LiveCareer-Resume

executive assistant resume example with 14 years of experience

Jessica Claire
, , 609 Johnson Ave., 49204, Tulsa, OK 100 Montgomery St. 10th Floor
Home: (555) 432-1000 - Cell: - resumesample@example.com - : - -
Professional Summary

Driven and resourceful Executive Assistant Professional with 15 years of experience assisting high-achieving executives, both in the for profit and non-profit sectors. I am known for supporting professional needs with well-organized precision and managing high-volume workloads in rapidly changing environments. Proven skills in office oversight, and process improvements. Operates independently with minimal supervision to meet demanding deadlines and objectives.

I have been fortunate to have had the opportunities to experience diverse responsibilities in varied industries, progressing my skillset along the way. I am enthusiastic and eager to to use my skills and learn new skills that will assist in contributing to team success.

Skills
  • Executive Administration
  • Leadership
  • Accuracy in Work, Attention to Detail
  • Fostering Relationships
  • Creating a Fun Work Environment
  • Confidentiality
  • Communication Skills
  • Self-Confident, Approachable and Outgoing
  • Results Oriented
  • Strong Business Acumen
  • Google Suite
  • Microsoft Office Suite
  • Concur, Expensify
  • Capability to learn proprietary software
  • Network Administration
  • Teamwork and Collaboration
Work History
06/2021 to Current
Executive Assistant Brookfield Properties - Retail West Des Moines, IA,
  • Provide support to the COO, Chief Medical Officer, and Executive Committee
  • Manage and coordinate multiple calendars, schedule meetings using Zoom and Microsoft Teams
  • Assist with tracking onboarding tasks
  • Conduct business with team members across 4 states
  • Coordinate and execute special events for staff and guests
  • Efficient in G-Suite, Concur and Expensify
  • Assist with ad-hoc projects as needed
  • Responded to emails and other correspondence to facilitate communication and enhance business processes.
  • Processed travel expenses and reimbursements for executive team and senior management group.
  • Screened calls and emails and initiated actions to respond or direct messages for managers.
  • Produced accurate office files, updated spreadsheets and crafted presentations to support executives and boost team productivity.
  • Worked with senior management to initiate new projects and assist in various processes.
  • Volunteered to help with special projects of varying degrees of complexity.
  • Managed mail and both incoming and outgoing correspondence, mail, email and faxes.
  • Organized logistics and materials for each meeting, arranged spaces and took detailed notes for later dissemination to key stakeholders.
  • Created and managed office systems to efficiently deal with documentation.
  • Physician Recruitment
  • Liaison for Physician Candidates to include, meeting arrangements, interview scheduling, travel arrangements, expense reimbursements, dinner arrangements, facility tours, facilitate official documentation for hiring, using DocuSign to obtain signatures, any follow-up needed during onboarding process.
  • Assist Human Resources with Recruitment
  • Confirmed appointments and interviews with job candidates.
  • Maintained candidate records using Paycom and updated information accordingly.
  • Evaluated strengths and weaknesses of candidates through effective screening processes.
  • Compiled and produced qualified candidates' information for hiring manager review and liaised between parties to coordinate formal, management interviews.
  • Used Boolean searches to develop applicant portfolios for expected openings.
08/2017 to 05/2021
Executive Assistant Brown Brothers Harriman Jersey City, NJ,
  • Coordinate calendars for the Executive Team, including the CEO, CFO, and Director of HR
  • Supervise the Receptionist/Administrative Assistant
  • Handled logistics, catering, agendas and travel arrangements for meeting and event planning for the Executive Team
  • Chair the FUN Committee, responsible for all staff events
  • Process lease information for all company sites
  • Order and manage company credit cards, expense reporting, train staff on expense reporting
  • Serve as a liaison between staff and the Executive Team
  • Ensure the office is running smoothly and address any issues that may arise with a “can-do” willingly attitude
  • Manage all company business accounts, i.e Amazon, Quill, FedEx, etc.
  • Communicate closely with Team Members across the country
  • Assist IT Director with minor IT issues
  • Research Expense Reporting Systems, Implementation of Expense Report System, and Training Staff on the system
  • Assist Human Resources with team member Onboarding
  • Supported the marketing team, creating, deploying and optimizing campaigns.
  • Work with building management on office restructuring and buildouts, working closely with contractors and engineers.
  • Processed travel expenses and reimbursements for executive team and senior management group.
  • Organized postage and mail correspondence for staff, maintaining the postage meter and coordinating with delivery and courier services.
  • Updated executives on changing business needs by attending and documenting internal and client meetings.
  • Researched, proposed and implemented vendor agreements to decrease costs and improve services.
  • Worked collaboratively with auditors throughout reviews, offering assistance and clerical support.
  • Volunteered to help with special projects of varying degrees of complexity.
  • Streamlined operations and prioritized tasks, allowing senior staff to increase productivity
  • Greeted arriving visitors, determined nature and purpose of visit and directed individuals to appropriate destinations.
  • Keeping supplies organized and well-stocked.
  • Managed mail and both incoming and outgoing correspondence, mail, email and faxes.
  • Organized logistics and materials for each meeting, arranged spaces and took detailed notes for later dissemination to key stakeholders.
  • Executed basic banking and bookkeeping tasks.
  • Distributed company-wide announcements, booked conference rooms and coordinated catering for annual staff events.
