Jessica Claire
Montgomery Street, San Francisco, CA 94105 (555) 432-1000,

Over 20+ years of progressive administrative support experience; highly efficient administrative assistant; well established in administrative environments that are fast-paced and challenging.

  • proficient in the DUMC Computer Systems, IDX, SAP, R/3, Microsoft Office; Power point, Excel and Outlook Olympus transcription module, Medical Terminology
  • highly motivated and organized
  • able to develop excellent working relationships
  • excellent written, oral and communicative skills
  • excellent time management and leadership skills
  • Notary Public
  • maintains confidentiality
  • people-oriented


President of a non-profit organization.

Effectively and efficiently managed the office of three physicians for 9 years.

Completed the Research Cost Compliance certificate. (RCC)

2004 to 05/2013 Staff Assistant Basic Energy Services | Belfield, ND,
  • office manager to Otology/Neurotology/Skull Base Surgery physicians and Facial Plastic Physician for the Department of Surgery.
  • reconciled procurement card statements and travel reimbursements through the WORKS system.
  • performed responsible administrative and secretarial duties of a complex and confidential nature; on-boarding of new physicians; data entry; maintained weekly calendar and OR schedule in MS Outlook.
  • maintained divisional or departmental files or records, reports and correspondence required for reference and efficient operation of division; worked closely with clinic staff to ensure effective and efficient patient care.
  • scheduled and coordinated arrangements for seminars and conferences and established appointments, meetings and speaking engagements; served as a resource person; interviewed callers; answered questions concerning departmental or divisional activities and transmitted instructions and/or information to and from staff members; served as a liaison with executive medical staff; clinic and administrative staff.
  • prepared agenda and handouts for physician meetings(power point slides, excel spreadsheets etc).
  • planned travel arrangements for three physicians.
  • designed powerpoint presentations for monthly divisional meetings with top-level executives.
  • arranged appropriate international travel, visas, and agendas for international travel.
  • scheduled physician meetings and assisted with meeting materials and agendas.
  • collaborated with other administrative team members, human resources and the finance department on special projects and events.
  • handled and distributed all incoming and outgoing mail.
  • wrote and distributed meeting minutes to appropriate individuals.
  • investigated issues and problems and drafted responses to urgent requests.
  • approved travel expenses and reimbursement requests.
  • recorded and filed patient data and medical records.
  • wrote clear and detailed clinical phone messages for physicians.
  • scheduled surgeries and procedures in conjunction with Surgical Coordinator.
  • retrieved physician correspondence from dictation service and made edits when necessary.
  • scheduled patient appointments.\
  • scheduled radiology exams for patients.
  • scheduled radiology exams for patients.
  • communicated with medical transcriptionists regarding patient medical records.
11/2000 to 07/2003 Administrative Assistant Wood Plc | Hamilton, NJ,
  • assisted the Finance/Treasury Department
  • composed various letters to the Securities Exchange Commission (SEC) using MS Word.
  • deposited checks for the Quintiles Corporation.
  • distributed lockbox information to various divisions within the Quintiles Corporation.
  • assisted the Accounts Payable department with coding invoices.
  • maintained quarterly attendance for the Board of Directors.
  • constructed and maintained the Executive Monthly binder, as well as the Earning Release binder for the company's Executive Committee.
  • completed monthly, quarterly and annual bank reconciliations .
  • assisted the CFO with the production of the monthly financials, management reports and board packages.
08/1997 to 11/2000 Administrative Services Assistant V University Of North Carolina | City, STATE,
  • assisted with submission of NIH grants; page formatting and final grant preparation.
  • helped with submission of IRB protocols and IACUC protocols.
  • kept track of accounting reports using MS Excel.
  • coordinated daily office operations composed letters and formatted scientific papers.
  • scheduled and coordinated meetings.
  • assisted in performing work related assignments for other Professors.
  • prepared budgets for grants.
Expected in Spring 2015 BS Degree | Business Administration: Health Care Management Mount Olive College, Mount Olive, NC GPA:
Business Administration: Health Care Management
Expected in 1996 Corporate Assistant Certificate obtained | Katharine Gibbs Business School, Montclair, NJ GPA:
Work History
to Administrative Assistant Quintiles | Durham, NC
to Administrative Assistant Department of Computer Science | Chapel Hill, NC
2004 to 05/2013 Staff Assistant Department of Surgery | Durham, NC
Guardian Ad Litem Volunteer with Durham County

Accounts Payable, Administrative, Budgets, Excellent Oral Communication,Conference, data entry, Finance, grants, leadership skills, letters, materials, Medical Terminology, meetings, Excel spreadsheets, MS Excel, Excel, Exchange, Microsoft Office, office, MS Outlook, Outlook, Power Point, MS Word, WORKS, Notary Public, page, procurement, coding, protocols, speaking, Research, SAP, scientific, secretarial, Securities, seminars, time management, transcription, Treasury, Excellent written

Additional Information
  • Guardian Ad Litem Volunteer with Durham County

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School Attended

  • Mount Olive College
  • Katharine Gibbs Business School

Job Titles Held:

  • Administrative Assistant
  • Administrative Assistant
  • Staff Assistant


  • BS Degree
  • Corporate Assistant Certificate obtained

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