Jessica Claire
  • Montgomery Street, San Francisco, CA 94105
  • Home: (555) 432-1000
  • Cell:

Multitalented and energetic Executive Assistant with over 20 years aiding company leaders with key functions. Gifted at managing busy schedules of multiple tier level executives and their team members through organization, research, and project support. Reputable individual with strong work ethics offering office management, support staff management, training, supervision and event planning.


  • Over 20 years of combined experience in Executive Assistance, Office Administration, Administrative Management, Staff Support, and Training Coordination.
  • Ability to perform Payroll and Accounting Services and Travel Coordination functions.
  • Certified Occupational Hearing Conservationist (COHC)
  • Experience with common office software programs and Database Management such as Microsoft Applications, Pivot Tables, A/R, AP Deposits Functions, LMS, EDS, SAP 4.6 and 6.0.
  • Well organized; ability to track and manage work and prioritize tasks without guidance; ability to balance competing requests.
  • Strong interpersonal skills and judgment; ability to gather, synthesize and distribute information as appropriate; ability to build relationships at all levels of the organization.
  • Understand, comprehend, and implement requirements IAW company policy and procedures.
  • Meeting planning
  • Microsoft Office
  • Microsoft Outlook
  • Microsoft Excel
  • Microsoft PowerPoint
  • Pivot Tables
  • LMS/EDS/AutoTime/People Soft
  • Office Management
  • POC for many executives
  • Certified in 10-key
  • Strong problem solver
  • Mail management
  • Administrative support specialist
  • Time management
  • Invoice processing
  • Concur
  • Meticulous attention to detail
  • Self-starter
  • Data entry
  • Accounts payable and receivable
  • Inventory management
  • Team management
Payroll and Labor Accounting Representative, 12/2017 to 07/2020
AdpMadison, WI,
  • Labor adjustments and transfers.
  • Enter employee payroll data.
  • (banking, taxes, allowances, garnishments).
  • Resolve employee payroll discrepancies by collecting and analyzing information.
  • Provide payroll information by answering questions and requests.
  • Audit employee timesheet, payroll results, and verify manual payroll adjustments.
  • Maintain payroll operations by following policies and procedures and report needed changes.
  • Maintain employee confidence and protect payroll operations by keeping information confidential.
  • Manage workflow to ensure all payroll transactions are processed accurately and timely.
  • Scan in payroll paperwork and generated Supervisor Reports.
  • Administrative Assistant to Director HDL Management.
Senior Administrative Assistant, 11/2009 to 12/2017
Arcus Biosciences, Inc.Remote, Sf,
  • Managed the administrative affairs for HDL Director and provide administrative support to over 200 department personnel.
  • Worked closely with our Air Force and Army customers; served as their Admin/Office Manager in support of the mission.
  • Assessed staffing needs, worked with HDL Director to create job descriptions, set-up interviews; oversaw and developed staff support for each air craft supervisor/programs within the division.
  • Kept Director apprise of critical administrative and budgetary activities and concerns.
  • Booked all travel arrangements for Production, Quality Control, Engineers, and Test Personnel and Pre- Expensed reports for travelers to pay Airfare and Ticket Fee.
  • Managed calendar, scheduled and coordinated events, departmental meetings, and annual conferences, and arranged conference calls.
  • Managed the administrative affairs for five departments including invoice processing, paycheck distribution, coded invoices for meetings with customer, managed manpower, arranged for training, over-time, set up holiday and season functions, fun competitions and contract management requests, and other duties as assigned.
  • Collected reports PM’s and compiled into Report weekly for Director, created and Coded Expense Reports.
  • Initiated purchase requisitions to procure goods and/or services; worked with vendors.
  • Arranged movement of employees to other locations; protected confidential information.
Executive Assistant, 12/2006 to 12/2008
Presbyterian Communities And ServicesCity, STATE,
  • Provided high-level executive support to the Senior VP and up to 10 other executives in a fast-paced, ever-changing environment.
  • Diligently handled and resolved issues, and served as liaison between Senior VP and staff; followed directives and made appropriate decisions independently.
  • Provided support for multiple executives under one umbrella; answered phones, performed faxing, copying, scanning, mail distribution, and emailing of files and documents.
  • Consistently reduced overhead costs, improved workflow, increased office efficiency and maximized efforts.
  • Coordinated detailed personal calendars, meeting, appointments, interviews, etc.; planned, coordinated and organized complex travel arrangements for all executives, including flights, hotel accommodations, transportation and itineraries.
  • Arranged and organized meetings, conferences, luncheons and special events; outlined schedules, catering and coordinated staff.
  • Maintained and updated files, records, logs, suspense systems and a wide variety of automated systems.
  • Researched and compiled information for reports or inquiries; received, sorted, opened, evaluated content, and distributed confidential and time-sensitive correspondence.
  • Generated finance reports and distributed to appropriate people, file and e-scan.
  • Created and maintained spreadsheets and folders for specific projects; managed and maintained all contacts and kept up-to-date.
  • Developed customer rapport and maintained excellent customer relations.
  • Maintained corporate employee files; converted existing processes and practices into written procedures and maintained current documentation during/after corporate merger; assisted in transitioning and training of procedures to new CFO from VP.
  • Created new policy handbooks for corporation and associated entities.
  • Maintained record-keeping for renovation/construction accounts as well as maintained spreadsheets/checkbook for four (4) separate accounts.
  • Coordinated and executed daily deposits of up to $500,000.00; created packets for Finance and Board Committee Meetings.
  • Resolved customer complaints diplomatically; developed and maintained effective telephone communication skills.
  • Assisted with supervision and motivation of employees on daily basis; assisted CPA(s) with information required at time of any audits.
  • Notified appropriate person(s) of situation(s) that arose for immediate action.
Financial Coordinator/Administrative Assistant, 05/2005 to 08/2006
Counseling Center Of Ellis CountyCity, STATE,
  • Worked directly with insurance companies and vendors; sent out HICFA's; dealt with PO's and Judges, Clerks, and halfway houses for people that were court-ordered to come to counseling.
  • Attended meetings to keep up with new billing preparation methods, allowable visits, and state/federal regulations/procedures.
  • On occasion, assisted with admissions, discharges, and reception duties, including answering phones, taking messages, transferring calls.
  • Collaborated with others in class preparations by outlining agendas, assisted clients with payment plans based on their ability to pay and financial commitments, prepared weekly meetings that outlined claims and financial status, and entered A/R and claims into database.
  • Trained newly hired employees on computer system operation and assisted in how to locate clients and information.
  • Created detailed Excel spreadsheets on client payments; awarded for highest receipt of collections.
Education and Training
High School Diploma: General Studies, Expected in 06/1990
Ennis High School - Ennis, TX

GPA: 3.8

Associate of Applied Science: Business Administration And Management, Expected in
Lon Morris College - Jacksonville, TX,
Activities and Honors

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School Attended

  • Ennis High School
  • Lon Morris College

Job Titles Held:

  • Payroll and Labor Accounting Representative
  • Senior Administrative Assistant
  • Executive Assistant
  • Financial Coordinator/Administrative Assistant


  • High School Diploma
  • Associate of Applied Science

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