LiveCareer-Resume
Jessica Claire
  • , , 609 Johnson Ave., 49204, Tulsa, OK 100 Montgomery St. 10th Floor
  • H: (555) 432-1000
  • C:
  • resumesample@example.com
  • Date of Birth:
  • India:
  • :
  • single:
Professional Summary

Driven, resourceful and accomplished executive assistant offering 10+ years of administrative experience reporting to a CEO/Regional Security Director (RSD) and other top federal executives. Solid track record supporting professional needs with well- organized precision. Successfully manages high-volume workloads in rapidly changing environments. Consummate professional dedicated to making the lives of busy executives easier. Serves as an effective gatekeeper; prepares well-researched and accurate documents; manages busy calendars; and efficiently handles daily office tasks. Proficient user of MS Office (Word, Excel, PowerPoint, Access and Outlook). Type 120 WPM. Quick Books and Google Document savvy. Able to function independently and make decisions in support of the CEO/RSD’s vision. Possesses a Secret Security Clearance

Skills
  • Records Management Databases
  • Data Research and Compilation
  • Administrative Support
  • Customer Service
  • Visitor Greeting
  • Critical Thinking
  • Executive Schedule Management
  • Calendar and Scheduling Software
  • Catering Coordination
  • Reports and Financial Statements
  • Mail Sorting and Distribution
  • Intuit QuickBooks
  • Document Filing and Retrieval
  • Supply Ordering
  • Verbal and Written Communication
  • Recordkeeping and Documentation
  • Report Distribution
  • Meeting Minutes
  • Travel Arrangement Coordination
  • Call Routing
  • Correspondence and Memos
  • Executive Presentations
  • Video Conferencing Software
  • Inquiry Response
  • Budget Preparation
  • Administrative Oversight
  • Access Control
  • Meeting Agenda Preparation
  • Invoice Preparation
  • Honest and Ethical
  • Microsoft Office
  • Reliable and Responsible
  • Team Leadership
  • Detail-Oriented
  • Social Perception
  • Persuasive Negotiation
  • Operating Procedures
  • Analytical Thinking
  • Goal Minded
  • Meeting Scheduling
  • Training Schedule Setup
  • Performance Assessments
  • Human Resources Management Software
  • Materials Organization
  • Workflow Improvements
  • Staff Training
  • Work Prioritization
  • Team Coordination
  • File Maintenance
  • Conflict Resolution
  • Expenditures Oversight
  • Work Coordination
  • Decision Making
  • Problem Solving
  • Relationship Building
  • Administrative Policies
  • Time Management
Work History
Executive Assistant, 01/2020 - Current
Acadia Pharmaceuticals Inc. San Diego, CA,
  • Provides administrative and business support to the RSD of Region 3 Surface Operations and supports other members of the executive management team.
  • Maintain CEO/RSD’s calendar plan and schedule meetings, teleconferences and travel.
  • Contributions:.
  • Suggested a monthly EA call with 4 other Regions so that responses to HQ was consistent and uniform in content and form.
  • Worked on the design of Surface Challenge Coins and presentation envelopes.
  • Created distribution lists for hundreds of stakeholders and partners for ease of dissemination of critical and sensitive information.
  • Maintained a records program for 10 states of field offices.
  • Produced accurate office files, updated spreadsheets and crafted presentations to support executives and boost team productivity.
  • Prepared documents, reports and presentations for executives and board members using advanced software proficiencies.
  • Screened calls and emails and initiated actions to respond or direct messages for managers.
  • Responded to emails and other correspondence to facilitate communication and enhance business processes.
  • Created expense reports, budgets and filing systems for management team.
  • Organized and coordinated conferences and monthly meetings.
  • Researched, proposed and implemented vendor agreements to decrease costs and improve services.
  • Developed and maintained automated alert system for upcoming deadlines on incoming requests and events.
  • Organized envelopes, postage and mail correspondence for staff and management, maintaining postage meter and coordinating with delivery and courier services.
  • Developed and updated spreadsheets and databases to track, analyze and report on performance and sales data.
  • Updated executives on changing business needs by thoroughly documenting internal and client meetings.
  • Processed travel expenses and reimbursements for executive team and senior management group.
