executive assistant resume example with 15 years of experience

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

Enterprising business owner and Senior Executive Assistant to vice president with over 30 years of experience supporting busy company owners and senior leadership members. Proficient in assisting with both business and personal requirements to promote efficiency. Highly-organized with talent for multitasking using superior time management and decision-making abilities.

Highly motivated, customer-oriented and deadline-driven. Multitalented Senior Executive Assistant and Office Manager with over thirty years in top-tier organizational support. Skilled at close support of senior executive team through research, project support and organization. Robust history offering office management, support staff management, human resources, employee training, supervision and event planning.

Hardworking and reliable. Proactive and punctual with team-oriented mentality.

  • Administrative support specialist
  • Strong Problem Solver
  • Human resource knowledge
  • Meeting planning
  • Mail Management
  • Professional and mature
  • Articulate and well-spoken
  • Proper phone etiquette
  • Travel administration
  • Self-starter
  • Business correspondence
  • Meticulous attention to detail
  • Time management
  • Customer service-oriented
  • Appointment setting
  • Flexible
Executive Assistant, 04/2011 to 02/2020
American Advanced Management, IncSacramento, CA,
  • Tackled and addressed top-level, high-priority issues while maintaining professional administrative discretion.
  • Obtained signatures for important financial and legal documents.
  • Set up meeting and event logistics for senior management, including executives and board of directors.
  • Orchestrated and confirmed senior executive travel accommodations and schedules for two + personnel.
  • Revised and maintained master calendar for client appointments.
  • Compared information and coordinated with other Executive Assistants to arrange accommodations, transportation and personal assistance, providing logistical support to visiting executives.
  • Planned and executed corporate meetings, lunches and special events for groups of thirty five + employees.
  • Supported office needs including taking messages, scanning documents and routing business correspondence.
  • Executed special objectives and projects in response to executive team and board member requests.
  • Drafted and reviewed equipment maintenance work requests.
  • Approved travel expenses and reimbursement requests from managers and other administrative support professionals. Created and submitted expense reports for the vice-president and senior leadership members.
  • Facilitated accurate schedule management and event coordination for senior leadership.
  • Detailed and arranged logistics for conferences and seminars, including travel arrangements and venue reservations.
  • Updated and implemented administrative and executive support policy changes and monitored effects.
  • Attended conferences in person and via e-conference format to represent organization and executives.
  • Coordinated executive and senior management vacation, day-to-day meeting and travel schedules.
  • Arranged appropriate travel, agendas, necessary contacts and other information for executive travel to domestic locations and Guam.
  • Opened, sorted and responded to routine correspondence on behalf of business leaders to facilitate communication and streamline processes.
  • Supervised executive and management calendars while allocating tasks to administrative support team for smooth operational flow.
  • Ordered catering or restaurant delivery to offer food and beverages to meeting and conference attendees.
  • Participated in frequent communication with other administrative team members, human resources and finance department on special projects and events.
  • Oversaw special event calendars for Strategic Leadership group, factoring in availability and expected operational demands to keep workloads in balance.
  • Collaborated with senior leadership to support new projects including new company branding, office move and birthday celebrations for company CEO and a vice-president.
  • Originated invoices, reports and proposals using QuickBooks.
  • Entered customer information and updates in database system to track leads, interactions, relationships and propel sales opportunities.
  • Planned and executed corporate meetings, lunches and special events for groups of twenty+ employees.
  • Checked office supplies stock and placed orders to maintain levels.
  • Oversaw executive schedules for team of two leaders.
  • Orchestrated and confirmed senior executive travel accommodations and schedules for one+ personnel.
  • Created and maintained computer- and paper-based filing and organization systems for records, reports and documents.
  • Orchestrated Board of Directors meetings and printed agendas and meeting materials.
  • Verified operation of office equipment by completing preventive maintenance requirements and calling for repairs.
  • Answered phones and emails for vice president with efficiency and appropriate responses.
  • Served as point of contact for data acquisition and research.
  • Handled and distributed all incoming and outgoing mail for one-member executive team.
  • Prepared and updated office records to support executive needs and enhance office efficiency.
  • Opened, read and wrote answers to routine letters and correspondence for executives.
  • Restocked office and break room supplies to maximize team productivity.
  • Processed executive subscriptions, license renewals, and membership renewals.
  • Addressed and responded to incoming correspondence.
  • Processed executive subscriptions, license renewals, continuing education requirements and membership renewals.
  • HR representative in the Phoenix office.
