Administrative Assistant Resume Example
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ADMINISTRATIVE ASSISTANT
Summary
Dedicated Administrative professional with a solid background in high-volume office environments focused on delivering exceptional clerical and operational support for entertainment professionals. Personable and communicative with a friendly demeanor and sound judgment to handle diverse daily tasks with minimal oversight. Well-versed in managing office supplies, paperwork and project needs.
Skills
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Experience
05/2018 to 02/2020
Administrative AssistantPalomar Health － Escondido , CA
- Directed customer communication to appropriate department personnel, in addition to providing information to resolve inquiries and bolster customer satisfaction.
- Processed financial documents including contracts, expense reports and invoices.
- Arranged domestic and international travel, hotel and transportation needs for staff.
- Generated shipment invoices, prepared packages and set up courier deliveries for customers.
- Organized conference room space and materials for internal and customer meetings, took notes and distributed meeting minutes to support executive needs.
- Contacted customers via phone and email to confirm deliveries and follow up with inquiries.
- Entered invoice data into the company database and updated details, including customer contacts and delivery dates to keep the information current.
- Managed phone calls from clients when the principal designer was unavailable and provided informative answers to questions.
- Created PowerPoint presentations used for business development.
- Wrote email messages, memos and business letters for management and proofread all documentation to provide error-free correspondence.
- Set up and maintained physical and electronic filing systems.
- Organized and maintained filing and document management systems, coordinating archiving and purging aligned with company document policies.
- Assisted with administrative tasks, including filing, answering phones and copying.
- Communicated with vendors to place and receive orders, request maintenance services and deliver instruction on behalf of office management.
- Performed complex administrative management of sensitive and confidential issues.
- Conducted thorough research using various media sources to obtain relevant data for staff requirements.
- Supported departmental operations, including filing, monthly report preparation and vendor requisitions.
- Controlled and managed document processes by reviewing files, records and critical information to confirm accuracy and ensure compliance with company policies and procedures.
- Maintained up-to-date department organizational chart.
- Coordinated meetings with other department managers and served as the main liaison between department heads and executives.
- Reviewed and suggested improvements for a diverse range of documentation, including interoffice correspondence, reports and presentations.
- Coordinated project materials, including managing physical and digital files, monitoring spreadsheets and updating reports.
- Verify and review forms and reports for compliance with company regulations and procedures. Enter and track information into appropriate computer programs.
01/2016 to 04/2018
ProducerIcf International, Inc － Oakland , CA
- Supervised production staff during planned photoshoots in the studio and on location.
- Kept productions in compliance with network and legal requirements.
- Drafted sales contracts, finalized paperwork, accepted payments and issued receipts.
- Cultivated project funding through presentations to investors and project stakeholders.
- Created project budgets and managed all production costs.
- Administered footage and music license agreements, talent releases and fulfillment and distribution.
- Coordinated production schedules, editing, printing and duplication processes.
- Hired and oversaw employees and freelance production crews.
- Helped the director with planning and completing shots.
- Recruited and managed event and location crews.
- Produced leads by cold calling prospects, networking at events and effectively using social media networks.
- Supervised and worked closely with writers, directors, managers and technical crews throughout production process.
- Shared ideas, brainstormed with other staff members and developed case studies based upon previously delivered projects.
- Devised and implemented strategies to create new revenue streams and cut operational costs.
- Created and managed production for documentary projects.
- Determined key customer demographics and developed sales funnel.
06/2010 to 05/2012
Receptionist -Administration Assistant Producers Guild Of America Inc. － City , STATE
- Provided clerical support to all team members to improve office efficiency and enhance productivity.
- Sorted incoming mail and directed to correct personnel each day.
- Received incoming packages and mail, dispersed parcels, correspondence and shipped outgoing items daily.
- Met incoming customers with a professional approach and provided friendly, knowledgeable assistance.
- Directed clients to appropriate personnel to address concerns, resolve complaints or answer account-related questions.
- Took accurate messages for staff and management to facilitate open and speedy communication.
- Screened and verified visitors for identification credentials and purpose of visit to maintain the security of personnel and office environment.
- Kept reception area clean and organized to offer a positive first impression to every visitor.
- Sorted and distributed business correspondence to correct department or staff member, reducing dropped communications and enabling faster responses to key requests.
- Communicated with vendors to place and receive orders, request maintenance services and deliver instruction on behalf of office management.
- Managed a 50-line system to handle more than 500 incoming calls per day.
- Followed security procedures, issued visitor badges, monitored logbooks and reported irregularities.
- Implemented new recordkeeping and documenting systems to improve organization and traceability.
- Organized and booked travel plans and itineraries, including transportation and overnight accommodations clients, staff and leaders.
- Scheduled meetings with salespeople and clients, emailed customers and placed outbound calls as needed.
- Managed and anticipated clerical needs of company employees, including copying, faxing and file management.
- Greeted customers, answered general questions and directed to appropriate locations.
- Received incoming packages and mail, dispersed parcels and shipped outgoing items for a team of over 50 employees.
- Prepared packages for FedX deliveries and coordinated timely shipments.
- Maintained daily calendars, set appointments with clients and planned daily office events.
- Provided administrative support to team members, including making copies, sending faxes, organizing documents and rearranging schedules.
- Answered and directed incoming calls using a multi-line telephone system.
- Answered telephones and directed calls to appropriate staff members.
- Organized and updated daily/weekly schedules as well as monthly calendar obligations for various levels of management and staff.
- Oversaw office inventory by restocking supplies and submitting purchase orders for new products.
- Prepared, compiled and filed documents as well as reports presented to various parties.
- Provided information to callers and drafted office emails.
- Gathered, sorted, distributed and sent mail and packages.
- Generated shipment invoices, prepared packages and set up courier deliveries for customers.
- Welcomed visitors upon entrance, answered inquires and directed questions or appointments to appropriate personnel.
- Maintained office safety by screening visitors, updating logs and issuing temporary passes.
Education and Training
06/1995
Bachelor of Arts: Theatre ArtsUniversity of California - Los Angeles － City, State
Accomplishments
- Administration - Performed administration tasks such as filing, developing spreadsheets, faxing reports, photocopying collateral and scanning documents for inter-departmental use.
- Payroll Assistance - Assisted with payroll preparation and entered data into the cumulative payroll document.
- Customer Service - Handled customers effectively by identifying needs, quickly gaining trust, approaching complex situations and resolving problems to maximize efficiency.
- Increased office organization by developing a more efficient filing system and customer database protocols.
- Multitasking - Demonstrated proficiencies in telephone, e-mail, fax and front-desk reception within a high-volume environment.
- Calendaring - Planned all meetings and travel for the CEO.
- Successfully planned and executed corporate meetings, lunches and special events for groups of 40+ employees.
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Resume Overview
School Attended
- University of California - Los Angeles
Job Titles Held:
- Administrative Assistant
- Producer
- Receptionist -Administration Assistant
Degrees
- Bachelor of Arts : Theatre Arts
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