Jessica White
Mattoon,IL
Summary
Dedicated administrative assistant with 15 years of experience in fast-paced office environments. Proven track record of enhancing client relations through effective conflict resolution and communication skills. Highly knowledgeable in products and services, ensuring prompt responses to inquiries while driving client retention. Proficient in Microsoft Excel, Microsoft Office, and various software applications to streamline administrative processes.
Overview
17
17
years of professional experience
1
1
Certification
Work History
Administrative Assistant
Rural King
Mattoon, IL
05.2024 - Current
- Tracked progress towards goals set forth in strategic plans developed by executive leadership team.
- Sorted and distributed incoming faxes, letters and emails for office distribution.
- Created spreadsheets in Microsoft Excel for record-keeping and reporting.
- Attended meetings with senior staff members while taking detailed notes that would later be synthesized into actionable items.
- Created agendas for weekly team meetings held with direct reports of the president.
- Set up meeting and event logistics for senior management and updated calendars.
- Composed, edited, proofread, and distributed correspondence on behalf of the President in a timely manner.
- Facilitated board meeting agendas and distributed support materials in advance for successful sessions.
- Coordinated meeting and work schedules for staff teams and executives.
- Coordinated meetings, conference calls, video conferences, and special events for the President's office.
- Opened, read and replied to e-mails, letters and correspondence on behalf of executives.
- Provided product shipment logistical support and quality control by coordinating with vendors, resulting in increased revenue.
- Made travel arrangements to provide executives seamless and travel policy-approved business trips.
- Screened phone calls for executives to instantly identify priority clients and filter out spam calls.
- Handled confidential information with discretion and integrity.
- Set up workshops, conferences and meetings by scheduling and reserving rooms and preparing supplies.
- Developed presentations to be presented at board meetings or other events directed by the President.
- Supported all aspects of event planning from inception through completion including venue selection, catering orders, audio-visual equipment needs .
- Generated reports using relevant software applications such as Excel or Word for review by the President.
- Provided administrative and clerical support to the President including calendar management, travel arrangements, and expense reimbursement.
- Coordinated catering services for various functions, including sales trainings and department meetings.
- Organized materials that were sent out to Board members prior to meetings or events.
- Utilized various software and tools to streamline processes and optimize performance.
- Managed time effectively to ensure tasks were completed on schedule and deadlines were met.
Assistant/Receptionist
Albin Animal Hospital
Mattoon, IL
03.2021 - Current
- Assist in collecting samples such as blood or urine for testing
- Weigh in animals, keep accurate records and logs
- Soothe upset or frightened animals, comfort and restrain pets during examinations and care
- Greeting and welcoming patients with sincerity
- Sterilize equipment and clean examination tables and rooms
- Communicate with owners and families on surgery and recovery instructions
- Provide customer service such as, answer questions, process incoming patients, and handle payments
- Answer phone calls, which may involve answering questions and screening and scheduling appointments
- Update and file patient charts
- Scheduling appointments using our designated software
- Monitoring the inventory of items for sale by the practice and restocking these, as needed
Office Assistant
Sarah Bush Lincoln
Mattoon, IL
08.2018 - Current
- Greet and Check in Patients, answering calls, taking messages and handling correspondence
- Arranging appointments for our medical exercisers, and Dietitian
- Typing and maintaining membership information, filing, managing database, logging or processing bills or expenses
- Making no show and missed appointments phone calls
- Take charge of general office administration ensure that adequate reserve stock is ordered including ordering of stationery and, restocking printers etc
- Maintain project documentation for departmental projects on request
- Ensure that documents and reports are adequately completed by team members
- Planning and organizing
- Use of multiple software's, MS Office (E-mail, Excel, etc.)
- The ability to handle sensitive information in an appropriate manner
- Performing Phlebotomy, complete BMI's, Blood Pressures and Blood Draws for our Wellness department
Front Desk Receptionist
Clyde's Animal Clinic
Mattoon, IL
04.2008 - 03.2020
- Answer multi-phone lines, set up and confirm appointments, check clients out, pull and file patient charts, create new patient charts, familiar with different scheduling software (Infinity and Pet-Desk), fax and copy records as needed, in charge of rabies registrations for surrounding counties, record new patient log information, clean up inactive client database files beyond 7 years, perform opening and closing daily production, register all home again microchips, log all food and flea/tick/heartworm prevention coupons for reimbursement, maintain an organized front desk environment, and build client trust
- I also have trained newly hired receptionist
Sales Associate
Petropics
Charleston, IL
08.2009 - 07.2013
- Provide great customer service, answer multi-phone lines, check customers out, perform opening and closing production, create inventory reports, assist customers with locating products, knowledgeable in aquatic, reptilian, and small animal care, daily provide and maintain a healthy diet and living environment for all small animals and reptiles, and train newly hired sale associates
Tele Communicator
Coles County Sheriffs Department
Charleston, IL
01.2010 - 01.2011
- Responsible for receiving and dispatching all nonemergency and emergency calls for service, maintain facility and officer security by monitoring security cameras, enter into computer system jail mate bonds and warrants, know location of all inmates
- I obtained my LEAD certification for this employment
Education
High School -
Mattoon High School
Mattoon01.2003
Some College - Criminal Justice
Lake Land College
MattoonSkills
- Organization and efficiency
- Business operations understanding
- Recordkeeping and bookkeeping
- Office equipment operations
- Professional and polished presentation
- Service-oriented mindset
- Project coordination
- Data entry
- Document control
- Multitasking and prioritization
- Security understanding
- PC proficient
- Verbal communication
- Outgoing personality
- Works well under pressure
- Critical thinker
- Personality skills
- Excellent capacity for memory
- Client satisfaction
- Scheduling
- Meeting planning
- Event coordination
- Schedule management
Certification
- Phlebotomy
- Basic Life Support, Sarah Bush Lincoln, 01/01/18 - 12/31/23
- LEAD Certified Training, Coles Co. Sheriff's Dept, 01/01/11
- Food Service Sanitation Training Certified, 01/01/09
Accomplishments
- Chosen to assist with our Sarah Bush EWOL Team. Helping to plan events for the hospital and present our BRAVO Awards.
- Achieved recognition by management for friendly and responsive service.
- Selected to train new office personnel in policies, procedures, and office management software.
- Consistently maintained high customer satisfaction ratings.
- Promoted from Sales Associate to Assistant Manager, in less than 12-months.
Timeline
Administrative Assistant
Rural King
05.2024 - Current
Assistant/Receptionist
Albin Animal Hospital
03.2021 - Current
Office Assistant
Sarah Bush Lincoln
08.2018 - Current
Tele Communicator
Coles County Sheriffs Department
01.2010 - 01.2011
Sales Associate
Petropics
08.2009 - 07.2013
Front Desk Receptionist
Clyde's Animal Clinic
04.2008 - 03.2020
High School -
Mattoon High School
Some College - Criminal Justice
Lake Land College