LiveCareer-Resume

executive assistant to the chief executive officer resume example with 14+ years of experience

Jessica Claire
Montgomery Street, San Francisco, CA 94105 609 Johnson Ave., 49204, Tulsa, OK
Home: (555) 432-1000 - Cell: - resumesample@example.com - : - -
Professional Summary

Driven and resourceful Administrative professional with 25+ years of experience supporting work of high-achieving Executive Assistant . Track record supporting professional needs with well-organized precision. Sophisticated and graceful in managing high-volume workloads in rapidly changing environments.

Skills
  • QuickBooks expert
  • Filing and data archiving
  • AR/AP
  • Business writing
  • 65 WPM typing speed
  • Advanced MS Office Suite
  • Scheduling
  • Travel Arrangements
  • Invoicing
  • Event Planning
  • Budgeting
  • Filing
  • Expense Reports
  • Spreadsheets
  • Calendar Management
  • Note Taking
  • Appointment Setting
  • Preparing Presentations
  • Office Supply Ordering
  • Expense reporting
  • Travel coordination
  • Schedule Management
  • Report writing
  • Report analysis
  • Proofreading
  • Office administration
  • Schedule & calendar planning
  • Compensation and benefits
  • Sorting and labeling
  • Strategic Planning
  • Extensive vocabulary
  • Report Development
  • Mail handling
  • Project Management
  • MS Office
  • Bookkeeping
  • Human Resources Management (HRM)
  • Member, International Association of Administrative Professionals (IAAP)
  • Risk management
  • Administrative support
  • Business administration
  • Travel accommodations
  • Conference planning
  • Staff Management
  • Financial services
  • Performance improvement
  • Resourceful
  • Office management
  • Technical Support
  • Employee training and development
Work History
12/2008 to Current
Executive Assistant to the Chief Executive Officer Unicef Boston, MA,
  • Responded to emails and other correspondence to facilitate communication and enhance business processes.
  • Coordinated domestic and international travel arrangements, including booking airfare, hotel and ground transportation.
  • Orchestrated successful conferences, including associated travel for all speakers and attendees, facilities and support services.
  • Organized envelopes, postage and mail correspondence for staff and management, maintaining postage meter and coordinating with delivery and courier services.
  • Updated executives on changing business needs by thoroughly documenting internal and client meetings.
  • Managed administrative functions, including complex calendar management with focus on proper allocation of executive availability.
  • Developed and updated spreadsheets and databases to track, analyze and report on performance and sales data.
  • Contributed to smooth business operations by planning and organizing meetings and conferences, including conference calls.
  • Produced accurate office files, updated spreadsheets and crafted presentations to support executives and boost team efficiency.
  • Handled logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors, president and executive vice president.
  • Coordinated complex annual meeting involving [Number] presenters, [Number] global attendees, and budget of $[Amount] encompassing livestream production, remote location arrangements, and senior executive accommodations.
  • Managed [Job title]'s complex and frequently changing travel arrangements and coordinated pre-planning of trips.
  • Managed external contacts for CEO and kept track of periodic communication needed for priority contacts.
  • Managed office inventory by restocking supplies and placing purchase orders to maintain adequate stock levels.
  • Distributed company-wide announcements, booked conference rooms and coordinated catering for annual staff development forum.
  • Organized and updated schedules for more than [Number] [Industry] executives.
  • Promoted team productivity by keeping supplies organized and well-stocked.
  • Kept physical files and digitized records organized for easy updating and retrieval by authorized team members.
  • Used QuickBooks to produce monthly invoices, reports and other deliverables.
  • Prepared meeting agendas and briefing papers for members of board of directors and executive team.
  • Streamlined operations and prioritized tasks, allowing senior staff to increase revenue by [Number]%.
  • Scheduled appointments and handled calenders for senior leadership.
  • Maintained confidential, administrative support to executive team and members of board of directors.
  • Screened calls and emails and initiated actions to respond or direct messages for [Number] managers.
  • Organized international and domestic travel arrangements for up to [Number] staff members, including all transportation and hotel stays.
  • Worked collaboratively with auditors throughout reviews, offering assistance and clerical support.
  • Investigated topics such as [Type] and [Type] and produced concise summaries for [Job title] use.
  • Developed and maintained automated alert system for upcoming deadlines on incoming requests and events.
  • Supported human resources department in annual employee review process to manage performance merit increases.
  • Assisted senior management with major initiatives and projects including [Type] and [Type] by [Action] and [Action].
  • Transcribed minutes of meetings and executed meetings and events for company to support sales, business development and senior management teams.
  • Met with top national and international executives on self-designed schedules both monthly and annually.
