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

Productive and focused Administrative leader offering more than 40 years of superior performance in administrative and leadership roles. Committed to delivering high-quality executive support and coordinating all internal and external operations. Well-versed in managing team performance, coordinating schedules and implementing process improvements to increase efficiency.

  • Business Communication - Oral & Written
  • Detailed meeting minutes
  • Advanced MS Office Suite knowledge
  • Timeline Planning and Management
  • Meeting planning
  • Facilitator
  • Travel administration
  • SchoolDude
  • Colleague - Financial Asset Management
  • Staff training and development
  • Senior leadership support
  • Project Management
  • Customer relations
  • Multi-line phone systems
  • Operational processes
  • Organization and efficiency
02/2005 to Current
Administrative Assistant II Delaware Tech Dover, DE,

· Managing Facilities Department front office interacting with campus personnel, contractors, vendors and department technicians.

· 2009 received work request through email, 2010-2016 District utilized 2 different Computer Maintenance Management Software (CMMS) Facilities MAX followed by AiM Maintenance Request System

· 2017 to present – SchoolDude, a computer maintenance management system to create and track work orders, preventative maintenance tracking—responsible for oversight, report generation, facilitating training sessions for all system users (Facilities Techs and campus personnel)

· 2009 to present – Access Control- electronic building (interior/exterior) doors control—responsible for training and tracking requests and designation of access

· Scheduled monthly safety meetings, professional development training, off-campus training for HVAC techs

· Oversight for preparation/scheduling annual progress discussions/job performance evaluations

· Preparing monthly reports-NuVentive (project status both short and long-term) to track labor/materials costs budget building, annual furniture inventory

· Contributing member of the Room and Space Utilization Committee.

· General office duties including initiating correspondence for the department, filings, handling calls (internal/external).

For a period of about 12 years supervised—on a rotating basis—personnel of the Facilities Department work crews:

· (Grounds-6 FT Landscape and Irrigation Techs, 2 PT Landscape Techs; 1 PT Shipping/Receiving/Inventory Clerk; Building Maintenance- 4 FT employees a carpenter and 3 facilities maintenance techs (FMT); Operations-Full Time 4 HVAC Techs and 1 FMT – in absence of assigned supervisor—responsible for issuing daily work assignments and overseeing work completion including preventive maintenance tasks (weekly, monthly, semi-annual and annual) equipment inspections—air handlers, VAVs, elevators, irrigation system etc, serving as liaison between Techs and requesting individual(s)

· Scheduled sessions for Progress Discussion/Job Performance Evaluations

· Assisted Custodial Supervisor in assigning event set up with ABM (contracted) personnel to ensure timely preparation, breakdown and cleanup for various on campus meetings, conferences and student events.

· Responsible to ensure all department personnel were kept in the know of District policies and requirements.

03/2002 to 11/2004
Administrative Secretary Samaritan Health System Watertown, NY,
  • Received and routed incoming calls and correspondence to promote timely communication.
  • Set up and maintained physical and electronic filing systems to maintain organizational efficiency.
  • Oversaw office inventory by restocking supplies and submitting purchase orders.
  • Wrote email messages, memos and business letters for management and proofread all documentation to provide error-free correspondence.
  • Maintained office safety by screening visitors, updating logs and issuing temporary passes.
  • Sorted and distributed business correspondence to correct department or staff member.
  • Guided administrative and professional staff through computer and software problems.
  • Delivered exceptional customer service through direct communication with clients and team members.
  • Processed financial documents, contracts, expense reports and invoices.
02/1970 to 11/2000
Executive Secretary Cooper University Health Care Camden, NJ,
  • Managed director's calendar and prepared meeting agenda and materials.
  • Prepared and updated office records, spreadsheets and presentations to support executive needs and enhance office productivity.
  • Controlled and managed document processes by reviewing files, records and critical information to confirm accuracy and comply with company policies and procedures.
  • Participated in frequent communication with other administrative team members, human resources and finance department on special projects and events.
  • Supervised executive and management calendars while allocating tasks to administrative support team for smooth operational flow.
  • Coordinated executive and senior management vacation, day-to-day meeting and travel schedules.
  • Oversaw special event calendars for Senior Staff, factoring in availability and expected operational demands to keep workloads in balance.
Education and Training
Expected in 05/2001
Bachelor of Arts: Business Administration And Psychology
Dallas Baptist University - Dallas, TX
Expected in 12/2012
Master of Science: General Counseling Studies
Capella University - Minneapolis, MN

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School Attended

  • Dallas Baptist University
  • Capella University

Job Titles Held:

  • Administrative Assistant II
  • Administrative Secretary
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  • Bachelor of Arts
  • Master of Science

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