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Front Office Administrative Assistant Resume Example

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FRONT OFFICE ADMINISTRATIVE ASSISTANT
Professional Summary

Accomplished Administrative Assistant offering 15 years of administrative experience reporting to Partners/Principals and other top Leaders. Served as an effective gatekeeper; managed busy calendars and efficiently handled daily tasks. Highly self-motivated with a solid work ethic. Proven track record of accurately completed research reported information management within demanding time frames. Routinely drafted/redlined/compared agreements and documents over numerous subject areas. Managed all aspects of the business license, contracts, and intellectual property databases.

Work History
Third Coast Terminals - Front Office Administrative AssistantPearland, Texas02/2020 - 08/2020
  • Increased 50% productivity by managed office inventory, restocking supplies, and placing purchase orders to maintain adequate stock levels.
  • Supported efficient meetings by organizing spaces and materials, documenting discussions, and distributing meeting notes.
  • Performed general office duties, including answering multi-line phone system, routing calls, delivering messages to staff, and greeting visitors.
  • Monitored premises, screened visitors, updated logs and issued passes to maintain security.
  • Welcomed office visitors warmly and alerted staff to arrivals of scheduled appointments.
  • Monitored four Executive Leader's work calendar and scheduled appointments, meetings, and travel.
  • Maintained staff directory and company policy handbook for human resources department.
  • Supported logistics for programs, meetings, and events, including room reservations, agenda preparation and calendar maintenance.
  • Interacted with vendors, contractors, and professional services personnel to receive orders, direct activities, and communicate instructions.
  • Arranged rapid office equipment repair and maintenance with vendors.
  • Received and routed business correspondence to correct departments and staff members.
  • Helped employees with day-to-day work and complex problems by applying motivational and analytical strategies.
  • Kept physical files and digitized records organized for easy updating and retrieval by authorized team members.
  • Provided clerical support to 50 company employees by copying, faxing, and filing documents.
  • Kept reception area clean and neat to give visitors positive first impression.
  • Supervised 2 administrative team members and provided constructive feedback, resulting in higher morale and increased employee retention.
  • Greeted 60 plus daily visitors and customers upon arrival, offered assistance, and answered questions to build rapport and retention.
  • Directed phone inquiries, answered customer questions, and scheduled appointments on 50 daily phone calls.
  • Prepared packages for shipment, pickup and courier services for prompt delivery to customers.
Gensler - STUDIO COORDINATOR / ADMINISTRATIVE ASSISTANTHouston, Texas12/2014 - 10/2019
  • Provided high-level support to three Partners/Principals.
  • Managed 40 studio members from time sheets to expense reports.
  • Drafted/redlined/reviewed documents over numerous subject areas such as commercial contracts, letter of agreements, master service agreements, and AIA agreements.
  • Typed and filed project correspondence and meeting notes.
  • Responsible for making travel reservations for studio members and coordinating through firm wide travel agency.
  • Maintained professional credentials for Principals as well as key executive leaders.
  • Provided flexibility in scenarios that required extra management.
  • Attended weekly and monthly meeting to discuss staffing and project needs.
  • Collected studio members' timesheets for leadership approval.
  • Client interface.
  • Management of Studio budget/funds.
  • Reconciled P-card transactions.
  • Meeting coordination including setting up for meetings/presentations room/lunch order.
  • Assisted with team-building initiatives.
Donavan & Watkins - ADMINISTRATIVE ASSISTANTHouston, Texas02/2014 - 09/2014
  • Provided exceptional support to two accounting specialist and HR director which increased overall project efficiency.
  • Created highly effective organizational and filing systems, including thorough indexing, resulting in easy access to critical information and streamed office functioning.
  • Served as high-level point of contact and communication by scheduling appointments, drafting memos, contracts, letters, notes, emails, and business correspondence.
  • Updated firm's website with most recent information from Houston, Dallas, and Austin locations.
  • Reviewed and reconciled all monthly American Express business accounts for travel with preparation of expense reports.
  • Led company event planning and mail outs.
  • Drafted contracts.
  • Coordinated outgoing international mail and special packages.
DISTRICT COURT CLERK - Administrative AssistantHouston, Texas12/2008 - 09/2013
  • Provided exceptional support to District Court Judges by researching issues and preparing documentation as needed.
  • Maintained Judge's calendar and prepared daily schedules, confirmed and arranged meetings.
  • Assisted 30 plus attorneys and prepared documentation needed for their clients.
  • Organized and prepared docket of 60 or more files daily.
  • Attended hearings for motions and trials.
  • Recorded information with excellent typing skills and transcribed information onto docket sheets.
  • Responsible for creation of warrants, commitment orders, conditions of probation and other orders of the court.
  • Jury selection maintained a juror list of 63 citizens, selected 12 jurors, swore jury and polled jury.
  • Acted as liaison between judges and a variety of other County department agencies.
  • Multitask/heavy workload and fast pace environment.
Skills
  • MICROSOFT SUITE
  • CRM
  • Document control
  • Problem-solving skills
  • Scheduling and calendar management
  • Strategic Planning
  • Relationship development
  • Team management
  • Project organization
  • Business operations
  • Operational improvement
  • Problem resolution
  • Supervision
  • Travel Administration
  • Report Development
  • Program Files Maintenance
  • Accounting, HR, Express
  • Administrative, Indexing, Rapport
  • Administrative Assistant, Inventory, Reception
  • AIA, Team-building, Researching
  • Agency, Leadership, Routing
  • Budget, Letters, Scheduling
  • Business correspondence, Logistics, Staffing
  • Business operations, Notes, Strategic Planning
  • Clerical, Director, Supervision
  • Contracts, Materials, Team management
  • Copying, Meetings, Phone
  • CRM, Access, Typing skills
  • Clients, Mail, Warrants
  • Client, MICROSOFT SUITE, Website
  • Delivery, Office
  • Documentation, Neat
  • Drafting, Office equipment
  • Event planning, Organizing
  • Fast, Organizational
  • Faxing, Personnel
  • Filing, Phone system
  • Funds, Presentations
  • General office duties, Problem-solving skills
  • Human resources, Problem resolution
Education
Expected in 05/2022San Jacinto CollegeHouston, TexasBusiness Office Systems and Support Level 2: : Executive Administrative Assistant Certification
Houston, TexasHigh School Diploma
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Resume Overview

Companies Worked For:

  • Third Coast Terminals
  • Gensler
  • Donavan & Watkins
  • DISTRICT COURT CLERK

School Attended

  • San Jacinto College

Job Titles Held:

  • Front Office Administrative Assistant
  • STUDIO COORDINATOR / ADMINISTRATIVE ASSISTANT
  • ADMINISTRATIVE ASSISTANT
  • Administrative Assistant

Degrees

  • Business Office Systems and Support Level 2: : Executive Administrative Assistant Certification
    High School Diploma

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