  • Reconciled and processed expense reports for [Number] internal and field personnel, including executives and consultants.
  • Located and attached appropriate files to incoming correspondence requiring replies.
  • Handled all scheduling and logistics planning for conferences and monthly meetings.
  • Supplied sales and marketing support to sales force of [Number] sales reps.
  • Offered assistance, collaboration and clerical support to auditors throughout entire review process.
  • Developed and maintained internal client filing system using [Software].
  • Provided administrative support to senior leadership and members of executive board while maintaining confidentiality.
  • Managed travel itineraries and logistics for accommodations for over [Number] employees.
  • Prepared presentations, materials and documentation for use by [Job title] in meetings and engagements.
  • Researched, proposed and implemented [Type] vendor agreements to decrease costs and improve services.
  • Greeted arriving visitors, determined nature and purpose of visit and directed individuals to appropriate destinations.
  • Screened incoming mail, publications and other correspondence directed to management team members.
  • Acted as point of contact for research and information gathering for [Type] and [Type] executive managers.
  • Planned, coordinated and executed meetings for Board of Directors, President and Executive Vice President.
  • Complied with special requests from board members for research, assistance and travel arrangements.
  • Processed travel expenses and reimbursements for [Number]-member executive team and senior management group.
  • Accurately and quickly processed subscription and market invoices.
  • Prepared documents, reports and presentations for executives and board members using advanced software proficiencies.
  • Coordinated dealer visitations, company special events and other employee morale functions.
  • Used [Software] to coordinate meetings, appointments and tasks for [Number] senior executives.
  • Managed scheduling for over [Number] annual portfolio reviews internationally.
  • Scheduled monthly and annual offsite visits with top national and international executives.
  • Seamlessly interacted with [Job Title] to plan and complete special projects for [Program].
  • Created appropriate documentation for members of board and senior leadership before meetings.
  • Directed administrative functions for board of directors, principals, consultants and key managers.
  • Scheduled global annual portfolio reviews for over [Number] participants in [Number] different locations.
  • Organized and coordinated [Type] conferences and [Type] monthly meetings involving up to [Number] attendees.
  • Implemented updated policies and practices for organization and monitored effect.
  • Assisted in coordinating implementation of policies and practices across organization.
  • Worked with senior management to initiate new projects and assist in various processes.
  • Maintained daily appointment calendars for president and executive vice president.
  • Assisted with team building initiatives and overall support for maintenance of organizational culture and employee morale.
  • Worked with [Job Title] to coordinate and complete special projects for [Program].
  • Managed schedules, events and travel plans for conferences, meetings and seminars, as well as domestic and international trips for [Number] executives.
  • Served as resource for research and information for [Type] and [Type] department leaders.
  • Processed invoices for market data subscriptions, continuing education and memberships.
  • Planned and executed meetings and events and attended meetings to take meeting minutes.
  • Tracked and maintained monthly and year-end vendor rebates totaling $[Amount].
  • Compiled and analyzed sales and marketing reports for marketing executives and provided executive summaries.
  • Accomplished special objectives and projects according to requests from board members.
  • Coordinated and executed special projects including [Type] and [Type] for [Job title].
  • Conducted research to prepare, gather and proof briefing materials, agendas and decks for all executive-level meetings.
  • Created expense reports, budgets and filing systems for [Type] and [Type] departments.
12/2008 to 12/2020
ADMINISTRATIVE ASSISTANT II State Of North Dakota Gwinner, ND,
  • 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.
  • Supported efficient meetings by organizing spaces and materials, documenting discussions and distributing meeting notes.
  • Coached new employees on administrative procedures, company policies and performance standards.
  • Coordinated bookkeeping activities in QuickBooks and Lawson, including invoicing and accounts payable.
  • Created PowerPoint presentations for business development purposes.
  • Managed office inventory by restocking supplies and placing purchase orders to maintain adequate stock levels.
  • Generated reports and typed letters in [Software] and prepared presentations in [Software] for maximum impact and results.
  • Drafted professional memos, letters and marketing copy to support business objectives and growth.
  • Monitored premises, screened visitors, updated logs and issued passes to maintain security.
  • Performed general office duties, including answering multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
  • Organized weekly staff meetings and logged minutes for corporate records.
