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Senior Executive Administrative Assistant resume example with 16+ years of experience

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

Enterprising Senior Executive Administrator with 18+ years of experience. Expert in strategic planning and organization and providing comprehensive support to company leaders. Goal-oriented with ability to meet long-term goals through daily organization. Dedicated to excellent customer service, client satisfaction and team communication.

Skills
  • Business writing
  • MS Office Suite
  • Multi-line phone proficiency
  • Project Management
  • Expense Reports
  • Budgeting
  • Travel Arrangements
  • Schedule Management
  • Filling
  • Secretarial Skills
Work History
08/2015 to 04/2019 Senior Executive Administrative Assistant Allegion Plc | DC, State,
  • Worked with senior management to initiate new projects and assist in various processes
  • Managed over external contacts for two CEO's and kept track of periodic communication needed for priority contacts
  • Used QuickBooks to produce monthly invoices, reports and other deliverables
  • Drafted professional memos, letters and marketing copy to support business objectives and growth
  • Managed office inventory by restocking supplies and placing purchase orders to maintain adequate stock levels
  • Interacted with over 50 vendors, contractors and professional services personnel to receive orders, direct activities and communicate instructions
  • Coordinated bookkeeping activities in QuickBooks including invoicing and accounts payable
  • Coordinated domestic and international travel arrangements, including booking airfare, hotel and ground transportation for two executives and five staff
  • Created PowerPoint presentations for business development purposes
  • Prepared packages for shipment, pickup and courier services for prompt delivery to customers
  • Responded to emails and other correspondence to facilitate communication and enhance business process
  • Produce weekly progress reports
  • Reconciled and process expense reports for internal and field personnel, including executives and consultants
03/2013 to 03/2015 Administrative Assistant Lutheran Services In Iowa | Waverly, IA,
  • Performed general office duties, including answering multi-line phones, routing calls and messages and greeting visitors.
  • Managed office inventory by restocking supplies and placing purchase orders to maintain adequate stock levels.
  • Interacted with vendors, contractors and professional services personnel to receive orders, direct activities and communicate instructions.
  • Executed record filing system to improve document organization and management.
  • Sorted and distributed office mail and recorded incoming shipments for corporate records.
  • Coordinated bookkeeping activities in QuickBooks including invoicing and accounts payable.
  • Managed electronic records database and handled all file request.
  • Drafted Bi-Weekly timesheets for 2 executives and 10 employees.
  • Processed accounts receivable and accounts payable.
  • Provided clerical support to company employees, including copying, faxing and file management.
  • Prepared packages for shipment, pickup and courier services for prompt delivery to customers.
  • Handled client correspondence and tracked records to foster office efficiency.
  • Identified and recommended changes to existing processes to improve accuracy, efficiency and quality service.
09/2010 to 06/2012 Administrative Assistant Lutheran Services In Iowa | Des Moines, IA,
  • Performed general office duties, including answering multi-line phones, routing calls and messages and greeting visitors
  • Composed internal memos and external correspondence for senior management and reviewed all documentation to eliminate errors
  • Created reports, correspondence and procedure manuals
  • Supported three (3) Deans through personal document management, calendar organization and collateral preparation for meetings
  • Offered departmental administrative support
  • Created and updated physical records and digital files to maintain current, accurate and compliant documentation
  • Completed forms, reports, logs, records and handled all documentation for three executives
  • Corresponded with clients through email, telephone or postal mail
  • Sorted, opened and routed incoming correspondence and deliveries to help senior leaders respond quickly to stakeholders
12/2001 to 08/2010 Office Manager Spoton | Farmington, MO,
  • Established efficient workflow processes, monitored daily productivity and implemented modifications to improve overall effectiveness of personnel and activities.
  • Produced high-quality documents, spreadsheets and presentations for internal and customer-facing needs using Excel and PowerPoint.
  • Optimized organizational systems for payment collections, AP/AR, deposits and record keeping.
  • Collected and deposited payments
  • Created and finalized contracts for services offered with customers.
  • Compared vendor prices and negotiated for optimal savings.
  • Handled all incoming business and client requests for information.
  • Oversaw office inventory activities, including ordering and requisitions, stocking and shipment receiving.
  • Hired, managed, developed and trained staff, established and monitored goals, conducted performance reviews and administered salaries for staff.
  • Tracked and recorded expenses and reconciled accounts to maintain accurate, current and compliant financial records.
  • Solved problems timely and effectively, ensuring customer satisfaction.
  • Sourced vendors for special project needs and negotiated contracts.
  • Maintained computer and physical filing systems.
  • Developed standard operating procedures for all administrative employees.
  • Prepared vendor invoices and processed incoming payments.
  • Streamlined office operations by computerizing activities, managing customer communications, scheduling payments, and tracking records and documents.
  • Created reports and presentations.
  • Verified six (6) salaried and hourly employee time cards to prepare accurate weekly payroll.
  • Kept physical and digital records organized for easy updating and retrieval by authorized team members.
  • Managed account relationships, contract negotiations, sales, pricing, billing and logistic.
  • Pay all office bills including utilities.
  • Organized international and domestic travel arrangements for staff members, including all transportation and hotel stays.
Education
Expected in 08/2019 Bachelor of Science | Business CUNY School of Professional Studies, New York, NY, GPA:
  • Member of The National Society of Leadership and Success
Expected in 09/2013 Associate of Science | Business Administration Nassau Community College, Garden City, NY GPA:
  • Graduated magna cum laude
  • Member of Phi Theta Capa

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Resume Overview

School Attended

  • CUNY School of Professional Studies
  • Nassau Community College

Job Titles Held:

  • Senior Executive Administrative Assistant
  • Administrative Assistant
  • Administrative Assistant
  • Office Manager

Degrees

  • Bachelor of Science
  • Associate of Science

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