administrative associate resume example with 15+ years of experience

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

Motivated office professional with proven skills in managing small to large teams and high level executives with their daily activities. Able to independently organize resources to smoothly meet routine needs and complete special projects. Skilled communicator and problem-solver with the adaptability to handle changing demands. Offers expertise in several industries with the ability to quickly learn new processes.

Technical Skills
  • Google Workspace
  • Windows and Microsoft Office Tools
  • CRM Office Management Software/Zendesk, Salesforce
  • Advanced MS Office Suite knowledge
  • Superhuman/Highly Efficient Email tool
  • Google Meet
  • Zoom
  • Microsoft teams
  • Dictation Software/Google Docs Voice Typing
  • Dictation Software/
  • Expense reporting
  • Bluejeans/Employee Training Onboarding
  • Northpass
  • Eagle and Longview Trading Platforms
  • Bloomberg
08/2008 to 05/2019 Administrative Associate Children's Hospital Boston | Boston, MA,
  • Monthly and quarterly reporting to new and existing clients including performance valuations, portfolio positions, cash levels and attribution upon request.
  • Provided detailed company research including financials, SEC filings, transcripts and notes for the small cap trading team.
  • Traded client portfolio accounts including buys, sells and rebalancing upon management requests.
  • Scheduled and maintained calendars and calls during earnings season including updates to existing market accounts.
  • Addressed inquiries from custodians and potential clients regarding documentation needed for new account setup.
  • Provided general administrative support to assigned Portfolio managers Partners and Executives, including but not limited to: Telephone coverage, client communications, expense report creation and submission, mass mailings, account maintenance, check requests and wires on behalf of clients and management.
  • Road show coordination for conferences and corporate meetings including registration, domestic and international travel accommodations and detailed itineraries.
  • Nurtured and maintained client relationships as primary point of contact for the small cap accounts.
  • Saved 70% of total travel costs by negotiating with hotels and airlines for preferred memberships and rates.
  • Met deadlines and managed priorities in changing environment with minimal oversight.
  • Managed extremely active calendars of appointments by planning, coordinating, and aligning schedules to respect executives' needs and priorities.
  • Screened incoming calls and visitors to avoid unnecessary work interruptions.
  • Developed administrative processes to achieve organizational objectives and improve office efficiency.
  • Organized training, client meetings, team meetings and events.
03/2001 to 04/2003 Executive Assistant/Senior Accountant Accor Hotels | Chicago, IL,
  • Arranged flights and all travel local and international.
  • Scheduled meetings, conference calls and appointments.
  • Coordinated events for local and out-of-state conferences and seminars.
  • Created customer invoices, including the calculations of fees involving market participation.
  • Negotiated vendor and client contracts to execute mutually beneficial business deals.
  • Assisted CFO with budget analysis and forecasting.
  • Performed basic accounting tasks, including accounts payable, accounts receivable, preparation of financial statements, and cash flow analysis.
  • Identified and resolved accounting discrepancies and investigated apparent irregularities.
  • Reviewed annual expenses by category to assist in preparing operating budgets for the following year.
08/1998 to 09/2000 Senior Staff Accountant ShoreBank | City, STATE,
  • Reconciled all tellers cash on a daily basis and prepared balancing reports for each branch manager.
  • Managed ShoreBank's prepaid expense accounts; including posting of the monthly amortization schedules.
  • Completed monthly closing procedures for the bank's Fixed Assets via the FAS 2000 application.
  • Handled the administrative duties for ShoreBank's Trust operations.
  • Managed cash postings and bank reconciliations for ShoreBank and its affiliates.
  • Managed the employee payroll and benefits reconciliations.
  • Ensured all security trade information was accurate and communicated to brokers, affiliated institutions and other third parties in a timely, yet efficient manner.
  • Managed funds and wire transfers and made these available for security transactions requiring delivery versus payment.
  • Maintained safekeeping and/or pledging issues in a timely and accurate manner.
  • Provided Bond accounting and maintenance services for each of the bank's affiliates; ensured security transactions whether purchases, sells, puts and/or calls were time and wholly communicated to the client.
  • Processed payroll via the ADP EasyPayWin systems application.
  • Handled all accounts payable functions; determined payments to vendors in a timely manner.
  • Prepared all aspects of the month-end closing procedures via the QuickBooks premier system.
Education and Training
Expected in 03/2009 to to Series 7 And SIE | Investment Management CFA Institute, Chicago, IL, GPA:
Expected in 04/1998 to to Bachelor of Business Administration | Accounting And Computer Science Robert Morris University - Illinois, Chicago, IL GPA:

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Resume Overview

School Attended

  • CFA Institute
  • Robert Morris University - Illinois

Job Titles Held:

  • Administrative Associate
  • Executive Assistant/Senior Accountant
  • Senior Staff Accountant


  • Series 7 And SIE
  • Bachelor of Business Administration

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