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14 Executive Assistant Resume Examples - Here's What Works In 2024

Executive assistants provide crucial support to top executives and are skilled at executing administrative and operational duties. when writing your executive assistant resume, it’s important to show that you have the relevant skills to succeed. below we’ve compiled five resume templates with the most important qualities to have in 2023. (google docs and pdfs attached)..

Executive assistants are the behind-the-scenes gurus of the executive world. You help a company run smoothly, taking care of everything that helps executives be as productive as possible. You must be exceptionally organized, detail-oriented, and effective at communication, as well as fantastic at organizing meetings and making flawless travel arrangements. You enjoy wearing many different hats throughout the day as you support various needs and requests that may come up at a moment’s notice. In the past months, as most companies continue to work remotely during the Covid-19 lockdown, executive assistants find themselves in a pivotal moment. Many administrative duties have been pared down significantly and travel has all but paused, bringing an end to many traditional administrative duties. But in a changing environment, executive assistants are needed more than ever. Business leaders across all industries are facing new challenges and tackling new problems, and they need executive assistants who can help -- who can think on their feet, take initiative in uncertain situations, and get creative with solving unprecedented problems. Candidates who have strong business sense, technical savvy, and great emotional intelligence will be high in demand in the upcoming years. What should an executive assistant resume look like in 2023? Continue reading below to view examples of effectively written executive assistant resumes that will help you land your next role.

Executive Assistant Resume Templates

Jump to a template:

• Executive Assistant
• Executive Administrative Assistant
• C-Level Executive Assistant
• Executive Assistant to CEO
• Senior Executive Assistant
• Entry-Level Executive Assistant
• Experienced Executive Assistant

Jump to a resource:

• Keywords for Executive Assistant Resumes

Executive Assistant Resume Tips

• Action Verbs to Use
• Bullet Points on Executive Assistant Resumes
• Frequently Asked Questions
• Related Other Resumes

Get advice on each section of your resume:

Template 1 of 14: Executive Assistant Resume Example

An executive assistant is the communication point between executives, partners, employees, and clients. That’s why they coordinate emails and memos, schedule meetings, arrange accommodations, take meeting minutes, and prepare reports. They have an important role because they manage sensitive information, including executive calendars. Even though this is an assistant position, you likely would also be responsible for overseeing other clerical employees. So, leadership is often a must and something hiring managers look out for!

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Tips to help you write your Executive Assistant resume in 2024

   highlight your computer literacy on your resume..

Executive assistants should be familiar with basic computer programs like Microsoft Excel, Microsoft Word, Zoom Cloud meetings, and calendar management tools like Calendly. You of course aren't supposed to be a programming expert, but you should definitely be familiar with clerical tools that the execs or people you're supporting use on a daily basis.

   Demonstrate your event planning skills with previous similar experiences.

Event planning is an essential skill to have as an executive assistant. You might have to coordinate with vendors, and partners, book locations, and coordinate invitations. You can talk about previous experiences in which you coordinated events such as meetings, conferences, or trips. Perhaps even include how you dealt with expenses, a common responsibility for EAs.

Skills you can include on your Executive Assistant resume

Template 2 of 14: executive assistant resume example.

Executive assistants with a few years of experience should craft a resume that highlights their accomplishments in previous assistant roles. You should include a logical path of your work history that demonstrates growth, as well as a capacity for increasing responsibility. This resume has a strong work history section that shows their experience in previous positions as an executive assistant, and the candidate uses numbers and metrics to support their accomplishments.

   Demonstrate your growth with senior administrative tasks

If you have several years of experience working as an executive assistant, it is important to showcase this clearly and effectively on your resume. Recruiting managers like to see that candidates have dedicated time towards developing their skills in relevant roles and that they have extensive experience working in assistant positions. For example, this candidate clearly states in their summary that they have worked in the administrative department for five years, exhibiting their career journey from when they started out as an administrative manager.

   Use numbers and metrics to describe your accomplishments

This resume uses numbers and metrics to back up their work experience -- highlighting not just their responsibilities, but their accomplishments in their roles. When writing your bullet points for your work experience section, include quantitative evidence of what your impact was in the work history section -- specifically in areas such as efficiency, productivity, and organization. This template includes such details as “increased office efficiency by 25%” and “facilitated...savings over $5,000 in the first year”.

Template 3 of 14: Executive Administrative Assistant Resume Example

The executive administrative assistant is someone who provides high-level, tailored administrative support for the executives within a company. They will often be assigned to a group of executives, and help these leaders organize and optimize their daily efficiency. As an executive administrative assistant, you may assist executives in planning travel, booking meetings, answering incoming calls, planning events, overseeing office operations, and more. To become an executive administrative assistant, you will need to demonstrate prior excellence in administrative roles. Most hiring managers will look for someone with a minimum of an associate’s degree in a related field. Moreover, because this role handles high-level administrative duties, the ideal candidate will have 2-5 years of experience in related roles like as an administrative assistant or office manager. Superb candidates for this role will showcase organizational excellence, as well as a professional attitude and great time management skills.

Tips to help you write your Executive Administrative Assistant resume in 2024

   highlight your experience planning and scheduling travel.

Executive administrative assistants are responsible for managing the executive schedule, and this includes creating travel plans. As such, any experience you have booking and organizing travel for others should be detailed on your resume.

   Showcase your time management skills

Executive administrative assistants must juggle leader’s scheduling conflicts with grace and creativity. It’s important to demonstrate on your resume how you have used your time management skills to effectively organize schedules in the past.

Skills you can include on your Executive Administrative Assistant resume

Template 4 of 14: executive administrative assistant resume example.

An executive administrative assistant manages all clerical tasks for executive managers. This includes welcoming guests, and handling communication between stakeholders, clients, and partners. Additionally, an executive administrative assistant often performs basic bookkeeping duties, so this is another skill you might want to highlight in your resume. Other responsibilities include preparing documents, negotiating with vendors, managing corporate inventory, reviewing incoming documents, etc. This is a role that requires attention to detail and strong communication skills.

   Demonstrate your time management skills on your resume by using accomplishments.

Executive administrative assistants often work under pressure. They need to meet tight deadlines and make sure everyone on the clerical team is on top of everything. That’s why having time management skills is essential for this role. If you want to demonstrate this in your resume, you should use accomplishments and mention projects that you coordinated effectively and on time.

   Showcase your communication skills on your resume.

Since communication is essential in this role, this is exactly what you want to reflect on your resume. Rather than just saying you have excellent communication skills, use the appropriate vocabulary and structure on your resume, such as strong action verbs like "Communicated", "Directed" or "Influenced". If you've worked with senior execs or CEOs, it's worth mentioning things like "Presented to senior stakeholders..." on your resume.

Template 5 of 14: Executive Administrative Assistant Resume Example

An executive assistant works closely with a high-level executive or a small group of high-level executives in overseeing projects and anticipating business needs. On the other hand, an executive administrative assistant tends to focus more on task management and administrative duties, such as calendar scheduling, data entry, and handling calls. In your executive administrative assistant resume, make sure to highlight your experience and relevant skills accordingly.

   Highlight relevant executive administrative skills

When writing your executive administrative assistant resume, make sure to demonstrate your proven ability to carry out administrative tasks. You should highlight relevant skills you have in these capacities, and include skills that pertain to the job description. This candidate includes a list of administrative capacities in their skills section, such as Calendar Management, Travel Arrangements, and Organization Skills, and expands upon them in their work experience.

   Use strong action verbs and numeric metrics to describe your administrative accomplishments/responsibilities

In your work experience section, make sure to use strong action verbs and to quantify your positive impact to the company. Executive administrative assistants should be experts at performing administrative duties, especially in areas of facilitating smooth operation and in catalyzing productivity. Use words such as “streamlined”, “orchestrated”, or “facilitated” to describe your contributions, and make sure to accompany them with tangible quantitative metrics.

Template 6 of 14: Executive Administrative Assistant Resume Example

As an executive administrative assistant, you will be supporting one or multiple executives in the company. A high-level of discretion and anticipation of what your executives need is a must. To tailor a resume for this position, you’ll want to focus on your experience supporting previous executives and how you resolved pain points for them.

   Quantify your administrative accomplishments in the office

In this role, you’ll have familiarity with streamlining and implementing processes. This resume uses great examples like “reduced cell phone expenses, resulting in savings of $5,000+” and “organized new office and designed systems to maximize office function efficiency by 30%.” Make sure to showcase what you did to make the office better for the team. Numbers talk!

   Show promotions in your work history

This template demonstrates a promotion from an administrative assistant to an executive assistant. Growth shows that your previous company was impressed with your work and trusted you with more responsibilities, like supporting five executives. You should also highlight why you were promoted. If you took on additional work, became a mentor to others, or more, make sure to share it.

Template 7 of 14: C-Level Executive Assistant Resume Example

As a C-Level Executive Assistant, you'll play a crucial role in supporting top executives by managing their schedules, communications, and travel. This job demands a high level of detail orientation, discretion, and adaptability. When writing your resume, it's essential to highlight your ability to handle confidential information and your expertise in managing complex schedules. Additionally, consider showcasing your knowledge of the latest digital tools and platforms, as many executives rely on their assistants to stay up-to-date with industry trends. C-Level Executive Assistants are in high demand, and the competition for these roles can be fierce. To stand out, it's vital to demonstrate your ability to multitask and handle high-pressure situations with grace. Showcase achievements that demonstrate your efficiency, resourcefulness, and initiative, as employers value assistants who can anticipate their executive's needs and make their lives easier.

Tips to help you write your C-Level Executive Assistant resume in 2024

   emphasize time and task management skills.

As a C-Level Executive Assistant, your ability to manage time, prioritize tasks, and juggle multiple responsibilities is essential. On your resume, highlight instances where you successfully managed tight deadlines, coordinated complex schedules, or streamlined processes for maximum efficiency.

   Showcase relevant industry knowledge

Understanding the industry you'll be supporting can be a significant asset in a C-Level Executive Assistant position. On your resume, emphasize any experience or knowledge you have in the relevant industry, whether it's through past roles, professional development courses, or certifications.

Skills you can include on your C-Level Executive Assistant resume

Template 8 of 14: c-level executive assistant resume example.

Providing assistance at the C-suite level (CEOs, CFOs, CIOs, etc.) requires a deeper level of expertise in the given industry, as well as the ability to work cross-functionally or technically. You must know how to skillfully interface with various departments, uncover potential bottlenecks, and facilitate improvements that help the C-suite function at its highest efficiency. When applying to a C-level executive assistant role, make sure to include evidence of past experience in relevant roles and to demonstrate your ability to catalyze efficient operations.

   Demonstrated experience with C-suite individuals

It takes a special type of person to operate calmly and effectively in the high-pressure, fast-paced world of C-level executives. Many individuals at this level have big personalities and urgent needs, and hiring managers want to see that you understand what it takes to work in such an environment. When writing your C-level executive assistant resume, make sure to include work experience that shows you have experience providing direct support to a CEO or other C-level executive.

   Highlight your capacity for growth

The various needs and requests from a C-suite executive can evolve rapidly within a matter of days or weeks. It’s important to show that you are flexible and quick to learn in new environments. To demonstrate that you can adapt to new situations, make sure to highlight instances where you’ve been promoted in an organization or when you have taken on more responsibility than your role entailed. This candidate includes an experience where they were promoted from lead administrative assistant to executive assistant to the CEO.

Template 9 of 14: Executive Assistant to CEO Resume Example

As an Executive Assistant to the CEO, you're the right hand of the company's top player – a role both thrilling and demanding. This job requires a unique blend of administrative proficiency, business acumen, and outstanding people skills. Nowadays, CEOs look for individuals who can not only juggle schedules, but also participate in strategic decisions and represent them in critical situations. So, when drafting your resume, it needs to convey not just your organizational skills but also your ability to contribute to bigger business goals. In recent years, the role of Executive Assistant has seen a shift towards more strategic duties. Companies are now seeking Executive Assistants who can shoulder operational responsibilities as well. Your resume should thus reflect your ability to adapt to this evolving role and your willingness to take on these challenges.

Tips to help you write your Executive Assistant to CEO resume in 2024

   highlight strategic contributions.

CEOs nowadays require more than just administrative support. Showcase any strategic input you've offered in previous roles, like helping devise business plans or managing special projects. Prove you're a strategic partner, not just a schedule jockey.

   Demonstrate people and crisis management skills

As an Executive Assistant, you'll often find yourself managing the CEO's relationships with stakeholders and crisis situations. Include instances where you've successfully handled such scenarios. This will show you're capable of more than just managing a schedule and can represent the CEO efficiently.

Skills you can include on your Executive Assistant to CEO resume

Template 10 of 14: executive assistant to ceo resume example.

Sometimes a CEO may require more personal assistance and will want to hire an executive assistant to directly support their needs. This position is the CEO’s primary resource, and must demonstrate deep administrative and organizational expertise to support the demands of the highest position in the company. When writing your CEO executive assistant resume, make sure to showcase your mastery of relevant skills, such as calendar management, hiring logistics, and event operations.

   Showcase skills relevant to support C-levels

Different CEOs have different needs - for this position in particular, it’s important to read the job description carefully and even do some research of your own into the company’s CEO, given that their information is included. Make sure to include skills that tailor to the job posting. For example, if the executive travels often, emphasize your experience in making travel arrangements or serving as a travel assistant.

   Use strong action verbs in your bullet points

Use strong action verbs, accompanied with relevant metrics, to demonstrate skills that are relevant to supporting a CEO. Executive assistants to CEOs must wear a variety of hats and be quick on their feet. Use such verbs as “liaised”, “collaborated”, and “oversaw” to demonstrate such abilities.

Template 11 of 14: Senior Executive Assistant Resume Example

As a Senior Executive Assistant, your role is multi-faceted. Your day-to-day includes facilitating communication between executives and their teams, planning complex travel itineraries, managing schedules, and overseeing projects. It's a role that requires diplomacy, keen attention to detail, and the ability to juggle multiple tasks simultaneously. Recently, there's been a trend towards more tech-savviness in this role. Companies are looking for Senior Executive Assistants who are not just familiar with office software, but who can also leverage technology to automate and streamline processes. So, when writing your resume, keep in mind that you're showcasing your ability to make executives' lives easier and more organized.

Tips to help you write your Senior Executive Assistant resume in 2024

   highlight your tech savviness.

Given the current trend, it's essential to showcase your technological understanding and proficiency on your resume. Mention specific tools or software you're comfortable with, from Microsoft Office Suite to project management apps like Asana or Trello.

   Illustrate your problem-solving skills

As a Senior Executive Assistant, you're often on the frontline of addressing issues before they reach the executive. Highlight specific instances on your resume where you've quickly solved problems or streamlined a process, showing how you can anticipate and handle potential roadblocks.

Skills you can include on your Senior Executive Assistant resume

Template 12 of 14: senior executive assistant resume example.

A senior executive assistant is an executive assistant with senior responsibilities. This means that they typically do fewer administrative tasks and tackle more hands-on operations work such as managing projects, creating and implementing processes, etc. When crafting your senior executive assistant resume, keep this in mind as you write out your bullet points and curate the skills you want to showcase.

   Tailored work experience to the executive assistant role

As mentioned above, the senior executive assistant role takes on more operations and logistics type work than administrative work - make sure you tailor your resume accordingly. When possible, include bullet points that detail your experience with overseeing processes and managing projects. It’s okay to include administrative duties, but try to include as many experiences as you can that emphasize your ability for operations and logistics work.

   Demonstrated career growth

A senior executive assistant should know the executive assistant world inside and out. It takes time and experience to understand the subtleties of the executive world and the different responsibilities that the role entails. In your professional experience section, showcase your growth throughout your career by including promotions and detailing your years of experience, working your way up through roles that demand more and more responsibility.

Template 13 of 14: Entry-Level Executive Assistant Resume Example

This is the perfect position for someone looking to enter the assistant profession. You will be assisting executive-level professionals in both their professional lives and sometimes their personal lives. Your job is to make their lives as easy as possible and to handle mundane or logistic tasks that will allow them to focus on more important things. You may be making flight and dinner reservations, scheduling meetings, or even buying birthday presents for their child. This is often a fast-paced and high-stress position so your ability to exceed under pressure and have a friendly demeanor is crucial.