  • Managed and reviewed filing and office systems.
  • Created company newsletters.
05/2014 to 05/2017
Executive Assistant Brown Brothers Harriman New York, NY,
  • Coordinate calendars for the Chief Security Officer, Chief Information Security Officer, and other senior leaders
  • Arrange travel plans—international and domestic—for 5 executives and support teams
  • Arrange appropriate travel visas, agendas, necessary contacts, and country information
  • Managed expense reports for management team.
  • Handled logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors, president and executive vice president.
  • Manage daily office operations and maintenance of equipment
  • Draft agendas and prepare and supply advance materials for meetings and conferences
  • Provide logistical support to visiting executives and government agencies
  • Properly routed agreements, contracts, and invoices through the signature process
  • Greeted guests professionally and courteously to cultivate welcoming atmosphere while making safety top priority.
  • Checked identification of persons entering and exiting facility to eliminate unauthorized visitors.
  • Handle and distribute all incoming and outgoing mail, screening a high volume of internal and external communications
  • Trained and mentored new employees, performing all new hire onboarding duties
  • Key Contributions:
  • Recognized for practicing confidentiality at all times
  • Recipient of a $5K bonus for providing exemplary support during a cyber incident.
  • Screened calls and emails and initiated actions to respond or direct messages for managers.
12/2007 to 05/2014
Executive Assistant Brown Brothers Harriman Utica, NY,
  • Executed administrative support to the CEO and 6 Vice Presidents, serving as the liaison between the leadership team and the Board of Directors
  • Documented and distributed monthly board of director meeting minutes and weekly leadership team meeting minutes
  • Created the company newsletter
  • Negotiated vendor contracts for cable, internet phone providers, and office equipment
  • Compiled content for the organization’s annual report
  • Managed administrative aspects of the agency’s nursing services, employment services, residential services, and educational services
  • Trained users during new system implementations and upgrades
  • Appointed liaison between executive leadership team and clients, regarding client accounts and new business accounts
  • Led two staff members, delegating responsibilities and ensuring completion of tasks.
  • Requested by senior leadership to collaborate with other administrative team members, human resources, and the finance department on special projects and events
  • Key Contributions:
  • Took over responsibilities of network administrator during absence and filled in gaps around office.
  • Successfully planned and executed corporate meetings, lunches, and events for 300+ employees.
  • Formatted and digitized all company policies, procedures, and manuals from paper form
  • Recognized by CEO for achieving extensive cost savings by negotiating key contracts
  • Implemented new processes to digitize company documents
  • Created marketing and presentation materials for special projects
  • Assisted in the creation and maintenance of a new youth volunteer program
  • Responded to emails and other correspondence to facilitate communication and enhance business processes.
  • Processed travel expenses and reimbursements for executive team and senior management group.
  • Prepared documents, reports and presentations for executives and board members
  • Updated executives on changing business needs by attending and documenting internal and client meetings.
  • Researched, proposed and implemented vendor agreements to decrease costs and improve services.
  • Worked collaboratively with auditors throughout reviews, offering assistance and clerical support.
  • Handled logistics, catering, agendas for meeting and event planning for the Executive Team, as well as staff.
  • Worked with senior management to initiate new projects and assist in various processes.
  • Answered high volume of phone calls and email inquiries.
  • Greeted arriving visitors, determined nature and purpose of visit and directed individuals to appropriate destinations.
  • Keeping supplies organized and well-stocked.
  • Managed mail and both incoming and outgoing correspondence, mail, email and faxes.
  • Distributed company-wide announcements, booked conference rooms and coordinated catering for staff events.
  • Also served in a Network Administrator role concurrent to the Executive Assistant position.
  • Maintained network hardware and software and monitored network to support network availability to end users.
  • Identified and immediately resolved issues with network devices.
  • Planned, coordinated and implemented network security measures.
  • Provided required network documentation to inform management.
  • Backed up company data to distributed storage centers to avoid massive data loss in event of network breach or failure.
  • Installed and upgraded internal and third party software.
  • Drafted training materials and organized training sessions for new employees.
Education
Expected in to to
High School Diploma:
Lincoln Community High School - Lincoln, Illinois,
GPA:
Committee Involvement
  • Caterpillar, Inc.: Diversity & Inclusion Committee & Administrative Assistant Summit Group
  • EP!C: Chair of the Employee Recognition Committee, Chair of the IT Committee, Chair of the Admissions Committee, Chair of the Annual United Way Campaign, Member of the Documentation Committee
  • Trumpet Behavioral Health – Chair of the FUN! Committee

By clicking Customize This Resume, you agree to our Terms of Use and Privacy Policy

Your data is safe with us

Any information uploaded, such as a resume, or input by the user is owned solely by the user, not LiveCareer. For further information, please visit our Terms of Use.

Resume Overview

School Attended

  • Lincoln Community High School

Job Titles Held:

  • Executive Assistant
  • Executive Assistant
  • Executive Assistant
  • Executive Assistant

Degrees

  • High School Diploma

By clicking Customize This Resume, you agree to our Terms of Use and Privacy Policy

*As seen in:As seen in: