Jessica Claire
Montgomery Street, San Francisco, CA 94105
Home: (555) 432-1000 - Cell: - - -

Dedicated and focused Professional who excels at prioritizing, completing multiple tasks simultaneously and following through to achieve project goals. Seeking a role of increased responsibility and authority.

  • Results-oriented self-starter
  • Self-directed, time management
  • Meticulous attention to detail
  • Strong problem solver
  • Resourceful
  • Dedicated team player
  • Strong interpersonal skills
  • Meeting planning, detailed meeting minutes
  • Received merit raises for strong attention to detail, exemplary customer service and team-player attitude.
  • Promoted to Executive Secretary after 12 months of employment.
  • Maintained clear lines of communication, fostered good client relations and promoted positive public relations.
  • Successfully planned and executed corporate meetings, lunches and special events.
  • Maintained high confidentiality in various aspects of business.
  • Increased office organization by developing more efficient filing system and customer database protocols.
  • Established ease of locating supplies, removed wastefulness by maintaining strict inventory control.
  • Planned and executed all aspects of department moves.
  • Determined best and most cost-effective way to send mail and packages.
07/2014 to Current
Administrator, Treasurer Marriott International Westminster, CO,
  • HR: Review resumes, schedule interviews, on-board new employees, answer general questions, manage personnel records, obtain Client feedback about employees during their performance evaluations.
  • Scheduling: Meetings (in-person, teleconference) with clinical statisticians and statistical analysts, calendar management
  • Documents: Create letters, responses, memos, minutes, take shorthand dictation; create spreadsheets, graphs, charts, macros, presentations, newsletters and pamphlets.
  • Accounts Payable: Receive invoices, review for accuracy, process for payment, file paid invoices, review payroll for accuracy, process P-card expenses.
  • Accounts Receivable: Review for accuracy, process for distribution, invoicing.
  • Purchasing: Initiate, process, and expedite purchase orders and invoices; communicate with vendors.
  • Travel: Make and expedite travel arrangements; create travel itineraries.
  • Records Managament: Create and maintain departmental files and library.
  • Supplies: Establish and maintain supply area; contact vendors and order supplies.
  • Maintenance: Schedule and oversee maintenance and repair contractors.
  • Shipping: Send mail and overnight shipments.
07/2005 to 02/2014
Co-Owner Takeda Pharmaceutical Company Ltd Greenville, SC,
  • Property Management: Complete oversight of all property management, income and expenses.
  • Risk Management: Conducted annual inspections of each property to determine capital needs for upcoming fiscal year; monitored and controlled the spending of the capital budget; created a strategy on responding to unplanned or escalating expenditures.
  • Forecasting: Trends affecting major projects, funding, and deferrals for unplanned capital expenditures.
  • Interviewed and approved/disapproved future tenants through applications, credit and background checks, wrote and signed leases, collected deposits and surrendered keys; performed property walk-throughs; established and enforced related policies and procedures.
  • Critical Thinking: Promptly responded to emergencies; responded to and followed up with all emergency situations at each property and if needed, coordinated with insurance adjusters and managed any claim process.
  • Maintenance: Interviewed and hired vendors; planned, assigned, and directed the maintenance and repairs of each property with active involvement with contractors.
  • Records Management: Established and maintained filing system.
03/2002 to 11/2004
Senior Administrative Assistant Takeda Pharmaceutical Company Ltd Harrisonburg, VA,
  • Administrative Support: Supported MTT Director, his staff, the CTC managers and their staff, the MPM and Statistical departments.
  • Database Management: Created and maintained group databases; approved or rescinded access requests.Customer Service: Answered phones and provided internal customer service.
  • Scheduling: Meetings (in-person, video, off-site), conference calls, and events on and off-site. Performed heavy calendar management.
  • Travel: Made and expedited travel arrangements.
  • Shipping: Sent mail and overnight shipments, maintained supply area.
  • Records Management: Created and maintained org charts, library, and departmental files.
  • HR: Scheduled interviews and on-boarded new employees.
  • Accounts Payable: Processed expenses
  • Mentoring: Tutored, supervised and mentored contracted Assistants in MPM and Statistical departments and Junior Assistants in other departments..
  • Assistance: Provided backup executive assistance for other Vice Presidents and Directors.
08/1998 to 04/2001
Senior Administrative Assistant Cooper University Health Care Salem, NJ,
  • Administrative Support: Supported two Partners and staff.
  • Documents: Designed client proposals and invoices and ensured quality; liaison between Print Shop, Purchasing, and department.
  • Database Administration: Created and maintained databases, performed mass mailings.
  • Records Management: Coordinated sales tracking data input.
  • Customer Service: Answered phones and provided internal customer service.
  • Scheduling: Meetings, conferences and conference calls.
  • Travel: Made and expedited travel and car arrangements; processed expenses.
  • Supplies: Redesigned and maintained supply area; communicated with vendors.
  • Shipping: Sent overnight and messenger shipments.
  • HR: Managed personnel records.
  • Assistance: Provided backup executive assistance for other assistants.