  • Supported logistics for programs, meetings and events, including room reservations, agenda preparation and calendar maintenance.
  • Managed accounts payable and receivable for [Type] office grossing $[Amount] per year.
  • Coordinated domestic and international travel arrangements, including booking airfare, hotel and ground transportation.
  • Prepared packages for shipment, pickup and courier services for prompt delivery to customers.
  • Offered office-wide [Type] software support and training, including troubleshooting issues and optimizing usage.
  • Interacted with vendors, contractors and professional services personnel to receive orders, direct activities and communicate instructions.
  • Sorted and distributed office mail and recorded incoming shipments for corporate records.
  • Performed research to collect and record [Type] data.
  • Arranged rapid office equipment repair and maintenance with vendors.
  • Maintained complex digital filing system for financial information.
  • Scheduled office meetings and client appointments for team of [Number] professional [Job title]s.
  • Identified and recommended changes to existing processes to improve accuracy, efficiency and quality service.
  • Executed record filing system to improve document organization and management.
  • Monitored [Job title]'s work calendar and scheduled appointments, meetings and travel.
  • Prepared meeting minutes and edited subcontractor proposals, project punch list, transmittals and memorandums for organizational support.
  • Managed [Software] databases converting complex data into easy-to-interpret data.
  • Created detailed expense reports and requests for capital expenditures.
  • Processed invoices and expenses using [Software] to facilitate on-time payment.
  • Handled client correspondence and tracked records to foster office efficiency.
  • Maintained staff directory and company policy handbook for human resources department.
  • Welcomed office visitors warmly and alerted staff to arrivals of scheduled appointments.
10/2006 to 11/2014
EXECUTIVE ADMINISTRATIVE ASSISTANT Fidelity Investments Lemont, IL,
  • Interacted with vendors, contractors and professional services personnel to receive orders, direct activities and communicate instructions.
  • Updated executives on changing business needs by thoroughly documenting internal and client meetings.
  • Orchestrated successful conferences, including associated travel for all speakers and attendees, facilities and support services.
  • 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.
  • Coordinated complex annual meeting involving [Number] presenters, [Number] global attendees, and budget of $[Amount] encompassing livestream production, remote location arrangements, and senior executive accommodations.
  • Organized and updated schedules for more than [Number] [Industry] executives.
  • Promoted team productivity by keeping supplies organized and well-stocked.
  • Managed administrative functions, including complex calendar management with focus on proper allocation of executive availability.
  • Developed and updated spreadsheets and databases to track, analyze and report on performance and sales data.
  • Coordinated domestic and international travel arrangements, including booking airfare, hotel and ground transportation.
  • Managed office inventory by restocking supplies and placing purchase orders to maintain adequate stock levels.
  • Managed [Job title]'s complex and frequently changing travel arrangements and coordinated pre-planning of trips.
  • Handled logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors, president and executive vice president.
  • Organized envelopes, postage and mail correspondence for staff and management, maintaining postage meter and coordinating with delivery and courier services.
  • Managed external contacts for CEO and kept track of periodic communication needed for priority contacts.
  • Distributed company-wide announcements, booked conference rooms and coordinated catering for annual staff development forum.
  • Allocated executive tasks and managed complex calendars and administrative functions.
  • Contributed to smooth business operations by planning and organizing meetings and conferences, including conference calls.
  • Handled all scheduling for [Job title]'s calendar and prepared meeting agenda and materials.
  • Carefully transcribed phone messages and relayed to appropriate personnel within [Number] minutes of each call.
  • Used [Software] to coordinate meetings, appointments and tasks for [Number] senior executives.
  • Created appropriate documentation for members of board and senior leadership before meetings.
  • Complied with special requests from board members for research, assistance and travel arrangements.
  • Directed administrative functions for board of directors, principals, consultants and key managers.
  • Investigated topics such as [Type] and [Type] and produced concise summaries for [Job title] use.
  • Developed and maintained internal client filing system using [Software].
  • Developed and maintained automated alert system for upcoming deadlines on incoming requests and events.
  • Seamlessly interacted with [Job Title] to plan and complete special projects for [Program].
  • Managed scheduling for over [Number] annual portfolio reviews internationally.
  • Prepared meeting agendas and briefing papers for members of board of directors and executive team.
  • Met with top national and international executives on self-designed schedules both monthly and annually.
  • Implemented updated policies and practices for organization and monitored effect.
