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Secretary Specialist Resume Example

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JC
Jessica Claire
Montgomery Street, San Francisco, CA 94105 (555) 432-1000, resumesample@example.com
Professional Summary

Driven and resourceful administrative professional with 10]+ years of experience supporting work of high-achieving secretary. Track record helping with both professional and personal needs. Well-organized and precise with excellent multitasking skills and sound judgment. Motivated receptionist with understanding of clerical processes, customer relations and multi-line telephone systems. Positive and upbeat team player with exceptional clerical knowledge and hardworking mentality. Maintain office schedules and clerical support for a business team with efficient, well-organized operational assistance. Skillfully maintain supplies and equipment to support staff requirements. Well-versed in managing files, updating documents and producing business correspondence. Accomplished Administrative Support professional practiced at addressing all facets of business office needs, including file and document management, inventory allocation and technical training. Proficient in maintaining stringent financial controls and timelines. Offering diplomatic and professional communication, strong time management and multitasking expertise. Effective professional Secretary with experience managing multiple administrative tasks simultaneously within fast-paced environment. Comfortable working autonomously while delivering high-quality results. Excellent attention to detail, communication and writing skills. Astute Administrative Assistant focused on optimizing processes to improve data retrieval and storage procedures, reduce physical storage needs and maintain security of all information. Skilled in researching and resolving discrepancies. Enthusiastic Administrative Assistant with expertise in anticipating professional needs and proactively identifying and resolving problems. Bringing proven ability to promote organization and availability through effective schedule development. Excellent customer service and conflict management skills. Organized and dedicated Administrative Assistant with proven track record of providing exceptional customer service in fast-paced environments. Offering keen attention to detail and strong decision making skills to manage multiple, concurrent tasks. Self-motivated work ethic with ability to perform effectively in independent or team environments.

