executive assistant resume example with 18+ 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:
Ambassador, facilitator, problem solver. Executive assistant with excellent multi-level communication skills, the ability to prioritize and execute in a time sensitive, fast paced, fluid environment with the utmost detail and confidentiality.
  • Guest services
  • Inventory control procedures
  • Merchandising expertise
  • Loss prevention
  • Cash register operations
  • Product promotions
Executive Assistant, 12/2013 - 06/2016
Ball Corporation Bowling Green, KY,
  • Maintain Outlook calendar including heavy travel schedule.
  • Register and expedite documentation for attendance at annual business conventions including CinemaCon, CineEurope, CineAsia, Hollywood Post Alliance/HPA, International Cinema Technology Association /ICTA.
  • Manage travel (commercial air both domestic and international with appropriate documentation, and ground transportation), hotel accommodations and additional requirements as needed.
  • Maintain two email account streams.
  • Work with HR department scheduling speakers invited by Mr.
  • Allen to present at Dolby and act as contact person for the guest speaker.
  • Book Screening Room, reception area, green room, purchase of thank you gift, guest's travel and accommodations if required.
  • Assist Internal Communications Director with Mr.
  • Allen's retirement celebration.
  • Design invitations, RSVP notifications, follow-up with guests/vendors.
  • San Francisco International Film Festival sponsorship letter of agreement expedition, in-house ticket distribution, marketing requirements, while working internally with the Dolby Institute.
  • Manage in-house speaking engagements and off-site lectures, and presentations as requested.
  • Department Move Coordinator (DMC).
  • Help facilitate the Cinema Department's move scheduled for June 2015.
  • Prepare monthly expense reports via SAP.
  • Coordinate all facets of USC Egg Show with in-house technical and USC staff along with post-presentation / in-house accounting reconciliation.
  • Upkeep PowerPoint presentations with current statistics / graphs of established presentations.
  • Update scripts and playlists as needed.
  • Schedule appointments, 1:1 meetings, dining reservations.
  • Track and maintain business memberships, subscriptions, travel documentation.
  • Track and inventory annual Screeners during Academy season.
  • Research, design and purchase marketing swag.
  • Research via IMDb Pro, standards work, and historical data as requested.
Executive/Personal Assistant / Private Residence, 08/2013 - 11/2013
City, STATE,
  • Assistant with specific emphasis on household administrative management.
  • Implemented conversion of employee compensation system to ADP.
  • Researched employee issues creating and/or remedying contractor payrolls, revising job descriptions, and interviewing household staff candidates.
  • Air and ground travel arrangements including Visa application / itinerary preparation and distribution / travel miles updates and maintenance.
  • Calendar, RSVP's, and technology support scheduling.
Assistant / 2013 Repertory Season, 12/2012 - 05/2013
  • Simultaneously assist both departments during the Gala and early repertory season.
  • SE-Annual Gala (cocktail receptions, dinner and After Party) focusing on SFPD and SFMTA preparation, private security hiring, volunteer management, EMT contract, vendor communication, vendor contracts, invoice checking and generating reports for same.
  • SE-Greeted Annual Gala attendees as part of the Special Events team.
  • Trouble shoot issues as they arose.
  • SE-Zac Posen Fashion Show with the following week's Cinderella Opening Night Ball.
  • The Zac Posen Fashion Show hosted approximately 500 attendees for a cocktail reception, luncheon, fashion show and live auction while the Cinderella Ball's 500+ guests attended the cocktail reception and dinner prior to the performance.
  • The After Party hosted 900+ attendees.
  • PR -Current media coverage research, develop "pull quotes", dancer interview requests, guide photographers during shoots.
Private Executive Assistant, 10/1996 - 10/2011
San Francisco Ballet City, STATE,
  • Liaison to Mr.
  • Vincent's: Board of Directors offices -facilitated board material delivery, travel arrangements, accommodation needs, dietary requests with the Board Relations department of companies such as Time Warner and Westfield, among others.
  • Media including radio, television and print requests -Arranged and drafted schedules along with specific requests with each publishing house.
  • Collected and cataloged FTV's published works (essays, Op-Ed etc.) as well as documenting all media reports where his name or quote appeared.
  • College/university presidents and development office affiliations - facilitate travel and accommodation arrangements for guest lecturers sponsored by Mr.
  • Vincent as well as the point person for development offices.
  • Colleagues and business associates - interacted with all levels of the "ladder" in both corporate and collegiate settings.
  • Holiday card and gift giving.
  • Baseball Oral History Project for the The National Baseball Hall of Fame and Museum, scheduling talent interviews and logistics, including working with production teams (EUE/Screen Gems) video shoots.
  • Supported researcher for The Gift of His Example: George Van Santvoord of Hotchkiss, as well as additional book publications along with their media requests.
  • ADP and employees, both domestic and clerical in two states, as well as insurance matters for same.
  • Tax accountant - generated and gathered supporting documentation for Mr.
  • Vincent's tax returns.
  • Private wealth management companies an attorneys Maintained Mr.
  • Vincent's: Outlook calendar / management and scheduling Private and public travel arrangements / commerical and private jet travel as well as ground transportation.
  • Personal financial record keeping / Quicken - paid all bills both personal / business while keeping detailed records of both.
Associate of Arts Degree: , Expected in May 2011
Norwalk Community College - ,
Status - Summa Cum Laude
Phi Theta Kappa Medallion Award Winner Charitable Work May New York City Ballet administration volunteer San Francisco Ballet BRAVO member (former) The Princess Project of San Francisco (former) Proficient in Microsoft Word, Excel, Outlook, PowerPoint
Additional Information
  • Phi Theta Kappa Medallion Award Winner Charitable Work May New York City Ballet administration volunteer San Francisco Ballet BRAVO member (former) The Princess Project of San Francisco (former) Proficient in Microsoft Word, Excel, Outlook, PowerPoint
accounting, administrative, ADP, Schedule appointments, book, clerical, Oral, contracts, conversion, delivery, documentation, email, essays, Special Events, expense reports, Fame, Fashion, Film, financial, Gems, graphs, hiring, HR, insurance, inventory, logistics, Director, marketing, meetings, office, Outlook, PowerPoint presentations, works, presentations, PR, speaker, speaking, publications, Quicken, radio, reception, record keeping, Research, researcher, San, SAP, scheduling, scripts, statistics, Tax accountant, tax returns, television, transportation, travel arrangements, video, wealth management

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Resume Overview

School Attended

  • Norwalk Community College

Job Titles Held:

  • Executive Assistant
  • Executive/Personal Assistant / Private Residence
  • Assistant / 2013 Repertory Season
  • Private Executive Assistant


  • Associate of Arts Degree

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