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Executive Assistant Resume Example

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Jessica Claire
  • , , 100 Montgomery St. 10th Floor
  • Home: (555) 432-1000
  • Cell:
  • resumesample@example.com
Professional Summary

Versatile, goal-oriented professional with outstanding, wide-ranging skills and 13+ years’ experience with executives in diverse business structures. Strengths include exceptional self-management and communication skills, planning, accountability, ownership and the ability to successfully manage multiple facets of executives’ schedules and responsibilities. Highly motivated with a resourceful, dynamic, and trusting work ethic and a team-oriented, enthusiastic attitude.

Skills
  • Kronos, Visio, Concur and Exponent
  • Honest and Ethical
  • Problem Solving
  • Executive Presentations
  • Executive Schedule Management
  • Critical Thinking
  • Microsoft Office
  • Decision Making
  • Analytical Thinking
  • Workflow Improvements
  • Team Coordination
  • Time Management
  • Detail-Oriented
Work History
Executive Assistant, 07/2020 to Current
VitrolabsSan Jose, CA,
  • Provided administrative support to CEO, including eight senior level executives (i.e., schedule group meetings and individual meetings with conference rooms and teleconference numbers, answer telephone calls, creating reports, scanning, and filing, draft letters, etc.).
  • Managed and coordinated CEO’s schedule, including Dept. Manager One on One, and Travel.
  • Responsible for coordination/planning of Board of Directors meetings, including construction of presentation material.
  • Provided back up support to CFO, CMO, CSO, CCO, CLO, COO, CFO and Sr. VP Human Resources, including calendar management, special projects.
  • Coordinated and Completed two (2) office relocations.
  • Manage administrative functions, including complex calendar management with focus on proper allocation of executive availability.
  • Update executives on changing business needs by thoroughly documenting internal and client meetings
  • Lead staff and vendors in providing high level of service for executive management and guests
  • Manage administrative functions, including complex calendar management with focus on proper allocation of executive availability
  • Manage residential property issues and prepared homes prior to client arrival
  • Volunteer to help with special projects of varying degrees of complexity
  • Streamline operations and prioritized tasks, allowing senior staff to increase productivity
  • Research, propose and implement vendor agreements to decrease costs and improve services
Executive Coordinator, 09/2014 to 05/2020
Common SpiritDickinson, ND,
  • Provided administrative support to CEO, including four senior level executives (i.e., schedule group meetings and individual meetings with conference rooms and teleconference numbers, answer telephone calls, creating reports, scanning, and filing, draft letters, etc.).
  • Managed and coordinated CEO’s schedule, including Dept.
  • Manager One on One, Seminars and Travel.
  • Responsible for coordination/planning of Board of Directors meetings, including construction of presentation material.
  • Provided back up support to COO, CFO and CNO, including calendar management, special projects.
  • Responsible for $250K cost savings in offsite medical record storage and management.
  • Facilitated all Leadership meetings, including New Manager Orientation, Town Hall, Lunch and Learn, Coffee and Conversation and Press Ganey Compassionate Connected Care Training.
  • Assisted in coordination and design of new Outpatient Surgery Center (HOPD), acting as a liaison for the CEO with architect, general contractor and building management.
  • Participated in Joint Commission regulatory surveys (2016/2019).
  • Responsible for supervising move of 3,000sqft.
  • Administrative office, including temporary space, and final move to new space.
  • Daily interaction with physician hospital partners, administrators, office coordinators.
  • Assisted in partnership transactions, including legal documentation etc.
  • Coordinated and participated in strategic planning events.
  • Attended monthly building management meetings on behalf of CEO.
  • Constructed Annual Hospital Planning Calendar.
  • Assisted in the coordination of onboarding for new managers.
  • Supply ordering and inventory management; including bi-annual hospital inventory.
  • Coordinated team-building/social events to enhance employee engagement.
  • Drafted and edited executive level presentations, memorandums, and correspondence.
  • Arranged business travel, domestic and international.
  • Managed multiple administrative and personal projects simultaneously while monitoring progress to ensure that deadlines are met.
  • Processed Concur expense reimbursements.
  • Published bi-monthly employee updates (Service/People, Growth/Finance, Quality/Safety).
