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executive secretary resume example with 7+ years of experience

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

Hardworking and focused Administrative professional offering excellent communication, planning and prioritization skills demonstrated through 10+ years of performance. Skilled at drafting reports and business correspondence, managing mail and updating tracking spreadsheets. Exceptional leadership skills with expertise in streamlining workflow to optimize personnel strengths.

Skills
  • Meeting Agenda Preparation and Organization
  • Compiles Information and Prepares Various Reports
  • Assist in Managing and Overseeing Activities and Overseeing Projects
  • Designs and Develops Publicity Documents and Materials
Work History
04/2018 to Current Executive Secretary University Of Houston | Houston, TX,
  • Provides complex administrative and clerical support to the city manager, deputy city manager, youth and violence prevention coordinator, mayor, members of city council, and other staff.
  • Prepares correspondence, reports and other official documents, maintains calendars, answers phones, greets visitors; orders and maintains office supplies; organizes meetings; and maintains reservations for conference rooms.
  • Receives and prepares documents for signature; prepares, processes and maintains departmental personnel information and financial records including invoices, payroll, PAFs, and travel reports; opens and distributes mail for the department; and notarizes legal documents.
  • Makes travel arrangements for conferences and trainings including registration, hotel accommodations, air travel, vehicle services, and travel reimbursement for city manager, deputy city manager, youth and gang violence prevention coordinator, outreach workers, and other staff as needed.
  • Assist in managing and overseeing activities and operation of projects. Designs and develops publicity documents and materials.
  • Tracks complaints and service requests; receives complaints and request from citizens, media, council members and city staff; relates to and interacts with the general public, staff, council, department directors, both orally and in writing.
  • Diffuses angry and emotional situations and follow-up as needed. Assists the city clerk and city manager with preparing, assembling and distributing City agendas and related council information; attends council meetings and serves as the deputy city clerk, as needed.
  • Prepares agendas for and serves as the administrative back-up for RIFA meetings, as required. Prepares proclamations, certificates of recognition and greeting letters as needed. Prepares a draft of council minutes after each meeting.
  • Serves as the department's Technical User Group (TUG) member and disseminates information to coworkers; manages council's use of technology; sets up security for user accounts and adds/deletes users as needed.
  • Develops training manuals and related instructions for software users and provides classroom training annually or as features are updated. Develops, manages, and maintains complex records, files, and database systems of distribution and contact lists; maintains emergency contact list for all council members, office staff, and department directors.
  • Completes retention schedules and documentation for annual file destruction.
  • Serves as IT liaison and provides technical support to city council members and city manager's office staff; maintains up to date knowledge of technical systems, computer operations and best practices for personal computers, iPads, phones, android devices, and internet operations.
  • Provides administrative and clerical support for committees attended by the city manager or deputy city manager, as requested.
02/2017 to 04/2018 Secretary Crouse Hospital | East Syracuse, NY,
  • Working a temporary assignment as a Secretary for the Human Resource Department at the City of Danville. Responsibilities include answering, screening, and directing incoming calls on a multiline phone system. Collecting, date stamping, and distributing incoming mail. Scanning personnel, medical, departmental, and retirement files into Laserfiche. Filing personnel and medical information into charts for proper documentation. Creating new employee personnel, medical, and job files as needed. Helped compile data on spreadsheets for insurance audits. Helped with the planning of the 17th Annual Health and Retirement Fair.
06/2013 to 12/2015 Senior Secretary - Financial/Transcription Danville-Pittsylvania Community Services | City, STATE,
  • Main job duties included typed reports, evaluations, intakes, quarterly reviews, discharge summaries, letters, and other general correspondence from written copy or recording. Transcribed psychiatric intake evaluations and follow-up appointment notes from tape or digital methods. Responsible for completing annual and new financial assessments on all clients whose last names fell between the letters of A and L. Responsible for running daily sheets for those clients and verifying their insurance information before each appointment. Financial assessments included collecting demographic information, insurance information, and financial information. Information was entered in Profiler for accuracy in billing. Completed assisted intakes for new and reoccurring clients which also included collecting demographic information, insurance information, financial information, explaining forms, obtaining signatures on all forms, and entering data in Profiler for accuracy. Working with pharmacist to insure client’s information was accurate and up to date. Other essential job duties included general office functions such as answering and directing incoming calls in a professional and pleasing tone, typing, faxing, scanning, and filing. Responsible for scheduling and coordinating appointments for nurses and psychiatrists; both new and follow-up appointments. Served as backup for front desk secretaries and emergency service secretary. Responsible for completing those job duties as needed.
Education
Expected in 05/2023 to to Bachelor of Science | Psychology/Criminal Justice Liberty University, Lynchburg, VA, GPA:

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Resume Overview

School Attended

  • Liberty University

Job Titles Held:

  • Executive Secretary
  • Secretary
  • Senior Secretary - Financial/Transcription

Degrees

  • Bachelor of Science

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