executive assistant resume example with 20+ years of experience
JessicaClaire
Montgomery Street, San Francisco, CA94105(555) 432-1000, resumesample@example.com
Summary
Skillful and dedicated Executive Assistant with extensive experience in the coordination, planning and support of daily operational and administrative functions in a highly confidential environment.
Highlights
COMPUTER SKILLS MS Word, Access, Visio, PowerPoint, Excel, Outlook, SharePoint, FrontPage
Oracle, Reynolds & Reynolds
ADP
Kronos, eTime Abra Suite, Softrax
Siebel, Winstar
Concur Travel System,
Interplx Expense Mgmt,
Ariba
Phone systems (Avaya, Meridian)
SKILLS Ability to multi-task and switch gears quickly, Organizer
Take charge
Excellent communication skills
Communicate and work w/ different levels of management
Work well under pressure
Knowledge of 6S
Kanban System
Visual Management and
Value Stream Mapping
Time management
Flexible
Professional and mature
Strong problem solver
Works well under pressure
Meeting planning
Travel administration
Administrative support specialist
Self-starter
Exhibit good Judgment and Discretion in handling confidential
Experience
04/2009 to 01/2015Executive AssistantAtlas Executive Consulting | San Diego, CA,
Provide administrative support to Director Pharmacy Operations, Director Pharmacy Practice, Sr. Manager Operations, Manager Operations, Sr. Supervisors, Supervisors and Lead Pharmacist
Schedules appointments, confirms changes or delays, and makes necessary changes
Coordinate Travel arrangements, prepare and process expense reports
Coordinate Client Tours for the Pharmacy
Manage scheduling for Conference and Training Rooms
Enterprise contact for the NetPark Site
Project Coordinator for onsite remodeling
Managing/Monitoring multiple outlook calendars appointments
Schedule meeting, attend meetings and take notes, provides meetings notes to the appropriate dept heads.
Manage and maintain weekly attendance and annual vacation records on 65 management employees
Create /Analyze reports
Reconcile Purchase Card and Travel & Entertainment Card statement
Order and Maintain office supplies for site
Coordinate 6S Red Tag Events for NetPark Site (Pharmacy)
Created and Manage the Kanban system for office supplies
Organize and Created training for other Administrative staff (PowerPoint, Word, FrontPage, Excel and Franklin Covey Organization)
Employee Engagement Activities ( Green Team, WOW Celebration Team, Pharmacy Week, Video Production, Holiday luncheon, Monthly Quality engagement)
Create and maintain Dept Heads files
Maintain State Licenses for Pharmacy (36)
Maintain RPh signature log
Maintain RPh Florida License and out of State License
Maintain Pharmacy Technician Licenses
Assist with Regulatory Contact information
Assisted Facilities Manager
Contact for vendors ( i.e. Mail Meter, UPS)
Department Records Representative for NetPark Pharmacy (Iron Mountain)
Account Payable for NetPark site
Administrative support to Coordinators, Leads and Supervisors
Prioritize and manage multiple projects
Plan and coordinate corporate luncheons, events and develop presentations for related on-site and off-site meetings
Provided logistical support to visiting executives in coordination with other Executive Assistants
Wrote and distributed meeting minutes to appropriate individuals.
Created and maintained computer- and paper-based filing and organization systems for records, reports and documents.
Consolidated office supplies and pharmacy files for site closure
2009 to 04/2009Executive AssistantAtlas Executive Consulting | North Charleston, SC,
Provide administrative support to Operations Mgr, Dept Mgrs, Training & Performance Mgr, Dir of Operations and VP/GM and his/her team
Schedules appointments, confirms changes or delays, and makes necessary changes
Schedule Travel arrangements
Schedule meeting, attend meeting, take notes, provides meetings notes to the appropriate dept heads.
Maintain time office calendar for all Mgmt
Create and maintain spreadsheet reports
Organize and Created training for other Administrative staff (PowerPoint, Word, FrontPage, Excel and Franklin Covey Organization)
Employee Engagement Activities ( Green Team, WOW Celebration Team, Pharmacy Week, Video Production)
Maintain Dept Heads files
Provide administrative support to Coordinators, Leads and Supervisors
08/2007 to 10/2008Executive Assistant/Office ManagerEntasis Therapeutics Holdings Inc. | Waltham, MA,
Perform diverse and advance secretarial, clerical and administrative duties
Provide administrative support to Executive Vice Pres., Chief Compliance Officer, Dir of Pharmacy and his/her team. Maintain department correspondence and files.