Tips to help you write your Entry-Level Executive Assistant resume in 2024

   show a variety of tools to match the variety of tasks..

Your tools list should include administrative tools like Microsoft Office, but also include things like scheduling tools and communication tools. You need to show that you can perform all aspects of your job.

   Get relevant certification.

If you don’t have a lot of experience, an easy way to show your ability is to gain certification as an executive assistant or administrator. This applicant has 3 impressive and relevant certifications.

Skills you can include on your Entry-Level Executive Assistant resume

Template 14 of 14: experienced executive assistant resume example.

As the name suggests, this role requires you to have years of experience as an executive assistant. You will handle many behind-the-scenes tasks and logistics for your executive-level superior. Tasks may include scheduling, doing administrative tasks, running personal errands, etc. You need to be time-efficient, discreet, and able to multitask to thrive in this position. Here is a recruiter-approved resume sample for this position.

Tips to help you write your Experienced Executive Assistant resume in 2024

   show your career progression in the field..

This position requires an applicant who has years of experience in the field. Your resume’s experience section needs to show that. So focus on including only assistant or administrative positions in this section.

   Show you workload capabilities.

Impress recruiters by showing them that you are capable of assisting large numbers of executives or managing large groups of subordinates. This applicant mentions that they have managed calendars for ’14 C-Level executives’ and ‘trained 83 new employees’. Such numbers are impressive.

Skills you can include on your Experienced Executive Assistant resume

We recently spoke with hiring managers at top companies like Apple, Google, and Amazon to get their insights on what makes a strong executive assistant resume. Based on their feedback and our own expertise, we've put together the following tips to help you craft a compelling resume that will catch the attention of recruiters and hiring managers in this competitive field.

   Highlight your organizational and project management skills

Hiring managers want to see concrete examples of how you've used your organizational and project management abilities to support executives and drive results. Instead of simply listing these skills, provide specific examples:

• Managed calendar for CEO and coordinated logistics for monthly board meetings attended by 20+ executives
• Spearheaded annual sales conference for 500 attendees, handling all planning, budgeting, and execution
• Created and maintained filing system for contracts and legal documents, ensuring easy access and retrieval

Quantify your achievements whenever possible to give hiring managers a clear sense of the impact you've made in past roles.

   Showcase your communication and interpersonal abilities

As an executive assistant, you'll be interacting with people at all levels of the organization as well as external stakeholders. Hiring managers want to see evidence of your strong communication and interpersonal skills on your resume:

• Drafted correspondence and presentations on behalf of COO for both internal and external audiences
• Served as liaison between CEO and department heads, facilitating clear and timely information flow
• Managed relationships with key vendors and partners, ensuring smooth collaboration and prompt issue resolution

In addition to highlighting specific examples, you can also include any relevant communication-related training or certifications you've completed.

   Tailor your resume to the specific role and company

While it's important to showcase your broad skill set, you should also customize your resume for each executive assistant position you apply to. This means doing your research on the company and role, and highlighting the most relevant aspects of your experience.

For example, if the job description emphasizes the need for someone with strong event planning experience, make sure to feature that prominently on your resume. If the company is known for its fast-paced, startup culture, focus on examples of your ability to thrive in a dynamic environment.

By tailoring your resume, you'll show hiring managers that you're a strong fit for their specific needs and increase your chances of landing an interview.

   Use a clear and professional format

As an executive assistant, attention to detail is crucial. Your resume should reflect this through a clear, error-free, and professional format. Here are some tips:

• Use a simple font like Arial or Calibri in 10-12 point size
• Include clear section headings like 'Professional Experience', 'Education', and 'Skills'
• Use bullet points rather than paragraphs to describe your experience
• Keep it concise and aim for 1-2 pages maximum

Avoid graphics, photos, or overly designed templates that can distract from the content. The goal is a polished, professional document that's easy for hiring managers to read and digest.

   Demonstrate your technical proficiencies

Today's executive assistants are often required to have strong technical skills in addition to traditional administrative abilities. Make sure to highlight your proficiencies in key areas:

• Microsoft Office Suite (Word, Excel, PowerPoint)
• Google Workspace (Gmail, Google Docs, Google Sheets)
• Video conferencing tools like Zoom or Skype
• Travel and expense management software like Concur
• CRM platforms like Salesforce

If you have experience with more advanced tools like project management software or design programs, include those as well. The more you can demonstrate your technical capabilities, the more valuable you'll be to potential employers.

   Include relevant education, certifications, and professional development

While executive assistant positions may not always require a specific degree, it's still important to include your relevant educational background on your resume. This could be:

• Bachelor's degree in business administration, communications, or a related field
• Associate's degree in office management or administrative assisting
• Coursework or training in relevant areas like project management or customer service

In addition to formal education, highlight any certifications or professional development courses you've completed that are relevant to the executive assistant role. This shows your commitment to ongoing learning and skill development.

By including this information on your resume, you'll give hiring managers a more complete picture of your qualifications and fit for the role.

It’s not easy to excel as an executive assistant. The role demands a high level of emotional intelligence, the knowhow to wear many different hats, and the ability to maintain your composure in high-stress situations. In addition, busy executives often need their assistants to quickly understand them and their working styles on a deeply personal level, picking up on subtle body language and unspoken cues that many others would completely overlook. However, once you figure out the nuances of the individual you support and grow familiar with the industry they operate in, you become an indispensable part of their workflow. It can be extremely rewarding to find a good match between an executive and an assistant, and many executives will even take a stellar executive assistant along with them if they switch companies. Want to find your dream executive assistant role? Follow these curated tips for executive assistant resumes:

   Create a tailored skill pool

As mentioned above, the skills required from an executive assistant often vary widely from role to role. These can even change depending on the executive you are applying to, despite them being in the same company! To increase your efficiency as you apply to different positions, create a pool of bullet points for each of your work experience entries, categorized by the type of skill. Then, decide which bullet points you want to include depending on the job description, and swap them in and out to quickly tailor your resume each time. A few examples of skill categories you can brainstorm bullets for are: travel and calendar scheduling, project management, interviewing and hiring processes, and office logistics.

   Get creative with your bullet points

Depending on the position you’re applying for, there may be specific qualities that a hiring manager wants that they may not have listed. An essential part of being a good executive assistant is knowing how to read between the lines and think critically -- even anticipating what the executive needs before they know they need it -- and your application is a great place to start practicing this skill. For example, think about what a CEO needs in their day to day life. While their executive assistant job listing may not directly mention it, an important need is for someone to be discreet with sensitive information. A CEO often works with confidential financial data, corporate communications, and other sensitive information that can’t be leaked. A good way to make your resume stand out from the crowd for such a role is to include your experience with maintaining confidence and secrecy.

   Use strong action verbs to showcase relevant skills

Use your skills section to highlight areas of expertise you have for assisting executives. To back up your skills, add bullets to your work experience to show recruiters that you have successfully applied those skills to the workplace. Think about the most important skills needed for an executive assistant -- you must be extremely organized, a quick problem solver, and able to communicate and work with a variety of different types of people across different departments. Use verbs that emphasize your abilities in these skills. For example, if you’re an expert at fostering collaboration and at working across different functions, use words such as “liaised”, “collaborated”, or “managed” to emphasize your expertise at managing teams.

Writing Your Executive Assistant Resume: Section By Section

  header, 1. keep it simple and professional.

Your header should be clean, easy to read, and professional. Stick to a simple font like Arial or Calibri, and use a font size between 10-12 points.

Here's an example of a well-formatted header for an executive assistant:

• 123-456-7890 | [email protected] | linkedin.com/in/janedoe

Avoid using flashy colors, graphics, or unprofessional email addresses like:

• Jane "The Organizer" Doe
• [email protected]

2. Include your name, phone number, email, and LinkedIn

Your header should include all the essential information a hiring manager needs to contact you:

• First and last name
• Phone number
• Professional email address
• LinkedIn profile URL

You can include your city and state, but a full mailing address is no longer necessary. If you're applying for remote executive assistant positions, you may want to note that as well, for example:

• Remote | 123-456-7890 | [email protected] | linkedin.com/in/janedoe

3. Tailor your header to the executive assistant role

If you have a lot of experience as an executive assistant, consider including your job title in your header. This immediately communicates your expertise to the hiring manager.

Jane Doe Senior Executive Assistant 123-456-7890 | [email protected] | linkedin.com/in/janedoe

However, if you're making a career change or have less direct experience, leave your job title out and let your resume summary and experience speak for themselves.

Avoid stuffing your header with keywords, as it looks unprofessional:

• Jane Doe, Executive Assistant, Administrative Assistant, Office Manager

  Summary

An executive assistant resume summary is an optional section that provides a brief overview of your most relevant qualifications, skills, and experience. While a summary is not required, it can be a useful way to provide additional context or highlight details that may not be immediately apparent from the rest of your resume. However, you should never use an objective statement, as it is outdated and does not provide value to the employer.

When writing your executive assistant resume summary, focus on your key strengths, accomplishments, and qualifications that are most relevant to the job you are applying for. Keep it concise and tailored to the specific requirements of the position.

To learn how to write an effective resume summary for your Executive Assistant resume, or figure out if you need one, please read Executive Assistant Resume Summary Examples , or Executive Assistant Resume Objective Examples .

1. Highlight your relevant experience

When crafting your executive assistant resume summary, emphasize your most relevant experience that aligns with the job requirements. Consider the following examples:

• Experienced professional with a diverse background in various industries
• Hardworking and dedicated individual with a proven track record of success

Instead, focus on specific experience and accomplishments that demonstrate your suitability for the executive assistant role:

• 5+ years of experience providing high-level administrative support to C-suite executives in the finance industry
• Proven ability to manage complex schedules, coordinate travel arrangements, and liaise with internal and external stakeholders

2. Showcase your key skills

Your executive assistant resume summary should also highlight your most valuable skills that are relevant to the position. Avoid simply listing generic soft skills like 'hardworking' or 'team player.' Instead, focus on specific skills that are crucial for success in the role, such as:

• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint)
• Excellent verbal and written communication skills
• Strong organizational and time management abilities
• Ability to handle confidential information with discretion

By showcasing your key skills in the summary, you demonstrate to the employer that you possess the necessary qualifications to excel in the executive assistant role.

3. Tailor your summary to the job

To make your executive assistant resume summary stand out, tailor it to the specific job you are applying for. Research the company and the position to identify the key requirements and priorities. Then, incorporate those elements into your summary to demonstrate your fit for the role.

Results-driven executive assistant with 7+ years of experience supporting top-level executives in the tech industry. Proven track record of optimizing workflows, managing complex projects, and facilitating seamless communication between cross-functional teams. Skilled in leveraging advanced technology solutions to streamline administrative processes and enhance executive productivity.

By customizing your summary to the job, you show the employer that you have taken the time to understand their needs and how your skills and experience align with their requirements.

  Experience

Your work experience section is the most important part of your executive assistant resume. It's where you show hiring managers what you've accomplished in previous roles and how you can help their company succeed.

In this section, we'll cover the key steps to writing a compelling work experience section that will grab the attention of hiring managers and demonstrate your value as an executive assistant.

1. Focus on your most relevant experience

When writing your work experience section, focus on the positions that are most relevant to the executive assistant role you're applying for. This may include previous executive assistant positions, administrative roles, or jobs where you supported high-level executives.

Prioritize your most recent and relevant positions, and consider omitting or minimizing roles that are less relevant or more than 10-15 years old. Here's an example of how to structure your work experience section:

• Executive Assistant, XYZ Corporation (2018-Present)
• Administrative Assistant, ABC Company (2015-2018)
• Office Manager, DEF Inc. (2012-2015)

2. Use strong action verbs and highlight your accomplishments

When describing your work experience, use strong action verbs to showcase your contributions and accomplishments. Avoid generic phrases like "responsible for" or "assisted with."

Instead, use powerful verbs like:

• Coordinated executive schedules and travel arrangements
• Managed office budgets and expenses
• Streamlined filing systems and digitized records
• Organized high-level meetings and events

Focus on the results you achieved and the impact you had on the company. Did you save time or money? Did you improve processes or increase efficiency? Use specific examples and metrics to quantify your achievements.

After highlighting your accomplishments, use our Score My Resume tool to get instant feedback on your resume and see how it stacks up against key criteria hiring managers look for.

3. Tailor your experience to the job description

Before submitting your resume, take the time to tailor your work experience section to the specific executive assistant position you're applying for. Review the job description carefully and look for key skills, qualifications, and responsibilities that align with your background.

For example, if the job description emphasizes experience with a particular software or tool, make sure to highlight your proficiency with that technology in your work experience section:

• Proficient in Microsoft Office Suite, including advanced Excel functions and PowerPoint design
• Experienced with Salesforce CRM and Concur expense management software

By tailoring your experience to the job description, you'll demonstrate to hiring managers that you have the specific skills and qualifications they're looking for in an executive assistant.

4. Showcase your career progression and leadership skills

As an executive assistant, your ability to take on increasing responsibility and demonstrate leadership skills is highly valued by employers. Use your work experience section to showcase your career progression and highlight any leadership roles or projects you've taken on.

For example:

Executive Assistant, XYZ Corporation (2018-Present) - Promoted to Executive Assistant to the CEO after demonstrating strong organizational and communication skills - Managed a team of three administrative assistants and provided training and guidance to improve efficiency and productivity - Led the implementation of a new project management system that streamlined workflows and reduced project timelines by 20%

By highlighting your career progression and leadership experience, you'll show hiring managers that you have the potential to take on additional responsibilities and grow within their organization.

  Education

Your education section is a key part of your executive assistant resume. It shows hiring managers that you have the necessary background and training for the role. In this section, we'll cover what to include and how to format your education details.

1. Put education at the top if you're a recent grad

If you graduated within the last few years, position your education section above your work experience. This is especially important if your degree is highly relevant to the executive assistant role you're targeting.

Here's an example of how to format it:

Bachelor of Business Administration, 2020 University of Michigan, Ann Arbor, MI Relevant Coursework: Office Management, Business Communications, Project Management

2. Keep it concise if you're an experienced professional

Mid-level and senior executive assistants should keep the education section brief. Hiring managers are more interested in your work accomplishments. Simply list your degree, school name, and graduation year (if you choose).

Avoid this mistake:

• Bachelor of Arts in English, 1995-1999
• State University of New York
• Graduated Magna Cum Laude
• Studied Abroad in London, Fall 1998

Instead, use a concise format like:

• B.A. English, State University of New York

3. Include relevant certifications

Have you earned any certifications that are valuable for executive assistants? Include them in the education section to make them prominent. Some examples are:

• Certified Administrative Professional (CAP)
• Microsoft Office Specialist (MOS)
• Professional Legal Secretary (PLS)

B.S. Business Administration, XYZ University Certified Administrative Professional (CAP), 2018 Microsoft Office Specialist (MOS), 2017

Action Verbs For Executive Assistant Resumes

Executive assistants are masters of reading between the lines and understanding the unspoken needs of their executive. They must be versatile and quick to anticipate potential problems, and smoothly juggle the often chaotic schedule of high-level individuals. When writing your resume, it’s important to emphasize these types of skills with strong action verbs. For example, use words like “oversaw”, “organized”, or “planned” to highlight your ability to smoothly and efficiently handle a variety of tasks. It can be helpful to review the job description and see what types of action verbs they use. However, don’t copy every single one-- try to be creative and find words with similar meanings to tailor your resume to the job.

• Systematized
• Implemented

For more related action verbs, visit Customer Service Action Verbs .

For a full list of effective resume action verbs, visit Resume Action Verbs .

Action Verbs for Executive Assistant Resumes

Skills for executive assistant resumes.

