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

Systematic Administrative Assistant with over 25 years of experience in fast-paced office settings. Hardworking team-player with expertise completing various clerical tasks and offering staff support. Responsible, punctual and productive professional when working with little to no supervision.

  • Relationship Building
  • Smartsheet
  • Microsoft Office Suite
  • SyncWords
  • SnagIt
  • Intern Training and Development
  • Vendor Oversight
  • Adobe
  • Proofreading
  • Budget
  • Process optimization
  • Expense reporting
  • Time management
  • Project Management
  • Salesfor
  • Event Planning
  • Vennage
  • Mindjet
  • Box
  • WebEx, Zoom and Adobe Connect
  • Policy/Procedure Improvement
  • Salesforce
  • Spreadsheet management
  • Meeting minutes
  • Transcription and dictation
  • Records management
Work History
Project Assistant, 09/2000 to 09/2019
CardnoHollywood, FL,
  • Provides information and resources to improve educational services to youth with disabilities and their families.
  • Supervised three-person support staff and five interns on copying, consolidating materials, and providing meeting packets.
  • Extensive background in planning and executing special events in the US, including virtual events and webinars.
  • Plan and coordinate meeting logistics and conference materials for annual meetings.
  • Coordinated domestic travel arrangements including booking airfare, hotel and transportation.
  • Assisted with event planning including associated travel and logistical arrangements.
  • Delivered top-notch administrative support to office staff, promoting excellence in office operations.
  • Submitted invoices and travel expenses in accordance with business office procedures.
  • Reviewed monthly financial statements' verifying the accuracy of monthly expenditures.
  • Managed the process of submitting and finalizing contractual agreements by: proofreading contracts for accuracy, making the necessary revisions and coordinate with executive staff for signatures.
  • Provided assistance with preparation of project-related reports, and presentations
  • Completed multiple tasks simultaneously to optimize project completion.
  • Tracked and recorded open and closed publication orders utilizing Smartsheet and change requests to prevent errors, keeping all team members aligned with current demands.
  • Facilitated weekly team meetings focused on current work and completion of tasks.
  • Supported the project director to ensure ongoing work is on target and on schedule.
  • Key Accomplishments:
  • Overseer of the internal process of guaranteeing consultant agreements/contracts are error fee; in compliance with the organization’s contractual guidelines and all the appropriate signatures are obtained.
  • Collaborated with educators in special and general education to develop a publication to promote authentic stakeholder engagement.
  • The book is entitled, Leading by Convening (LbC): A Blueprint for Authentic Engagement.
  • Participated in conceptualizing the criteria used to review five online modules adapted from the Leading by Convening publication used by multiple reviewers.
  • The criteria is as follows: reviewing the script read by the narrator ensuring accuracy content with no grammatical errors; the script is read word for word by the narrator; formatting was consistent throughout each module (i.e., font size, captioning, page numbering) and the downloadable content was accessible in both Internet Explorer and Chrome.
  • Conceptualized and developed task orders using Smartsheet to track requests for LbC publications, capturing the intended us and tracking inventory, completing three levels of Smartsheet Training.
  • Co-created infographics with key stakeholders in education to convey important information simply to a targeted audience using infographics software.
  • Collaborated and co-created with key stakeholders at the 2018 Military Child Education Coalition (MCEC) to develop an infographic to convey information on Attention Deficit Hyperactivity Disorder (ADHD) to be used as a resource for military-connected families.
  • The infographics are available as a resource on MCEC’s website.
  • Collaborated and co-created with key stakeholders at the 2019 Military Child Education Coalition (MCEC) to develop an infographic to convey information on Depression and Anxiety to be used as a resource for military- connected families.
  • The infographics will become available as a resource on MCEC’s website.
  • Co-created a Mindjet “‘how to” guide so stakeholders can see how easily creating a mind map can promote organization and collaboration within a group.
  • Served as technical support for the State Advisory Panel and State Interagency Coordinating Council’s advisory panel, hosting quarterly webinars for members of the SAP’s and the SICC’s for the Office of Special Education Programs which included: scheduling real-time captioning; polling, recording webinars to be posted to a collaborative website, keeping background noise to a minimum and troubleshooting as needed.
Administrative Assistant, 02/1998 to 09/2000
Rollins, IncAlamosa, CO,

Administrative Assistant for J&E's contract with the Small Business Administration for technical assistance to the Federal Office of Child Support Enforcement.

Supported the Project Director with all administrative duties and coordinated projects as assigned.

Managed a Clearinghouse of publications for the Office of Child Support

Maintained a database for publications and mailings using Microsoft Excel 97.

Conducted inventory of publications, notifying Project Director when inventory was low and reordering publications.

Processed and mailed publications by request.

Maintained inventory of office supplies.

Provided administrative support to conference staff as needed

Senior Records Technician, 09/1994 to 02/1998
Rollins, IncAlbany, NY,

Worked with incoming 510(k) applications, chiefly on reviewing firms' Good Manufacturing Practice (GMP) status.

Forwarded electronic messages to Center for Devices and Radiological Health's Office of Compliance and routed the application for routine review.

Assisted in the log-in function, performing the necessary initial data entry, jacketing and routing.

Administrative Assistant, 09/1993 to 09/1994
KRA CorporationCity, STATE,

Provided general support to project and senior administrative staff, including word processing support.

Contributed to the production of proposals and contract deliverables.

Maintained a database log of requests for proposals (RFPs).

Photocopied proposals and deliverables for binding.

Maintained a weekly log for conference room reservations.

Bachelor of Science: Psychology, Management Studies, Expected in 2014
University of Maryland Global Campus - College Park, MD
Mental Health First Aid – Adult (2019) Mental Health First Aid – Youth (2019) BLS Certification (2020)

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  • University of Maryland Global Campus

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  • Bachelor of Science

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