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Jessica
Claire
resumesample@example.com
(555) 432-1000,
, , 100 Montgomery St. 10th Floor
:
Summary

Multitalented Executive Assistant with over 12 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, training, supervision and event planning.

Skills
  • Calendar management
  • Travel administration
  • Meeting planning
  • Social media knowledge
  • Outstanding computer proficiency
  • Excellent interpersonal abilities
  • Administrative support specialist
  • Strong problem solver
  • Meticulous attention to detail
Education and Training
California State University - East Bay Hayward, CA Expected in 06/1996 Bachelor of Arts : Organizational Communication - GPA :
Azusa Pacific University Azusa, CA Expected in Master of Science : Biotechnology - GPA :
Experience
University Of California - Executive Assistant to the Dean
Santa Barbara, CA, 10/2015 - Current

The Executive Assistant to the Dean provides support to the dean, associate and assistant dean of the College of Liberal Arts and Sciences by supervising and managing the administrative activities of the dean’s office and by serving as the liaison to the office, the College and the community at large.

  • Supported marketing and advertising efforts by creating marketing materials such as email blasts and newsletters.
  • Participated in frequent communication with other administrative team members, human resources and finance department on special projects and events.
  • Compared information and coordinated with other Executive Assistants to arrange accommodations, transportation and personal assistance, providing logistical support to visiting executives.
  • Detailed and arranged logistics for conferences and seminars, including travel arrangements and venue reservations.
  • Instituted and built dynamic team of astute and successful administrative professionals which supported all growth and productivity objectives.
  • Restocked office and break room supplies to maximize team productivity.
  • Obtained signatures for important financial and legal documents.
  • Ordered catering or restaurant delivery to offer food and beverages to meeting and conference attendees.
  • Revised and maintained master calendar for college events.
  • Manages multiple calendars, schedules meetings, ensures appointments and special events are scheduled appropriately; uses independent judgment to resolve conflicts and coordinates complex meeting schedules.
  • Orchestrated meetings, created agendas and meeting materials.
  • Arranged appropriate travel, visas, agendas, necessary contacts and other information for executive travel.
  • Researched topics of interest and culled gathered information to produce concise reports.
  • Tackled and addressed top-level, high-priority issues while maintaining professional administrative discretion.
South Carolina Job Board - Office Manager
Mount Pleasant, SC, 12/2014 - 08/2015
  • Handled scheduling and managed timely and effective allocation of resources and calendars.
  • Organized patient files and streamlined operations to improve efficiency.
  • Aided senior leadership during executive decision-making process, meeting with clients to research case, collect data, prepare settlement packages and interpret information for daily report generation.
  • Solicited vendor quotes to determine optimal material purchase pricing.
  • Maintained impeccable office organization to support efficiency, professionalism and performance objectives.
  • Oversaw day-to-day office operations, including receiving and organizing correspondence, answering and forwarding calls and creating business letters and records.
  • Monitored office inventory to maintain adequate supply levels and order products.
  • Generated financial reports for management review.
  • Entered invoice data into company database and updated details, including customer contacts and delivery dates to keep information current.
  • Liaised with customers, addressed inquiries, handled meeting requests and answer billing questions to provide outstanding customer care.
  • Developed and administered department budgets.
  • Updated employee paperwork and records.
  • Proactively identified and solved complex problems that impact management and business direction
  • Used exemplary communication and interaction skills to build strong working relationships with partners, employees and clients.
  • Handled AP/AR, budgeting collections and all other accounting functions.
  • Verified accuracy of accounting disbursements such as payroll and vendor payments.
  • Accurately processed data, validation and transmission for weekly, semi-monthly and sales payrolls.
  • Prepared purchase orders and expense reports.
  • Worked quickly and efficiently, with minimal oversight, to accomplish assigned duties.
Atara Biotherapeutics - Executive Assistant
Denver, CO, 08/2012 - 12/2014

Provide administrative support to three executives, manage a number of simultaneous projects and meet deadlines consistently and accurately.

  • Primary responsibilities include: calendar management, report preparation, correspondence, meeting coordination, and budget maintenance.
  • Create and maintain accuracy of marketing collateral for presentations, print and internet promotion.
  • Function as a contributing member of the Senior Staff team often making suggestions for innovation and improvement.
  • Represent the executive office to external vendors and guests, as well as internal members, board and staff.
  • Lead the planning, implementation and follow-up of departmental and organization-wide events including but not limited to: large annual events, annual, monthly and weekly meetings.
  • Event Management: Develop event plans, book speakers and musicians, recruit and train volunteers, reserve or schedule facilities, order supplies and catering, prepare event materials, track reservations, manage ticket sales, track budget expenses, arrange for reimbursements, create promotion schedules and design promotional materials.
  • Represent three executives and the board with discernment and tact to members and the public through phone, electronic, and face-to-face communication.
  • Maintain the department database and files.
  • Maintain budgets and process executive expense records.
Atara Biotherapeutics - Executive Assistant
Remote, OR, 03/2008 - 08/2012

Served as the liaison to the public, members and staff at this non-profit organization meeting the needs of hundreds of people in the Chino Valley. Provided professional support to three executives as well as managed the office with a unique ability to develop positive relationships with members, coworkers and people in need.

  • Provide administrative support including calendar management, communications, presentation research and development, filing, correspondence, travel coordination, expense reports and special projects.
  • Represent the organization and executive team to external vendors and guests, as well as internal staff, leaders, and volunteers.
  • Create graphic materials for print and web; including bulletins, slides, signage, banners, event fliers, posters and tickets.
  • Provide an inviting and supportive environment for visitors often in situations requiring diplomacy and tact.
  • Recruit, develop, train, manage and supervise a strong volunteer staff.
  • Review and maintain the organization's website on a weekly basis to ensure accuracy and relevance. Update information and create graphics as needed.
  • Maintain the facility calendar, coordinate facility use and contracts.
  • Maintain the database and files.

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Resume Overview

School Attended

  • California State University - East Bay
  • Azusa Pacific University

Job Titles Held:

  • Executive Assistant to the Dean
  • Office Manager
  • Executive Assistant
  • Executive Assistant

Degrees

  • Bachelor of Arts
  • Master of Science

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