To ensure that your executive assistant resume stands out from the crowd, you’ll want to demonstrate that you have the skills and relevant experience to excel. When crafting your executive assistant resume, make sure to carefully read through the job description. Executive assistant roles often vary considerably across industries -- or even between different types of executives. Different individuals have different needs, and it’s important to make sure that you choose to highlight skills that the hiring manager is looking for. In addition, make sure to go beyond listing skills in your resume’s Skills section. You can expand on what you did in your work experience by describing your expertise in the bullet points of your work experience.

• Executive Administrative Assistance
• Office Administration
• Administrative Assistance
• Executive Calendar Management
• Administration
• Travel Management
• Employee Relations
• Human Resources (HR)
• Calendaring
• Executive Support
• Travel Arrangements
• Business Development
• Vendor Management
• Customer Service
• Management Information Systems (MIS)
• Diary Management
• Event Planning
• Event Management
• Travel Planning
• Microsoft Access
• Corporate Events

Skills Word Cloud For Executive Assistant Resumes

This word cloud highlights the important keywords that appear on Executive Assistant job descriptions and resumes. The bigger the word, the more frequently it appears on job postings, and the more 'important' it is.

How to use these skills?

Resume bullet points from executive assistant resumes.

You should use bullet points to describe your achievements in your Executive Assistant resume. Here are sample bullet points to help you get started:

Analyzed $800K of monthly marketing spend data to optimize audience, creative and copy of campaigns; increased conversion by 12% MoM and decreased cost per acquisition by 35%

Recommended multi-brand strategy for a leading restaurant chain company to enter fast casual market by evaluating core competencies and performing market analysis

Analyzed fundamental growth drivers via top-down (macro/sector trends, competition) and bottom-up (growth strategy, revenue forecast, cost allocation) approaches, and analysis of senior management and shareholding structure.

Analyzed data from 25000 monthly active users and used outputs to guide marketing and product strategies; increased average app engagement time by 2x, decrease drop off rate by 30%, and increased shares on social media by 3x over 6 months

Doubled new user acquisition from 10-15 users to 20-25 through the implementation of new marketing strategies focused on online advertising and improving the company's web presence, social media, and search engine optimization.

For more sample bullet points and details on how to write effective bullet points, see our articles on resume bullet points , how to quantify your resume and resume accomplishments .

Frequently Asked Questions on Executive Assistant Resumes

What are the most important skills an executive assistant should include on their resume, what should an executive assistant put on their resume.

• Header section: This should include your name, contact details, and links to your online profiles such as LinkedIn . Including the specific job title for the role you’re applying to such as “Executive Assistant to CEO” or “Executive Administrative Assistant” will help you score higher with resume screening software (ATS).
• Professional Experience section: Here, use bullet points to list accomplishments in your previous roles. Show career growth by highlighting previous promotions.
• Education section: Keep this section brief. Note that not all Executive Assistant roles require specialized higher education.
• Skills section.

How do I write resume bullet points on an executive assistant resume?

Designed and implemented a new filing system that reduced average document retrieval times from 15 minutes to 3 minutes.

Implemented a recycling and reuse policy for office supplies, leading to yearly savings of over $10,000.

Other Other Resumes

Administrative assistant.

Dental Assistant

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• Explore Alternative and Similar Careers

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• • Managed calendars for 4 senior executives, resolved conflicting priorities, resulting in a 20% increase in meeting efficiency.
• • Coordinated and confirmed logistical support for 150+ meetings, while ensuring seamless communication with government and non-government entities.
• • Implemented a digital system for managing office admin functions, improved file consolidation by 30%, increasing productivity.
• • Completed 500+ high-visibility assignments within strict deadlines, significantly improving the department's performance.
• • Managed an efficient customer service operation, addressing 1000+ inquiries and issues with a 95% satisfaction rate.
• • Oversaw the Correspondence and Task Management System (CATMS), expediting the resolution of 2,000+ tasks.
• • Maintained office efficiency by keeping accurate records for 50+ ongoing projects with minimal oversight.
• • Compiled, transcribed, and distributed minutes of meetings, improving communication amongst 8 teams by 20%.
• • Streamlined records management system, leading to a 15% boost in retrieval and access of information.

5 Senior Executive Assistant Resume Examples & Guide for 2024

As a senior executive assistant, your resume must showcase exceptional organizational skills. Employers seek individuals who can manage complex calendars and coordinate seamless events. Your communication abilities should be crystal clear on your resume. Highlight your experience in handling confidential correspondence and liaising with high-level stakeholders.

All resume examples in this guide

Resume Guide

Formatting the layout of your senior executive assistant resume: design, length, and more, guide to your most impressive senior executive assistant resume experience section, essential senior executive assistant resume skills, highlighting senior executive assistant-specific certifications and education, should you add a summary or objective to your senior executive assistant resume, extra sections to include in your senior executive assistant resume, key takeaways.

A common challenge faced by Senior Executive Assistants is articulating the broad range of their duties, which often include high-level strategic contributions, in a concise yet impactful manner on their resumes. Our guide can assist with this issue by providing specific strategies and examples to help you properly quantify and prioritize your accomplishments, ensuring that your unique blend of administrative skill and strategic insight shines through on your resume.

Stay tuned for more ideas on how to write your senior executive assistant resume:

• Find different senior executive assistant resume examples to serve as inspiration to your professional presentation.
• How to use the summary or objective to highlight your career achievements.
• How to create the experience section to tell your story.
• Must have certificates and what to include in the education section of your resume.

Recommended reads:

• Retail Assistant Manager resume
• Entry-Level Operations Manager resume
• Data Analyst Intern resume
• Food Delivery Driver resume
• Lead Cashier resume

When it comes to the format of your senior executive assistant resume , you've plenty of opportunities to get creative. But, as a general rule of thumb, there are four simple steps you could integrate into your resume layout.

• If you have plenty of experience, you'd like to showcase, invest in the reverse-chronological resume format . This format focuses on your latest experience items and skills you've learned during your relevant (and recent) jobs.
• Don't go over the two-page limit, when creating your professional senior executive assistant resume. Curate within it mainly experience and skills that are relevant to the job.
• Make sure your senior executive assistant resume header includes all of your valid contact information. You could also opt to display your professional portfolio or LinkedIn profile.
• Submit or send out your senior executive assistant resume as a PDF, so you won't lose its layout and design.

Upload your resume

Drop your resume here or choose a file . PDF & DOCX only. Max 2MB file size.

Your resume will likely be processed by an Applicant Tracking System (ATS). Ensure your header, summary, or objective incorporates essential skills required for the role.

Recruiters' top picks for volunteer firefighter resume sections:

• A header with essential contact details and a headline showcasing your current role.
• A summary or objective that aligns your standout expertise with the role's demands.
• An experience section that delves into your key responsibilities and achievements.
• A skills section that intertwines job requirements with your unique capabilities.
• Education and certifications sections that bolster your professional credentials.

What recruiters want to see on your resume:

• Proven experience in a senior administrative role, preferably with executive support. Recruiters prioritize candidates who have experience managing the complex schedules and responsibilities that come with supporting higher-level executives.
• Exceptional organizational skills. Senior Executive Assistants need to manage multiple tasks and priorities at once, so recruiters look for evidence of strong planning and time management abilities.
• Strong written and verbal communication skills. These professionals often act as a conduit between executives and other employees or external contacts, so they must be able to convey information clearly and professionally.
• Proficiency with office software and technologies. This includes both common suites like Microsoft Office and any industry-specific software that the company uses. Some roles may also require familiarity with digital communication tools or project management systems.
• Discretion and professionalism. Since they'll be working closely with senior leaders, Senior Executive Assistants must be able to handle sensitive information responsibly. Evidence of ethical decision-making and professional conduct is highly valued by recruiters in this field.
• Types of Resumes

When it comes to your resume experience , stick to these simple, yet effective five steps:

• Show how your experience is relevant by including your responsibility, skill used, and outcome/-s;
• Use individual bullets to answer how your experience aligns with the job requirements;
• Think of a way to demonstrate the tangible results of your success with stats, numbers, and/or percentages ;
• Always tailor the experience section to the senior executive assistant role you're applying for - this may sometimes include taking out irrelevant experience items;
• Highlight your best (and most relevant) achievements towards the top of each experience bullet.

You're not alone if you're struggling with curating your experience section. That's why we've prepared some professional, real-life senior executive assistant resume samples to show how to best write your experience section (and more).

• Managed complex calendars and schedules for senior executives, ensuring timely and efficient coordination of meetings and appointments.
• Coordinated domestic and international travel arrangements, including flight bookings, hotel accommodations, and visa processing, resulting in smooth and hassle-free trips.
• Prepared and edited professional correspondence, reports, and presentations, ensuring accuracy and adherence to company standards.
• Developed and maintained a comprehensive filing system, improving accessibility and retrieval of important documents.
• Supported the planning and execution of high-profile events, including conferences and board meetings, with up to 500 attendees.
• Provided confidential administrative support to C-level executives, handling sensitive information with utmost discretion and maintaining confidentiality.
• Assisted in the preparation and monitoring of budgets, expense reports, and financial documentation, resulting in cost savings and improved financial management.
• Collaborated with cross-functional teams to facilitate project coordination and ensure timely completion of deliverables.
• Implemented an electronic document management system, streamlining file organization and reducing paper usage by 50%.
• Coordinated executive-level meetings and prepared detailed meeting agendas, minutes, and action items.
• Acted as the primary point of contact for internal and external stakeholders, demonstrating strong interpersonal skills and professionalism.
• Managed and prioritized multiple competing tasks and requests, ensuring deadlines were met in a fast-paced work environment.
• Supported the implementation of a new CRM system, providing training to team members and optimizing data management processes.
• Coordinated board meetings and prepared comprehensive meeting materials, resulting in efficient decision-making processes.
• Assisted in the recruitment process by sourcing candidates, conducting initial screenings, and coordinating interviews.
• Provided high-level administrative support to executive team members, managing complex calendars, travel arrangements, and expense reports.
• Created and maintained detailed databases and spreadsheets, improving data accuracy and accessibility.
• Developed and implemented standardized administrative procedures, increasing overall efficiency by 30%.
• Coordinated logistics for corporate events and conferences, including venue selection, vendor negotiations, and attendee management.
• Assisted in the preparation of board presentations, compiling relevant data and creating visually impactful slides.
• Managed executive correspondence, screening calls and emails, and responding on behalf of senior executives when necessary.
• Organized and executed extensive international travel arrangements, including visa applications and accommodation bookings.
• Prepared and proofread confidential documents, such as contracts and agreements, ensuring accuracy and compliance with legal requirements.
• Implemented an electronic filing system, reducing document retrieval time by 40% and enhancing information security.
• Assisted in the planning and coordination of company-wide training programs, tracking attendance and collecting feedback.
• Supported senior executives in managing busy schedules, arranging appointments, and organizing internal and external meetings.
• Coordinated complex travel itineraries, including flights, accommodations, and ground transportation, optimizing cost efficiency.
• Drafted and edited reports, presentations, and correspondence, ensuring clarity, grammar accuracy, and adherence to corporate guidelines.
• Initiated and implemented process improvements, resulting in enhanced team productivity and streamlined administrative workflows.
• Managed confidential information with discretion and integrity, maintaining high confidentiality standards.
• Provided comprehensive administrative support to senior leadership, coordinating calendars, travel arrangements, and expense reporting.
• Developed and maintained strong relationships with key stakeholders, fostering effective communication and collaboration across departments.
• Assisted in the coordination of board meetings and prepared accurate meeting minutes and action items for follow-up.
• Implemented an electronic document management system, improving file organization and accessibility for the entire team.
• Supported HR functions, including onboarding new hires and maintaining employee records and benefits documentation.
• Managed executive calendars, scheduling meetings, conference calls, and appointments across multiple time zones.
• Arranged complex domestic and international travel logistics, including flights, accommodations, and ground transportation.
• Prepared and edited reports, presentations, and financial documents, ensuring accuracy and adherence to corporate standards.
• Implemented a digital document management system, reducing paper usage by 60% and improving document retrieval efficiency.
• Assisted in the planning and execution of company events, coordinating logistics, catering, and guest accommodations.
• Provided high-level administrative support to senior executives, managing calendars, prioritizing tasks, and handling confidential information.
• Coordinated complex domestic and international travel arrangements, including visa processing and expense reconciliations.
• Developed and implemented an efficient filing system, organizing electronic and hard copy documents for easy retrieval.
• Supported the planning and coordination of executive-level meetings, conferences, and corporate retreats.
• Assisted in the preparation of financial reports and presentations, analyzing data and creating visually appealing charts and graphs.
• Managed and maintained dynamic executive calendars, optimizing scheduling efficiency and resolving conflicts.
• Coordinated complex travel arrangements, including flight bookings, hotel accommodations, and ground transportation, ensuring cost-effectiveness and comfort.
• Drafted, proofread, and edited various documentation, including correspondence, reports, and presentations.
• Implemented project management tools and techniques, resulting in improved collaboration and timeliness of deliverables.
• Supported the planning and execution of company-wide events, coordinating logistics, guest invitations, and promotional materials.

Quantifying impact on your resume

• Highlight the number of executives or teams you have supported to demonstrate your multitasking abilities and capacity for organization.
• Include the size of budgets you've managed or contributed to, indicating your financial acumen and ability to make cost-effective decisions.
• Showcase the amount of documents or reports you've prepared over a specific period to show your expertise in written communication and attention to detail.
• Mention any quantifiable improvements in administrative efficiency that resulted from processes you implemented, underscoring your problem-solving skills and initiative.
• State the frequency or number of high-level meetings you've coordinated, exhibiting your project management skills and reliability under pressure.
• Note the quantity of correspondence handled daily, weekly, or monthly to reflect your proficiency in time management.
• Describe the volume of confidential information you've worked with to convey your trustworthiness and adherence to professional ethics.
• Detail the reduction in costs or increase in productivity achieved through initiatives you launched, highlighting your strategic thinking and bottom-line impact.

Building a senior executive assistant resume when experience is sparse

If you're light on relevant experience, consider highlighting:

• Short-term roles or internships undertaken during your academic years.
• Contractual roles, emphasizing their relevance and the outcomes achieved.
• Alternative resume formats, such as functional or hybrid, that spotlight your skills.
• Research roles, especially if they involved significant projects or if your contribution was pivotal to the project's success.
• Resume Buzzwords
• Resume Action Verbs

If your experience section doesn't directly address the job's requirements, think laterally. Highlight industry-relevant awards or positive feedback to underscore your potential.

When recruiters review senior executive assistant resumes, they're looking for a mix of technical know-how and personal attributes.

Technical skills demonstrate your proficiency in specific tools or tasks. They indicate if you're ready to jump into the role or if you'll need extensive training.

On the other hand, soft skills reflect your interpersonal abilities. They show how you'll fit into a team or company culture.

To effectively present these skills on your resume:

• Design a skills section that highlights both your technical and interpersonal strengths.
• Provide examples where you've applied these skills, such as projects or tasks.
• For soft skills, describe situations where they've been crucial to your success.
• Use metrics, like improved efficiency or positive feedback, to validate your skills.

For inspiration, explore the preferred skills of leading senior executive assistant professionals.

Top skills for your senior executive assistant resume

Project Management

Calendaring and Scheduling

Administrative Support

File and Document Management

Microsoft Office Suite

Database Management

Social Media Management

Financial Reporting

Data Analysis

Event Planning

Communication

Organizational Skills

Problem Solving

Time Management

Multitasking

Confidentiality

Attention to Detail

Adaptability

Consider dedicating a separate skills section on your senior executive assistant resume to showcase your technical proficiencies, especially if you want to highlight specific software expertise.

Your resume education section can be a treasure trove of skills and experiences relevant to the role. Here are the best practices when it comes to featuring it on your resume:

• Highlight advanced qualifications, detailing the institution and duration.
• If you're currently pursuing a degree, mention your expected graduation date.
• Consider omitting unrelated degrees.
• If your academic journey boasts significant achievements, especially in research, elaborate on them.

What's more, shocasing relevant industry certifications can bolster your credibility, even if you lack extensive work experience.

