Jessica Claire
, , 100 Montgomery St. 10th Floor
Home: (555) 432-1000 - Cell: - - -

Forward-thinking administrative professional accomplished in aiding company leaders with key functions. Gifted at managing busy schedules, organizing projects and providing stellar administrative support to executive team. Analyzes, prioritizes and completes tasks with professionalism and sound judgment.

  • Back office operations
  • Detailed meeting minutes
  • Travel administration
  • PC proficient
  • Advanced MS Office Suite knowledge
  • Self-starter
  • Inventory coordination
  • Cross-functional collaboration
  • Vendor management
  • Budgetary Planning
  • Senior leadership support
  • Spreadsheet development
  • Sensitive material handling
  • Editing and proofreading
09/2009 to Current
Various Positions Global Aviation Services Las Vegas, NV,

Office Coordinator | Administrative Secretary | 2013 - Present

  • Provide senior level administrative support to department of communications and public affairs
  • Responsible for organizing and managing administrative tasks for Managing Director of Communications and those who report to that position as needed - to include posting of press releases to newswires
  • Responsible for budget tracking, reconciliation, outreach to vendors, coordination between accounts payable and department, handling interdepartmental charges
  • Generate purchasing requisitions for e-commerce purchases/contracts as needed by department
  • Responsible for coordination and processing of invoices
  • Assist with scheduling and meeting organization and preparation
  • Maintain appropriate inventory levels of office supplies and communicates with vendors as needed to maintain proper maintenance of office equipment

Senior Secretary | Sep 2009 - 2013

  • Assist with production of online newsletter and other writing projects - typing, reviewing and proofing content
  • Support the Internal and Web Communications Manager in scheduling photo and video shoot and other interviews
  • Perform financial functions such as creating purchase requisitions for vendors and processing associated documents
  • Approve and submit vendor invoices for payment
  • Responsible for tracking expenditures for Internal Web Communications and communicating details to associate director
  • Post news releases to external news wires
  • Assist web staff with caption identification for online photo galleries as needed
  • Maintain academic and social calendar of events on College's website
  • Maintain faculty, alumni and other relevant information on CD files
  • Maintain photo/videos, CD/DVD files and office supply and equipment inventory
04/2002 to 03/2009
Administrative Assistant UST Public Affairs City, STATE,
  • Performed general secretarial functions which included drafting correspondence and screening calls
  • Provided historical expenditure data to department director to aid in budget forecasting
  • Responsible for tracking department's federal budget expenditures on a monthly basis and communicating details to program managers
  • Arranged weekly travel and accommodations for department director and processed associated expenses
  • Processed monthly operational expense disbursements
  • Maintained database of corporate staff and federal and state lobbyists on extranet site
  • Coordinated logistics for department's legislative conference
07/1987 to 11/2001
Various Positions Juvenile Diabetes Research Foundation City, STATE,

Office Administrator | 1992 - 2001

  • Trained and oriented new staff on office policies and procedures
  • Instituted procedures to improve office operations and contain costs
  • Used technology to improve support functions
  • Demonstrated the ability to multitask in a fast-paced environment
  • Assisted with any special projects, such as construction of new office space
  • Liaised with vendors for communications systems
  • Negotiated contracts for office maintenance and service agreements for office equipment
  • Supervised mailroom staff and maintained inventory of all supplies, office furnishings, and special orders
  • Provided day-to-day maintenance of phone and voice mail system
  • Responsible for space plan revisions/assignments
  • Reviewed and approved invoices for general office services/supplies
  • Oversaw off-site storage facility
  • Prepared and submitted purchase orders for general office services/supplies
  • Administrator of petty cash account

Administrative Assistant/Director of Finance | 1989 - 1992

  • Performed general secretarial duties including typing of reports and general correspondence
  • Meeting facilitator – coordinated meeting dates and prepared presentation materials including financial charts and graphs for board, committee, and leadership meetings and recorded and distributed minutes
  • Processed credit card donations received by executive and chapter offices and provided bank reconciliations to accounting staff
  • Provided additional administrative support to department accountants as needed

Administrative Assistant/Manager of Special Events | 1987 - 1989

  • Performed general secretarial duties including typing of correspondence and screening calls
  • Coordinated and compiled respondent lists for charity galas/events
12/1982 to 07/1987
Staff Assistant/Registrar's Office College Of New Rochelle City, STATE,
  • Responsible for data processing functions for Graduate School division - included setting up course offerings/program lists, processing incoming registrants by mail and on-site and entering grades at semester's end
  • Maintained the academic records of Graduate School students and provided transcripts and reports of such records
Education and Training
Expected in
Bachelor of Science: Business
College of New Rochelle - New Rochelle, NY

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Resume Overview

School Attended

  • College of New Rochelle

Job Titles Held:

  • Various Positions
  • Administrative Assistant
  • Various Positions
  • Staff Assistant/Registrar's Office


  • Bachelor of Science

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