executive assistant resume example with 20+ years of experience

Jessica Claire
  • Montgomery Street, San Francisco, CA 94105 609 Johnson Ave., 49204, Tulsa, OK
  • Home: (555) 432-1000
  • Cell:
  • :
Professional Profile

Superb project leadership abilities and time management skills with strong expertise in the start-up, construction, and corporate sectors. Proven problem solving and analytical thinking skills, a fast learning curve, and the ability to adapt to evolving industry trends. A dedicated professional with the drive and skill-set to excel in a fast-paced supporting role enhancing a superior's ability to effortlessly function.

Bonus: Charismatic and electric personality!

Core Competencies
  • Proficient user of G Suite and MS Office
  • Project Management
  • Technological Proficiency
  • Scheduling and Calendar Management
  • Meeting and Travel Support
  • Designing and Maintaining Filing System
  • Change Management and Budgeting
  • Event planning
Professional Experience
Executive/ Administrative Support (Contract Roles), 03/2012 to Current
MastecRiviera Beach, FL,

Juul Labs 7/2019- 11/2019

Senior Administrative Assistant to Director of Global Affairs (assignment ended)
• Hybrid role requiring flexibility, adaptability, detail orientation, and seamless execution of duties and responsibilities
• Collaborated daily with the Government Affairs Team and JUUL Leadership Executive Support Team
• Provided administrative support to the Director of Global Affairs
• Planning, organizing and managing multiple extremely busy calendars for the Global Affairs Team
• Assisted with travel reservations and logistics
• Managed and submitted monthly expense reports for the Director of Global Affairs, VP of Communications and Chief of Staff to Chief Government Affairs Officer
• Liaised with other teams within the company and external parties to ensure efficient workflow and handling of internal requests
• Ability to multitask with ease and prioritize incoming requests appropriately while remaining flexible to the many changes that could occur during a day
• Ensured timely communications and handled of highly confidential information

Construction Compliance Administrator/ Analyst, 05/2016 to 08/2018
ContractCity, STATE,

Turner Construction (Oakland Army Base Project)
(assignment ended)
• Developed effective multitasking and communication strategies enabling superior administrative support to Sr. Project
• Manager with a demonstrated ability to multitask, improvise, and improve procedures; met demanding deadlines
• Primary point-of-contact for the City of Oakland, building contractors, and architects
• Enforced the City of Oakland's strict compliance policy through superb documentation tracking, effective communication, and prompt follow up with project managers, prime contractors, subcontractors, and architects
• Created individual preliminary non-compliance matrix for prime contractors and subcontractors, resulting in mitigating non-compliant liquidated damages of $51,772.00
• Managed senior project manager's budget report by reviewing, analyzing, interpreting and balancing; updating master clipboard, allowance and contingency logs daily.
• Created and processed potential change orders, subcontractor change orders, change order requests, notice of change and request for proposals enabling contractors to meet building schedule deadlines
• Managed month-end contractor's invoices including time and materials, affidavits, and conditional/unconditional lien waivers
• Coordinated and managed monthly budget review meetings.

Construction Coordinator, 04/2015 to 05/2016
ContractCity, STATE,

Peet’s Coffee- Home Office
Construction Coordinator
(assignment ended)
• Managed the administrative operations of four construction managers, procurement manager, and two store development project managers; demonstrating effective communication and outstanding interpersonal and time-management skills
• Managed Sitefolio software enabling tracking of store capital, project plans, pay apps, and vendor project bids
• Processed store development, construction, and facility invoices contributing to on-time payment distribution
• Created, organized, and maintained filing system and records, ensuring easy access to important and confidential documents
• Enthusiastically managed vendor relationships by creating a receptive atmosphere and ensuring verbal and written communications were delivered effectively; Maintained respect, confidence, friendliness, and empathy

Executive Assistant- Restaurant Operations, 10/2012 to 10/2013
ContractCity, STATE,

Kimpton Hotels & Restaurants- Home Office
• Developed effective multitasking and communication strategies enabling superior administrative support to Sr. VP of Restaurant Operations, VP of Restaurant Concepts, VP of Operations- West, and Director of National Marketing
• Coordinated all aspects of travel, inclusive of flights, hotels, and ground transportation; prepared VP's itineraries for travel
• Prepared and submitted expense reports/reconciled payments with corporate cards
• Managed weekly and monthly composite scores, mobile site audits, weekly P& L's, pace reports and quarterly marketing plans, utilizing excellent time management skills
• Created, composed, and edited correspondences and reports.
• Scheduled weekly national director of operations, home office, and marketing webinar meetings
• Note-taking for all meetings and distribution of meeting summaries to all attendees
• Collected information and data for weekly online newsflash utilizing Dreamweaver
• Prepared a variety of presentations for various meetings

Commercial/ Film Actress & Talent Agent , 01/2005 to 02/2015
Self-EmployedCity, STATE,

(career change)

•Managed acting and modeling opportunities by training extensively and booking television commercials, television sitcoms, film, website, and magazine print ads
• Scouted and managed the careers of model and actors, generating revenue of over $200k/ year for Generations Model & Talent Agency, San Francisco
• Handled model and actor’s agency and booking contracts
• Served as liaison with professional relationships including parents, photographers, clients, ad agencies, casting agencies, and directors
• Accessible 24/7 by pager/cell phone
• Member of SAG-AFTRA 2005-2019

Senior AfterMarket Sales Specialist (relocated), 04/2002 to 01/2005
Ricoh Business SolutionsCity, STATE,

(relocated to Los Angeles)

•Managed South Bay and Peninsula territories
• Led sales team to grow revenue from $85,000 to $150,000 in two months by making 45+ outbound calls per day, generating referrals, creating selling opportunities and setting performance goals and objectives and working overtime
• Exceeded monthly sales goal of $55,000 in revenue
• Expanded account base from 10 to more than 53 accounts
• Maintained and serviced both existing and new clients using ACT software
• Operated 12 busy phone lines, screened and answered calls and emails
• Conducted meetings to provide incentives and motivation
• Provided extensive customer service and administrative activities including researching and purchasing of business items; shipped supplies via UPS and FedEx
• Wrote proposals and memos for client submissions
• Handled large sums of money, processed credit cards, and checks
• Used judgment to prioritize urgent vs. non-urgent matters

Catering Administrative Assistant (job Cuts), 05/2000 to 04/2002
Grand Hyatt San FranciscoCity, STATE,

(job cuts due to 911)

• Provided administrative supported to one Catering Director, and two Catering Managers
• Wrote proposals, memos, and contracts for wedding and business clients
• Quoted and calculated room rental, handled credit cards and checks, booked leads and turned specs into event orders
• Managed all in-house meetings by booking meeting space and putting together event orders to include food and beverage
• Attended weekly meetings to set performance goals and quotas; took minutes
• Managed existing files and created new ones as needed
• Handled phone lines, screened and answered calls. Timely relayed messages to the director and catering managers

Associate of Arts: Associate of Arts And Humanities, Expected in 05/2019 to Los Medanos College - Pittsburg, CA,
Associate of Arts: Communications, Expected in 05/2020 to Los Medanos College - Pittsburg, CA

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Resume Overview

School Attended

  • Los Medanos College
  • Los Medanos College

Job Titles Held:

  • Executive/ Administrative Support (Contract Roles)
  • Construction Compliance Administrator/ Analyst
  • Construction Coordinator
  • Executive Assistant- Restaurant Operations
  • Commercial/ Film Actress & Talent Agent
  • Senior AfterMarket Sales Specialist (relocated)
  • Catering Administrative Assistant (job Cuts)


  • Associate of Arts
  • Associate of Arts

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