JACQUELINE CLAXTON
Baltimore,MD
Summary
Executive Assistant skilled at offering high-level administrative support to senior-level staff. Expert in travel management, expense tracking, and schedule coordination. Expertly assists executive team using exceptional communication and organizational skills. Proven track record of maintaining efficient office operations. Expertise in scheduling and coordinating meetings, expense reports, and transcribing minutes. Detail-oriented administrative professional with superb people skills and public relations experience. Business-savvy with excellent decision-making skills.
Overview
24
24
years of professional experience
Work History
Executive Assistant the President, Administrative Coordinator
Howard County Medical Center
Columbia, Maryland
04.2019 - Current
- Manage and maintain schedules and travel arrangements and arrange conference calls
- Prepare invoices, reports, memos, letters, and other documents using Microsoft Word, Excel, PowerPoint, Access, and Adobe
- Arrange company events in concert with w/the Howard Hospital Foundation and HR team
- Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution
- Prepare responses to correspondence containing routine inquiries
- Process invoices for payment
- Coordinate projects, distribute and obtain data
- Manage Board of Trustee meetings, group of 35 or more
- Duties include catering, collecting and distributing documents, and uploading documents to Diligent (board software)
- Take minutes and attendance, as well as manage meeting flow
- Manage Executive Leadership team mtg, group of 85+; Duties include collecting and distributing documents
- Take attendance as well as manage meeting flow
- Interact with VP of Operations, Chief Medical Officer, VP of Population Health, Chief Financial Officer, Chief Nursing Officer, and VP of Human Resources, all reporting to President on top-of-mind issues and projects
- Manage group of three executive assistants that support VPs of hospital regarding best practices, technology support, and approaches to various issues, as well as reviews and goals
- Trained by JH Legal, direct and manage complaints/compliments from clients and staff
- Liaison between Johns Hopkins Hospital and Howard County General on high-level meetings
- Enhanced executive efficiency by managing and prioritizing President's daily schedule, appointments, and travel arrangements.
Executive Assistant the CEO, Travel & Events Manager for the OMAM Board of Directors
OMAM
Boston
07.2011 - 07.2017
- Support President/CEO and Board of Directors – both in office and on location
- Interact with business heads of all OMAM’s affiliates and heads of corporate departments: Talent, Finance, Legal, Affiliate Management, Distribution, Compliance, Technology, Marketing, and Communications
- Locate meeting space for offsite team meetings and Board of Director meetings domestically and internationally and support onsite
- Manage and maintain executives’ schedules and travel arrangements and arrange conference calls
- Prepare invoices, reports, memos, letters, financial statements, and other documents using word processing, spreadsheet, database, and presentation software
- Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution
- File and retrieve corporate documents, records, and reports
- Prepare agendas to make any arrangements for various meetings
- Managed seven assistants regarding best practices, technology support, and approaches to various issues.
- Streamlined executive communication by managing emails, phone calls, and scheduling appointments.
- Maintained confidentiality with sensitive documents, ensuring proper storage and distribution as needed.
- Assisted in developing company policies and procedures, contributing to organized work environment.
Executive Assistant the Assist Director
Space Telescope Science Institute
Baltimore
07.2009 - 08.2010
- Support Assistant Director
- Liaison with all departments that report directly to Assistant Director
- Managed all travel, which included flight take-off, landing, and fueling when piloted personal plane, as well as speaking engagements
- Liaison with public on behalf of Assistant Director
- Manage all calls, mail, and calendar of Assistant Director.
- Maintained confidentiality with sensitive documents, ensuring proper storage and distribution as needed.
- Improved office efficiency by implementing new filing systems and document management processes.
- Served as liaison between departments to facilitate effective communication throughout company.
Executive Assistant, Chief Administration Officer
Legg Mason, Inc.
Baltimore, MD
06.2000 - 03.2009
- Support Sr Executive Vice President and Chief Administrative Officer
- Interact with business heads of Legg Mason’s affiliates and heads of corporate departments, including HR, Finance, Corporate Services, Legal and Compliance, Technology, Operations, Marketing, and Communications
- Manage and maintain executives’ schedules and travel arrangements and arrange conference calls
- Prepare invoices, reports, memos, letters, financial statements, and other documents using word processing, spreadsheet, database, and presentation software
- Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution
- Open, sort, and distribute incoming correspondence, including faxes and emails
- File and retrieve corporate documents, records, and reports
- Greet visitors and determine access
- Prepare responses to correspondence containing routine inquiries
- Perform general office duties – ordering supplies and maintaining records management systems
- Prepare agendas to make any arrangements for various meetings
- Process bills and expense reports for all departments
- Coordinate projects, distribute and obtain data.
- Supported executives in decision-making processes by conducting research and presenting findings in clear formats.
- Managed office inventory, tracking supplies placing orders to ensure smooth daily operations.
- Prepared and edited presentations on behalf of executives for both internal meetings and external conferences.
- Proactively identify areas requiring attention or improvement, aligning priorities effectively with executive preferences.
- Developed and maintained automated alert systems for important deadlines.
Education
Some College (No Degree) - Business Administration
Strayer Business College
Baltimore MarylandSkills
- Technical skills - Microsoft Office Suite, Adobe, Bloomberg, SAP, Concur, Kronos, Cvent
- Exceptional Organization Skills
- Time management expertise
- Office Administration
- Proactive Problem Solving
- Calendar Management
- Strong Decision-making
- Staff Management
- Confidentiality
Timeline
Executive Assistant the President, Administrative Coordinator
Howard County Medical Center
04.2019 - Current
Executive Assistant the CEO, Travel & Events Manager for the OMAM Board of Directors
OMAM
07.2011 - 07.2017
Executive Assistant the Assist Director
Space Telescope Science Institute
07.2009 - 08.2010
Executive Assistant, Chief Administration Officer
Legg Mason, Inc.
06.2000 - 03.2009
Some College (No Degree) - Business Administration
Strayer Business College