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

Professional and detail-oriented Executive Assistant with more than 10 years experience supporting multiple vice presidents, directors and senior level staff.

  • Schedule management
  • Travel arrangements coordination
  • Meeting coordination
  • Correspondence preparation
  • Video conferencing
  • Tech-savvy
  • Employee Development
  • Cost reduction and budgeting
Work History
Executive Administrative Specialist, 11/2018 to Current
University Of South FloridaCity, STATE,
  • Executive Assistant to the Associate Vice President/General Manager of WUSF Public Media.
  • Assist in daily support activities including: scheduling meetings, keeping calendar, meeting minutes, reporting travel and expenses.
  • Written communication with internal and external entities including: major gift donors, board members, legislators and Members of Congress, industry leaders and colleagues at WUSF, USF and the public media industry.
  • Interview, hire and supervise the receptionist and manage and schedule relief of the reception area. This includes ensuring the reception desk is always monitored and workflow coordination of the people designated to perform back up duties. Train new staff members/interns on the duties of the reception area. Supervise the receptionist on properly completing USF travel documents.
  • Primary collaborator with other WUSF and USF staff in planning events and activities including internal and external meetings. Coordinates events with donors, university and community leaders and other people integral to the success of WUSF Public Media.
  • Perform the role of office manager by using exceptional fiscal management skills to reduce expense and waste by employing good purchasing decisions. Source vendors for special project needs and negotiate contracts.
  • Actively promote cooperative and harmonious working climate to boost morale, productivity and efficiency.
  • Provide back up and support for other WUSF activities including fundraising campaigns and special events.
Executive Assistant to Associate VP, 07/2015 to 11/2018
Eckerd CollegeCity, STATE,
  • Assistant to the Associate Vice President for Development.
  • Manage the AVP’s complex and frequently changing travel arrangements.
  • Manage external contacts for AVP and keep track of communication needed for priority contacts.
  • Draft and edit acknowledgement letters, gift agreements, pledge reminders and general correspondence on behalf of the President, AVP and Major Gifts team.
  • Research, propose and implement vendor services to decrease costs to organization.
  • Enter and update data in Banner including donors' biographical and contact information, AVP's contact reports, gift officers' portfolios and prospect management information. Query database records and create reports.
  • Manage purchasing card account, including online coding and reconciliation of monthly statements.
  • Process Major Gifts team invoices, check requests and budget transfers.
  • Assist with documentation and tracking of planned gift program and special campaign donations.
  • Perform essential office-wide functions: serve as receptionist to Office of Advancement; assist with filing and mailings; submit/manage work requests for building and computer maintenance; order office supplies; maintain and stock break area.
Florida Program Coordinator, 08/2009 to 07/2015
Defenders Of WildlifeCity, STATE,
  • Served as office manager and provided administrative and project management support to Director and 3 senior program/field staff.
  • Managed multiple calendars, scheduled appointments and arranged travel.
  • Coordinated on and off-site meetings and catering, processed check requests, travel expenses and reimbursements, maintained office supplies, equipment and files.
  • Served as liaison with Headquarters and other field staff and distributed information to Defenders' membership, the public and colleagues.
  • Represented the organization and gave presentations at outside meetings, conferences and public events.
  • Coordinated and attended events such as rallies, conferences, public education fairs, lobbying campaigns, open houses and press conferences.
  • Conducted research and prepared comprehensive briefing materials and background memos.
  • Coordinated, edited and proofread quarterly reports.
  • Developed and maintained an alert system to track grants, contracts and deadlines in Microsoft Excel and Outlook.
  • Produced power point presentations, educational materials and drafted correspondence.
  • Assisted in the development of fundraising and membership solicitation materials.
  • Monitored and reconciled monthly accounting statements and assisted in the development of annual and bi-annual office budgets.
  • Supervised and trained office interns and volunteers.
  • Managed the Coexistence Program - including supervision of contracted employee, coordination of volunteers and logistics, material and supply requisition and budget administration.
  • Coordinated and managed large (50 - 3,000+ attendees) professional workshops and events - including site selection and planning; entertainment and speaker selection; coordination of logistics, vendors and exhibitors; volunteer management; budget administration; fundraising, marketing and advertising.
Bachelor of Science: Environmental Science and Policy, Expected in
University of South Florida - Tampa, FL
: Diversity Equity & Inclusion in The Workplace Cert, Expected in 05/2021
USF - Muma College of Business - Tampa, FL,

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School Attended

  • University of South Florida
  • USF - Muma College of Business

Job Titles Held:

  • Executive Administrative Specialist
  • Executive Assistant to Associate VP
  • Florida Program Coordinator


  • Bachelor of Science

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