Jessica Claire
, , 100 Montgomery St. 10th Floor
Home: (555) 432-1000 - Cell: - - -
  • EXECUTIVE ASSISTANT Financial and Expense Reporting ~ Domestic and International Travel Arrangements ~ Time Management Analytical Skills ~ Contract Administration ~ Meeting Presentation ~ Deck Creation ~ Calendar Management SUMMARY OF QUALIFICATIONS Accomplished, performance-focused, and multifaceted professional, offering distinguished career in administrative support and office administration; backed by expertise in event planning, calendar management, and document control.
  • Meticulous assistant, with keen eye for detail approach at gathering and communicating pertinent information to designated personnel; preparing accurate reports and business correspondence for the management; and fulfilling other assigned tasks and responsibilities in a timely manner.
  • Self-directed and team player, known for strong work ethic, professional demeanor, and initiative to optimize operational efficiency and improve productivity; coupled with solid dedication to provide first-rate services and high-level assistance to senior business executives.
  • People person and articulate communicator, effective at developing professional working relationships and collaborating with vendors, clients, and other associates.
  • SQL | Asana | AWS | Airtable | Excel |Visio| Project| Outlook | Concur | WebEx | Slack| SharePoint
  • 2 | Page
  • Administrative, Scheduling
  • Agency, Security clearance
  • Auditing, SQL
  • Billing, Staffing
  • Budgets, Tax
  • Contract management, Phone
  • Contracts, Transportation
  • CPA, Travel arrangements
  • Credit, Visio
  • Clients
  • Filing
  • Finance
  • Financial
  • Forms
  • Legal
  • Letters
  • Director
  • Managing
  • Materials
  • Meetings
  • Access
  • Excel
  • Office
  • Outlook
  • PowerPoint presentations
  • PowerPoint
  • Microsoft Word
  • Next
  • Organizational
  • Payroll
  • Personnel
  • Presentations
  • Pricing
  • Processes
  • Procurement
  • Recording
  • Repairs
  • Reporting
12/2018 to 12/2019
Executive Assistant Axos Bank Salt Lake City, UT,
  • Organized Outlook calendar by keenly assessing meeting schedules and addressing any conflicts.
  • Maintain direct communication with the VP for effective schedule management and send emails regarding a three-week look ahead and things of interest every Friday, involving calendar highlights for the next three weeks and schedules of weekly, monthly, and quarterly meetings.
  • Arranged meeting schedules regularly and worked with the VPs to evaluate the timing and continuous need for these meetings.
  • Notified executives regarding the upcoming meetings and send out necessary reports for standing meetings.
  • Handled the travel arrangement process, which involved planning and finalization of transportation, lodging, directions, trip point usage, and meetings schedules.
  • Ensured proper coordination of monthly and weekly highlight reports along with security clearance access as needed.
  • Prepared various documents and presentations such as expense reports using Microsoft Word, Excel, PowerPoint, and Visio, along with FastTrack and other tools when necessary.
  • Rendered effective administrative assistance in tracking calls, attending meetings, capturing actions, and maintaining action list to guarantee follow up.
  • Communicated travel arrangements, calendar management, and meeting schedule with internal and external customers.
  • Assisted with the development and review of reports on overhead budgets, staffing, and organizational metrics, along with planning of personnel morale events.
  • Created credit card statements each month in a timely manner and conducted follow up on action items.
12/2016 to 12/2018
Executive Assistant to CEO, Chief Financial Officer Axos Bank Milwaukee, WI,
  • Effectively carried out various administrative functions involving the following:.
  • Preparation of PowerPoint presentations for monthly divisional meetings with top-level executives;.
  • Generation and maintenance of computer- and paper-based filing and organization systems for records, reports, and document.
  • Organization of appropriate travel, visas, agendas, necessary contacts, and country information;.
  • Scheduling of board of directors’ meetings while preparing meeting materials and agendas; and.
  • Monitoring of the CEO and CFO schedules, as well as application of necessary adjustments to block and alter schedules.
  • Oversaw special projects and events in collaboration with other administrative team members, and the Finance Department.
  • Tracking and preparing expenses.
  • Heavy calendar management: set appointments, prioritize & juggle appointments in the moment.
  • Resolved issues with calendar and schedule.
  • Able to proactively anticipate sequencing of meetings.
  • Assumed full accountability in reviewing and verifying agency requests to determine whether the personal and account information on requested subpoenas match or do not match member accounts before replying to requesting agency contract management, along with coordination with internal procurement and legal teams as needed.
  • Fulfilled all contract management functions which involved the following:.
  • Reporting of current status of contract processes to management;.
  • Resolution of any existing contract conflicts;.
  • Follow-up on clients regarding contractual payments;.
  • Analysis of potential risks of contract changes to the organization;.
  • Development of language standards and rules for existing and new contracts.
  • Administered the review and processing of billing adjustments, refunds, transfers, and returned checks; posting of charges for services rendered; reconciliation of all financial information related medical care services related; as well as approval of travel expenses and reimbursement requests.
  • Facilitated customer-facing webinars that involved vendors relationship development, customer attendance monitoring, and post-webinar follow-up.
  • Determined document originating state and ensured accuracy of information requested on subpoenas in compliance with health regulations.
12/2009 to 12/2016
Executive Assistant Adventist Health System Mobile, AL,
  • Assisted CEO on personal family matters, including compiling family personal tax documents; communicating with family CPA for annual tax returns; managing bank refinancing on multiple residences; scheduling medical and dental appointments, household maintenance, and repairs; performing personal shopping; creating family holiday card; maintaining holiday friends and family mailing list; and arranging pet care and boarding.
  • Aided with the management of household bills for two residences and four rental properties by paying professional and personal credit card expenses; preparing checks for rental property expenses; making bank deposits; tracking expenses for tax purposes; and balancing checkbook.
  • Performed office and administrative functions for the CEO involving the following:.
  • Maintenance and modification of CEO's schedule and calendar, electronic, paper, and desktop for personal appointments,.
  • Arrangement of domestic and international travel for family trips, including all hotel, air, and ground transportation;.
  • Creation and finalization of emails, letters, and memorandums on behalf of the CEO; and.
  • Development of private and personal family correspondence.
  • Provided support to the president by preparing correspondence, recording selected meeting minutes, and setting agendas for designated committees, while maintaining their calendar in Outlook and advising the president on various meetings requiring participation.
  • Sent out memoranda from the Department of Pharmacy to all hospital departments.
  • Answered and redirected incoming phone calls to appropriate individual, while assisting visitors on various information or referring them to another department member as needed.
  • Helped the director in administering master list for charging purposes, while maintaining other office and general files for the department.
  • Held responsibility in logging invoices for bills payment, communicating purchase orders with invoices, processing outpatient prescription billing for employees; and coordinating pricing, billing, and payroll deduction slips to the business office.
  • Guaranteed the completion of controlled drug proof-of-use sheets, including separating and filing forms for easy access for auditing purposes.
  • Partook in the billing audits for third-party payers as requested.
Senior Executive Assistant REMAX CHOICE PROPERTIES City, STATE,
Education and Training
Expected in
Associate of Business Administration:
Denmark College - , SC

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  • Denmark College

Job Titles Held:

  • Executive Assistant
  • Executive Assistant to CEO, Chief Financial Officer
  • Executive Assistant
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  • Associate of Business Administration

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