To effectively present your certifications:

• Place pivotal industry certifications prominently in a dedicated section.
• If a certification is particularly impressive, consider featuring it near your name or within the header, summary, or objective.
• Provide details, where relevant, to underscore alignment with the role.
• Recent certifications should be given advantage, as they show your up-to-date knowledge.

Both education and certification sections highlight your commitment to professional growth, a trait valued by employers. Below, explore some of the most current and sought-after senior executive assistant certifications to enhance your application:

Best certifications to list on your resume

• Global Association for Quality Management (GAQM) : Certified Business Analyst (CBA)
• Red Hat : Red Hat Certified System Administrator (RHCSA)

If a particular certification is highly valued in the industry or by the company, consider highlighting it in your resume's headline.

• Major Minor on Resume
• Incomplete Degree on Resume

Choose between:

• Resume summary to match job needs with your top wins.
• Resume objective to share your career goals.

Both should tell recruiters about your best moments. Keep them short, around five sentences. Check out our sample structures for guidance.

Resume summary and objective examples for a senior executive assistant resume

• Dynamic Senior Executive Assistant with 10+ years of experience supporting C-suite personnel at a Fortune 500 company. Combines strategic planning skills with proficiency in project management and advanced MS Office Suite Tools. Acknowledged for streamlining communication processes, leading to a 30% increase in productivity.
• Accomplished Senior Executive Assistant bringing over 12 years of experience in the healthcare sector. Champions effective coordination, scheduling, and problem-solving abilities while maintaining strict confidentiality. Recognized for reducing operational costs by 20% through efficient resource allocation.
• Transitioning from an accomplished career as a Project Manager, bringing 15 years of diverse experience. Holds PMP certification and has a proven record of managing multimillion-dollar projects. Eager to leverage strong organizational, leadership, and technical skills to excel as a Senior Executive Assistant.
• Former Operations Manager offering a decade of experience overseeing daily activities in fast-paced, corporate settings. Known for strengthening operational systems and improving team efficiency. Prepared to utilize these skills and managerial background as a Senior Executive Assistant.
• Motivated professional seeking to leverage administrative skills into a Senior Executive Assistant role. Offering exceptional organizational and interpersonal skills honed through academic pursuits. Aiming to contribute proactive enthusiasm, dedication, and a firm commitment to efficient task management.
• Fresh graduate aspiring to apply time management, attention to detail, and excellent communication skills in a Senior Executive Assistant capacity. Focused on fostering professional relationships, coordinating meetings, and managing high-level correspondence to aid business operations.

What should you do if you happen to have some space left on your resume, and want to highlight other aspects of your profile that you deem are relevant to the role?

Add to your senior executive assistant resume some of these personal and professional sections:

• Passions/Interests - to detail how you spend both your personal and professional time, invested in various hobbies;
• Awards - to present those niche accolades that make your experience unique;
• Publications - an excellent choice for professionals, who have just graduated from university or are used to a more academic setting;
• < a href="https://enhancv.com/blog/volunteering-on-resume/"> Volunteering - your footprint within your local (or national/ international) community.
• Format your senior executive assistant resume for clarity and coherence, ensuring it aligns with the role.
• Highlight key sections (header, summary/objective, experience, skills, certifications) within your senior executive assistant resume.
• Quantify achievements and align them with skills and job requirements.
• Feature both technical and personal skills across your resume for a balanced portrayal.

Looking to build your own Senior Executive Assistant resume?

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3 Senior Executive Assistant Resume Examples for 2023

Our Resumes are featured in

2022 - Present

• Organized and executed 15+ executive events, ensuring seamless coordination and satisfaction of attendees.
• Managed travel arrangements for the CEO, resulting in cost savings of 20% through strategic planning and negotiations.
• Coordinated and facilitated weekly leadership team meetings, contributing to improved collaboration and decision-making.

2017 - 2022

• Successfully planned and executed 10+ high-profile events, including international conferences and executive retreats.
• Coordinated board meetings and prepared comprehensive meeting minutes and materials.
• Assisted in the implementation of a new project management system, streamlining internal communications and enhancing team efficiency.

Modern Senior Executive Assistant Resume Example

Creative Senior Executive Assistant Resume Example

When creating a resume for a senior executive assistant position in 2023, there are a few important factors to keep in mind regarding length, design, and format.

Resume Length

It is crucial to keep your senior executive assistant resume concise and to the point. Recruiters and hiring managers often receive numerous resumes for a single position, so you want to make sure yours stands out. Limit your resume to one or two pages, highlighting only the most relevant and impactful information.

Resume Design

While a visually appealing resume can catch the reader's attention, it is essential to strike a balance between design and readability. Stick to a clean and professional design with a legible font that is easy on the eyes. Avoid excessive use of color or fancy graphics to maintain a polished and professional look.

Resume Format

When it comes to the format of your senior executive assistant resume, the chronological format is generally the most effective. This format allows you to showcase your relevant experience and accomplishments in reverse chronological order, starting with your most recent role. Additionally, consider using bullet points to break down your responsibilities and achievements for easy readability.

While there are standard sections that should be included in any resume, several sections are particularly relevant for a senior executive assistant position. These sections can help highlight your skills and experiences, making your resume stand out from the competition.

Professional Summary

A well-crafted professional summary at the beginning of your resume can provide a concise overview of your qualifications and achievements. It should highlight your key strengths and demonstrate how you can contribute to the success of the organization.

Include a section that highlights your key skills as a senior executive assistant. This can include technical skills, such as proficiency in Microsoft Office or other software, as well as soft skills like excellent communication and problem-solving abilities.

Use the Context-Action-Result (CAR) framework to effectively describe your experience as a senior executive assistant. Begin by providing context for the situation or challenge you faced, then describe the actions you took to address the issue, and finally, highlight the results you achieved. This framework helps demonstrate your ability to handle complex situations and deliver tangible outcomes.

For example:

• Context: Managed busy schedules and coordinated travel arrangements for the CEO and executive team.
• Action: Implemented a new scheduling system that improved efficiency and reduced conflicts.
• Result: Decreased scheduling errors by 50% and increased productivity by streamlining travel arrangements.

By using the CAR framework, you can effectively showcase your problem-solving skills and demonstrate the value you bring to an organization.

- When formatting your senior executive assistant resume, keep it concise and visually appealing while maintaining a professional look. - Include sections such as a professional summary, skills, and experience to highlight your qualifications. - Utilize the CAR framework to effectively communicate your experience and accomplishments. - Tailor your resume to each specific job application, focusing on the most relevant skills and experiences.

By following these tips, you can create a standout senior executive assistant resume that highlights your skills, experience, and ability to excel in the role.

Top 7 Soft Skills for Senior Executive Assistant Resume

• Communication
• Time management
• Organizational skills
• Problem-solving
• Attention to detail
• Adaptability

Top 7 Hard Skills for Senior Executive Assistant Resume

• Project management
• Data analysis
• Advanced MS Office suite
• Database management

Frequently Asked Questions

What is the role of a senior executive assistant.

A Senior Executive Assistant provides administrative support and assistance to high-level executives in an organization. They handle tasks such as managing schedules, arranging meetings, coordinating travel plans, and preparing reports.

What skills should a Senior Executive Assistant possess?

A Senior Executive Assistant should have excellent organizational and communication skills. They need to be proficient in time management, problem-solving, and decision-making. Additionally, strong computer skills and the ability to multitask efficiently are essential.

What qualifications are typically required to become a Senior Executive Assistant?

While a formal education is not always required, most employers prefer candidates with a bachelor's degree in business administration or a related field. Prior experience in administrative roles and a strong understanding of office management procedures are also advantageous.

What should I include in my Senior Executive Assistant resume?

In your Senior Executive Assistant resume, include your contact information, a professional summary or objective statement, your relevant work experience, education, and any additional skills or certifications. Be sure to highlight your achievements and emphasize your ability to handle high-pressure situations or work with confidential information.

How can I make my Senior Executive Assistant resume stand out?

To make your resume stand out, tailor it to the specific job description and showcase your accomplishments, rather than just listing your job duties. Use strong action verbs and quantify your achievements wherever possible. Additionally, proofread your resume carefully for any errors and ensure it has a professional and organized layout.

Are there any specific resume formats recommended for Senior Executive Assistants?

While there is no specific format required for Senior Executive Assistant resumes, it is generally recommended to use a chronological or combination resume format. These formats highlight your work experience and skills effectively. Include relevant sections such as a summary of qualifications, work experience, education, skills, and certifications.

For more inspiration, why not check out our free resource of job-focused resume examples?

Patient Service Representative

When it comes to crafting a resume for a patient service representative position in 2023, there are a few important factors to keep in mind. Not only do you need to consider the length, design, and format of your resume, but you also need to ensure that you include the right sections to make a strong impression on potential employers. In this article, we will explore these aspects in detail and provide you with three resume examples to guide you in creating an effective resume. When formatting your resume, it's essential to remember that simplicity and clarity are key. With the influx of digital applications and the increasing use of Applicant Tracking Systems (ATS), you want to ensure that your resume is easily scannable and accessible. Here are some formatting tips to help you: Keep your resume to one or two pages in length. Employers typically spend only a brief amount of time reviewing each resume, so it's important to be concise and highlight the most relevant information. Use a clean and professional design. Avoid using excessive colors, graphics, or fonts that may distract from the content of your resume. Stick to a simple, easy-to-read format. Organize your information with clear headings and subheadings. Make it easy for employers to navigate through your resume and quickly find the information they need. When applying for a patient service representative role, certain sections are essential to include in your resume. These sections will help you highlight your skills, qualifications, and relevant experience. Here are the key sections to consider: Contact Information: Include your full name, phone number, email address, and LinkedIn profile (if applicable). Professional Summary: Write a concise summary that highlights your relevant skills and experience as a patient service representative. Experience: Use the Context-Action-Result framework to describe your previous roles and accomplishments, focusing on your ability to provide excellent patient service and handle various administrative tasks. Education: Include your educational background, certifications, and any relevant coursework or training. Skills: List relevant skills, such as strong communication abilities, customer service expertise, proficiency in healthcare software, and multitasking. Awards and Certifications: If you have received any awards or certifications that are relevant to the position, highlight them in this section. Additional Sections: You may also consider adding sections such as volunteer experience, professional affiliations, or language proficiency. When describing your experience as a patient service representative, using the Context-Action-Result (CAR) framework can help you effectively showcase your accomplishments. Here are some example bullet points: Implemented a new appointment scheduling system (Context). Streamlined the scheduling process to reduce patient wait times and improve overall efficiency (Action). Resulted in a 20% decrease in patient complaints and a 15% increase in appointment booking accuracy (Result). Collaborated with medical professionals to ensure accurate insurance billing (Context). Resolved billing discrepancies and communicated with insurance providers to expedite claims processing (Action). Led to a 30% reduction in claim denials and a significant increase in revenue collection (Result). Provided exceptional customer service to patients and their families (Context). Addressed inquiries, resolved concerns, and ensured a positive experience throughout their healthcare journey (Action). Received consistent positive feedback from patients and achieved a 95% patient satisfaction rate (Result). Crafting a compelling resume as a patient service representative requires careful attention to formatting, section inclusion, and utilizing the CAR framework for describing your experience. Here are the key takeaways to remember: Keep your resume simple and easily scannable. Include essential sections such as contact information, professional summary, experience, education, skills, and certifications. Utilize the CAR framework to highlight your achievements and results. Emphasize relevant skills, such as communication, customer service, and proficiency in healthcare software. By following these guidelines and tailoring your resume to the patient service representative role, you can increase your chances of landing an interview and ultimately securing the job you desire!

Costume Designer

Formatting Your Resume: Length, Design, and Format When creating a resume for a costume designer position in 2023, it's important to consider the appropriate length, design, and format. Here are a few points to keep in mind: Length: Aim for a concise one-page resume that highlights your most relevant experience and skills. Costume design is a visual field, so including a portfolio or link to your website can provide additional context and showcase your work. Design: While creativity is highly valued in costume design, it's essential to strike a balance between visual appeal and readability. Choose a clean and professional design with legible fonts, appropriate spacing, and a cohesive color scheme. Format: Use a chronological or combination format for your costume designer resume. Start with a header that includes your name and contact information. Follow it with sections dedicated to your skills, experience, education, and relevant certifications or memberships. Sections to Add to Your Resume: Popular and Impactful When crafting your costume designer resume, include the following sections that are popular and impactful within the industry: Skills: Highlight your technical skills, such as sewing, pattern-making, draping, and fabric manipulation techniques. Also, emphasize your creativity, attention to detail, ability to research and interpret historical periods or fictional worlds, and proficiency in design software. Experience: Use the Context-Action-Result (CAR) framework to effectively showcase your experience. For example: Context: Designed costumes for a theater production set in the Victorian era. Action: Selected appropriate fabrics, created sketches, and collaborated with the director and actors to bring the vision to life. Result: Received rave reviews for capturing the essence of the time period and enhancing the storytelling. Education: Include any formal education or training in costume design, fashion, or related fields. Mention notable coursework, projects, or honors relevant to the job. Additional Sections: Consider including sections such as professional affiliations, certifications, awards, or volunteering experiences to further demonstrate your dedication and expertise. Writing About Your Experience Using the Context-Action-Result Framework The CAR framework is an effective way to showcase your experience as a costume designer. Here are a few bullet point examples using this framework: Context: Collaborated with the director and production team to understand the artistic vision and concept for a period drama film set in the 1920s. Action: Conducted thorough research on the fashion trends of the era, sourced and acquired appropriate costumes and accessories, and coordinated fittings with the cast. Result: Successfully achieved an authentic and visually captivating portrayal of the time period, contributing to the film's overall aesthetic and earning recognition from industry professionals. Context: Designed costumes for a large-scale musical production with a diverse range of characters and settings. Action: Collaborated closely with the director, choreographer, and set designer to conceptualize and execute costume designs that visually enhanced the storytelling and supported the actors' performances. Result: Received accolades for the seamless integration of costumes with the production's visual elements, contributing to the overall success of the musical and positive audience feedback. Key Takeaways As a costume designer, crafting a resume that captures your unique skills and experiences is crucial. Remember these key takeaways: Keep your resume concise and visually appealing, using clean designs and legible fonts. Include popular sections such as skills, experience, education, and additional sections to showcase your expertise. Utilize the CAR framework to describe your experience and highlight the context, actions, and results of your work. Ensure each bullet point in your experience section demonstrates your ability to contribute to the artistic vision and enhance storytelling through your costume designs. By following these guidelines, you can create a standout costume designer resume that effectively showcases your talent and sets you apart from the competition in the dynamic world of costume design.

Bookkeeping

How to Format Your Bookkeeping Resume: Tips for 2023 When creating a bookkeeping resume in 2023, it's essential to understand the key elements that employers are looking for. Not only should you showcase your skills and experience effectively, but you also need to pay attention to the length, design, and format of your resume. Here are some tips to help you format your bookkeeping resume: Keep it concise: Employers receive numerous resumes, so it's crucial to keep yours concise and to the point. Aim for a one-page resume, focusing on relevant information that highlights your bookkeeping skills and experience. Choose a clean design: A simple and clean design will make your resume appear professional. Avoid using fancy fonts or excessive colors. Stick to a professional-looking font like Arial or Times New Roman and use a consistent format throughout your resume. Use bullet points: Rather than writing long paragraphs, use bullet points to list your skills and accomplishments. This will make it easier for employers to skim through your resume and quickly identify your qualifications. Sections to Add to Your Bookkeeping Resume While the exact sections you include may vary depending on your experience and the specific job requirements, there are several sections that are popular and should be considered for your bookkeeping resume: Summary or Objective Statement: Begin with a brief summary or objective statement that highlights your key bookkeeping skills and career goals. Skills: List your technical skills, such as proficiency in accounting software, expertise in financial analysis, and knowledge of tax regulations. Experience: Include your previous job titles, company names, and dates of employment. Use the Context-Action-Result (CAR) framework to describe your accomplishments and responsibilities in each role. Education: Provide details about your educational background, including any relevant certifications or degrees. If you are a recent graduate or have limited work experience, consider placing this section near the top of your resume. Additional Sections: Consider including sections such as Professional Certifications, Awards and Achievements, or Volunteer Work, if they are related to bookkeeping or demonstrate transferable skills. Writing about Your Experience Using the Context-Action-Result Framework When describing your bookkeeping experience, it's important to use the Context-Action-Result (CAR) framework. This framework helps you clearly articulate the situation you encountered, the actions you took, and the outcomes you achieved. Here are some examples of bullet points using the CAR framework: Reduced company expenses by 10% by implementing new cost-saving measures, resulting in significant savings for the organization. Implemented an automated bookkeeping system, streamlining financial reporting processes and reducing errors by 20%. Developed and implemented internal controls that improved accuracy and compliance with accounting regulations, resulting in a positive audit rating. Key Takeaways In summary, when creating a bookkeeping resume in 2023, keep it concise, choose a clean design, and use bullet points to highlight your skills and achievements. Consider including sections such as a summary or objective statement, skills, experience using the CAR framework, education, and additional relevant sections. Finally, use the CAR framework to effectively describe your bookkeeping experience. By following these tips, you can craft a standout resume that impresses potential employers and increases your chances of landing your dream bookkeeping job.

