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Executive Assistant Office Administrator Resume Example

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Jessica Claire
Montgomery Street, San Francisco, CA 94105
Home: (555) 432-1000 - Cell: - resumesample@example.com - -
Professional Summary
Determined and proactive Executive Assistant who works with a sense of urgency to anticipate the needs of senior-level executives. Thrives in a fast paced, dynamic environment. Who excels at analyzing, prioritizing and completing tasks while exhibiting professionalism and sound judgment.
Professional Highlights
  • Professional and mature
  • Strong problem solver
  • Works well under pressure
  • Administrative support specialist
  • Resourcefulness
  • Strong initiative
Accomplishments
  • Supported CEO and COO through personal document management, calendar organization and collateral preparation for meetings.
  • Formally recognized for playing an instrumental role in the implementation of talent acquisition cost savings measures.
  • Reduced the open invoice cycle time from 55 days to 32 days by updating collection procedures.
Experience
07/2015 to Current
Executive Assistant/Office Administrator Mitek Industries, Inc. Chicago Ridge, IL,
  • Provide high level secretarial and administrative support to three senior executives. 
  • Maintained and coordinated executive and senior management vacation, day-to-day meeting and travel schedules.
  • Collaborated with other administrative team members, human resources and the finance department on special projects and events.
  • Properly routed agreements, contracts and invoices through the signature process.
  • Managed the receptionist area, including greeting visitors and responding to telephone and in-person requests for information
  • Served as central point of contact for all outside vendors needing to gain access to the building. Planned meetings and prepared conference rooms.
  • Supplied key cards and building access to employees and visitors
  • Organized files, developed spreadsheets, faxed reports and scanned documents
  • Planned and executed over ten company events 
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  • Managed aspects of the employee life cycle process, including on and off boarding.
  • Conducted more than fifty interviews each year.
  • Managed all phases of talent acquisition including, posting available positions, reviewing resumes, performing initial phone screens, coordinating interviews with hiring managers.
  • Successfully assumed responsibilities of three different positions as one full-time employee.
08/2009 to 06/2015
Sales Support Specialist Applied Molecular Transport Inc. South San Francisco, CA,
  • Primary contact for Sales Managers needing assistance in their territory management duties.
  • Communicate order status and shipment tracking for expected shipments and delivery dates for Sales Managers, manufacturing departments and clients.
  • Consulting with clients to formulate materials for order fulfillment.
  • Acting as a facilitator for returns and reissue of materials.
01/2005 to 05/2009
Executive Assistant/Draw Coordiantor Alameda Health System Oakland, CA,
  • Served as Executive Assistant to the Senior Vice President, Vice President of Construction, Vice President of Development and Development Manager 
  • Maintained and coordinated executive and senior management vacation, day-to-day meeting and travel schedules.
  • Handled and distributed all incoming and outgoing mail.
  • Wrote and distributed meeting minutes to appropriate individuals.
  • Created and maintained computer- and paper-based filing and organization systems for records, reports and documents.
  • Monthly reconciliation of American Express Statement for personal and business accounts.
  • Reduced time and costs and increased efficiency by introducing new accounting procedures.
  • Verified details of transactions, including funds received and total account balances.
  • Coordinated approval processes of all accounts payable invoices.
08/2003 to 01/2005
Executive Assistant LandSouth Development, LLC City, STATE,
  • Maintained and coordinated executive and senior management vacation, day-to-day meeting and travel schedules.
  • Collaborated with other administrative team members, human resources and the finance department on special projects and events.
  • Handled and distributed all incoming and outgoing mail.
  • Filed Notice of Commencements for each project, variance reports updates, monthly P/L for jobs.
  • Accounting functions utilizing Timberline and Excel.
  • Administration, human resources, event coordinator, and communication with subcontractors, builders and city/state officials.
  • Created and maintained computer- and paper-based filing and organization systems for records, reports and documents.
  • Verified details of transactions, including funds received and total account balances.
01/2002 to 01/2003
Payroll Administrator Excel-Pay City, STATE,
  • Responsible for setting up new hires, entering terminated employees, importing time data or manually entering payroll for clients.
  • Set up garnishments, child support, health/medical, and 401K deductions.
  • Entered opening balances for new clients, and made sure the taxes and wages were correct.
  • Responsible for ensuring the correctness of multi-state taxes, learning to process quarterly taxes.
Education
Expected in
Diploma: Printing Graphics Technology
Augusta Technical College - Augusta, GA
GPA:
Printing Graphics Technology
Qualifications
Multi-tasking, organizational, administrative, office management

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Resume Overview

School Attended
  • Augusta Technical College
Job Titles Held:
  • Executive Assistant/Office Administrator
  • Sales Support Specialist
  • Executive Assistant/Draw Coordiantor
  • Executive Assistant
  • Payroll Administrator
Degrees
  • Diploma