executive administrative assistant resume example with 14+ years of experience

Jessica Claire
  • Montgomery Street, San Francisco, CA 94105 609 Johnson Ave., 49204, Tulsa, OK
  • H: (555) 432-1000
  • C:
  • Date of Birth:
  • India:
  • :
  • single:
To obtain a position where my knowledge and skills can be utilized to benefit both company and personal goals.
  • Guest services
  • Inventory control procedures
  • Merchandising expertise
  • Loss prevention
  • Cash register operations
  • Product promotions
Executive Administrative Assistant, 01/2009 - Present
Chris Howell Foundation Dallas, TX,
  • Prepare monthly operating statements.
  • Prepare, collate and assemble yearly Budget as well as yearly Projections.
  • Maintain attendance records and vacation requests for all Executives and Directors.
  • Scheduling of conference calls, video conferencing, and meetings for all Executives.
  • Marketing- Supplier Diversity Registrations, Request For Information (RFI).
  • Maintain ACT! Client directory.
  • Organize and plan all company functions.
  • I.e.
  • company picnic, employee appreciations, etc.).
  • Reconciliation of the President's & Chief Operation Officer's credit card statements, maintaining all receipts as well.
  • Maintain all Director and Executive time sheets, verify for accuracy and submit to COO for approval.
  • Manage travel for President, CEO, COO and Directors.
  • Schedule and Invoice all travel related to Client's.
  • Creation of PowerPoint presentations for the President and Directors.
  • Produce information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
  • Conserve executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
  • Maintain executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, video conferencing and travel.
  • Represents the executive by attending meetings in the executive's absence; speaking for the executive.
  • Maintain customer confidence and protects operations by keeping information confidential.
  • Prepare reports by collecting and analyzing information.
  • Provide historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.
  • Maintain office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.
  • Ensure operation of equipment by completing preventive maintenance requirements; following manufacturer's instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
  • Contribute to team effort by accomplishing related results as needed.
Receptionist/Administrative Assistant, 01/2009 - Present
Egon Zehnder Washington, DC,
  • Date Stamp all incoming company Invoices.
  • Enter all invoices into invoice log by Invoice number, Date Received and amount invoiced.
  • Scheduling of Conference rooms.
  • Scheduling of Company Van.
  • Merry work orders and PO numbers with invoices.
  • Code all invoices with General Ledger codes.
  • Save all invoices as invoice numbers to the appropriate vendor folder on S Drive.
  • Reconcile all daily USPS Postage.
  • Complete and reconcile weekly UPS bill for the entire company.
  • Sorting of all incoming mail.
  • Postage Summary for Accounting Month End.
  • Allocation of PO Box renewal fees and logging of those received.
  • Issue purchase order numbers for all buildings.
  • Place service calls for two buildings.
  • Incoming and Outgoing Phone reports.
  • Meter Money reconciliation.
  • Ensure meter tapes are balancing with postage logs.
  • Handwrite and mail company birthday cards each month.
Switchboard Operator, -
The Millennium Group , ,
  • Birthdays and Anniversaries publications.
  • Create and distribute monthly think provided by the President.
  • Updating of Company Extension list.
  • Site Visit preparation.
  • Ordering of Catering.
  • Creating visitor badges each day.
  • Issuing meter codes to new clients and PM's as requested- adding into send suite.
  • Ordering of all office supplies.
  • Ordering of all consumables for all GOVT NPAR mailrooms.
  • Log and Return all faulty coupons to Research Intl.
  • Return and provide April tracking numbers for Dosimeter badges returned.
  • Ensuring internal mail is picked up by warehouse or MPC.
  • Ordering of cleaning supplies for cleaning crew.
  • Criminal Background Checks through MD Judiciary Case Search.
  • Credit Checks on all applicants being interviewed.
  • Pre-employment email distribution.
  • Scheduling of all interviews.
  • Issuing Employee test to applicants that are being considered for positions.
  • Key Employee- gathering of nominations, creating certificates and announcement.
  • Perfect Attendance- gathering of nominations, creating certificates and gift selection flyers then creating spreadsheet for all gifts and ordering them and distribution of them.
  • Recruiting.
  • Searching career builder, MD workforce exchange and monster for applicants.
  • Ordering company uniforms.
  • Maintenance of HR Dept.
  • folder emails.
  • Maintenance of Smart Sheet applicant records.
  • Create Personnel Action Forms.
  • Register new hire through the MD New hire registration website.
  • E-Verifying employees to ensure that they are eligible to work in the United States.
  • Issuing Key's and codes to buildings.
  • Maintaining Emergency Contact binder for all Employees.
  • Sending FCRA letters to those having credit “issues.”.
  • Updating of PM/Client List.
  • Preparation of marketing bags.
  • Ordering flower arrangements.
  • Create benefit packets.
  • Assemble Employee Guide books.
Case Technician, 08/2006 - 01/2009
Our Lady Of The Lake Regional Medical Center Saint Amant, LA,
  • Respond to codes with sealed code carts.
  • Prepare and verify all case carts for next day surgeries- sterile and non-sterile instruments as well as solutions, gauze, staples, sutures, etc.
  • All instruments and supplies needed for surgery).
  • Prepare case carts for emergency surgeries.
  • Respond to nurses with and urgent request i.e.
  • need Saline solution or clean laryngoscope etc.
  • Provide anything that may be needed from the sterile instrument room).
  • Stock OR and cardiovascular unit with needed supplies based upon inventory levels.
  • Received all instruments into "decontamination room" to be processed and decontaminated before sending to instrument room for sterilization.
  • Sterilized all instruments in autoclave or flashed (if necessary) from Decontamination, verified all instruments were returned and accounted for within each surgical set.
Education and Training
Bachelor's: Business Administration, Expected in
Howard Community College - Washington, DC
Status - Business Administration
Activities and Honors
Accounting, ACT!, binder, Budget, conferences, copying, Credit, Client, clients, drafting, editing, email, filing, Forms, General Ledger, graphics, HR, inventory levels, inventory, letters, logging, Director, marketing, meetings, exchange, mail, Money, office, PowerPoint presentations, next, Personnel, speaking, publications, reading, recording, Recruiting, repairs, researching, Research, RFI, routing, Scheduling, Sorting, spreadsheet, surgery, telecommunications, Phone, troubleshooting, video conferencing, website

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Resume Overview

School Attended

  • Howard Community College

Job Titles Held:

  • Executive Administrative Assistant
  • Receptionist/Administrative Assistant
  • Switchboard Operator
  • Case Technician


  • Bachelor's

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