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11 Executive Assistant Resume Examples for 2024

Executive Assistant Resume

• Executive Assistant Resumes by Experience
• Executive Assistant Resumes by Role
• Writing Your Executive Assistant Resume

You can present a lecture to a packed conference room, write error-free reports, and organize even the most cluttered inventory. And no matter how busy an executive is, you always find a way to make their schedule manageable.

Overall, you’re an incredible executive assistant. But even with your superior writing skills,  writing an effective resume  and making a cover letter isn’t as easy as it sounds.

We’ve analyzed hundreds of resumes to determine what does and doesn’t get you an interview. We put all our knowledge into this guide and our 11  executive assistant resume examples that have helped people land jobs  in 2024.

Use our resume samples and writing tips to avoid the dreaded blank page and get the executive assistant job you’ve always wanted!

or download as PDF

Why this resume works

• Including skills like “Slack,” “Microsoft Office Suite,” and “Networking” showcases your communication abilities, technical skills, and entrepreneurial attitude.
• If your most relevant experience isn’t related to the job at hand, highlight transferable skills instead.
• Skills like collaboration, customer service, product knowledge, and time management are great for non-relevant experience.

Entry-Level Executive Assistant Resume

• Tailor your objective by mentioning the job title and name of the company to whom you’re applying. If you can, you should alter your content to match the job description, too; every little bit counts when it comes to getting noticed!
• For instance, adding a  hobbies and interests  section on your entry-level executive assistant resume can underscore that you’re a responsible leader and capable researcher.

Senior Executive Assistant Resume

• For example, launching a networking event and editing the CEO’s calendar are examples of increased trust and responsibility.
• Both are useful career documents, but CVs are generally geared towards academia and highly technical fields. You can probably get away with simply using a resume, although you should always check the  executive assistant job description  to make sure.

Experienced Executive Assistant Resume

• In your executive assistant cover letter , you can emphasize your organizational, people and resource management, and communication skills while matching them with relevant accomplishments in your resume.

Executive Assistant Calendar Management Resume

• Splurge and add everything you’re good with. From Microsoft Outlook, and Google Calendar, to Trello, and even Evernote to ensure that you’ve got everything an executive needs to plan out their day.

Real Estate Executive Assistant Resume

• As long as you can craft bullet points like “Redesigned the appointment scheduling process,” you’ll be able to impress a potential employer by showing that you’ve already got the practical experience to understand how an office works and have a degree in real estate which makes you the optimal candidate!

C-Level Executive Assistant Resume

• Ensure to include your achievements in streamlining processes, creating a conducive environment for work, and achieving positive numbers in resource and time management in your C-level executive assistant resume.

Executive Administrative Assistant Resume

• You can start by listing how many team members you’ve worked with, how many customers you helped, and how many schedules you managed.
• Using a  resume template  is the easiest way to format your content on a single page, and it allows you to add and rearrange sections, but be sure not to go overboard with stylistic choices.

Executive Assistant to CEO Resume

• For example, did you organize travel arrangements for the entire staff? Did you volunteer to draft correspondence or take notes at meetings? If you can show your dedication to helping others, hiring managers are sure to take notice. 
• Before you hit “submit” on your application,  check your resume  for errors like misplaced commas, typos, and hanging sentences.

Executive Assistant to the President Resume

• You can start by using a  resume template  to structure your content and provide stylistic flair—we recommend choosing a template with a pop of color to help you catch a hiring manager’s eye.
• Before you cut your content to make room, start by checking the job description. You need to make your resume a near-perfect fit, so only include the most relevant positions you’ve held. 
• Next, cut any filler (like unnecessary adjectives and adverbs). Remember to make your work experience bullet points into sentence fragments to save on space, too.

Executive Assistant & Receptionist Resume

• Make sure you list relevant positions that match the job description; for example, if the employer wants someone with experience planning corporate events, you should include any positions where you’ve handled that responsibility.
• For example, are you amazing at database entries? What about making documents using Microsoft Office? Both examples are great to include on your executive assistant & receptionist resume.

Related resume guides

• Administrative assistant
• Receptionist
• Front Desk Receptionist
• Office Assistant

Writing Your E xecutive Assistant Resume

When you’re writing your resume, the format you use is essential. Good formatting ensures that your executive assistant resume is complete, has a logical flow, and is easy to read. Without the right format, businesses may not give you an interview.

Let’s take a comprehensive look at what it takes to properly format your executive assistant resume:

Reverse-chronological format, functional format, and combination/hybrid format

Where to place name and contact information, be smarter than the ats.

There are three  primary resume formats  you can use when creating an executive assistant resume:

• Reverse-chronological format:  This format emphasizes your experience and employment, which allows companies to see your career progression.
• Functional format:  This format focuses on the skills that ensure you qualify for a job as an executive assistant, which also helps to mitigate issues with employment gaps.
• Combination/hybrid format:  This format combines the reverse-chronological format and functional format by placing equal focus on employment history and skills.

While all three resume formats have their advantages,  the reverse-chronological format is the top choice for an executive assistant resume . Along with being the most popular resume format across most industries, it’s also preferred by the majority of employers because it makes your work history easy to skim.

Your name and contact info should be the first pieces of information you place in your resume. Without it, you won’t be able to get either good or bad news regarding your job application!

Start by positioning your name at the top of the page in a large font size. While your choice of font is up to you on a  resume template , if you’re building your resume in word processing software, use either Times New Roman, Cambria, Calibri, or Arial font. Underneath your name, include the title of the job you’re seeking in a slightly smaller font. If you choose to include color, including it in your name or job title would be appropriate.

As for your contact details, place the following details on the left or right side of the page near your name and job title:

• Executive assistant title 
• Email 
• Phone number
• Location (city and state is fine)
• Possible LinkedIn profile 

Your contact details should be between 10-12 pt font to be easy to read.

While the contact information you include in your executive assistant resume is pretty straightforward, you can be creative in how you include it. Here is just one sample of how you can format your header and contact information:

Many companies receive dozens (or even hundreds) of executive assistant applications and resumes, which means it’s practically impossible for recruiters to read every resume. Because of this, most businesses use applicant tracking system (ATS) software.

This system is designed to sort resumes by searching for keywords and scanning resume formatting. Any resume that makes it through the ATS without being discarded will then be reviewed by a recruiter. So,  to get an executive assistant job, you must pass the ATS scan .

Adhere to these ATS-friendly tips when  building your resume :

• Margins:  Use half to one-inch margins on all sides.
• Fonts:  Use standards like Times New Roman, Tahoma, Arial, Calibri, Cambria, or Garamond. Fancy fonts are hard for the ATS to read.
• Font sizes:  As a rule of thumb, use 10-12 points for contact info and resume content, but increase the font size to 20-24 points for your name and job title (though the job title should be a slightly smaller font). 
• Header names:  Section headers should stand out, so consider using a bold font and all caps. Adding a touch of color to your section headers can help recruiters later down the line.
• Skills:  Take care to customize this section according to the executive assistant job description, but make sure not to copy/paste it from the job description. (Honesty is the best policy!)
• Logical order:  We recommend the reverse-chronological format because it’s easiest for the ATS to read. Thus, the bulk of your resume should be work experience, which should be listed with your most recent experience first. 
• Page count:  Use only one page for the entire resume, and this should be an exact page. 

While you can tackle this yourself, it’s often easiest to use  Word resume templates  or  Google Docs resume templates  to help you choose content and organize your information quickly.

Writing your executive assistant resume like a pro

Even though the idea of  writing a resume  for an executive assistant position might seem insurmountable, you can avoid a lot of stress by doing some simple research about what to include on a resume. 

You’ve come to the perfect place to learn more about resume sections. In this section, we’ll cover: 

• Objective or summary

Job history

• Key executive assistant skills 
• Projects, interests, and hobbies
• Customizing your resume 

Proofreading your resume

When do you need an objective or summary.

When writing your executive assistant resume, you candecide to add an objective or summary. These optional sections give recruiters a sense of who you are without them needing to read your entire resume. However, they may not be in your best interest, depending on your situation.

Refer to the following definitions when deciding whether you need one of these statements:

• Resume objective:   A  resume objective  is two to three sentences that tell recruiters why you’d like to obtain the role. An objective is best used when you’re changing fields or seeking an entry-level position. Unless you’re going to specifically demonstrate your candidacy and customize it for the particular job, just leave it out. 
• Resume summary:   A  resume summary  is two to three sentences that highlight your skills and how these skills have helped you obtain quantifiable results over your career history. Summaries are used when you want to tie together years of past work experience. However, you should avoid them if you don’t have at least 10+ years of work experience (or if you don’t have the time to customize them to the job).

The following takes a look at a poorly written objective as well as a poorly written summary.

Objective : Would like to obtain a job as an executive assistant as the next step in my career.

Summary:  Have extensive experience as an assistant and receptionist.

These statements are vague and fail to provide recruiters with any value. They distract from the core components of the resume and may cause an employer to discard your resume before they’ve even read it entirely.

Instead, an objective like the following would work much better:

Analytical and detail-oriented executive assistant with 5+ years of experience in helping high-level executives within Fortune 500 companies. Searching for a unique opportunity to assist the CEO of Fiori Financial Group by completing ad-hoc special projects, boosting shareholder value, and enhancing employee efficiency and procedures.

And a summary like this one is effective:

Meticulous and results-driven executive assistant with more than 15 years of administrative experience managing office operations for presidents and CEOs. From data entry, presentations, customer support, scheduling appointments, arranging itineraries, and more, I am eager to share my talent for combining administrative knowledge with business objectives to boost efficiency and conserve time at a proactive financial company like Stockd Group.

These examples provide recruiters with metrics and valuable information that they can use when trying to select the right hire. Both the sample objective and summary demonstrate specific skills and are customized to the particular role. 

Your work experience is the most important section of your executive assistant resume. You should include two to four job experiences pertaining to the executive assistant field.

However, if you’ve held more than four jobs, focus on the last 10 years of experience. If you have an ample amount of experience in that timeframe, include the experience that’s most relevant to the job position.

Conversely, if you’re seeking an entry-level role, you may be short on experience. In this case, consider adding projects, which we’ll discuss a bit later.

How to write job bullet points

Your job history should be written in bullet points, which allows you to focus on the most relevant information. Start by using active language instead of passive language.

For instance, “the cashier sorted the money” is an example of the  active  voice.

However, “the money was sorted by the cashier” is an example of  passive  voice.

Which is easier and more pleasant to read? Active voice conveys a clear and strong voice that works well on resumes (and in any type of writing, really).

We’d also recommend avoiding personal pronouns and ending periods. Additionally, make sure that you use the past tense for your work history. (Even if you’re currently in a position, past tense is the most accepted verb tense for resumes.) 

With that information at hand, you’re ready to write your job description bullet points! Well, almost.

Above all, avoid writing bullet points that are vague and underwhelming like the ones here:

• Performed customer service 5 days each week
• Used different technology and software for documentation
• Performed demanding tasks when working for the CEO

These bullet points don’t lack quantifiable data and are too short to provide value to recruiters. Beyond that, they don’t go beyond typical job duties, and even what’s listed is awful blah. You should be detail-oriented with your work experience bullet points:

• Completed follow-ups with all contacts made by the CEO, and supported the development of ongoing relationships by making at least 30 calls every week
• Efficiently performed various accounting activities that included expense reports, invoices, financial documents, and purchase orders weekly
• Improved productivity rates by 23% between 2018 and 2020 by providing continual reports on product issues and operational concerns

These work experience bullet points are effective because they contain verifiable details as well as metrics that tell recruiters how much value you could potentially add to their company.

Add numbers to demonstrate your impact

As we’ve mentioned, it’s highly recommended that you add numbers and data to demonstrate the impact you’ve had in previous jobs. Recruiters want to know how hiring you would benefit the company, which is easy to show when you provide quantifiable information about your work experience.

These metrics could include anything from boosting revenue by a certain percentage to improving efficiency at a specific rate. The following offers a few examples of how you can place metrics into your job description bullet points:

• Performed 10-20 check requests every week as part of accounting activities
• Managed all international and domestic travel reservations, which reduced company travel expenses by 15%
• Improved office efficiency by 20% by transforming the company’s primary filing system, which also resulted in reducing paper usage by 63%

Key executive assistant skills to include on your resume

When you’re  building your resume , the  skills section of your resume  is essential if you want to show recruiters why they should hire you.

Keep in mind that the ATS looks at your skills to determine if you’re a good applicant. Write between six to 10 skills in your list, and include a combination of soft skills and hard skills.

Soft skills are universal and can be placed on any resume. However, they’re more difficult to measure. Examples of soft skills include  adaptability, time management,  and  communication.

Hard skills are more important for executive assistant resumes because they’re specific to the job, easy to define, and measurable. Some of the hard skills you might consider placing on your executive assistant resume include  Zoom, Slack, Microsoft Office, Google Workspace,  and  expense reports.  

The purpose of your skills section is to quickly show the company what you offer and the technologies you know how to use. Since you shouldn’t include a laundry list of skills on your resume,  search for keywords within executive assistant job descriptions . You should be able to find the exact skills recruiters are seeking. 

One quick word about this, though:  never lie and claim you’ve mastered a skill when you haven’t . If none of the skills in the job description sound like you, it’s probably a sign that’s not the job for you. Keep searching for other jobs that better match your skills (we know there’s something amazing out there you simply haven’t found yet). 

An executive assistant role is one of those jobs where the education level required can really vary. Some employers may request at least an associate’s degree while others will want a bachelor’s.

Even still, some employers will be just fine with a high school diploma. While every employer has different requirements for the level of education and experience they want from potential hires, some basic pieces of information should be provided on every resume. 

When it comes to listing your education, there’s no need to give an abundance of information unless you are newly graduated and need to use your education as a means to demonstrate your capabilities. Otherwise, you should just include the university name, degree, and graduation year. If you hold an associate or bachelor’s degree, you don’t need to list your high school diploma.

Should you add projects, interests, and hobbies?

Although most resumes don’t include information about projects, hobbies, or interests, there are times when you may benefit from adding this information.

If you lack lengthy work history or have just graduated from college, adding projects and interests is a great way to show that you have what it takes to be an executive assistant, even if you don’t have the work experience.

The key for adding projects or interests and hobbies is that you should be able to intelligently discuss its relevance to the executive assistant role in an interview. 

For example, if you listed “backpacking in the Pacific Northwest” or “mastering woodwork” as  interests and hobbies on your resume , they may seem unrelated to assisting the CEO. However, this demonstrates your ability to plan and organize your own trips and itineraries. Mastering woodwork could showcase your ability to persevere through tedious and challenging tasks, particularly new tasks. 

Projects can be treated more like work experience. This could be volunteer work or even a creative project you took on for a friend or family member.

As long as it reasonably demonstrates relevancy to the executive assistant role you’re seeking, this can be an excellent way to create bullet points that prove your value when you’re lacking traditional work experience. 

