Administrative Assistant Iv Resume Example

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Jessica Claire
Montgomery Street, San Francisco, CA 94105 (555) 432-1000,
Professional Summary

I am a meticulous and goal-oriented individual capable of organizing, planning and managing daily clerical needs. I specialize in offering keen attention to detail and strong decision making skills to manage multiple, concurrent tasks, bringing solid expertise in coordinating documents, reports/records and responding to correspondences in a timely manner. In addition, I have experience in strategic planning and providing comprehensive support to company leaders and the ability to meet long-term goals through daily organization.

  • Proficiency in MS Office with expertise in Microsoft Word, PowerPoint and Excel as well as G Suite (including Docs, Sheets & Slides)
  • Ability to analyze and revise operating practices to improve efficiency
  • Exceptional Oral and Written Communication Skills
  • Detailed-Oriented and comfortable working in a professional office environment
  • Great Organizational and Time Management Skills
  • Dedication to complete tasks in a timely manner
  • Strong Interpersonal Skills
12/2019 to Current Administrative Assistant IV Apex Systems | Eglin Air Force Base, FL,
  • Assisting Executive Director with preparing Board Meeting Agenda by reviewing previous agenda items for proper time estimation, compiling relevant agenda documents, making required number of copies, creating cover letters and adding them to the Pharmacy Share Drive
  • Upload Pharmacists required documents (i.e. College Transcripts, Photo for Licensure, Initial Application, etc.)
  • Alphabetizing, Organizing, Scanning and Uploading Official Doctoral of Pharmacy Transcripts
  • Assisting Senior Employees with data entry pertaining to In-state and Out-of-State Pharmacy inquiries (i.e. Change of Ownership, Notification of Change of Pharmacist-in-Charge, Change of Board of Directors, Change of Address, Change of Location, etc.)
  • Perform general office duties, including answering multi-line phone system, routing calls, delivering messages to staff and greeting visitors
10/2018 to 09/2019 Administrative Assistant Medical Careers Institute | Houston, TX,
  • Supported development and maintenance of Director’s calendar and schedule.
  • Prepared an agenda each day to serve as a guide for us to execute important items.
  • Wrote email messages, memo, governor reports and business letters for management and proofread all documentation to provide error-free correspondence.
  • Controlled and managed document processes by reviewing files, records and critical information to confirm accuracy and ensure compliance with company policies and procedures.
  • Assisted Director in creating job descriptions, necessary skills and requirements for qualified candidates.
  • Created and maintained computer- and paper-based filing system in the Director’s Office.
  • Managed sensitive information with discretion while providing administrative support to the Directors Office.
  • Created and maintained spreadsheets and developed administrative and logistical reports.
  • Researched topics of interest and culled gathered information to produce concise reports.
  • Allocated tasks to administrative support team for smooth operational flow.
  • Wrote and distributed executive meeting agendas and minutes to department heads and executive team members.
  • Directed customer communication to appropriate department personnel, in addition to providing information to resolve inquiries and bolster customer satisfaction.
  • Received and screened incoming calls and visitors, determine priority status, and make referrals to appropriate staff or provide requested information.
  • Maintained office supplies inventory by checking stock and ordering new supplies as needed.
  • Frequently scheduled and joined conference calls by documenting participant details and preparing audio recordings for future reference.
  • Prepared and updated office records, spreadsheets and presentations to support executive needs and enhance office efficiency.
  • Opened, sorted and responded to routine correspondence on behalf of the director to facilitate communication and streamline processes.
  • Organized conference room space and materials for internal and customer meetings, took notes and distributed meeting minutes to support executive needs.
06/2017 to 08/2018 Criminal Justice Library Assistant Avalex Technologies | Gulf Breeze, FL,
  • Updated various electronic records using the Gray Literature Database.
  • Attached item records for the Criminal Justice books using the KOHA system.
  • Shelved books and articles for the purpose of keeping materials in the correct order.
  • Checked library materials in and out for inventory purposes.
  • Recorded receipt of new library materials.
  • Pre-catalogs, checks in, and shelves new books.
  • Used, maintained, and instructed students and patrons on the usage of library materials and library technology equipment.
  • Performed clerical duties within the Criminal Justice Library including but not limited to: hole punching Criminal Justice articles, labeling/stamping and attaching Security Tags to new books, alphabetizing library cards, etc.
11/2014 to 06/2017 Technical Services Library Assistant Rutgers Law Library | City, STATE,
  • Processed library materials loaned for the public
  • Bibliographic searching and retrieval of records
  • Cataloged new library resources and materials using Koha
  • Delivered accurate record keeping for all library inventory, including periodicals and books
  • Prepared books for processing, typing spine labels, maintaining awareness of call numbers and cutter used
  • Processed new materials and prepares them for circulation
  • Updated and managed records for both digital and print resources
  • Helped streamline repair processes and update procedures for support action consistency
  • Kept library shelves and printed materials well-stocked and organized according to established system
06/2013 to 08/2013 Court Clerk Intern East Orange Municipal Court | City, STATE,
  • Received and screened high volume of internal and external communications, including email and inter-office mail
  • Updated and maintained court calendar, responded to inquiries about court procedures and resolved scheduling conflicts with attorneys
  • Prepared correspondence, bench warrants and court orders for judge
  • Retrieved requested files and delivered to appropriate personnel
  • Typed documents and compiled information for meetings
  • Maintained filing system
  • Responded to in-person and telephone requests for information from general public, attorneys and other involved parties
  • Searched files and contacted witnesses, attorneys and litigants to obtain information for court
  • Maintained court dockets and updated disposition of cases after court hearings and trials.
06/2012 to 08/2012 Human Resources Intern East Orange City Hall - Human Resources | City, STATE,
  • Performed various administrative functions, including filing paperwork, delivering mail, sorting mail, office cleaning and bookkeeping
  • Helped with employee record keeping, including unemployment and I-9 forms to support compliance procedures
  • Took messages and provided information about company processes, hours and requirements
  • Maintained work structure by updating job requirements and job descriptions for all positions
  • Screening potential employees' resumes and application forms to identify suitable candidates to fill company job vacancies
  • Coordinated new hire orientations
  • Responded to staff inquiries regarding HR policies, employee benefits, and other HR-related matters
  • Removed job advertisements from job boards and social media platforms once vacancies have been filled
  • Prepared and sending offer and rejection letters or emails to candidates
Expected in 01/2021 Master’s Degree | Strategic Human Resource Management Saint Joseph’s University, Philadelphia, PA, GPA:
Expected in 05/2017 Bachelor’s Degree | Psychology Rutgers, The State University Of New Jersey, Newark, NJ, GPA:

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Resume Overview

School Attended
  • Saint Joseph’s University
  • Rutgers, The State University Of New Jersey
Job Titles Held:
  • Administrative Assistant IV
  • Administrative Assistant
  • Criminal Justice Library Assistant
  • Technical Services Library Assistant
  • Court Clerk Intern
  • Human Resources Intern
  • Master’s Degree
  • Bachelor’s Degree

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