  • Worked with senior management to initiate new projects and assist in various processes.
  • Worked with [Job Title] to coordinate and complete special projects for [Program].
  • Tracked and maintained monthly and year-end vendor rebates totaling $[Amount].
  • Organized international and domestic travel arrangements for up to [Number] staff members, including all transportation and hotel stays.
  • Compiled and analyzed sales and marketing reports for marketing executives and provided executive summaries.
  • Coordinated dealer visitations, company special events and other employee morale functions.
  • Researched, proposed and implemented [Type] vendor agreements to decrease costs and improve services.
  • Accomplished special objectives and projects according to requests from board members.
  • Organized and coordinated [Type] conferences and [Type] monthly meetings involving up to [Number] attendees.
  • Processed invoices for market data subscriptions, continuing education and memberships.
  • Handled all scheduling and logistics planning for conferences and monthly meetings.
  • Offered assistance, collaboration and clerical support to auditors throughout entire review process.
  • Created expense reports, budgets and filing systems for [Type] and [Type] departments.
  • Maintained daily appointment calendars for president and executive vice president.
  • Accurately and quickly processed subscription and market invoices.
  • Managed schedules, events and travel plans for conferences, meetings and seminars, as well as domestic and international trips for [Number] executives.
  • Maintained confidential, administrative support to executive team and members of board of directors.
  • Prepared documents, reports and presentations for executives and board members using advanced software proficiencies.
  • Conducted research to prepare, gather and proof briefing materials, agendas and decks for all executive-level meetings.
  • Located and attached appropriate files to incoming correspondence requiring replies.
  • Assisted with team building initiatives and overall support for maintenance of organizational culture and employee morale.
  • Coordinated and executed special projects including [Type] and [Type] for [Job title].
  • Assisted in coordinating implementation of policies and practices across organization.
  • Reconciled and processed expense reports for [Number] internal and field personnel, including executives and consultants.
  • Maintained thorough product knowledge of all credit union products and services.
  • Provided administrative support to senior leadership and members of executive board while maintaining confidentiality.
  • Scheduled monthly and annual offsite visits with top national and international executives.
  • Used QuickBooks to produce monthly invoices, reports and other deliverables.
  • Screened incoming mail, publications and other correspondence directed to management team members.
  • Worked collaboratively with auditors throughout reviews, offering assistance and clerical support.
  • Acted as point of contact for research and information gathering for [Type] and [Type] executive managers.
  • Planned and executed meetings and events and attended meetings to take meeting minutes.
  • Screened calls and emails and initiated actions to respond or direct messages for [Number] managers.
  • Managed travel itineraries and logistics for accommodations for over [Number] employees.
  • Scheduled appointments and handled calenders for senior leadership.
  • Kept physical files and digitized records organized for easy updating and retrieval by authorized team members.
  • Transcribed minutes of meetings and executed meetings and events for company to support sales, business development and senior management teams.
  • Processed travel expenses and reimbursements for [Number]-member executive team and senior management group.
  • Planned, coordinated and executed meetings for Board of Directors, President and Executive Vice President.
  • Supported human resources department in annual employee review process to manage performance merit increases.
  • Supplied sales and marketing support to sales force of [Number] sales reps.
  • Served as resource for research and information for [Type] and [Type] department leaders.
  • Greeted arriving visitors, determined nature and purpose of visit and directed individuals to appropriate destinations.
  • Scheduled global annual portfolio reviews for over [Number] participants in [Number] different locations.
  • Assisted senior management with major initiatives and projects including [Type] and [Type] by [Action] and [Action].
  • Streamlined operations and prioritized tasks, allowing senior staff to increase revenue by [Number]%.
  • Prepared presentations, materials and documentation for use by [Job title] in meetings and engagements.
Education
Expected in to to
Associate of Arts: Health Manangement
UNIVERSITY oF MIAMI - Coral Gables,
GPA:
Expected in 01/1990 to to
: Executive Administrative
Miami Dade College - Miami, FL,
GPA:
Expected in 08/2006 to to
: REAL-ESTATE
GOLD-COAST SCHOOL of REAL-ESTATE - Fort Lauderdale, FL,
GPA:

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Resume Overview

School Attended

  • UNIVERSITY oF MIAMI
  • Miami Dade College
  • GOLD-COAST SCHOOL of REAL-ESTATE

Job Titles Held:

  • Executive Assistant to the Chief Executive Officer
  • ADMINISTRATIVE ASSISTANT II
  • EXECUTIVE ADMINISTRATIVE ASSISTANT

Degrees

  • Associate of Arts

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