Program Assistant Resume Example

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Jessica Claire
, , 100 Montgomery St. 10th Floor
Home: (555) 432-1000 - Cell: - - -
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 to executive level teams and presidents working relationship and functioning as a bridge for smooth communication with internal and external contacts to maintain credibility, trust, and support.

  • Great Time Management Abilities
  • Excellent Problem-solving Skills
  • Detail Oriented
  • Organization Skills
  • Management
  • Budgeting
  • Project Management
  • Event Planning
  • Scheduling
  • Information Management
  • Meeting Logistics
  • Travel Arrangements
  • Expense Reports
  • Microsoft Office Suite
Work History
11/2016 to Current
Program Assistant Forsyth Cambridge, MA,
  • 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 decreasing bottlenecks by 10%.
  • Member of Project Management Team responsible for researching, testing and training staff.
  • Maintain membership, subscription and grant partner contact 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.
11/2015 to 11/2016
Senior Executive Assistant Adventhealth Deltona, FL,
  • 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.
04/2010 to 11/2015
Executive Assistant for University Advancement University Of Detroit Mercy City, STATE,
  • Provided high- level administrative support Vice President and two Executive Directors.
  • 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 increasing productivity by 25%.
  • Monitored department’s $1 million budget and created monthly financial reports for Vice President’s review.
  • Overseen event registrations with attendance of 100 – 500 alumni, donors, and staff (RSVPs, registration list, name tags, confirmation letters, dietary restrictions, and seating arrangements).
  • Created quarterly analysis of events for President and Vice President for review.
  • Cross-trained administrative staff to provide support and coverage for alternate responsibilities as necessary, including answering phones.
  • Assisted VP with staff hiring and onboarding process making sure that
  • Coordinated and managed meetings and events for department such as 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 prepare 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.
  • Leveraged Raiser's Edge software to input and compile data gathered from various sources
Expected in 05/2015
Bachelor of Arts: Industrial Organization Psychology
University Of Detroit Mercy - Detroit, MI,

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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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