Jana Hampton
Paulsboro,NJ
Summary
Detail-oriented Executive Assistant with over 15 years of experience providing exceptional administrative support and project coordination. Expertise in managing complex calendars, arranging domestic and international travel, and overseeing office operations to facilitate seamless day-to-day activities for executives. Proven track record of enhancing efficiencies and streamlining processes to drive organizational success. Highly proficient in a wide range of software tools, including Microsoft Office Suite, Google Workspace, Adobe Creative Suite, DocuSign, Concur, and Oracle.
Overview
1
1
Certification
15
15
years of professional experience
Work History
Legal Executive Administrative Assistant
Inspira Hospital Network
06.2024 - 12.2025
- Directed executive schedules for general counsel and director of compliance, orchestrating meetings and travel logistics to boost operational effectiveness.
- Created and managed filing systems promoting quick access to vital documents for leadership team.
- Optimized communication channels between departments to streamline information flow and elevate collaboration among teams.
- Drafted extensive reports and presentations assisting senior executives in strategic decision-making processes.
- Refined workflows that cut administrative turnaround time optimizing office operations significantly.
- Coordinated high-level events and conferences, ensuring seamless logistics and outstanding attendee experiences.
- Preserved confidentiality during handling of sensitive information, reinforcing protection of company interests and employee privacy.
- Streamlined processing of expense reports and invoice reconciliation in Oracle, enabling executives to concentrate on high-priority responsibilities without distraction.
- Oversaw inventory levels for office supplies, minimizing waste while ensuring availability when needed.
- Coordinated gathering of legal documents and exhibit preparation for court, in addition to filing paperwork and overseeing case updates.
- Handled subpoenas and record requests involving various legal offices and law enforcement entities
- Facilitated proofreading and editing of large contracts for acquisitions.
Executive Administrative Assistant
Keystone Industries
09.2023 - 05.2024
- Managed complex calendars for senior executives, including the Vice President of Sales and the Director of Marketing, coordinating meetings and travel across multiple time zones.
- Managed high-volume email correspondence with professionalism and discretion while prioritizing tasks effectively.
- Coordinated travel arrangements and large-scale events, such as trade shows, including hotel arrangements, booth space, shipping and receiving materials, meeting spaces, AV, and credentialing.
- Streamlined project coordination via diligent tracking of milestones, deadlines, and deliverables, guaranteeing all stakeholders stayed informed and on target.
- Proactively identified inefficiencies and proposed enhancements to workflows and administrative processes contributing to overall team efficiency and effectiveness.
- Managed and delivered several executives' expense reports in Concur.
- Managed project execution for outside client to drive new product development and launch.
Executive Administrative Assistant
Railroad Construction Co. of S.J., Inc.
07.2020 - 08.2023
- Coordinated extensive executive support for president and owner, integrating calendar management, meeting preparation, and task tracking.
- Supported production of discovery for outside counsel regarding various legal matters and lawsuits, organizing and recording notes during legal status meetings while assembling action item lists to ensure prompt follow-up.
- Facilitated domestic travel planning and itinerary organization for all staff.
- Directed all office operational tasks, featuring supply orders and administration of phone system improvements.
- Streamlined accounting operations through efficient processing of invoices for approval and payment, contributing to accounts receivable and accounts payable efforts.
- Assisted with customer service support, troubleshooting issues, and follow-up efforts.
- Specialized event management for fundraisers encompassing golf events and local nonprofit organizations.
- Devised new filing systems and enhanced archived filing system, integrating tracking spreadsheets.
- Oversaw vehicle and equipment fleet management, including title and registration maintenance, as well as insurance policy and COI administration.
- Supported bid preparation and submission for construction projects, attending progress meetings to ensure on-time project delivery.
Executive Administrative Assistant
Patriot Blueprinting Systems
11.2015 - 05.2020
- Streamlined management of executive calendar and emails, ensuring prompt and effective communication.
- Managed domestic and international travel logistics for executive team.
- Executed administrative tasks by organizing sales packets and leveraging Salesforce to enhance lead generation.
- Organized and monitored essential documents for lease approvals.
- Reviewed and edited contracts to ensure compliance and accuracy. Drafted letters for various business communications to enhance clarity. Provided customer service support to address inquiries and resolve issues effectively.
- Managed software update facilitating transition of customer and inventory information to new system while instructing others on software
- Facilitated hiring process for new employees while ensuring proper document signatures and submissions.
- Scheduled and dispatched service technicians for client support calls.
Executive Administrative Assistant/Office Manager
Onsite Innovations
04.2012 - 10.2015
- Coordinated extensive administrative assistance to director of operations and director of sales & marketing.
- Administered several calendars, organized appointments, and facilitated travel arrangements for executives.
- Managed invoicing, sourced supplies, and cultivated partnerships with vendors and suppliers.
- Guaranteed OSHA compliance through timely submission of government certifications and meticulous tracking of monthly records.
- Designed and created marketing materials for national clients.
- Advanced leadership operations and strategic initiatives consistent with company mission and priorities.
- Engineered systems enhancing efficiency and consistency of new location roll-outs during rapid company growth.
- Managed credentialing processes for doctors, physician assistants, and registered nurses nationwide while overseeing CLIA certification filings.
Education
B.A. - Political Science
University of Arkansas
Fayetteville, AR05.1999
Skills
- Calendar Management
- Event & Meeting Planning
- Travel coordination
- Expense management and reporting
- Project Management
- Presentation Preparation
- Supply Procurement
- Microsoft Office
- Google Workspace
- Concur and Oracle
- Adobe Acrobat and DocuSign
Certification
Certified Notary Public
Timeline
Legal Executive Administrative Assistant
Inspira Hospital Network
06.2024 - 12.2025
Executive Administrative Assistant
Keystone Industries
09.2023 - 05.2024
Executive Administrative Assistant
Railroad Construction Co. of S.J., Inc.
07.2020 - 08.2023
Executive Administrative Assistant
Patriot Blueprinting Systems
11.2015 - 05.2020
Executive Administrative Assistant/Office Manager
Onsite Innovations
04.2012 - 10.2015
B.A. - Political Science
University of Arkansas