program assistant resume example with 11+ years of experience

Jessica Claire
  • Montgomery Street, San Francisco, CA 94105 609 Johnson Ave., 49204, Tulsa, OK
  • H: (555) 432-1000
  • C:
  • Date of Birth:
  • India:
  • :
  • single:
  • :
Professional Summary

Highly accomplished executive administrative professional with a verifiable track record of exercising good judgement in a variety of situations, excellent written and verbal communication, administrative, and organizational skills. Recognized event and financial management skills, which consistently achieve goals on time and within budget. Works independently and collaboratively on projects and activities from conception to completion, able to work under pressure to handle a wide variety of activities and confidential matters with discretion. Experienced and enjoys providing support in a one-on-one or team working relationship and functioning as a bridge for smooth communication with internal and external contacts to maintain credibility, trust, and support.

  • Time Management
  • Excellent Problem-solving Skills
  • Detail Oriented
  • Organization Skills
  • Excellent Customer Service
  • Project Management
  • Event Planning
  • Logistic Coordination
  • Information Management
  • Microsoft Office Suite
  • Adobe
  • Meeting Logistics
Work History
Program Assistant, 11/2016 - Current
Harvard University Washington, DC,
  • Provide executive level administrative support to Executive Leadership Team. Serving as project manager while handling daily office tasks necessary for executive to be effective and efficient.
  • Maintain Executive Leadership Team calendars - Plan and schedule internal/external meetings, teleconferences, prioritize meeting requests, protect work and downtime and act as gate keeper.
  • Screen and return calls and messages and open and sort incoming mail correspondence and prepare draft correspondence.
  • Coordinate personal and business travel arrangements - Register for conferences/seminars, arrange flight, hotel reservation, ground transportation as needed and create itinerary.
  • Prepare monthly expense reports including maintenance of American Express purchase receipts and cash expenses, along with mileage reimbursement for approval.
  • Attend and record minutes during weekly Program Group meetings and provide follow-up on action items.
  • Manage Trustee Board book calendar and upload meeting material to ensure error free book.
  • Collaborated with Program Assistants to create, implement and maintain one-stop grantmaking hub for Program Team that provides central place for vital grant information to eliminate bottlenecks.
  • Member of Project Management Team responsible for researching, testing and training staff on new project management software.
  • Maintain membership and subscription lists for Program Team to ensure tools and resources are maximized.
  • Research, abstract information and create monthly infographics for Foundation's wellness and mindfulness initiative; and scheduling quarterly activities.
  • Mentor new Program Assistants during their onboarding by providing advice, guidance and support.
  • Provide backup support for President and CEO.
Senior Executive Assistant, 11/2015 - 11/2016
Agilent Technologies, Inc. Alpharetta, GA,
  • Managed and Prioritized Provost's calendar to ensure time was focused on high level tasks.
  • Coordinated business and personal travel logistics.
  • Scheduled and coordinated faculty and dean monthly meetings and prepared minutes for distribution
  • Monitored, screened, responded and distributed incoming correspondence, including walk-ins and email communication ensuring timely response.
  • Streamlined and managed university contract process to ensure contracts were reviewed and submitted for Provost's signature expeditiously.
  • Created presentations, proofread and edited speeches for commencement, state of academic affairs and other speaking engagements.
  • Planned and organized logistics for faculty retirement and tenor luncheon or dinner attended by 100-200 faculty and staff.
  • Assisted commencement committee with logistics of four graduation fairs and two commencement ceremonies with attendance of 1500 - 2000 graduates.
Executive Assistant for University Advancement , 04/2010 - 11/2015
University Of Detroit Mercy City, STATE,
  • Provided executive administrative support for Vice President and two Executive Directors.
  • Maintained Vice President calendar.
  • Organized monthly leadership team meetings and their logistical elements (scheduling, preparing agenda, facility preparation and organizing handouts)
  • Restructured and supervised office assistants’ workload and schedule
  • Monitored department’s budget and created monthly financial reports for V. P.’s review
  • Assisted in Human Resources hiring and onboarding process.
  • Coordinated and managed special projects and events for department (Trustee committee meetings, department holiday party, retreats, etc.)
  • Spearheaded donor relations process for President’s and Vice President’s signature using constituent database in Raiser’s Edge
  • Performed variety of accounting activities, such as preparing check requests, expense reports, purchase orders and invoices monthly
  • Maintained all office equipment including printers, copiers, and computers
  • Monitored office supplies and replenished when necessary
Bachelor of Arts: Industrial Organization Psychology, Expected in 05/2015
University Of Detroit Mercy - Detroit, MI,
Status -

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Resume Overview

School Attended

  • University Of Detroit Mercy

Job Titles Held:

  • Program Assistant
  • Senior Executive Assistant
  • Executive Assistant for University Advancement


  • Bachelor of Arts

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