Executive Assistant Resume Example

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Jessica Claire
, , 100 Montgomery St. 10th Floor
Home: (555) 432-1000 - Cell: - - -

Accomplished professional with experience in providing administrative support in an academic medical setting, project management and coordination, client relations, customer service, inventory management, accounts payable and receivables, and retail management.

  • Rhythmix, SAP, Oracle, Siebol, VISIO, Word, Excel, Outlook, PowerPoint, Access, Goldmine, TigerPaw, Vantage, PeopleSoft, OBIEE, Kronos, CONCUR, MosaiQ, ATAS, eFAP, ePAF, Qualtrics
  • Accounting, Payables
  • Administrative support, Payroll
  • Army, PeopleSoft
  • Artist, Policies
  • Basic, Posters
  • Benefits, Presentations
  • Billing, Processes
  • Billings, Profit
  • Book keeping, Programming
  • Conferences, Progress
  • Conflict resolution, Project Coordination
  • Contracts, Promotional materials
  • Counseling, Promotion
  • Clients, Recruiting
  • Client, Recruitment
  • Customer service, Safety
  • Databases, Sales
  • Delivery, SAP
  • Documentation, Scheduling
  • ERP, Staffing
  • Filing, Technical assistance
  • Financial, Telecommunications
  • Forms, VISIO
  • Goldmine, Annual reports
  • HR
  • Insurance
  • Inventory
  • Kronos
  • Logistics
  • Meetings
  • Access
  • Excel
  • Exchange
  • MS Outlook
  • Outlook
  • PowerPoint
  • Word
  • Oracle
  • Order entry
  • Executive presentation development
  • Strong problem solver
  • Administrative support specialist
  • Travel administration
  • Meeting planning
  • Excel spreadsheets
  • Articulate and well-spoken
  • Professional and mature
  • Certified in 10-key
  • Proper phone etiquette
  • Appointment setting
  • Meticulous attention to detail
  • Flexible
  • Business correspondence
  • Time management
  • Database management
  • Understands grammar
  • Customer service-oriented
  • Self-starter
04/2014 to Current
Executive Assistant Applied Molecular Transport Inc. South San Francisco, CA,
  • Provide administrative support and onboard incoming Department Chair.
  • Provide administrative support for Department Administrator.
  • Schedule and coordinate heavily detailed MS Outlook calendars.
  • Manage Department Chair and Administrators daily schedules ensuring timely attendance while triaging emergent matters.
  • Extensive domestic and international travel coordination using the CONCUR system to include initial planning through reimbursement for supported faculty, administrators, guests and recruitment candidates.
  • Reconcile faculty accounts using OBIEE and PeopleSoft systems.
  • Completion of employee time in Kronos, running weekly and monthly reports for staffing models.
  • Obtaining and maintaining CE (Continuing Education) credits for both Dosimetry (MDCB) and Radiation Therapy (ASRT) as well as record retention of CE activities, faculty credentialing and other departmental document requirements.
  • Participates in all aspects of faulty recruiting including all required actions in the eFAP and ePAF systems, scheduling candidate travel, creating assessment forms and ensuring all appointment and credentialing documentation are completed in a timely manner.
  • Developed and maintained department standard operating procedures.
  • Approve expense reports on behalf of Department Chair and Administrator, ensuring compliance with institutional travel policies and fund expenditure guidelines.
  • Coordination of meetings, agendas and meeting minutes for multiple confidential departmental meetings.
  • Assist with presentations, posters and abstract submissions for conferences and institutional events.
  • Facilitating faculty actions including, promotion and tenure, new faculty onboarding, faculty separation, mid-term and mid tenure reviews among others.
  • Faculty CV.
05/2008 to 04/2014
Project Coordinator Maximus, Inc. Denver, CO,
  • Responsible for providing support the CEO of the Company.
  • Duties included, but not limited to:.
  • Arranged travel.
  • Prepared expense reports.
  • Scheduled appointments.
  • Prepared contracts and correspondence.
  • Assisted with client communication Project Coordination.
  • Assigned as project Coordinator for Capital One Bank and Marine Corp Exchange.
  • Provide and prepare safety and security information for installers working on military bases to ensure compliance with OSHA and Army Corps of Engineers EM385 health and safety regulations.
  • Prepare vendor qualification forms for general contractors including gathering including summarizing data from the OSHA 3000 log and providing insurance information.
  • Prepare OSHA, Army Corps of Engineers and NAVFAC certification packets for installers and equipment.
  • Provide Certified Payroll in line with the Davis Bacon Wage Act for work on military bases.
  • Review and approve all company projects have all of the components necessary for manufacturing.
  • Prepared project tracking reports including task lists and timeline expectations.
  • Receive new order details from Account Executives.
  • Prepare check list of required documentation for fabrication and permitting.
  • Prepare documentation for ERP order entry.
  • Coordinate the logistics out-of-state installs.
  • Estimate date of delivery to customer, based on knowledge of own firm's production and delivery schedules.
  • Monitor progress of project through completion; communicating delays or other issues to Account Executive and to customer where necessary.
  • Provided status reports and activities summaries to executives and clients during and upon completion of projects Accounting.
  • Maintain and prepare billings for customers.
  • Collected past due invoices and resolve billing disputes.
  • Prepare and approve vendor invoices for payment.
10/1999 to 04/2008
Senior Project Coordinator/National Accounts Manager Digital And Analog Design City, STATE,
  • Supervised the National Account Staff responsible for supporting over 20 accounts with approximately 3500 locations worldwide.
  • Reported directly to the Vice President of Company.
  • Developed processes and procedures for the National Account department.
  • Worked with the Vice Presidents of many Fortune 500 companies.
  • Managed project coordination team.
  • Managed telecommunications projects in the United Stated, Canada and Mexico.
  • Wrote programming and training documentation for system installations.
  • Maintained customer databases and inventory.
  • Supplied technical assistance and customer service during and after business hours.
  • Ensured required profit margins on projects.
  • Performed extensive accounting functions including billing and collections.
  • Tracked vendor payables.
  • Resolved customer billing issues.
  • Managed a variety of customer and internal projects.
Education and Training
Expected in 05/2022
Bachelor of Arts: Behavioral Science
Houston Community College - Houston, TX,
Activities and Honors

AWARDS , Radiation Oncology Outstanding Employee of the Year 2016 Received multiple Awesome Job awards between May 2014 to present National Signs Employee of the year 2010 1999 Toshiba National Account Eastern Sales Rep Won Store Manager of the Month, September 1997 Won New Store Manager of the Year for District M17 1997 Nominated for New Store Manager of the Year, Texas Region 1997 Recognized several times for outstanding achievements in Customer Service through the WOW! Program

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Resume Overview

School Attended
  • Houston Community College
Job Titles Held:
  • Executive Assistant
  • Project Coordinator
  • Senior Project Coordinator/National Accounts Manager
  • Bachelor of Arts

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