01/1998 to 07/1998
Purchasing Administrative Assistant / EDI Coordinator Providence Health & Services Woodland Hills, CA,
  • EDI Coordinator: Electronically pulled in client orders, sent out order acknowledgments and invoices, and expedited client receipt of invoices.
  • Reporting: Compiled various inventory reports and spreadsheets for President, Comptroller, and account executives.
  • Purchasing: Initiated, processed, and expedited purchase orders and invoices, communicated with vendors and transportation companies.
  • Inventory Control: Maintained inventory control.

06/1994 to 01/1998
Executive Secretary ADP Investor Communication Services City, STATE,
    Administrative Support: Provided administrative support to the Vice President and Director of Client Services and staff; answered phones and provided initial customer service; scheduling; prepared documents; received high-level guests and customers.
  • Design: Designed client voting ballots utilizing Xerox Elixir and sent print jobs to in-house mainframe printers.
  • Purchasing: Coordinated purchasing of paper for client voting ballots; liaison between Purchasing, Mutual fund and Printing departments.
  • Database Administration: Created and maintained databases and performed mass mailings; notarized documents.
  • Travel: Made and expedited travel arrangements, processed expenses.
  • Supplies: Ordered and management supplies, communicated with vendors.
  • HR: Managed personnel records.
  • Shipping: Supervised all departmental overnight shipping, and tracked sales leads.
  • Records Management: Maintained daily job records.
  • Reporting: Compiled quality measurement data for participation in monthly meetings with the President, Vice President, and Director.
  • Assistance: Backup executive assistance to President, other Vice Presidents and Directors when needed.
04/1993 to 06/1994
Senior Secretary TempForce City, STATE,
  • Administrative Support: Temporary support to Vice President of Client Services and departmental staffs.
  • Supplies: Ordered supplies.
  • Database Management: Maintained databases
  • Documents: Performed mass mailings.
  • Customer Service: Directed incoming customer service calls, produced and maintained client job matrixes and retrieved hard copy reports requested directly by external customers.
  • HR: Managed personnel records.
  • Assistance: Front Desk backup reception.
04/1991 to 03/1993
Junior Secretary Royce Aerospace City, STATE,
  • Administrative Support: Support to President, Executives, and sales staffs; received guests; prepared documents; scheduled off-site meetings for the Young President's Organization.
  • Scheduling: Managed calendars.
  • Supervision: Trained, supervised and mentored Receptionist,
  • Sales: Processed sales orders.
  • Accounting: Light bookkeeping.
  • Inventory Management: Ensured smooth inventory control and verified sales documentation.
  • Supplies: Managed office supply area.
  • Shipping: Performed overnight shipping.
  • Assistance: Provided Front Desk backup reception.
Expected in May, 1991
Certificate: Secretarial Administration
Katharine Gibbs - Melville, NY
Expected in December, 2009
Bachelors of Science: Nursing
Indiana University - Indianapolis, IN

Administrative support, communication, client relations, customer service, documentation, dictation, backup assistance; MS Windows/Vista/XP, Mac OS X; MS Word, Excel, PowerPoint, Outlook and Publisher; Gmail; Lotus Notes, Lotus Organizer. Internet and various search engines, emailing; Skype for Business; typing 70 wpm, dictation 60 wpm, excellent phone etiquette, excellent use of grammar, proofreading; light accounting, purchasing, business correspondence, communication, client relations, databases, inventory control, proofreading, property management, proposals, maintaining quality, scheduling, shorthand.

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School Attended

  • Katharine Gibbs
  • Indiana University

Job Titles Held:

  • Administrator, Treasurer
  • Co-Owner
  • Senior Administrative Assistant
  • Senior Administrative Assistant
  • Purchasing Administrative Assistant / EDI Coordinator
  • Executive Secretary
  • Senior Secretary
  • Junior Secretary


  • Certificate
  • Bachelors of Science

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