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Executive Assistant To Divisional Vice President Resume Example

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JC
Jessica Claire
Montgomery Street, San Francisco, CA 94105 (555) 432-1000, resumesample@example.com
Professional Summary

Driven Executive Assistant with 10+ years of experience supporting leaders in management and executive roles. Experience in strategic planning, organization, and management of agendas in alignment with corporate objectives. Exceed expectations for maximizing group performance and overseeing efficient calendars. Operate well with minimal supervision to meet demanding objectives. Strongly committed to service excellence, client satisfaction, and team collaboration.

Skills
  • Advanced MS Office
  • AR/AP
  • Filing and data archiving
  • Excellent customer service
  • Employee training and development
  • Human Resources Management (HRM)
  • Sorting and labeling
  • Office management
  • Business administration
  • Staff Management
  • Multi-line phone proficiency
  • QuickBooks knowledge
  • Business writing
  • Report Development
  • Conflict management
  • Mail handling
  • Schedule Management
  • Administrative support
  • Office administration
  • Strategic Planning
Work History
06/2013 to 08/2020 Executive Assistant to Divisional Vice President Cvs Health | Waverly, NY,
  • Responsible for maintaining account payables for maintenance department, including weekly processing of invoices and payments.
  • Perform routine clerical and administrative functions such as answering phones, emails, drafting correspondence, organizing, filing, and providing information to callers.
  • Schedule residential clients for work orders and keep community contracts updated and renewed.
  • Assist Divisional Vice President with needs upon request via phone, texts, or emails.
  • Knowledge of QuickBooks, Excel, Microsoft Word.
  • Managed external contacts for Divisional Vice President and kept track of periodic communication needed for priority contacts.
  • Updated Divisional Vice President and management on changing business needs by thoroughly documenting internal and client meetings.
  • Organized and updated schedules for 3 working crews, the Divisional Vice President, and the Field Supervisor.
  • Managed administrative functions, including complex calendar management with focus on proper allocation of executive availability.
  • Assisted in Managing office inventory by restocking supplies and placing purchase orders to maintain adequate stock levels.
  • Contributed to smooth business operations by planning and organizing meetings and conferences, including conference calls.
  • Organized envelopes, postage and mail correspondence for staff and management, maintaining postage meter and coordinating with delivery and courier services.
  • Responded to emails and other correspondence to facilitate communication and enhance business processes.
  • Produced accurate office files, updated spreadsheets and crafted presentations to support executives and boost team efficiency.
  • Allocated executive tasks and managed complex calendars and administrative functions.
  • Developed and updated spreadsheets and databases to track, analyze and report on performance and sales data.
  • Complied with special requests from board members for research, assistance.
  • Prepared meeting agendas and briefing papers for members of board of directors and executive team.
  • Created appropriate documentation for members of board and senior leadership before meetings.
  • Seamlessly interacted with Divisional Vice President to plan and complete special projects for Maintenance Projects.
  • Prepared presentations, materials and documentation for use by Divisional Vice President in meetings and engagements.
  • Assisted in coordinating implementation of policies and practices across organization.
  • Accomplished special objectives and projects according to requests from board members and Divisional Vice President .
  • Supplied Maintenance Division sales and marketing support to sales force of 15 sales reps.
  • Located and attached appropriate files to incoming correspondence requiring replies.
  • Provided administrative support to senior leadership and members of executive board while maintaining confidentiality.
  • Scheduled appointments and handled calenders for senior leadership.
  • Maintained thorough product knowledge of all Maintenance Division products and services.
  • Screened incoming mail, publications and other correspondence directed to management team members.
  • Used QuickBooks to produce monthly invoices, reports and other deliverables.
  • Screened calls and emails and initiated actions to respond or direct messages for 7 office managers and division assistants.
  • Created expense reports, budgets and filing systems for Divisional Vice President in the Maintenance department.
  • Kept physical files and digitized records organized for easy updating and retrieval by authorized team members.
12/2011 to 06/2012 Administrative Assistant Hilton Worldwide | Rosemont, IL,
  • Maintain client accounts in Quicken and QuickBooks monthly, including entering transactions and reconciling client accounts.
  • Processed client taxes on a timely schedule using the internet and USPS.
  • Assisted with client consultations in the absence of the owner.
  • Executed record filing system to improve document organization and management.
  • Welcomed office visitors warmly and alerted staff to arrivals of scheduled appointments.
  • Prepared packages for shipment, pickup and courier services for prompt delivery to customers.
  • Maintained complex digital filing system for financial information.
  • Processed invoices and expenses using QuickBooks and Quicken to facilitate on-time payment.
  • Managed office inventory by restocking supplies and placing purchase orders to maintain adequate stock levels.
  • Performed general office duties, including answering phone and delivering messages to CEO and greeting visitors.
  • Composed internal memos and external correspondence for senior management and reviewed all documentation to eliminate errors.
  • Developed and updated spreadsheets and databases to track, analyze and report on performance and sales data.
02/1995 to 12/2010 Marketing Coordinator Cooper University Health Care | Cherry Hill, NJ,
  • Plan, direct, or coordinate marketing policies and programs, such as determining the demand for products and services offered by the company and its competitors, and identify potential customers.
  • Develop pricing strategies with the goal of maximizing the firm's profits or share of the market while ensuring the firm's customers are satisfied.
  • Oversee events to promote local store sales and community involvement.
  • Position was eliminated and recreated three times within the employment history.
  • Coordinated resources to craft marketing plans for various projects including product launches and events.
  • Boosted brand awareness with target customer demographics with social and print campaigns.
02/2005 to 05/2007 Executive Secretary Escobar Enterprise, Inc | City, STATE,
  • Answered phones and recorded messages for President and Vice President of company.
  • Processed accounts payables and receivables, maintained financial books for annual audits, including personal investments for CEO, President, and Vice President.
  • Maintained checking and retirement accounts, processed annual and quarterly taxes, and daily bank deposits.
  • Maintained and created customer files, invoices and receipts.
  • Proficient in Excel and Microsoft Word.
  • Produced accurate office files, updated spreadsheets and crafted presentations to support executives and boost team efficiency.
  • Responded to emails and other correspondence to facilitate communication and enhance business processes.
  • Interacted with vendors, contractors and professional services personnel to receive orders, direct activities and communicate instructions.
  • Maintained office supplies inventory by checking stock and ordering new supplies as needed.
  • Adjusted employee tax status along with information regarding withholding.
  • Reviewed personnel records to determine names, rates of pay, occupations of new hires and changes in wage rates.
  • Maintained employee privacy and protected payroll operations by keeping all information confidential.
  • Calculated salaries, rate changes, retroactive adjustments, overtime, bonus, vacation, termination and garnishments using C21 Accounting Software.
  • Processed employee W-9 and I-9 forms and managed benefits and leave time.
  • Managed payroll data entry and processing for 15 employees to comply with predetermined company guidelines.
  • Processed new hire paperwork and documents.
  • Processed wage garnishments and child support.
  • Initiated direct deposits and prepared manual checks for 15 employees.
Education
Expected in 12/2012 Associates of Science | Business Administration Broward College, Fort Lauderdale, FL GPA:
Expected in High School Diploma | Hardee Senior High School, Wauchula, FL GPA:

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Resume Overview

School Attended
  • Broward College
  • Hardee Senior High School
Job Titles Held:
  • Executive Assistant to Divisional Vice President
  • Administrative Assistant
  • Marketing Coordinator
  • Executive Secretary
Degrees
  • Associates of Science
  • High School Diploma