  • Constructed Administrator On Call schedule – Quarterly.
  • Coordinated employee events and community outreach; Chairwoman of the Mission Possible Crew (Employee Relations committee, includes 10 committee members).
  • Served as Wellness Champion – HealthyEDGE
  • Responsible for creation of North Central smartphone application.
Executive Assistant, Clay J. Cockerell, 09/2013 to 07/2014
Cockerell DermatopathologyCity, STATE,
  • Organized the principle's professional and personal life (i.e. schedule personal and professional appointments, screen and draft emails and telephone calls, creating reports, scanning and filing, draft letters, etc.).
  • Responsible for managing the annual holiday travel to New York City townhomes, Vail home and Napa residence.
  • Arranged business and personal travel for international and domestic trips using private jet and commercial airlines, including car service.
  • Managed multiple administrative and personal projects simultaneously while monitoring progress to ensure that deadlines are met.
  • Finance Accounting (Accounts Receivable, Accounts Payable, Collections, Billing, Payroll, Journal Entries, General Ledger, Cash Applications, Credit Card Reconciliation, etc.).
  • Researched information and purchased orders via internet when required or requested.
  • Responsible for running daily errands (i.e. airport, dry cleaning, grocery shopping, picking up breakfast, lunch or dinner, returning any items to stores, car maintenance etc.).
  • Responsible for organizing and working events (i.e. party rentals, catering, valet service, shuttle service, table arrangements, lighting, sound, photography, etc.).
  • Manage Dr. Cockerell’s schedule and responsibilities related to Cockerell Dermatopathology and medical affiliation and society positions, including Noah Worcester Dermatological Society, Dallas Confrérie de la Chaîne des Rôtisseurs, Dallas Confrérie des Chevaliers du Tastevin.
  • Responsible for all aspects of weekly professional, personal and family travel, including presentation materials for medical events.
  • Manage Dr. Cockerell’s fellowship program at University of Texas Southwestern Medical Center, consisting of two fellows each year.
  • Coordinated legal review/consultations on Dr. Cockerell’s behalf; communicate with requesting attorneys/legal counsel.
  • Improved travel communication between staff, sales reps and lab.
  • Trained and supervised back up administrative assistant.
  • Collaborated daily with Director of Operations and Vice President of Marketing and Sales, specifically with first annual Practical Dermatology and Dermatology Medical Symposium, Vail CO.
  • Daily interaction with other business executives, medical professionals and attorneys.
Office Manager/Field Operations Coordinator, 01/2009 to 08/2013
Devon Energy, Hines Interests, IncCity, STATE,
  • Supported office operations including Group Property Manager/Engineering and Senior Vice President of Construction.
  • Coordinated all domestic and international travel arrangements for development team.
  • Responsible for submitting and managing expense reports for Senior Vice President of Construction.
  • With team created project presentations for the City of Oklahoma City, DDRC and Board of Adjustment.
  • Facilitated communication between construction team and general contractor, including coordination of departmental meetings, interoffice correspondence, processing Change Orders/RFI’s.
  • Prepared proposals.
  • Managed primary project, insurance and building contract services files.
  • Scheduled/coordinated all incoming dock deliveries to Devon Energy Center.
  • Managed goods and services agreements for building contract services.
  • Served as a liaison between Devon Hospitality/Office Services/Security and Hines Engineering, , Surgical Specialists of Oklahoma.
  • Initiated timely project management within budget constraints for multi-faceted problems concerning executive leaders
  • Maintained computer and physical filing systems
Education
: , Expected in
Oklahoma State University - Oklahoma City - Oklahoma City, OK
GPA:
: Business Development , Expected in
Character First Training Institute - Oklahoma City, OK,
GPA:
: The Measure of A Leader, Expected in
Maximum Impact - 360 Degrees - Oklahoma City, OK,
GPA:
: , Expected in
Giant Partners Strategic Planning - Oklahoma City, OK,
GPA:

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Resume Overview

School Attended
  • Oklahoma State University - Oklahoma City
  • Character First Training Institute
  • Maximum Impact - 360 Degrees
  • Giant Partners Strategic Planning
Job Titles Held:
  • Executive Assistant
  • Executive Coordinator
  • Executive Assistant, Clay J. Cockerell
  • Office Manager/Field Operations Coordinator
Degrees
  • Some College (No Degree)

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