Front Office Receptionist Coordinator, 10/2009 to 04/2011
Marsh & Mclennan Companies, Inc.Tallahassee, FL,
  • Greeted incoming patients and verified paperwork to manage smooth intake processes.
  • Answered office phone and emails to schedule appointments, forward information and complete new patient forms and enter in data base.
  • Greeted visitors and directed them to appropriate areas, verifying reasons for visit and informing doctor patient has arrived.
  • Produced and distributed clear and error-free business correspondence, file documentation and internal team memoranda.
  • Managed customer complaints and rectified issues to complete satisfaction.
  • Communicated with outside offices to obtain records and transfer files for patients as needed.
  • Handled payment processing duties and provided customers with receipts and proper bills and change.
  • Addressed and welcomed large volume of guests to business per day, improving overall customer service and engagement.
  • Supported office needs including taking messages, scanning documents and routing business correspondence.
  • Confirmed transactional data by verifying name and payment information and clearly communicating costs and fees to patrons.
  • Oversaw office inventory by restocking and organizing supplies and submitting purchase orders. Maintained front office cleanliness.
  • Delivered key administrative support to coworkers, taking on additional tasks during peak times.
  • Budgeted for new office supplies and equipment maintenance, keeping detailed track of office spending.
  • Sorted and distributed business correspondence to correct department or staff member, reducing dropped communications and enabling faster responses to key requests.
  • Determined needs of visitors and provided information or solutions.
Vice President, 10/2007 to 10/2009
Owner Nonno Concrete PumpingCity, STATE,
  • Owned and managed daily operations of concrete pumping business in conjunction with business partner, including supervising employees and providing onsite training and continuing education to staff.
  • Monitored supplier operations to verify quality, delivery schedule and conformance to contract specifications.
  • Provided organizational leadership and established business vision to achieve sales, profit and revenue goals.
  • Maintained records for production, inventory, income, and expenses.
  • Reconciled daily sales, and financial transaction reports and prepared bank deposits.
  • Resolved issues quickly and professionally.
  • Participated in interview process of potential employees, and assisted in the supervision of employees, to achieve company sales goals.
  • Assisted in establishing favorable relationships with vendors and contractors, facilitating contract negotiation and development of marketing and sales strategies.
  • Stayed abreast of all federal regulations to ensure compliance of organization's processes.
  • Assessed, optimized and elevated operations to target current and expected demands.
  • Reconciled daily sales and financial transaction reports and prepared bank deposits.
  • Provided organizational leadership and established business vision to achieve sales, profit, and revenue goals.
  • Conferred with customers to understand needs and finalize purchase orders.
  • Assisted in setting pricing structures according to market analytics and emerging trends.
  • Developed Claire Concrete Pumping business from ground up.
  • Assisted in developing favorable relationships with contractors and vendors, and facilitating contract negotiations and implementing sales and marketing strategies.
  • Implemented standard operating procedures, training program, and office management systems, including inventory management, financial management, and human resource management. Developing the processes to successfully fulfill sales via phone, fax, and in person.
Part Owner, 01/2005 to 09/2007
American Shotcrete Co Inc.City, STATE,
  • Complied with local, state and federal laws and established organizational standards.
  • Supported top talent identification processes by interviewing candidates and executing all HR steps, including onboarding, orientation and benefits.
  • Tracked programs closely to assess effectiveness and make proactive changes to meet changing demands.
  • Created compensation and benefits structures to align with market conditions and budget demands.
  • Achieved desired work environment and performance by proactively advising and guiding twenty four employees on best practices and overseeing HR training.
  • Reduced accidents in workplace by implementing safety policies and procedures.
  • Improved operational efficiencies by creating filing systems to maintain confidential employee documents and reports.
  • Launched innovative incentive program to achieve low turnover rate in highly competitive market.
  • Supervised and guided personnel to eliminate downtime and boost productivity.
  • Executed strong negotiation skills to see both sides and worked to reach agreements to satisfy both parties.
  • Initiated employee evaluation process and recommended policy changes to help staff progress toward desired readiness goals.
  • Raised productivity and lowered absenteeism by setting clear expectations and rewarding good attendance.
  • Established measures to promote diversity and drive equal access to opportunity and advancement.
Education and Training
High School Diploma: , Expected in 05/1973 to Barberton High School - Barberton, OH
: General Studies, Expected in to Glendale Community College - Glendale, CA

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Resume Overview

School Attended

  • Barberton High School
  • Glendale Community College

Job Titles Held:

  • Executive Assistant
  • Front Office Receptionist Coordinator
  • Vice President
  • Part Owner


  • High School Diploma

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