/2015
Administrative Assistant Qualtek Vista, CA,
  • Arrange staff meetings and schedule appointments.
  • Answer or transfer phone calls and take messages for select staff members.
  • Maintain the office calendar.
  • Write memos, correspondence, invoices, receipts, spreadsheets and other reports as needed.
  • Keep the office database and filing system up to date and organized.
  • Work with office equipment vendors to purchase and maintain office equipment such as printers and fax machines.
  • Sort and deliver all mail and faxes.
  • Developing of Marketing material
  • Assist with client inquiries.
  • Review /Audit files.
  • Fill Documents.
  • General office administrative tasks
  • Tracked and submitted employee timesheets to accounting department for payroll processing.
  • Organize and schedule appointments
  • Plan meetings and take detailed minutes
  • Write and distribute email, correspondence memos, letters, faxes and forms
  • Assist in the preparation of regularly scheduled reports
  • Develop and maintain a filing system
  • Update and maintain office policies and procedures
  • Order office supplies and research new deals and suppliers
  • Maintain contact lists
  • Book travel arrangements
  • Provide general support to visitors
  • Act as the point of contact for internal and external clients
  • Liaise with executive and senior administrative assistants to handle requests and queries from senior managers
  • Prepared packages for shipment by generating packing slips and setting up courier deliveries.
  • Reviewed and suggested improvements for diverse range of documentation, including interoffice correspondence, reports and correspondence.
  • Arranged travel and hotel accommodations for international and domestic business meetings and trips.
  • Planned events and department activities by acquiring venues, developing guest lists and organizing catering services.
  • Organized and maintained filing and document management systems by coordinating, archiving and purging files.
Education and Training
Expected in 12/2011
Bachelor of Science: Sociology
Florida Agricultural And Mechanical University - Tallahassee, FL

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