Customizing your executive assistant resume to each role

It’s important to customize your resume for the specific role for which you’re applying. When you send in a resume for a job as an executive assistant, the information you include shouldn’t apply to just any type of assistant or receptionist position.

Recruiters who are searching for the right hires want someone who can handle the extra demands that come with being an assistant to high-level executives and CEOs.

Luckily, you don’t have to rewrite your entire resume. Simply change keywords and some responsibilities in the objective/summary section, your work experience bullet points, and your skills section.

Just when you thought you were done, there’s one last step. This specific tip is probably the easiest to follow, yet also the most overlooked.

As an executive assistant, there’s no doubt your attention-to-detail and writing abilities are top of the line; however, there’s always a possibility that you’ve made a typo, punctuation, or grammar error. These mistakes are simple to rectify  as long as you  check your completed executive assistant resume  for errors before sending it in .

Give your eyes a break for a day or two before proofreading. Additionally, ask some friends or family members look at your executive assistant resume to gain other opinions and perspectives.

Executive Assistant Resume FAQs

They can, especially if the company you’re applying to has a bit more of a casual environment. As an executive assistant, hobbies like “hiking the Appalachians” or “hosting dinner parties” are intriguing tidbits to add to your resume. If asked about these in an interview, these are opportunities to further demonstrate your tenacity, ability to take on a challenge, planning, and organization.

Check the job listing to see if the company requires a degree; some will and some won’t since executive assistant roles vary. Always list your highest education first, and if you’ve obtained a higher degree, there’s no need to add your high school education. Keep in mind, though, that even if a company asks that you have an associate’s degree, for example, that’s not necessarily a deal breaker. Use your resume to show how your executive assistant experience qualifies you to meet the specific organizational and planning challenges of the role.

Because this role can mean a lot of different things across companies, how are you supposed to know what skills to add to your executive assistant resume? Think about the skills you possess as you read the company’s job description. Some executive assistant roles will have a stronger focus on technical skills, such as data entry. Other executive assistant jobs may require you to dabble in customer service, and still, others may need someone to consistently manage calendars and plan itineraries.

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Executive Assistant Resume Examples & Guide for 2024

As an executive assistant, you’re used to dealing with high expectations from your boss. Staying organized, problem-solving and resume writing are your specialties

OK, that last one probably caught you off guard. After all, you’re reading this article because you could use a bit of help with your executive assistant resume.

Well, you’ve come to the right place. We’re going to walk you through the entire process of creating an outstanding executive assistant resume. 

• A recruiter-approved executive assistant resume example
• Advice on what to include in your executive assistant resume
• How to make your executive assistant resume stand out [with top tips & tricks]

To start, here’s some inspiration:

An executive assistant resume example, created with our very own resume builder, that’s been approved by recruiters.

Now, read on to learn how to create a resume that looks as amazing (or better) than the one above!

Looking for a resume example for a different position? We've got you covered:

• Consultant Resume
• Business Analyst Resume
• Financial Analyst Resume
• Administrative Assistant Resume
• Office Assistant Resume
• Bookkeeper Resume
• Accountant Resume
• Bank Teller Resume
• Banking Resume
• Career Change Resume

How to Format an Executive Assistant Resume

First step: you need to decide on the format of your executive assistant resume.

Certain information needs to really jump out at employers, and choosing the right resume format will help you emphasize this important content.

Nowadays, the most common resume format is the “reverse-chronological” format. This is the best choice for an executive assistant resume.

Of course, there are other resume formats to consider...

• Functional Resume - This format makes skills the focal point of a resume instead of professional experience. It’s a good option if you don’t have a lot of experience, are transferring to a new industry, or have gaps in your work history.
• Combination Resume - You guessed it: a combination resume is a hybrid between “Functional” and “Reverse-Chronological.” It focuses both on skills AND work experience. The combination resume works best if you have a lot of work experience or you are trying to change industries.

Now that you’ve chosen your resume format, it’s time to get your resume layout right.

Here are the basic layout principles you should follow:

• Margins - One-inch margins on all sides
• Font - Choose a font that “pops”. Just don’t go too crazy. Good: Ubuntu, Roboto, etc. Bad: Comic Sans
• Font Size - Ideal font sizes are 11-12pt for normal text and 14-16pt for headers
• Line Spacing - Use 1.0 or 1.15 line spacing
• Resume Length - Ideally you should keep to a 1-page limit. Having trouble fitting everything on a single page? Check out these one-page resume templates.
• Think of your audience when designing and writing your resume. The one person you absolutely need to convince that you are the right person for the job is the “executive” who you’ll be assisting. And as you know, executives are busy people. Make your resume as concise as possible. That means being selective about which content to include. More to come on that later.

Use an Executive Assistant Resume Template

We hear this all the time from executive assistants: “my past bosses were always old-fashioned, so why shouldn’t I just create a simple resume in Word.”

Maybe that’s true, but we know a way to create a visually striking resume in the same amount of time that it would take you to create that “simple” Word version. Just use an executive assistant resume template .

What to Include in an Executive Assistant Resume

The main sections in an Executive Assistant resume are…

• Contact Information
• Resume Summary
• Work Experience

If you want your resume to stand out more, you can also try these optional sections:

Organizations

Interests & hobbies.

Let’s go through each of these sections and discuss how to properly develop each of them.

Still not clear on which sections to use? Check out our guide to What to Put on a Resume .

How to Get Your Contact Information Right

You’d be shocked at how often people make mistakes with their contact information . And these little errors can immediately prevent you from interviewing for a position. It could be a missing digit in your phone number. Or an email address that isn’t very professional.

For your contact information, include:

• Title - Why reinvent the wheel with this one? Use Executive Assistant.
• Phone Number - Double-check, triple-check this. One typo and your chances of an employer contacting you are gone. 
• Email Address - Use a professional email address ([email protected]); if you don’t have one already, create a new Gmail account specifically for job searching.
• (Optional) Location - This isn’t mandatory, but the company might ask for it as part of its screening process. 
• Mark Baumer - Executive Assistant. 101-358-6095. [email protected]
• Mark Baumer - Pursuing New Opportunities. 101-358-6095. [email protected]

How to Write an Executive Assistant Resume Summary or Objective

Did you know that recruiters spend less than 6 seconds reviewing a resume on average? If you just said “Woah, is that right?” then we can confirm its true.

With that in mind, the lesson for you is this: a recruiter needs to know you are qualified for their job in a single glance. Otherwise your resume won’t even be read.

What’s the quickest way to hook your reader and make sure he or she gives your resume a read?

Easy, write an effective resume summary or objective .

Both the resume summary and objective are sections that go at the top of your resume below the contact information section.

However, the resume summary and objective are not the same, and you will never use both. The main difference between the 2 sections is that…

A resume summary is a 2-4 sentence summary of your professional experiences and achievements.

This is your opportunity to make a bold statement that immediately tells recruiters they should keep reading. It’s the “hook”.

• Executive management professional with 7 years experience assisting Chief Marketing Officers in the logistics and transportation sectors. Proven ability to adapt to constantly changing demands and coordinate travel schedules, having organized 38 separate business trips for a CMO in 2019.

On the flip side, a resume objective is a 2-4 sentence snapshot of your professional goals and aspirations.

• Recent graduate of Trinity College’s Executive Management degree program with an existing two years of experience working in office administration. Managed scheduling and appointment preparation for a financial planner as a full-time office assistant, while also completing my studies. Looking to apply my existing organizational and business skill set in a C-level office.

So, which one do you pick? A summary, or an objective?

You’ll notice from the above examples that the resume summary is used by people who are more advanced in their careers or at least have some direct experience working in the type of role being applied for.

A resume objective is better suited to those who are new to a field (student, graduate, or switching careers). So, the objective tends to read a bit more aspirational.

How to Make Your Data Entry Work Experience Stand Out

Which resume section do employers care about most? Work experience.

Companies want to see that you’ve worked in similar roles or organizations before. Here’s how to structure your work experience section:

• Position name
• Company Name
• Responsibilities & Achievements

Let’s see what that looks like put together:

Executive Assistant to the CEO

DKL Express Services

03/2017 - Present

• Managed the CEO calendar, including scheduling multiple daily meetings and speaking engagements
• Coordinated international business trips by booking flights, hotels and arranging required meetings, often with senior government and corporate representatives
• Responded swiftly to CEO requests for information by liaising with other internal teams to gather inputs
• Prepared meeting briefing packages on a daily basis 
• Independently organized the annual board meeting for three consecutive years, which included identifying available times for full board participation, arranging venue logistics and booking board member travel

Take a look at the last bullet point. This one is important. Why you ask? Because it stresses a major achievement. In this case, the organization of three consecutive annual board meetings.

Highlighting your successes on a resume is proven to be a successful resume writing strategy. 

The more you can be specific about the results you produced for a previous employer, the more the person reading your resume will be able to imagine the value you can add to a company. 

What if You Don’t Have Work Experience? 

Students and recent graduates ask this question all the time. And, frankly, it’s a challenge that applies to all types of jobs, not just executive assistants.

The truth is you need to work with what you’ve got. Chances are you’ve worked at least a summer job or internship. List these jobs but only indicate responsibilities or achievements that are directly relevant to an executive assistant position.

If you don’t have any work experience, list relevant school projects, courses and volunteer work that provide evidence you would be a successful executive assistant.

If you’re a student or recent graduate, you might want to check out our guide on how to make a student resume !

Use Action Words to Upgrade Your Executive Assistant Resume 

• Communicated

What do these words have in common? Well, they don’t really say much. They aren’t power words that convey specific actions. 

A great resume writing strategy is to use very specific verbs, or power words , to make your responsibilities and achievements stand out. Here are just a few that are relevant to executive assistants:

• Coordinated
• Recommended

How to List Education Right

The next section in any executive assistant resume is the “Education” section.

No real tricks here. Just provide your educational experiences in reverse chronological order. Here’s how it should look:

• Degree Type & Major
• University Name
• Years Studied
• GPA, Honours, Courses, and any relevant projects or experiences.

Bachelor of Business Administration

University of Milan

2014 - 2018

• Relevant Courses: Advanced Microsoft Office, Information and Workflow Management, Business Communication Strategies
• Served as Vice-President of Events for the International Business Students Association
• GPA: 3.6 / 4.0

Pretty straightforward, right?

Before moving on, here are some typical questions we get about education on a resume, along with their answers:

• What if I’m not finished college or university yet, or I dropped out?

You should still mention your degree. Just include the years studied. If you are still studying, put “Present” as the end date. E.g. 2017 - Present.

• Do I list my high school education?

Only if you haven’t completed higher education. If you have a college diploma or university degree, it’s obvious you graduated high school.

• What comes first on my resume: education or experience?

If you have any relevant work experience, then this should appear first. If not, education goes first.

Still have questions? Check out our guide on how to list education on a resume .

Top 30 Skills for an Executive Assistant Resume

Every employer has a specific set of skills they look for in candidates. Normally these are listed right in the job description. And when they see them listed on a resume, they automatically pay attention to what they’re reading. 

You can probably guess many of the relevant skills for your line of work. But just in case, here are some of the most commonly sought skills for executive assistants.

Hard Skills for an Executive Assistant:

• Microsoft Word, Excel, Outlook, Powerpoint, SharePoint
• Database management
• Calendar management
• Online research 
• Business Knowledge

Soft Skills for an Executive Assistant:

• Communication (written and verbal)
• Prioritization and problem-solving
• Organization and planning
• Attention to detail
• Phone Etiquette
• Emotional Intelligence
• Responsibility
• Teamwork and delegation
• Management and training
• Flexibility and efficiency
• “Soft Skills” are especially important for executive assistants who need to build trust and good rapport with a typically demanding individual. So use the skills section of your resume effectively by matching your soft skills with those requested in the job description or advertisement.

Looking for a more comprehensive list? Here’s a mega-list of 150+ must-have skills in 2024 .

Other Resume Sections to Consider

You’ve got the main sections of your resume completed and you’ve edited them to perfection. You’re all done...

Think again.

Remember the  #1 goal of your resume is to make you stand out.

So if your resume looks exactly the same as everyone else’s, won’t you just be considered the same as any other candidate?

By putting in a bit of extra effort you can give yourself an edge. Consider these resume add-ons.

Depending on your career and personal interests, you may be (or have been) involved in various organizations outside of your full-time job.

Examples could include any boards you sit on or volunteering work for local community organizations. And your work with these organizations may actually help reinforce your skill set, which is why it’s wise to list them on your resume.

You don’t have to get into a ton of detail. Just list the organization, your role, and one key activity that is relevant to a position as an executive assistant.

In the era of international business, having an executive assistant who speaks multiple languages is definitely valuable to an executive and his/her company. 

You never know when there might be a need for an email to be drafted in Russian, French, Finnish, or any other language you can think of.

If you know any foreign languages and have extra space in your resume, feel free to add a language section.

Make sure to list the languages by proficiency:

• Intermediate

The relationship between an executive and his/her assistant is sacred. Harmony is key and often these two co-workers end up sharing a special bond over hobbies or interests.

It’s a good idea to list some personal interests on your resume to give a sense of your personality. Just keep in mind that certain hobbies might not seem the most professional. Better to reveal your passion for comic books once you’re actually hired.

Not sure which hobbies & interests you want to mention? We have a guide for that!

Match Your Cover Letter with Your Resume

One of the most demanded skills of executive assistants is written communication. What better way to prove you know how to write then to produce the perfect cover letter?

On top of fulfilling an application requirement (yes, the majority of companies want a cover letter), you have an extra opportunity to show that you know how to write a concise, persuasive letter.

Including a cover letter that is targeted to specific employers along with your resume can significantly boost your chances of being invited for an interview.

And the first step to writing a convincing cover letter is to get the structure right. Here’s how to do that:

And here’s what you’d write in each section:

Contact Details

• Your personal contact information, including full name, profession, email, phone number, location.

Hiring Manager’s Contact Information

• Full name, position, location, email

Opening Paragraph

Your introduction should be a bit bold. If you don’t manage to hook the hiring manager here, chances are, they’re not going to read the rest of it. So, mention:

• The position you’re applying for
• Your experience summary and top achievement

Once you’ve got the hiring manager hooked, you can go through the rest of your background. Some potential points to mention here are...

• Why you want to work for this specific company
• Anything you know about the company’s culture
• What are your top skills and how are they relevant for the job
• If you’ve worked in similar industries or positions

Closing Paragraph

This is where you:

• Wrap up any points you missed in the body paragraph
• Thank the hiring manager for their time
• End with a call to action. Something like, “I look forward to discussing how my experience as an X can help the company with Y”

Formal Salutations

Use a formal closing, such or “Sincerely.”

Need extra inspiration? We know that creating a cover letter is very hard work. Not to worry, we’ve got you covered with a step-by-step guide on how to write a cover letter .

Key Takeaways

Alright, you’re ready to rock! 

Assuming you’ve followed all of the advice we’ve provided in this guide, you should be ready to hit send on your application. Then it’s just a matter of waiting for that call or email inviting you for an interview.

OK, fine, before you hit send, let’s just quickly recap the key takeaways from what we covered:

• A reverse-chronological format is your best bet in terms of resume format. Your resume layout should be tidy and easy to read. No goofy fonts and don’t try to cram too much into the layout.
• A resume summary or objective are essential resume elements for catching a hiring manager’s attention.
• Focus on your achievements as much as possible when describing your work experience instead of outlining duties.
• Power up your resume with “power words” that convey action.
• Soft skills should be emphasized on an executive assistant resume.
• Match your executive assistant resume with a cover letter tailored to the position so you can show off your exceptional writing skills.

Suggested Reading:

• Why Should We Hire You - 10+ Best Answers
• How to Answer “What Is Your Greatest Strength” [4 Samples]
• 22+ Strengths and Weaknesses for Job Interviews

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7 Executive Assistant Resume Examples to Land You a Role in 2023

Executive Assistants are highly organized and have a knack for anticipating needs. As an Executive Assistant, your resume should be just like your job - organized, efficient, and tailored to the needs of the employer. In this guide, we'll review 9 Executive Assistant resume examples that will help you stand out from the competition.

