Livecareer-Resume
JC
Jessica Claire
, , 100 Montgomery St. 10th Floor (555) 432-1000, resumesample@example.com
Summary

Forward-thinking Executive Assistant 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.

Skills
  • Executive Schedule Management
  • Strong Problem Solver
  • Critical Thinking
  • Administrative Support Specialist
  • Meeting Planning
  • Travel Administration
  • Calendar and Scheduling Software
  • Video Conferencing Software
  • Data Research and Compilation
  • Correspondence and Memos
  • Verbal and Written Communication
Experience
01/2022 to Current Virtual Executive Assistant Elevate Virtual Assistant Services | Boise, ID,
  • Scheduling and Calendaring for Founders/COO/Directors.
  • Event logistics for Founders/COO/Directors.
  • Heavy travel Arrangements - Domestic, International, business & personal flights and railways. Also, arranging hotels, Airbnb, hostels, car rentals, Uber, Lyft, limo.
  • All Hands Meeting (semiannual) Responsible for planning every aspect of meeting logistics to include negotiating hotel contract, room block, meeting space, audio/visual/internet requirements, meals, airfare, transportation, budgeting, gifts/swag, accommodating special needs for the entire company.
  • Meeting Notes - Extensive note taking during client meetings and external customer meetings, including maintaining video conferencing for such meetings.
  • Tackle and address top-level, high-priority issues with professional administrative discretion.
  • Maintained company confidence and protected business operations by keeping sensitive information confidential.
  • Purchasing / Business & Personal - Purchase client gifts, office supplies, business cards
  • Hiring/Paylocity - Responsible for monitoring Paylocity with new candidates, reviewing resumes for open positions, flagging candidates for interviews, contacting candidates, scheduling interviews, moving candidates through the hiring process, closing job postings, scheduling first week meetings, attending hiring meetings.
  • Track expenses to meet company budget requirements.
  • Open, read and reply to emails, letters and correspondence on behalf of executives.
  • Follow proper accounting and bookkeeping procedures to support audits.
  • Screen phone calls for executives to instantly identify priority clients and filter out spam calls.
  • Work with external clients and board members to verify agendas and distributed support materials in advance for successful sessions.
  • Obtain signatures for financial documents and internal and external invoices.
  • Revise and maintain a master conference calendar to coordinate meetings across multiple time zones.
  • Participate in frequent communication with other administrative team members, human resources and fiClaire departments on special projects and events.
  • Team Lead - Conduct 1:1s with team members (5), facilitate monthly team meetings, go to person for team members to ask questions.
  • Provide accurate, up-to-date information to external parties through emails, phone calls and in-person interactions.
  • Deliver optimal administrative, customer service.
11/2019 to 02/2022 Virtual Executive Assistant Elevate Virtual Assistant Services | Boise, ID,
  • Maintained company confidence and protected business operations by keeping sensitive information confidential.
  • Tackled and addressed top-level, high-priority issues with professional administrative discretion.
  • Set up meeting and event logistics for senior management and updated calendars.
  • Made travel arrangements to provide executives seamless and travel policy-approved business trips.
  • Revised and maintained master calendar to coordinate meetings across multiple time zones.
  • Conducted research and collected and analyzed data to prepare reports and documents.
  • Collaborated with internal teams to support long-term research, marketing and ad hoc projects.
  • Coordinated executive and senior management vacation, day-to-day meeting and travel schedules.
  • Ordered catering or restaurant delivery to offer food and beverages to meeting and conference attendees.
  • Took detailed notes in meetings and disseminated information afterward.
  • Participated in frequent communication with other administrative team members, human resources and fiClaire department on special projects and events.
  • Coordinated multiple schedules using online calendaring system.
  • Compiled meeting agendas and supportive materials ahead of meetings.
  • Researched and prepared information for presentations to high-level executives.
02/2018 to 10/2019 Office Manager Everstream | York, PA,
  • Administrator of network, camera system, employee computers, Dropbox, alarm system, timecard, HR, etc
  • Point person for mainteClaire, mailing, supplies, equipment and errands
  • Point of person for all shipments to/from our location throughout the US and internationally
  • Organize office operations and procedures
  • Manage relationships with vendors and service providers ensuring that all items are invoiced and paid on time
  • Manage contract and price negotiations with office vendors and service providers
  • Provide general support to visitors
  • Manage executives’ schedules, calendars and appointments
  • Ensure office efficiency is maintained by carrying out planning and execution of equipment
  • Procurement, layouts and office systems
  • Ensure filing systems are maintained and current.
07/2015 to 04/2017 Job File Coordinator/Estimator/Construction Administrative Assistant Tulip Cremation | Columbia, SC,
  • Handled customer needs and concerns, as appropriate
  • Answered phones, provide customer service, and maintain phone message documentation
  • Managed Work-in-Progress (WIP) Board
  • Verified all appropriate forms are sent to the loss site
  • Made sure job files are accurate and contain all required and pre-existing documentation, resulting in job data completed accurately and electronically transferred to COI
  • Performed all job file coordinator tasks related to customer calls, job monitoring, tracking, coordination, and audits of jobs
  • Created preliminary estimates and job file backup
  • Perform general office duties, such as drafting correspondence, filing, and creating reports
  • Ensure work is scheduled and crews are utilized efficiently, resulting in balanced job scheduling