Typing and transcribing of correspondence, memorandums, etc. for distribution.
Plan, schedule and coordinate routine travel and meetings as necessary.
Schedules appointments, confirms changes or delays, and makes necessary changes
Office and Facility Management
Prepared and facilitated all Facilities in 7 different office spaces.
Assisted in installing new payroll system and coordinated for Credentialing, contracting and UM dept to ensure payroll reported correctly.
Team lead for employee activities committee to coordinate all employees activities with over 250 employees, (i. e. picnic, awards ceremony)
Liaison with postal authorities and courier services contractors, main contact with all outside vendors.
Coordinates meetings and makes arrangements for conferences, meetings and events
Assisted in Accounts Payable processing
Creating purchase orders, coordinating and expediting the flow of material, capital equipment and services
Manages the calendar by establishing a systematic approach for oneself and others to track time commitments and the completion of tasks
11/2006 to 08/2007Office Manager/Personal AssistantBooks-A-Million, Inc. | Morgantown, WV,
Schedule appointments, Bookkeeping, bank deposits, bill payments
Perform diverse and advance secretarial, clerical and administrative duties
Shopping, personal and business errands
Coordinate daily household schedule
Create correspondence, sort mail, read and respond to email
Reports for payroll
09/2006 to 05/2007Cashier LeadSubsidium, Inc | Ogden, UT,
Supervise 20-25 Cashiers
Coach and Train Cashiers and Motivate, Encourage others
Team Player
Detail-Oriented, Flexibility
Manager overage and Shorts report
Create schedules for all Cashiers
01/2001 to 04/2006Administrative Assistant/Office ManagerA Helping Hand Homecare | Washington, DC,
Perform diverse and advance secretarial, clerical and administrative duties
Take initiative to complete all task from start to finish
Coordinator of departmental projects, Event Planning
Coordinating team projects, activities and ensuring deadlines are met
Supported Director of Accounting, Senior Director of Accounting, VP of Accounting, Director of Finance
Support multiple managers and/or staff
Supervise 2-7 employees
Planning and preparation of meetings for Doctors and investors, setting up electronic equipment
Prepare expense reports
Hiring, terminating, promoting and evaluating office personnel
Coordinate office infrastructure (all office equipment for service, phone systems)
11/2000 to 01/2001Payroll SpecialistMoog Inc. | Orlando, FL, Worked as a temporary employee with WebMD Practice Services as a Payroll Professional, was hired on as a Fulltime employee based on my performance and abilities
01/2000 to 11/2000Administrative AssistantEmsi | Moscow, ID,
Supervised 6 employees
Maintained employees files, ADP
Payroll, A/P, A/R
Correspondence, distribute incoming mail, act as liaison between owner and employees
Provide manager with proactive suggestions to accomplish administrative work
Answer phone, fax and computer literate
10/1997 to 01/2000Accounting Associate/Administrative AssistantAutoNation USA | City, STATE,
Customer Services, greeting customers
Supervise 2-6 employees
Daily cash deposit
Human Resources, Payroll Kronos system
Maintained all employees files, benefits, organized meetings for management
Maintain supplies, and arrange for equipment maintenance
Organized meetings, luncheon and catering
01/1991 to 03/1997Payroll ClerkJim Walter Homes | City, STATE,
Inputs and verifies payroll information, maintenance and retention of employee payroll records
Assist payroll manager with various special projects and research assignments, complies payroll data such as, retroactive pay increase, commissions, bonuses
Process employment verifications and unemployment audit requests as necessary, assist in Quarterly payroll tax reports
Exercise professional discretion and confidentiality concerning all duties performed, filing, answering phones, fax computer literate
Education
Expected in to to Associate | Business Administration ManagementFlorida Metropolitan University, Tampa, FLGPA: 10/06: Florida Metropolitan University, Tampa, FL- Associate Degree: Business Administration Management
Presentations
Coordinates meetings and makes arrangements for conferences, meetings and events Plan and coordinate corporate luncheons, events and develop presentations for related on-site and off-site meetings
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