Administrative Assistant Resume Examples

Administrative Assistant I — HealthPartners, an integrated nonprofit healthcare provider and health plan

May 2025 – Present · 1 yr 6 mos

• Organized a backlogged shared filing structure for clinic administrative records, scanning and uploading 420 documents in 8 weeks into SharePoint under department filing standards.
• Improved meeting preparation for a recurring department huddle, delivering agendas and materials on time for 18 consecutive weekly meetings using a checklist maintained in Outlook and Word.
• Reduced routine office supply shortages for front-desk materials, cutting stockout incidents from 5 in one month to 1 the next by tracking reorder points in Excel and submitting purchase requests earlier through established procedures.
• Prepare and proofread documents, maintain digital and paper filing systems, scan records, and track office supply and equipment requests.

Administrative Assistant — Ryder System, Inc., transportation and supply chain company providing fleet management, warehousing, and logistics services

Mar 2023 – Present · 3 yrs 8 mos

• Manage calendars for 4 regional operations leaders, scheduling internal and external meetings across time zones and resolving conflicts proactively. Standardizing intake and planning blocks in Outlook cut scheduling conflicts from 9 in a month to 3.
• Coordinate domestic travel and expense reporting in Concur under company travel policies, submitting 46 of 48 monthly expense reports within 3 business days of trip completion using itinerary checklists and pre-review receipt reconciliation.
• Prepare reports, presentations, agendas, and recurring operational materials in Excel, PowerPoint, Word, and Outlook for weekly operations reviews, tracking 87 of 96 action items to closure by their target dates in one quarter.
• Rebuilt the shared operations folder structure in SharePoint and Teams, migrating 310 files into a standardized library with naming conventions and permission-based subfolders over 6 weeks.
• Reduced vendor invoice routing time from 5 business days to 2 by creating an intake tracker and validating paperwork before forwarding to finance partners.

Operations Coordinator — Lineage, temperature-controlled warehousing and logistics company

Nov 2021 – Feb 2023 · 1 yr 3 mos

• Coordinated recurring operations meetings across 3 sites, delivering agendas, minutes, and follow-up notes for 55 meetings in 12 months using a shared planning calendar and standardized templates.
• Cut monthly reporting packet assembly time from 4 hours to 2.5 hours per packet by building reusable Excel and PowerPoint templates for site leaders' operational updates.
• Reduced returned purchase order and vendor paperwork submissions from 7 in one quarter to 2 in the next by checking required fields and attachment completeness before forwarding for approval.
• Maintained shared records, distribution lists, and visitor schedules for site and regional operations managers.

Senior Administrative Assistant — PagerDuty, publicly traded B2B SaaS (cloud operations and incident response)

May 2022 – Present · 4 yrs 6 mos

• Own complex calendar management for senior leaders across multiple stakeholders and time zones, resolving conflicts and setting priorities independently.
• Redesigned calendar planning for 3 VP-level leaders with overlapping customer, product, and hiring priorities, cutting same-week reschedules from 14 to 5 in one month with priority rules, protected focus blocks, and standardized scheduling intake.
• Led logistics for quarterly leadership offsites and cross-functional reviews, coordinating 6 offsites and 24 review sessions in 12 months, including agendas, consolidated presentation materials, rooming and catering, and follow-up action tracking.
• Manage domestic and international travel and executive expense reporting in Concur, submitting 95% of expense reports within 4 business days of trip completion over 2 consecutive quarters using pre-trip checklists and itinerary templates.
• Built a standardized onboarding checklist for new directors and senior managers in partnership with HR, IT, recruiting, and workplace teams, supporting 18 leader onboarding plans in one year; also handle purchase requests, vendor setup, and space planning across those teams.
• Mentored newer administrative team members on meeting support and executive communication practices, producing 9 reusable templates and guides adopted by a 4-person admin group.

Administrative Assistant — FICO, an analytics software company serving financial services and other enterprises

Jan 2018 – Apr 2022 · 4 yrs 3 mos

• Supported senior directors with calendar management, travel arrangements, and meeting logistics across multiple teams and shifting priorities.
• Coordinated executive staff meetings and quarterly business review preparation, delivering agendas and materials for 38 leadership meetings over 2 years by collecting inputs from cross-functional leaders and distributing follow-up action items.
• Improved document management for director-level business reviews by migrating 260 files into a standardized SharePoint team library over 10 weeks, working with team leads on folder structure, naming conventions, and access permissions.
• Tightened purchase request and expense processing for department leaders using a pre-submission checklist for approvals, receipts, and coding, cutting returned submissions from 8 in one quarter to 3 the next.

Administrative Coordinator — Charles Schwab

Jun 2015 – Dec 2017 · 2 yrs 6 mos

• Ran a recurring manager meeting cadence for operations leadership, preparing materials and notes for 72 meetings over 18 months using scheduling templates, room bookings, and follow-up trackers.
• Managed calendars, travel, and meeting logistics for department managers, cutting itinerary assembly time from 45 minutes to 25 minutes per trip by building reusable templates for confirmations, contact details, and policy reminders.