Resume Examples

Resume guidance.

• High Level Resume Tips
• Must-Have Information
• Why Resume Headlines & Titles are Important
• Writing an Exceptional Resume Summary
• How to Impress with Your Work Experience
• Top Skills & Keywords
• Go Above & Beyond with a Cover Letter
• Resume FAQs
• Related Resumes

Common Responsibilities Listed on Executive Assistant Resumes:

• Manage executive's calendar and schedule, including arranging meetings, conferences, and travel
• Prepare and edit correspondence, reports, and presentations
• Create and maintain databases and executive contact lists
• Manage and coordinate executive projects, including research, data analysis, and report preparation
• Develop and maintain filing systems, both electronic and paper
• Monitor and respond to emails, phone calls, and other inquiries
• Prepare expense reports, manage executive budgets, and reconcile corporate credit card statements
• Coordinate and plan events, such as staff meetings, conferences, among other special events
• Develop and maintain relationships with internal and external stakeholders
• Provide administrative support to other departments within the organization, as needed special projects and other duties as assigned
• Routinely prepare agendas and take detailed minutes of meetings
• Assist with onboarding and training of new employees to ensure new hires are adequately brought up to speed
• Track and monitor progress of key projects

You can use the examples above as a starting point to help you brainstorm tasks, accomplishments for your work experience section.

Executive Assistant Resume Example:

• Managed and coordinated a high-profile executive project, resulting in a 10% increase in revenue and a 15% improvement in customer satisfaction.
• Developed and implemented an efficient filing system, reducing document retrieval time by 30% and improving overall organization.
• Maintained and nurtured relationships with key stakeholders, resulting in a 20% increase in business partnerships and collaborations.
• Provided administrative support to multiple departments, including managing calendars, coordinating meetings, and preparing reports, resulting in a 25% increase in departmental efficiency.
• Developed and maintained a comprehensive database of executive contacts, resulting in a 15% increase in successful business connections.
• Assisted with onboarding and training of new employees, resulting in a 20% reduction in ramp-up time and increased productivity.
• Managed executive budgets and reconciled corporate credit card statements, resulting in a 10% reduction in expenses and improved financial accuracy.
• Planned and coordinated successful events, including staff meetings and conferences, resulting in a 20% increase in attendance and positive feedback.
• Provided detailed minutes of meetings and tracked progress of key projects, resulting in a 15% increase in project completion rates and improved communication among team members.
• Project management
• Time management
• Organizational skills
• Database management
• Budget management
• Event planning
• Relationship building
• Administrative support
• Calendar management
• Report preparation
• Onboarding and training
• Meeting coordination
• Communication skills
• Attention to detail
• Problem-solving
• Multitasking
• Confidentiality
• Microsoft Office proficiency
• Adaptability
• Team collaboration

C-Level Executive Assistant Resume Example:

• Managed the complex calendar and coordinated meetings and appointments for a C-level executive, resulting in a 95% on-time attendance rate for all scheduled meetings.
• Developed and maintained a filing system for the executive, reducing time spent searching for documents by 30%.
• Assisted with special projects as needed, including organizing a company-wide event that resulted in a 25% increase in employee engagement.
• Arranged and coordinated travel plans, itineraries, and agendas for the executive, resulting in a 100% on-time arrival rate for all business trips.
• Prepared expense reports with 100% accuracy, ensuring timely reimbursement for the executive and maintaining a positive relationship with vendors.
• Acted as a liaison between the executive and internal/external contacts, managing communication with stakeholders and ensuring timely responses to inquiries.
• Prepared and edited correspondence, reports, and presentations for the executive, resulting in a 20% increase in efficiency and a 15% increase in quality of work.
• Managed and updated contact databases, ensuring accurate and up-to-date information for all contacts and reducing errors by 25%.
• Provided administrative support to the executive team, including managing schedules, coordinating meetings, and handling confidential information with discretion and professionalism.
• Filing system organization
• Travel arrangements
• Expense report preparation
• Stakeholder communication
• Correspondence drafting and editing
• Presentation preparation
• Schedule management
• Confidentiality and discretion
• Interpersonal skills

Junior Executive Assistant Resume Example:

• Managed executive's calendar and scheduled meetings, conferences, and travel arrangements, resulting in a 95% on-time arrival rate for all meetings and events.
• Prepared and edited correspondence, reports, and presentations, resulting in a 20% increase in executive's productivity and efficiency.
• Researched and created presentations for executive-level meetings, resulting in a 30% increase in engagement and participation from attendees.
• Managed and maintained executive's projects and deadlines, resulting in a 100% completion rate for all projects within the given timeline.
• Prepared agendas and made arrangements for committee, board, and other meetings, resulting in a 90% attendance rate for all meetings.
• Assisted with special projects as needed, resulting in a 25% increase in overall project success rate.
• Prepared and submitted expense reports, resulting in a 100% accuracy rate and a 20% reduction in overall expenses.
• Coordinated and directed office services, such as records, departmental finances, and housekeeping, resulting in a 15% increase in overall office efficiency.
• Created and maintained filing systems, resulting in a 30% reduction in time spent searching for documents and information.
• Travel coordination
• Meeting and event planning
• Written and verbal communication
• Report and presentation preparation
• Research and data analysis
• Deadline management
• Agenda preparation
• Expense reporting
• Office coordination
• Financial management
• Filing and organization
• Microsoft Office Suite proficiency

Executive Assistant to CEO Resume Example:

• Managed the CEO's calendar and travel arrangements, ensuring all meetings and events were scheduled efficiently and effectively.
• Developed and maintained filing systems, resulting in a 25% increase in organization and productivity.
• Acted as a liaison between the CEO and other departments, facilitating communication and collaboration to achieve company-wide goals.
• Prepared and edited correspondence, reports, and presentations, ensuring accuracy and professionalism in all communications.
• Managed and updated contact lists, resulting in a 15% increase in efficiency and accuracy of communication.
• Assisted with special projects and other duties as assigned, contributing to the success of various company initiatives.
• Prepared agendas and took detailed minutes at meetings, ensuring all important information was captured and communicated effectively.
• Coordinated and managed projects, including researching and gathering information, resulting in successful completion of projects within deadlines and budgets.
• Prepared and submitted expense reports, ensuring accuracy and timely reimbursement for the CEO.
• Travel planning and coordination
• Interdepartmental communication
• Liaison between CEO and other departments
• Correspondence and report preparation
• Presentation creation and editing
• Contact list management
• Special project assistance
• Meeting agenda preparation
• Minute taking
• Project coordination and management
• Expense report preparation and submission
• Prioritization and multitasking
• Problem-solving and decision-making
• Adaptability and flexibility
• Strong written and verbal communication
• Proficiency in Microsoft Office Suite
• Research and information gathering
• Relationship building and networking
• Team collaboration and support

Entry Level Executive Assistant Resume Example:

• Managed and maintained executive's calendar, scheduling over 100 meetings and appointments per month with 95% accuracy.
• Prepared and edited over 50 reports and presentations, ensuring all documents were error-free and delivered on time.
• Coordinated travel arrangements for executive and team, resulting in a 20% reduction in travel expenses.
• Organized and executed logistics for 10 committee and board meetings, ensuring all attendees were present and materials were distributed on time.
• Created and maintained a filing system for over 500 documents, reducing search time by 50% and improving overall organization.
• Assisted with special projects, including a company-wide survey, resulting in a 90% response rate and valuable insights for the executive team.
• Monitored industry trends and news, providing weekly updates to executive team and identifying potential opportunities for growth.
• Managed executive's expense reports, saving the company over $5,000 in unnecessary expenses.
• Created and maintained spreadsheets and databases, resulting in a 30% increase in team productivity and efficiency.
• Document organization and filing
• Industry trend monitoring
• Expense report management
• Spreadsheet and database creation

Senior Executive Assistant Resume Example:

• Developed and implemented a new system for managing executive calendars, resulting in a 25% reduction in scheduling conflicts and a 15% increase in meeting efficiency.
• Collaborated with internal and external stakeholders to plan and execute a successful company-wide event, resulting in a 20% increase in attendance and positive feedback from attendees.
• Managed travel arrangements for executives, negotiating discounts with vendors and reducing travel expenses by 10%.
• Implemented a new system for tracking and managing expenses, resulting in a 30% reduction in errors and a 20% increase in efficiency.
• Developed and maintained effective relationships with key stakeholders, resulting in a 15% increase in customer satisfaction and a 10% increase in revenue.
• Managed special projects, including the development and implementation of new policies and procedures, resulting in a 25% increase in operational efficiency.
• Managed and coordinated executive-level meetings, including preparing agendas, taking notes, and following up on action items, resulting in a 20% increase in meeting productivity.
• Developed and edited presentations, reports, and other documents, resulting in a 15% increase in quality and accuracy.
• Handled confidential information with discretion, ensuring the security and privacy of sensitive data.
• Event planning and execution
• Travel arrangements and negotiation
• Expense tracking and management
• Relationship building and stakeholder management
• Policy and procedure development
• Meeting coordination and preparation
• Presentation development and editing
• Report writing and editing
• Time management and prioritization
• Problem-solving and critical thinking
• Communication and interpersonal skills
• Attention to detail and accuracy
• Basic understanding of financial principles
• Organizational and multitasking skills

Executive Administrative Assistant Resume Example:

• Developed and implemented a new filing system, resulting in a 30% reduction in time spent searching for documents and improving overall organization.
• Coordinated and executed a successful company-wide event, resulting in a 25% increase in attendance and positive feedback from attendees.
• Managed executive calendars and travel arrangements for a team of 5 executives, ensuring timely and efficient scheduling and reducing scheduling conflicts by 50%.
• Streamlined and improved the invoice processing system, resulting in a 20% reduction in processing time and a 15% reduction in errors.
• Collaborated with HR to develop and implement a new onboarding process for new hires, resulting in a 40% reduction in onboarding time and an increase in new hire satisfaction scores.
• Managed and maintained a budget of $500K, ensuring accurate tracking and reporting of expenses and reducing overspending by 10%.
• Developed and maintained a database of vendor contracts, resulting in a 25% reduction in time spent searching for contract information and improving overall organization.
• Managed and coordinated a team of 3 administrative assistants, providing guidance and support to improve team productivity by 20%.
• Prepared and presented monthly reports on departmental finances, providing valuable insights and recommendations for cost-saving measures and improving overall financial transparency.
• Organization
• Process improvement
• Invoice processing
• Onboarding coordination
• Team leadership
• Financial analysis
• Vendor contract management
• Communication

High Level Resume Tips for Executive Assistants:

As an Executive Assistant, your role is critical to the success of your organization. You are responsible for managing the day-to-day operations of the executive team, ensuring that they have the support they need to make strategic decisions and drive the business forward. When it comes to creating a resume that showcases your skills and experience, it's important to focus on the key priorities that hiring managers are looking for in an Executive Assistant. Here are some of our top tips for creating a compelling Executive Assistant resume: Highlight your ability to manage complex projects and tasks: As an Executive Assistant, you are often responsible for managing multiple projects and tasks simultaneously. Highlight your ability to prioritize tasks, manage competing demands, and meet deadlines, demonstrating your strong organizational and time-management skills. Emphasize your communication and interpersonal skills: Your role as an Executive Assistant involves interacting with a variety of stakeholders, including executives, team members, and clients. Emphasize your strong communication and interpersonal skills, including your ability to work collaboratively, resolve conflicts, and communicate effectively. Demonstrate your proficiency with relevant software and tools: In any Executive Assistant role, your expertise with tools like Microsoft Office, Google Suite, CRM platforms, and project management systems will be very relevant and valuable to an organization. Be sure to highlight your proficiency with these types tools, related technology skills, and any certifications or training you've received in this area. Emphasize your attention to detail: As an Executive Assistant, accuracy and attention to detail are critical to success. Highlight your ability to manage complex information, maintain meticulous records, and ensure quality control. Showcase your problem-solving skills: As an Executive Assistant, you are often the first line of defense when problems arise. Emphasize your ability to identify and resolve issues quickly and effectively, demonstrating your problem-solving skills. Tailor your resume to the job and company: Customize your resume to each job you apply for, emphasizing the skills and experiences that make you a strong fit for the specific role and company. Use the job description to identify the key skills and qualifications the employer is seeking, and highlight how you meet those requirements. By following these tips, you can create a resume that showcases your strengths as an Executive Assistant and helps you stand out in a competitive job market.

Must-Have Information for a Executive Assistant Resume:

Here are the essential sections that should exist in an Executive Assistant resume:

• Contact Information
• Resume Headline
• Resume Summary or Objective
• Work Experience & Achievements
• Skills & Competencies

Additionally, if you're eager to make an impression and gain an edge over other Executive Assistant candidates, you may want to consider adding in these sections:

• Certifications/Training

Let's start with resume headlines.

Why Resume Headlines & Titles are Important for Executive Assistants:

Executive assistant resume headline examples:, strong headlines.

• Highly organized Executive Assistant with 5+ years of experience supporting C-suite executives in fast-paced environments
• Proactive Executive Assistant with a proven track record of anticipating needs and streamlining operations for senior leadership teams
• Detail-oriented Executive Assistant with exceptional communication skills and expertise in managing complex calendars and travel arrangements for executives

Why these are strong:

• These resume headlines are strong for Executive Assistants as they highlight key skills and experiences that are essential to the role. The first headline emphasizes the candidate's organizational skills and experience supporting high-level executives. The second headline showcases the candidate's proactive approach and ability to streamline operations for senior leadership teams. Finally, the third headline highlights the candidate's attention to detail and expertise in managing complex calendars and travel arrangements, which are crucial skills for Executive Assistants. Overall, these headlines effectively communicate the candidate's strengths and value proposition to hiring managers.

Weak Headlines

• Executive Assistant with Strong Administrative Skills
• Experienced Executive Assistant with Excellent Communication Abilities
• Detail-Oriented Executive Assistant with Organizational Expertise

Why these are weak:

• These resume headlines need improvement for Executive Assistants as they lack specificity and fail to highlight the candidate's unique value or accomplishments. The first headline is too generic and doesn't provide any context or results. The second headline mentions experience and communication skills, but doesn't showcase any measurable achievements or certifications that could strengthen the candidate's profile. The third headline mentions being detail-oriented and organized, but doesn't provide any examples or metrics to support these claims.

Writing an Exceptional Executive Assistant Resume Summary:

Executive assistant resume summary examples:, strong summaries.

• Highly organized Executive Assistant with 7 years of experience supporting C-level executives in fast-paced environments. Skilled in managing complex calendars, arranging travel, and coordinating meetings and events. Proven ability to anticipate needs and provide exceptional administrative support, resulting in increased efficiency and productivity for executives.
• Detail-oriented Executive Assistant with 5 years of experience in the finance industry, supporting senior-level executives in investment banking and private equity firms. Proficient in managing confidential information, preparing financial reports, and conducting research. Recognized for exceptional communication skills and ability to build strong relationships with clients and stakeholders.
• Strategic Executive Assistant with 10 years of experience supporting CEOs and Board Members in the healthcare industry. Expert in managing multiple projects simultaneously, developing and implementing administrative policies and procedures, and overseeing office operations. Skilled in building and leading high-performing teams, resulting in increased productivity and streamlined processes.
• These resume summaries are strong for Executive Assistants as they highlight the candidates' key skills, industry-specific experience, and quantifiable achievements. The first summary emphasizes the candidate's organizational skills and ability to provide exceptional administrative support, making them an asset to any executive team. The second summary showcases the candidate's expertise in the finance industry and their ability to manage confidential information, making them highly appealing to firms in this sector. Lastly, the third summary demonstrates the candidate's strategic thinking and leadership skills, making them an ideal candidate for supporting high-level executives in the healthcare industry.

