Administrative Assistant To The Executive Director resume example with 11+ years of experience

Jessica Claire
, , 609 Johnson Ave., 49204, Tulsa, OK 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.

  • Inventory systems
  • Back office operations
  • Travel administration
  • Excel spreadsheets
  • Timeline Planning and Management
  • Records management systems
  • Document retrieval
  • Data entry documentation
  • PC proficient
  • Advanced MS Office Suite knowledge
  • Microsoft
  • Accounting support
  • Meeting planning
  • Memo preparation
  • Sensitive material handling
  • Data entry
  • Staff motivation
  • Office equipment maintenance
  • Phone call answering
  • Customer relations
  • Event coordination
  • Recruiting
  • Scheduling and calendar management
  • File and data retrieval systems
  • QuickBooks
06/2019 to Current
Administrative Assistant to the Executive Director South Carolina Job Board East Spartanburg, SC,
  • Organized and maintained filing and document management systems by coordinating, archiving and purging files.
  • Developed administrative processes to achieve organizational objectives and improve office efficiency.
  • 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.
  • Directed customer communication to appropriate department personnel.
  • Tracked and submitted employee timesheets to accounting department for payroll processing.
  • Monitored attendance records by taking note of staff vacation time, sick days and personal days.
  • 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 presentations.
  • Managed scheduling for staff, monitoring resource allocation to provide optimal coverage and service.
10/2017 to 10/2018
Medical Staff Credential Assistant Massachusetts General Hospital Needham, MA,
  • Kept close tabs on documentation expiration dates, communicating with correct personnel to submit files prior to expiration.
  • Used [Software] to maintain facility databases containing physician records, files and credentialing documents.
  • Collaborated with physicians to ensure timely completion of hospital applications.
  • Utilized well-developed active listening, interpersonal and communication skills in collaborating with diverse individuals each day.
  • Offered high level of assistance during managed care auditing process and conducted internal file audits.
  • Maintained informational resources, tracking and documenting requests for updates, certification and credentialing.
  • Performed primary source verifications such as criminal histories, licenses and board certifications.
  • Checked applications for missing information and organized all paperwork.
  • Addressed credentialing requests, overseeing compliance with governmental and organizational guidelines regarding tiered data access.
  • Confirmed facility and user credentials to initiate and maintain registration and enrollment processes.
  • Processed documents and status-change requests, conducting followup assessment regarding enrollment inquiries.
  • Tagged documents according to tiered access thresholds, updating packets, reviewing reports and forwarding items requiring approval or verification.
12/2011 to 10/2017
Front Office Administrative Assistant Acuity Specialty Hospital City, STATE,
  • Maintained general office organization and cleanliness.
  • Responded to messages and emails to the office and transferred correspondence.
  • Transmitted information or documents to customers, using computer, mail or facsimile machine.
  • Produced and distributed memos, newsletters, email updates and other forms of communication.
  • Performed administrative support tasks, completing duties within required timeframes.
  • Conducted research using various media sources to obtain relevant data for staff requirements.
  • Processed and prepared memos, correspondence, travel vouchers and other documents, routing to appropriate personnel.
  • Tracked office expenditures and managed office contracts, keeping meticulous transaction records.
  • Coordinated travel arrangements, including booking transportation, lodging and event reservations.
  • Handled management of communication to executives by taking and making telephone calls, reviewing and prioritizing mail and composing and typing correspondence.
  • Kept office equipment functional and supplies well-stocked to promote efficient operations.
  • Pleasantly welcomed visitors, answered phone calls and maintained front reception desk.
  • Organized files, developed spreadsheets, faxed reports and scanned documents, maintaining front desk and reception area in neat and organized fashion.
  • Handled incoming calls and directed callers to appropriate department or employee.
  • Maintained detailed administrative and procedural processes to improve accuracy and efficiency.
  • Oversaw filing systems and scanned documents to manage physical and electronic documents and information.
  • Directed customer communication to appropriate department personnel.
  • Controlled and managed document processes by reviewing files, records and critical information to confirm accuracy and comply with company policies and procedures.
10/2009 to 12/2011
Medical Unit Secretary Acuity Specialty Hospital City, STATE,
  • Coordinated patient appointments, maintained files and received incoming phone calls.
  • Reviewed patient records to check accuracy of information and implement updates.
  • Updated patient records with condition status.
  • Executed clerical tasks and assisted with unit duties to keep departments running smoothly.
  • Managed unit call reception and routed calls to correct department.
  • Provided patient information to facilitate timely admissions and discharges.
  • Maintained strong and trusting rapport with patients and all healthcare staff to build relationships.
  • Answered phone calls to provide assistance, information and medical personnel access.
  • Retrieved physicians' paperwork, including lab test requests.
  • Scheduled and confirmed patient appointments for diagnostic, surgical and consultation services.
  • Transcribed doctors' orders, including medication and lab test requests.
  • Facilitated timely execution of lab tests and medication refills.
Education and Training
Expected in
High School Diploma:
Edgewood Regional High School - Atco, NJ,

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Resume Overview

School Attended

  • Edgewood Regional High School

Job Titles Held:

  • Administrative Assistant to the Executive Director
  • Medical Staff Credential Assistant
  • Front Office Administrative Assistant
  • Medical Unit Secretary


  • High School Diploma

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