administrative assistant resume example with 18+ years of experience

Jessica Claire
  • Montgomery Street, San Francisco, CA 94105 609 Johnson Ave., 49204, Tulsa, OK
  • Home: (555) 432-1000
  • Cell:
l Highly organized and detail-oriented Administrative Assistant with more than 20 years experience supplying thorough, organized administrative support to multiple senior executives/Principals. l Office Manager with 20 years of billing and coding, workman's comp claims and appointment scheduling in a busy school office of over 1,100 students and 95 employees. l Administrative Assistant who continually maintains a positive attitude while interacting with demanding parents and students/clients. Se3rved as the primary point of contact for both in-house and external phone and website queries. l Administrative Ass8istant who maintained the school activities calendar. l Talented administrative professional with background in accounting and finance. l Office Manager highly skilled at managing complex schedules, budgeting SKILLS l Articulate and well-spoken l Invoice processing l Database management l Advanced clerical knowledge l Excellent communication skills l Multi-line phone proficiency l Professional phone etiquette l Conference planning l Customer service-oriented l Administrative support specialist l Flexible l Critical thinker l Accurate and detailed l Project planning l Excellent planner and coordinator l Employee training and development l Works well under pressure l Filing and data archiving l Certified in 10-key l Current Notary through the State of Texas l Human resource laws knowledge l Social media knowledge l Pleasant demeanor l Appointment setting l Team building l Compensation and benefits l Accounting familiarity l Payroll
  • Microsoft Office proficiency
  • Self-directed
  • Time management
  • Professional and mature
  • Strong problem solver
  • Resourceful
  • Dedicated team player
  • Strong interpersonal skills
  • Understands grammar
  • Proofreading
  • Human Resources Management (HRM)
  • AR/AP
  • Mail management
  • Meeting planning
  • Workers' compensation knowledge
  • Detailed meeting minutes
  • Self-starter
  • Schedule management
  • Report development
  • Report writing
  • Budget
  • Payroll

Coordinated all department functions for team of 30+ employees.

Planned and executed all aspects of a major office School move.

Increased office organization by developing more efficient filing system and customer database protocols.

Promoted to Principal Administrative Assistant after 12 Months of employment.

Successfully planned and executed corporate meetings, lunches and special events for groups of 100+ employees.

Planned and set up all Awards Ceremonies and NJHS Commencements for parents.

Administrative Assistant, 08/2007 to 06/2014
National BeverageLamirada, CA,
  • l Answered and quickly redirected to the correct ext.
  • l Planned and coordinated logistics and materials for board meetings, committee meetings and staff events.
  • l Created detailed expense reports and requests for capital expenditures.
  • l Ordered and distributed office supplies while adhering to a fixed office budget.
  • l Coordinated domestic and international travel arrangements, including booking airfare, hotel and transportation.
  • l Managed office supplies, vendors, organization and upkeep.
  • l Directed guests and routed deliveries and courier services.
  • l Screened applicant resumes and coordinated both phone and in-person interviews.
  • l Answered and managed incoming and outgoing calls while recording accurate messages.
  • l Opened and properly distributed incoming mail.
  • l Greeted numerous visitors, including VIPs, vendors and interview candidates.
  • l Helped distribute employee notices and mail around the office.
  • l Maintained a clean reception area, including lounge and associated areas.
  • l Drafted weekly time sheets for approximately 15 office personnel and para professionals.
  • l Arranged for subs each day and did a sub report each month.
  • l Organized all new hire, security and temporary paperwork.
  • l Assisted with event planning, including associated travel and logistical arrangements.
  • l Completed data entry, tracked resumes and maintained the applicant tracking system.
  • l Compiled company information and related material and distributed it to candidates.
  • l Assisted senior recruiting staff with career fairs and recruiting events.
  • l Assessed urgency and priorities before accepting or declining appointments and meetings with the CEO.
  • l Screened all visitors and directed them to the correct employee or office.
  • l Obtained signatures for financial documents and internal and external invoices.
  • l Coordinated, scheduled and arranged meeting and travel calendars, including business and social events.
  • l Coordinated board and committee meetings, including schedules and information preparation and distribution.
  • l Compiled annual recommendations for end of fiscal year budgets.
  • l Served as corporate liaison between the finance, IT and marketing departments.
  • l Processed client rebate reconciliation, reporting and check requests.
Director, 07/1999 to 04/2007
Cbiz, Inc.San Luis Obispo, CA,
  • Primary Responsibilities as the site manager at a day care, you are primarily responsible for supervising and training your staff and developing age-appropriate programs and standards for your enrolled students.
  • Resolve problems between children or between a child and one of your staff members.
  • File reports and handle aspects of your site's payroll and budget.
  • Other Responsibilities making sure your site is maintained and cleaned according to state regulations.
  • Oversee what your enrolled students eat and drink during the day, making sure to accommodate for a child's allergy or special dietary needs.
  • You have to be licensed as a child care director and meet all state requirements for child care workers.
  • You may also need to pass a background check and be current on your immunizations Skills You not only need to love children but you'll need considerable patience.
  • Children, no matter their ages, can tax even highly trained personnel.
  • Strong communication skills, know how to supervise and train your staff and work well with others and on your own.
  • You should also know how to work with parents and respond to their questions and concerns.
  • Expect them to have opinions about everything, from how you do your job to when and how often you take your children outside or give them snacks.
  • Diplomacy more than anything will help you keep your cool regardless of the situation.
  • Maintained a staff of 45 teachers and 202 children.
Secretary to Associate Principal, 08/1995 to 05/1999
Mt. Pleasant High SchoolCity, STATE,
  • l Answered and quickly redirected calls to the appropriate extention l Budget l Assisted students in Reading Lab l Scheduled appointments l Entered classes into system for Master Schedule l Entered discipline reports l Filed discipline reports l Entered numerical data into databases in a timely and accurate manner.
  • l Obtained scanned records and uploaded them into the database.
  • l Produced monthly reports using advanced Excel spreadsheet functions.
  • l Organized forms, made photocopies, filed records and prepared correspondence and reports.
  • l Added new material to file records and created new records.
  • l Reviewed and updated client correspondence files and scheduling database.
  • l Outlined the appropriate process and procedures necessary to fulfill and complete inquiries.
  • l Assisted with receptionist duties, file organization and research and development.
Associate of Arts: Management/Fashion Merchandising, Expected in 1 1984
Bauder Fashion College - Arlington, Texas

Management/Fashion Merchandising

Bachelor of Arts: Education, Expected in 1 1984
NortheastTexas Community College - Mt Pleasant, TX


High School Diploma: , Expected in 1 1982
Del Rio High School - Del Rio, TX
30 hours towards Education
: Education, Expected in
Southwest Texas State University - San Marcos, Texas

30 hours towards Education Degree

: , Expected in
- ,

Budget, strong communication skills, client, data entry, databases, database, event planning, finance, financial, forms, logistics, director, marketing, materials, meetings, Excel, mail, office, payroll, personnel, Reading, receptionist, reception, recording, recruiting, reporting, research, scheduling, spreadsheet, supervising, tax, phone, transportation, travel arrangements

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Resume Overview

School Attended

  • Bauder Fashion College
  • NortheastTexas Community College
  • Del Rio High School
  • Southwest Texas State University

Job Titles Held:

  • Administrative Assistant
  • Director
  • Secretary to Associate Principal


  • Associate of Arts
  • Bachelor of Arts
  • High School Diploma

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