  • Transcribed minutes of meetings and executed meetings and events for company to support sales, business development and senior management teams.
  • Trained junior office staff in correct procedures and reporting requirements.
  • Volunteered to help with special projects of varying degrees of complexity.
  • Visited residential properties and prepared homes for clients' arrival.
  • Streamlined operations and prioritized tasks, allowing senior staff to increase productivity.
  • Distributed company-wide announcements, booked conference rooms and coordinated catering for annual staff development forum.
  • Worked with clients to effectively plan and coordinate logistics for special projects and events.
  • Wrote reports, executive summaries and newsletters.
  • Promoted team productivity by keeping supplies organized and well-stocked.
  • Upheld strict timetables by maintaining accurate, balanced calendars.
  • Screened personal and business calls and directed to appropriate party.
  • Managed and reviewed filing and office systems.
  • Coordinated events and worked on ad hoc projects.
  • Took notes and dictation at meetings.
  • Handled incoming and outgoing mail, email and faxes.
  • Handled logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors, president and executive vice president.
  • Led staff and vendors in providing high level of service for owner and guests.
  • Filed paperwork and organized computer-based information.
  • Created and managed office systems to efficiently deal with documentation.
  • Managed residential property issues and prepared homes prior to client arrival.
  • Executed basic banking and bookkeeping tasks.
  • Organized logistics and materials for each meeting, arranged spaces and took detailed notes for later dissemination to key stakeholders.
  • Managed mail and both incoming and outgoing correspondence, mail, email and faxes.
  • Worked with senior management to initiate new projects and assist in various processes.
  • Greeted arriving visitors, determined nature and purpose of visit and directed individuals to appropriate destinations.
  • Certified Federal Financial Specialist- 2017,2018,2019,2020,2021
Executive Assistant/Financial Specialist, 01/2018 - 01/2020
DHS/TSA ORD Screening OPS City, STATE,
  • Supported Assistant Federal Security Director (AFSD) and 4 Deputies.
  • Handled all purchases for screening operations at category X airport, prepared bank deposits, reconciled accounts, planned travel, prepared travel vouchers for payment, controlled inventory, and maintained equipment and technology.
  • Prepared documents, reports and presentations for executives and board members using advanced software proficiencies.
  • Produced accurate office files, updated spreadsheets and crafted presentations to support executives and boost team productivity.
  • Screened calls and emails and initiated actions to respond or direct messages for managers.
  • Trained junior office staff in correct procedures and reporting requirements.
  • Updated executives on changing business needs by thoroughly documenting internal and client meetings.
  • Organized and coordinated conferences and monthly meetings.
  • Developed and updated spreadsheets and databases to track, analyze and report on performance and sales data.
  • Developed and maintained automated alert system for upcoming deadlines on incoming requests and events.
  • Responded to emails and other correspondence to facilitate communication and enhance business processes.
  • Researched, proposed and implemented vendor agreements to decrease costs and improve services.
  • Worked collaboratively with auditors throughout reviews, offering assistance and clerical support.
  • Organized envelopes, postage and mail correspondence for staff and management, maintaining postage meter and coordinating with delivery and courier services.
  • Transcribed minutes of meetings and executed meetings and events for company to support sales, business development and senior management teams.
  • Created expense reports, budgets and filing systems for management team.
  • Processed travel expenses and reimbursements for executive team and senior management group.
  • Led staff and vendors in providing high level of service for owner and guests.
  • Managed mail and both incoming and outgoing correspondence, mail, email and faxes.
  • Greeted arriving visitors, determined nature and purpose of visit and directed individuals to appropriate destinations.
  • Handled logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors, president and executive vice president.