Skills
  • Financial reporting
  • Restocking supplies
  • Data entry
  • Delivering files
  • Payroll and budgeting
  • Invoice preparation
  • Microsoft Excel certified
  • AP/AR proficiency
  • Microsoft Word expertise
  • Credit and collections
  • Business correspondence
  • Excellent planner and coordinator
  • Regulatory compliance
  • Transcription and dictation
  • Scheduling and calendar management
  • Records management
  • Business Administration
  • Recordkeeping
  • Employee timesheet processing
  • Customer and client relations
  • Filing assistance
  • Paperwork drafting
  • Workflow planning
  • Research skills
  • Social media knowledge
  • Documentation and control
  • Office management
  • Certified in 10-key
  • Overseeing automated databases
  • Project planning
  • Document conversion
  • Human resource laws knowledge
  • Documents filing
  • Presentation design
  • Correspondence handling
  • Bookkeeping
  • Sorting and labeling
  • Organizing mail
  • Report analysis
  • Travel planning
  • 100 WPM typing speed
  • Proper payment verification
  • Writing reports
  • Multi-line phone proficiency
  • Database administration
  • Transporting files
  • Report development
  • Meeting arrangements
  • Filing and data archiving
  • Faxing paperwork
  • Appointment setting
  • Customer relations and communications
  • Memorization and recall
  • Executive presentation development
  • Scheduling
  • Sage 50 US proficiency
  • Meeting minutes
  • Accounting familiarity
  • Cleaning abilities
  • Advanced clerical knowledge
  • Administrative support
  • Bilingual
Work History
03/2019 to 12/2019 Secretary Specialist Catholic Health Initiative | Steubenville, OH,
  • Organized envelopes, postage and mail correspondence for staff and management, maintaining postage meter and coordinating with delivery and courier services
  • Responded to emails and other correspondence to facilitate communication and enhance business processes
  • Sorted, opened and routed incoming correspondence and deliveries to help senior leaders respond quickly to business and customer requirements
  • Provided clerical support to 30 company employees by copying, faxing and filing documents
  • Managed office inventory by restocking supplies and placing purchase orders to maintain adequate stock levels
  • Developed and updated spreadsheets and databases to track, analyze and report on performance and sales data
  • Communicated with customers via phone and email to confirm deliveries and respond to inquiries
  • Delivered top-notch administrative support to office staff, promoting excellence in office operations
  • Produced accurate office files, updated spreadsheets and crafted presentations to support executives and boost team efficiency
  • Coordinated domestic and international travel arrangements, including booking airfare, hotel and ground transportation
  • Answered and directed calls using multi-line switchboard
  • Performed office-related support tasks and clerical functions, including sales tax,employee payroll, TWC, and supervised employee functions
  • Produced thorough sales tax reports every 20th of every month] using United States Internal Revenue sales tax
  • Created and updated physical records and digital files to maintain current, accurate and compliant documentation
  • Provided onboarding and training for new support staff
  • Carefully transcribed phone messages and relayed to appropriate personnel within 30minutes of each call
02/2017 to 01/2019 Receptionist Lululemon Athletica Inc | Farmington, CT,
  • Answered telephone calls to field inquiries from clients, vendors and various other callers seeking information
  • Greeted incoming visitors and customers professionally and provided friendly, knowledgeable assistance
  • Collected credit card payments from clients and updated account balances
  • Planned and booked travel accommodations for staff and visitors, including vouchers, agendas and transportation
  • Prepared packages for shipment, pickup and courier services for prompt delivery to customers
  • Aggregated and prepared documentation and reports for office meetings, distribution and filing
  • Kept reception area clean and neat to give visitors positive first impression
  • Operated multi-line telephone system to independently handle over 200] calls each day
  • Assisted internal staff with clerical and administrative needs to maximize efficiency and team productivity
  • Sorted, received and distributed mail correspondence between departments and personnel
  • Sorted and distributed mail correspondence between departments and personnel, including parcel packaging, preparation and efficient shipping
  • Drafted professional business memos, letters and marketing copy to support business objectives and growth
  • Answered inquiries and resolved or escalated issues to management personnel to ensure client satisfaction
  • Liaised with vendors, contractors and professional services personnel to ensure proper processing of orders in alignment with needs and specifications of management
  • Routed incoming mail and messages to relevant personnel without delay
  • Interacted with vendors, contractors and professional services personnel to receive orders, direct activities and communicate instructions
  • Monitored and screened visitors to verify accessibility to inter-office personnel
  • Managed office inventory by restocking supplies and placing purchase orders to maintain adequate stock levels
  • Directed incoming calls to internal personnel and departments, routing to best-qualified entity to respond to callers' needs
  • Received and routed business correspondence to correct departments and staff members
  • Coordinated travel accommodations for staff and out-of-town visitors, including vouchers, agendas and transportation
  • Answered incoming calls on high-volume, multi-line phone switchboard and pleasantly transferred callers to appropriate personnel
  • Welcomed all customers with friendly greeting, answered general questions, gathered nature of visit and directed to specific offices
05/2012 to 11/2015 Document Management Specialist Environmental & Occupational | San Francisco, CA,
  • Oversaw creation, routing and data input of bills of materials, ECOs, ECRs and ISO documents
  • Managed training courses, setup and maintenance for document control systems
  • Devised checklist for Document Control clerks to streamline the release of Design Plans and increase accuracy
  • Ensured continuity among corporate and divisional work teams by documenting and communicating actions, irregularities and continuing needs
  • Assisted with document troubleshooting, including corrupt documents and files
  • Converted documents from one application to another, including cleaning, formatting and applying styles as needed
  • Assessed impact of emerging technology and system upgrades on workflow
  • Worked with internal staff to process documents and sent for closing
  • Provided assistance with document processes, both inbound and outbound, including document sorting, logging and work order creation
  • Completed, configured, and revised engineering change orders
  • Maintained document control system including work instructions, procedures and associated databases
  • Assisted in continuous improvement activities while developing and maintaining resulting documents
  • Uploaded company procedures and policies to EDMS, routing for approval and training
  • Created and maintained user accounts and properly routed documents for approval and training
  • Created and implemented new process to reduce cycle time in approving design plans and engineering change requests
  • Monitored and created control reporting to track performance of system and process integrity, vendors, internal workflows and SLAs
  • Contributed to design and implementation of overall corporate documentation standards, numbering conventions and templates
  • Developed and executed system implementation plans to permit integration of users and documentation for company mergers
  • Performed document reproduction, printing documents from electronic sources such as email attachments, PDF files and cloud storage
  • Identified areas of weakness and recommended or implemented process improvements
  • Collaborated across departments and levels of management to gain consensus on procedural documentation
Education
Expected in 05/2002 GED | Weslaco High School, Weslaco, TX GPA:

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Resume Overview

School Attended
  • Weslaco High School
Job Titles Held:
  • Secretary Specialist
  • Receptionist
  • Document Management Specialist
Degrees
  • GED

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