executive administrative assistant resume example with 5+ years of experience

Jessica Claire
Montgomery Street, San Francisco, CA 94105 609 Johnson Ave., 49204, Tulsa, OK
Home: (555) 432-1000 - Cell: - - -

Multi-talented and collaborative Administrative Manager focused on business efficiency and operational improvements. Dedicated and decisive leader with strategic and forward-thinking mindset offering more than 5 years of experience. Analytical problem-solver and persuasive communicator with talent for creative solutions.

  • Inventory
  • Meeting Dictations
  • Microsoft Excel
  • Microsoft Office
  • Microsoft PowerPoint
  • Microsoft Word
  • Payroll
  • Project development
  • Recruitment
  • Reporting
  • Scheduling
  • Invoicing and billing
  • Expense reporting
  • Data entry
  • Administrative management
12/2022 to Current
Executive Administrative Assistant Lpl Financial Services Casper, WY,
  • Managed director's calendar and prepared meeting agenda and materials.
  • Made travel arrangements for employee trips and conferences.
  • Arranged appropriate travel, visas, agendas, necessary contacts and other information for executive travel.
  • Coordinated meeting and work schedules for staff teams and executives.
  • Tackled and addressed top-level, high-priority issues with professional administrative discretion.
  • Revised and maintained master calendar to coordinate meetings across multiple time zones.
  • Scheduled and arranged travel and hotel reservations for meetings, conferences and seminars.
  • Opened, read and replied to e-mails, letters and correspondence on behalf of executives.
  • Screened phone calls for executives to instantly identify priority clients and filter out spam calls.
  • Facilitated board meeting agendas and distributed support materials in advance for successful sessions.
  • Conducted research and collected and analyzed data to prepare reports and documents.
  • Entered customer information and updates in database system to track leads, interactions, relationships and propel sales opportunities.
  • Leveraged word processing software to create proposals, letters and memos.
  • Managed daily invoices, reports and proposals.
  • Maintained company confidence and protected business operations by keeping sensitive information confidential.
  • Obtained signatures for financial documents and internal and external invoices.
10/2019 to 09/2022
Administrative Manager Stanford University Stanford, CA,
  • Monitored office inventory to maintain adequate supply levels and order products.
  • Conducted many performance evaluations of office staff to monitor progress and productivity and recommend promotions, corrective or disciplinary actions.
  • Automated office operations while managing payroll, accounts payable and receivable, customer correspondence, record tracking and data communications.
  • Recruited, trained and developed dynamic administrative team, supporting all corporate growth and productivity objectives.
  • Supervised and tasked over 25 employees, including payment coordinators, billing coordinators, letter of credit coordinators, claims coordinators and general clerks.
  • Analyzed operations and market data to assess areas in need of improvement and capitalize on changing conditions.
  • Automated office operations, managed client correspondence and tracked records.
  • Reviewed employee performance every 3months and delivered constructive feedback to improve weaknesses.
  • Strengthened operational efficiencies and traceability, developing organizational filing systems for confidential client records and reports.
  • Extended existing customer relationships through extensive communication and tried-and-true marketing strategies.
  • Supervised and trained customer service team members to provide exceptional service, driving retention and satisfaction.
  • Interacted with prospects and customers at various events, including trade shows, seminars and workshops.
  • Eliminated process discrepancies, implementing continuous improvements for scheduling procedures across multiple client calendars.
  • Automated office operations to optimize accounts payable and receivable, customer correspondence and data communications.
02/2020 to 01/2022
Administrative Assistant (remote) New Relic Austin, TX,
  • Developed administrative processes to achieve organizational objectives and improve office efficiency.
  • Managed physical and digital files, monitored spreadsheets and updated reports to coordinate project materials.
  • Directed customer communication to appropriate department personnel.
  • Tracked and submitted employee timesheets to prepare for payroll processing.
  • Responded effectively to sensitive inquiries or complaints.
  • Provided secretarial and office management support while building cooperative working relationships.
  • Utilized editing programs to proofread content for typo-free emails, memos and documentation.
  • Prepared and prioritized calendars and correspondence.
  • Answered phone calls and emails to provide information, resulting in effective business correspondence.
  • Composed correspondence, reports and meeting notes.
  • Scheduled staff and monitored resource allocation to provide optimal coverage and service.
  • Answered phones to direct callers, schedule appointments and provide general office information.
  • Answered and routed telephone calls and took messages.
  • Obtained scanned records and uploaded to database.
  • Delivered exceptional customer service through direct communication with clients and team members.
  • Processed financial documents, contracts, expense reports and invoices.
  • Assisted with payroll preparation and entered data into cumulative payroll document.
  • Managed incoming and outgoing mail, filing and meeting coordination.
02/2017 to 08/2019
Operations Manager Andretti Indoor Karting & Games Katy, TX,
  • Prepare reports for management team on security status Assists Client and Branch Manager in contract negotiations with commercial buildings, hotels, etc for meetings and special events Demonstrated Workforce Management software knowledge (i.e.
  • WinTeam, Icims and/or related tools) Develop and maintain working relationships with internal clients (,Bamtech/Disney, Proskauer LLC.)
  • Develops existing supervisors and key team members focusing on the departments succession planning and cross-training endeavors Develops and implements new processes and procedures to improve operating efficiency, timeliness and workflow coordination Direct the project development and management; planning, costing, implementation and monitoring of all new and existing projects
  • Ensure proper coverage for workforce management hot-line during business hours
  • Provides input for budget/expense management, reporting and forecasting Participate in overall operational management, planning, systems and controls.
  • Interacts with senior management on new projects that will enhance customer service capabilities.
  • Participates in major projects and analysis as requested by Senior Management Perform other duties and handles special projects as assigned by the Branch Manager.
  • Performs management functions such as hiring, training, performance planning, coaching, and disciplinary action Performs other duties as assigned
  • Provide administrative management of office supplies and business equipment including inventory to Clientele Locations.
Education and Training
Expected in 2015
Associate of Business Administration:
Medgar Evers College Of The City University Of New York - Brooklyn, NY
  • Certified CPR/AED, - 2021
  • Licensed Guard Card - 2022

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Resume Overview

School Attended

  • Medgar Evers College Of The City University Of New York

Job Titles Held:

  • Executive Administrative Assistant
  • Administrative Manager
  • Administrative Assistant (remote)
  • Operations Manager


  • Associate of Business Administration

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