  • Prepared and staged properties for customers.
  • Distributed company-wide announcements, booked conference rooms and coordinated catering for annual staff development forum.
  • Took notes and dictation at meetings.
  • Executed basic banking and bookkeeping tasks.
  • Screened personal and business calls and directed to appropriate party.
  • Promoted team productivity by keeping supplies organized and well-stocked.
  • Worked with clients to effectively plan and coordinate logistics for special projects and events.
  • Managed and reviewed filing and office systems.
  • Wrote reports, executive summaries and newsletters.
  • Created and managed office systems to efficiently deal with documentation.
  • Worked with senior management to initiate new projects and assist in various processes.
  • Handled incoming and outgoing mail, email and faxes.
  • Filed paperwork and organized computer-based information.
  • Coordinated residential property operations and prepared homes for clients.
  • Streamlined operations and prioritized tasks, allowing senior staff to increase productivity.
  • Upheld strict timetables by maintaining accurate, balanced calendars.
  • Organized logistics and materials for each meeting, arranged spaces and took detailed notes for later dissemination to key stakeholders.
  • Volunteered to help with special projects of varying degrees of complexity.
  • Made purchases, reconciled accounts, collected funds, created documents for bank deposit.
  • Worked with muli-million dollar budget with Federal oversight
Program Specialist -Assisant to AFSD, 01/2010 - 08/2017
DHS/TSA City, STATE,
  • Planned and coordinated PR initiatives, business development events, special events, retirements, holiday parties and more.
  • Completed staff training seminars for approximately 200 Transportation Security Supervisors and Leads regarding new technology to improve screening at security checkpoints.
  • Created awards program for baggage officers and managed water program at category X airport.
  • POC for statewide food drive collecting over 26,000 lbs.
  • Assistant to Office of Inspection- ORD
  • Assistant to Assistant Federal Security Director- Inspections
  • Daily calendar management, reports, travel management
  • Minute taking
  • Purchases and reconciliations
  • Training events
  • POC for Diplomat group from Thailand
  • Transferred and directed phone calls, guests and mail to correct staff members.
  • Prepared and distributed team-based communications to foster collaboration and enhance team morale.
  • Educated each staff member on program procedures and operational structures.
  • Maintained efficient and balanced calendar of current participant appointments, staff meetings and assessments.
  • Drafted agendas, recorded minutes and created documents for meetings.
  • Prepared clearly written and formatted documents and reports.
  • Managed both digital and physical filing systems and retrieved documents as required.
  • Recorded expenses and maintained accounting records.
  • Offered office-wide software support and training, troubleshooting issues and optimizing usage.
  • Delivered top-notch administrative support to office staff, promoting excellence in office operations.
  • Produced highly accurate internal and external letters and memoranda.
  • Coordinated recruitment, office upkeep and inventory maintenance.
  • Sorted, opened and routed incoming correspondence and deliveries to help senior leaders respond quickly to business and customer requirements.
  • Gathered information and entered details into computer tracking spreadsheets, documents and databases.
Education
Master of Science: Staff And Command LEJA, Expected in 04/2004
-
Northwestern University - Evanston, IL,
GPA:

Staff and Command, Summa Cum Laude

Bachelor’s Degree: LEJA, Expected in 1990
-
Western Illinois University - Macomb, IL
GPA:
Associate of Applied Science: LEJA, Expected in 06/1988
-
College of DuPage - Glen Ellen, IL
GPA:

Magna Cum Laude

Certificate in Criminal Justice: LEJA, Expected in 1988
-
College of DuPage - Glen Ellyn, IL
GPA:

Cum Laude

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Resume Overview

School Attended

  • Northwestern University
  • Western Illinois University
  • College of DuPage
  • College of DuPage

Job Titles Held:

  • Executive Assistant
  • Executive Assistant/Financial Specialist
  • Program Specialist -Assisant to AFSD

Degrees

  • Master of Science
  • Bachelor’s Degree
  • Associate of Applied Science
  • Certificate in Criminal Justice

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