  • Coordinated timely flow of scheduling, job updates, and payment to/from subcontractors
  • Processes customer payments; prepare and record deposits.
07/2012 to 06/2013 Lead Administrative Assistant CYSS | City, STATE,
  • Utilizes an electronic cash register system and calculator to compute and record individual transactions for customers and to enter data into predefined categories for regulatory signed statistical reports and tracking of income data as it pertains to the CYS program as required
  • Inputs data into CYMS as required
  • Government credit card holder; ordered, received, consolidated, reported all supplies for building
  • Provides administrative support including typing/word processing, mail preparation, copying, distribution, telephone calls, and travel orders for CYS personnel
  • Ensured that CYMS data was accurately collected according to established guidelines and helped other facilities to correct errors; helping to ensure daily submission of facility business reports including DAR II Reports (financial reports)
  • Using office automation equipment and word processing software, prepares a variety of correspondence, memorandums, briefings and Daily Activity and other reports required for day-to-day operation
  • Refers to agency regulations, flip charts, dictionaries, and other typical office reference materials to ensure proper format, grammatical accuracy, and correct spelling
  • Maintains records, files, statistical data, and suspense system
  • Initiates Civilian Personnel actions and helps track background clearance checks
  • Assists in maintaining leave records, and time and attendance records
  • Prepares invoices, supply and equipment requests
  • Uses E-Mail to send and retrieve messages
  • Understands and articulates policies relating to patron fees, waiting lists and program events
  • Coordinates vacancies and reservations for the hourly care program as required
  • Works cooperatively with Resource and Referral to track program vacancies and occupancy rates as required.
04/2010 to 06/2012 CYMS Tech/Administrative Assistant CYSS | City, STATE,
  • Utilized Child and Youth Management System (CYMS) to oversee the collection, accurate accounting and reporting of funds
  • Served as a subject matter expert in CYMS (Child Youth and Management System) by troubleshooting, gathering and submitting statistical data for reporting to proposed IAW higher headquarters and statutory requirements
  • Ensured that CYMS data was accurately collected according to established guidelines and helped other facilities to correct errors; helping to ensure daily submission of facility business reports including DAR II Reports
  • Coordinated training and helped establish uniform policy with other clerical positions throughout organization; worked closely with management and Functional Technology Specialists
  • Assisted in the preparation of the annual CYS Fee Review Report and database preparation for updated fees
  • Acted as Administrative Assistant as needed at Parent Central Services, Child Development
  • Center, School Age Center, Family Child Care and School Liaison
  • Ensured risk management procedures (i.e., abuse prevention, identification, and reporting procedures; accident prevention, etc.)
  • Utilized an electronic cash register system and calculator to compute and record individual transactions for customers and to enter data into predefined categories for regulatory signed statistical reports and tracking of income data as it pertains to the CYS program as required
  • Inputted data into CYMS as required
  • Understood and articulated policies relating to patron fees, waiting lists and program events
  • Coordinated vacancies and reservations for the hourly care program as required
  • Provided administrative support including the use of Microsoft Office, mail preparation, copying, distribution, telephone calls, and travel orders for CYS personnel.
06/2006 to 08/2009 Tech Support Analyst/Administrative Assistant Servpro Industries | City, STATE,
  • Provided daily technical Production support to Servpro Corporate users and Servpro Franchise users
  • Provided mainteClaire, enhancements, and implementation for Servpro applications including, but not limited to, Servpro Office Automation, Visitation, FFA
  • Installed, configured, maintained, and enhanced PC/Desktop workstations, software, and peripherals for Servpro corporate users
  • Utilized EIS to manage and maintain record of all support calls and responses
  • Coordinated as required with Technical Support personnel at MyServiceDepot in Columbus, Ohio for
  • ManagER issues relating to Servpro Office Automation, Access, or other components
  • Demonstrated expertise by providing sound, creative Technical approaches and a thorough knowledge of Microsoft applications
  • Developed and executed test case scenarios to help ensure quality products are released.
06/2002 to 06/2006 Data Analyst/Business Project Analyst CIGNA Government Services | City, STATE,
  • Manipulated queries using Access SQL statements for overpayment audits, to analyze reactive and proactive Medicare data
  • Performed ~100 preliminary complaint reviews and data entry weekly with a quality accuracy of 99%
  • Liaison between law enforcement, CMS, other carriers, governmental agencies and CIGNA's IT
  • Systems staff in order to complete ~100 Medicare information requests within specified time frames yearly
  • Administered complaints from external Office of Inspector General and Harkin Grantee (Complaint Tracking System) database
  • Provided bi-monthly training to external department trainees on Fraud and Abuse.
Education and Training
Expected in 06/1990 High School Diploma | Gallatin Senior High School, Gallatin, TN GPA:

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Resume Overview

School Attended

  • Gallatin Senior High School

Job Titles Held:

  • Virtual Executive Assistant
  • Virtual Executive Assistant
  • Office Manager
  • Job File Coordinator/Estimator/Construction Administrative Assistant
  • Lead Administrative Assistant
  • CYMS Tech/Administrative Assistant
  • Tech Support Analyst/Administrative Assistant
  • Data Analyst/Business Project Analyst

Degrees

  • High School Diploma

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