Weak Summaries

• Executive Assistant with experience in managing calendars, scheduling meetings, and providing administrative support, seeking a new opportunity to utilize my skills in a fast-paced environment.
• Experienced Executive Assistant with strong communication and organizational skills, capable of handling multiple tasks simultaneously, looking for a challenging role in a reputable organization.
• Executive Assistant with a proven track record of supporting senior executives, managing travel arrangements, and coordinating events, seeking a new opportunity to contribute to the success of a growing company.
• These resume summaries need improvement for Executive Assistants as they lack specific details on the candidate's achievements, skills, and unique value proposition. The first summary provides only a general overview of the candidate's experience, without mentioning any specific accomplishments or industries. The second summary, though longer, still lacks concrete examples of the candidate's communication and organizational skills or how they have contributed to the success of their previous employers. The third summary mentions a "proven track record" but doesn't provide any quantifiable results or details on the candidate's successes in supporting senior executives, managing travel arrangements, or coordinating events, which would make their profile more compelling to potential employers.

Resume Objective Examples for Executive Assistants:

Strong objectives.

• Detail-oriented and organized Executive Assistant with a strong background in managing calendars, travel arrangements, and administrative tasks, seeking a challenging role to support C-level executives and contribute to the smooth functioning of a fast-paced organization.
• Highly motivated and proactive Executive Assistant with excellent communication and problem-solving skills, seeking an opportunity to work with senior leaders and assist in managing projects, events, and other high-level tasks to ensure the success of the organization.
• Experienced Executive Assistant with a proven track record of providing exceptional administrative support to executives and teams, seeking a role where I can leverage my skills in managing complex schedules, coordinating meetings, and handling confidential information to contribute to the growth of a dynamic company.
• These resume objectives are strong for up and coming Executive Assistants because they showcase the candidates' relevant skills, experience, and eagerness to contribute to the success of the organization. The first objective emphasizes the candidate's organizational skills and experience in managing administrative tasks, which are important attributes for an Executive Assistant. The second objective showcases the candidate's proactive nature and ability to work with senior leaders, making them a promising fit for a role that involves managing high-level tasks. Lastly, the third objective highlights the candidate's experience in providing exceptional administrative support, demonstrating their ability to handle complex schedules and confidential information.

Weak Objectives

• Seeking an Executive Assistant position where I can utilize my organizational skills and attention to detail to support high-level executives.
• Aspiring Executive Assistant with some administrative experience, seeking to develop my career in a fast-paced corporate environment.
• Recent graduate with a degree in business administration, interested in an Executive Assistant role to gain experience in supporting senior executives.
• These resume objectives need improvement for up and coming Executive Assistants because they lack specificity and don't effectively showcase the unique value or skills the candidates possess. The first objective is generic and doesn't provide any information about the candidate's background, passion, or relevant experience. The second objective hints at some administrative experience, but it doesn't mention any specific achievements, education, or industries the candidate is interested in. The third objective, although it mentions a degree in business administration, doesn't elaborate on the candidate's expertise, skills, or any particular area of executive support they are passionate about, which would make their profile more appealing to potential employers.

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• Highlight your ability to manage multiple tasks and priorities simultaneously, while maintaining a high level of organization and attention to detail.
• Showcase your experience in managing complex calendars, scheduling meetings, and coordinating travel arrangements for executives.
• Emphasize your communication skills, including your ability to communicate effectively with executives, team members, and external stakeholders.
• Demonstrate your problem-solving skills by highlighting instances where you identified and resolved issues before they became bigger problems.
• Highlight your experience in managing confidential information and sensitive situations with discretion and professionalism.
• Showcase your ability to work independently and take initiative, while also being a team player and collaborating with others.
• Mention any experience you have in project management, event planning, or budget management.
• Lastly, ensure that your language is clear, concise, and professional, and avoid using industry jargon or overly technical terms.

Example Work Experiences for Executive Assistants:

Strong experiences.

Coordinated and executed all logistics for a high-profile executive retreat, including travel arrangements, event planning, and vendor management, resulting in a successful and well-received event attended by over 100 executives.

Managed the CEO's complex calendar and travel schedule, ensuring all appointments and meetings were scheduled efficiently and effectively, resulting in a 20% increase in the CEO's productivity.

Developed and implemented a new filing system for the executive team, resulting in a 30% increase in efficiency and a reduction in errors.

Successfully managed multiple projects simultaneously, including event planning, budget management, and vendor coordination, resulting in on-time and on-budget project completion.

Acted as a liaison between the executive team and external stakeholders, effectively communicating and managing expectations, resulting in improved relationships and increased trust.

Conducted research and analysis on industry trends and best practices, providing valuable insights and recommendations to the executive team, resulting in informed decision-making and improved strategic planning.

• These work experiences are strong because they showcase the Executive Assistant's ability to manage complex logistics, communicate effectively, and provide valuable insights and recommendations to the executive team. The use of specific metrics and action-oriented language demonstrates the candidate's ability to deliver tangible results and effectively support the executive team.

Weak Experiences

Coordinated travel arrangements for executives, including booking flights, hotels, and ground transportation.

Managed calendars and scheduled meetings for multiple executives, ensuring timely and efficient communication.

Assisted with administrative tasks such as filing, data entry, and document preparation.

Acted as the main point of contact between the executive and internal/external stakeholders, managing communication and providing support as needed.

Assisted with the planning and execution of company events, ensuring all aspects were well-organized and executed smoothly.

Handled various administrative tasks, such as filing, data entry, and expense reports, to maintain an efficient and organized office environment.

• These work experiences are weak because they lack specificity and do not showcase the impact of the individual's work or the benefits brought to the company. They provide generic descriptions of tasks performed without highlighting any achievements or results. To improve these bullet points, the candidate should focus on incorporating metrics to demonstrate their efficiency and effectiveness, using more powerful action verbs, and providing clear context that demonstrates their ability to support executives and contribute to successful outcomes.

Top Skills & Keywords for Executive Assistant Resumes:

Top hard & soft skills for executive assistants, hard skills.

• Calendar Management
• Travel Coordination
• Meeting Coordination
• Budget Management
• Project Management
• Event Planning
• Data Analysis and Reporting
• Communication Skills
• Microsoft Office Suite
• Time Management
• Research and Analysis
• Record Keeping and Filing

Soft Skills

• Organization and Attention to Detail
• Communication and Interpersonal Skills
• Time Management and Prioritization
• Adaptability and Flexibility
• Problem Solving and Critical Thinking
• Confidentiality and Discretion
• Multitasking and Efficiency
• Initiative and Proactivity
• Professionalism and Poise
• Resourcefulness and Creativity
• Teamwork and Collaboration
• Emotional Intelligence and Relationship Building

Go Above & Beyond with a Executive Assistant Cover Letter

Executive assistant cover letter example: (based on resume).

[Your Name] [Your Address] [City, State ZIP Code] [Email Address] [Today’s Date]

[Company Name] [Address] [City, State ZIP Code]

Dear Hiring Manager,

I am excited to apply for the Executive Assistant position at [Company Name]. With my extensive experience in managing high-profile executive projects, developing efficient filing systems, and maintaining strong relationships with key stakeholders, I am confident that I can make a significant contribution to your team.

In my most recent role, I managed and coordinated a high-profile executive project, resulting in a 10% increase in revenue and a 15% improvement in customer satisfaction. I also developed and implemented an efficient filing system, reducing document retrieval time by 30% and improving overall organization. Additionally, I maintained and nurtured relationships with key stakeholders, resulting in a 20% increase in business partnerships and collaborations.

In my previous roles, I provided administrative support to multiple departments, managed executive budgets, planned and coordinated successful events, and assisted with onboarding and training of new employees. Through these experiences, I have developed strong organizational, communication, and problem-solving skills that will enable me to excel in this position.

I am confident that my skills and experience make me a strong candidate for this position. I am excited about the opportunity to contribute to the success of [Company Name] and look forward to discussing my qualifications further.

Thank you for considering my application.

[Your Name]

As an Executive Assistant, you are the backbone of your organization, providing crucial support to top-level executives and ensuring the smooth operation of the business. To showcase your skills and experience, it's important to pair your resume with a tailored cover letter that highlights your unique value proposition and demonstrates your passion for the role.

Here are some compelling reasons for submitting a cover letter as an Executive Assistant:

• Personalize your application and showcase your understanding of the company's needs and culture
• Highlight your ability to manage complex tasks and prioritize competing demands, which are essential skills for Executive Assistants
• Share success stories and achievements that demonstrate your impact on the organization, such as streamlining processes or improving efficiency
• Communicate your strong communication and interpersonal skills, which are crucial for building relationships with executives and stakeholders
• Illustrate your attention to detail and ability to anticipate needs, which are key qualities for success in this role
• Differentiate yourself from other applicants who might have opted not to submit a cover letter, showing your commitment to going above and beyond in your job search.

By submitting a cover letter along with your resume, you can showcase your unique skills and experience, demonstrate your passion for the role, and stand out from the competition. Don't miss this opportunity to make a strong first impression and increase your chances of landing an interview.

Resume FAQs for Executive Assistants:

How long should i make my executive assistant resume.

An Executive Assistant resume should ideally be one to two pages long. The length of the resume depends on the individual's experience and the relevance of the information to the specific job they are applying for. A one-page resume is suitable for those with a few years of experience or those who are making a career change and have transferable skills. This format allows you to showcase your most relevant skills, experience, and accomplishments concisely. A two-page resume is more appropriate for Executive Assistants with extensive experience or a wide range of skills that are relevant to the position. In this case, it is important to ensure that the information is well-organized and easy to read, focusing on the most significant achievements and responsibilities. Regardless of the length, it is crucial for Executive Assistants to tailor their resume to the specific job they are applying for, highlighting the skills and experiences that are most relevant to the employer

What is the best way to format a Executive Assistant resume?

The best way to format an Executive Assistant resume is to focus on clarity, organization, and showcasing relevant skills and experiences. Here are some key elements to consider when formatting an Executive Assistant resume: 1. Contact Information: At the top of the resume, include your full name, phone number, email address, and LinkedIn profile link if applicable. This ensures that potential employers can easily get in touch with you. 2. Professional Summary: Write a brief, 3-4 line summary that highlights your experience, skills, and career goals as an Executive Assistant. This section should be tailored to the specific job you are applying for and should grab the reader's attention. 3. Work Experience: List your work experience in reverse chronological order, starting with your most recent position. For each position, include the company name, your job title, the dates of employment, and a brief description of your responsibilities and achievements

Which Executive Assistant skills are most important to highlight in a resume?

As an AI language model, I do not have personal experience or opinions. However, based on my training data, some important Executive Assistant skills to highlight in a resume include strong communication skills, organizational abilities, time management, attention to detail, problem-solving, and proficiency in technology and software. Additionally, highlighting experience in managing calendars, arranging travel, coordinating meetings and events, and handling confidential information can also be beneficial. It is important to tailor the skills highlighted in the resume to the specific job description and company culture to increase the chances of being selected for an interview.

How should you write a resume if you have no experience as a Executive Assistant?

If you have no experience as an Executive Assistant, it is important to highlight any transferable skills and experiences that can demonstrate your ability to perform the duties of an Executive Assistant. Here are some tips for writing a resume: 1. Start with a strong objective statement that highlights your interest in becoming an Executive Assistant and your willingness to learn and grow in the role. 2. Focus on your education and any relevant coursework or certifications that you have completed. This can include courses in business administration, office management, or communication. 3. Highlight any administrative or support roles that you have held in the past, even if they were not specifically Executive Assistant positions. This can include roles such as receptionist, administrative assistant, or customer service representative. 4. Emphasize any transferable skills that you have developed in your previous roles, such as strong communication skills, attention to detail, organization, and time management. 5. Use specific examples to demonstrate your skills and experiences. For example, if you have experience managing

Compare Your Executive Assistant Resume to a Job Description:

• Identify opportunities to further tailor your resume to the Executive Assistant job
• Improve your keyword usage to align your experience and skills with the position
• Uncover and address potential gaps in your resume that may be important to the hiring manager

Related Resumes for Executive Assistants:

Executive assistant resume example, senior executive assistant resume example, junior executive assistant resume example, c-level executive assistant resume example, entry level executive assistant resume example, executive administrative assistant resume example, executive assistant to ceo resume example, more resume guidance:.

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Senior Executive Assistant Resume Examples

Writing a senior executive assistant resume can be a daunting task. It is important to take the time to craft a resume that showcases your skills, accomplishments, and relevant experience. Knowing what to include and the best way to present your information can make a great difference in how your resume will be received. This guide for writing a senior executive assistant resume not only provides you with best practices, but also includes examples and templates to help you create an impressive, effective resume.

If you didn’t find what you were looking for, be sure to check out our complete library of resume examples .

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Senior Executive Assistant

123 Main Street | Anytown, USA 99999 | Phone: (123) 456-7890 | Email: [email protected]

I am a Senior Executive Assistant with 5+ years of experience in providing administrative support to C- level executives. I have exceptional organisational, communication, and collaboration skills, and I am highly proficient in MS Office, Outlook, and a variety of other office software. I am also comfortable with handling sensitive and confidential information in a professional manner. My experience includes managing complex calendars, scheduling meetings, and coordinating travel arrangements. In addition, I have a proven track record of effectively managing office budgets and implementing efficient processes.

Core Skills :

• Exceptional organisational and communication skills
• Proficient in MS Office, Outlook, and other office software
• Ability to handle sensitive and confidential information
• Experience in managing complex calendars and scheduling meetings
• Coordinating travel arrangements
• Ability to manage office budgets
• Implemented efficient processes

Professional Experience : Executive Assistant, XYZ Company, 2020 – Present

• Assisted the CEO and other C- level executives in daily administrative tasks
• Drafted and edited emails, memos, and reports
• Scheduled and coordinated meetings, both internal and external
• Managed complex calendars and travel arrangements
• Created and implemented efficient processes
• Ensured timely completion of tasks within budget

Executive Assistant, ABC Company, 2017 – 2020

• Provided administrative support to the C- level executives
• Handled confidential information in a professional manner
• Maintained office supplies and equipment

Education : Bachelor of Arts in Business Administration, University of ABC, 2017

• GPA: 3.5/4.0

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Senior Executive Assistant Resume with No Experience

Highly organized and motivated individual with excellent interpersonal skills and an eagerness to learn. Experienced in working in a fast- paced environment while managing multiple tasks. Seeking an entry level position as a Senior Executive Assistant.

• Time Management
• Organizational Skills
• Communication Skills
• Strong Attention to Detail
• Multi- tasking
• Proficient in Microsoft Office

Responsibilities :

• Administer executive tasks, such as making travel arrangements, scheduling appointments and completing expense reports.
• Assist with administrative projects as needed.
• Maintain accurate and organized office files and records.
• Provide support for executives with daily duties and tasks.
• Greet visitors and coordinate meetings with executives.
• Answer and direct phone calls in a professional manner.
• Handle confidential and sensitive matters with discretion.
• Coordinate and attend company events, meetings, and seminars.

Experience 0 Years

Level Junior

Education Bachelor’s

Senior Executive Assistant Resume with 2 Years of Experience

Highly motivated and proactive Senior Executive Assistant, with 2 years of experience providing critical administrative support to top executives. Highly organized and detail- oriented with excellent communication and interpersonal skills. Adept at working independently and collaboratively in fast- paced environments to achieve organizational goals.

• Calendar Management
• Meeting and Event Planning
• Travel Arrangements
• Proficient in Microsoft Office Suite
• Excellent Communication
• Project Management
• Document Preparation
• Maintain executive’s calendar and schedule meetings, events, and travel arrangements.
• Screen and manage incoming calls, emails, and mail.
• Manage office supplies, equipment, and stationery.
• Provide support to team members, departments, and clients.
• Assist with the preparation of presentations, reports, and documents.
• Organize and maintain executive’s files in an orderly manner.
• Run errands, as requested.
• Coordinate team activities and events.
• Establish effective relationships with key personnel in the organization.
• Monitor and follow up on outstanding tasks and special projects.

Experience 2+ Years

Senior Executive Assistant Resume with 5 Years of Experience

Highly organized and motivated Senior Executive Assistant with 5 years of experience providing high- level administrative support to senior managers. Expert in developing strong working relationships with senior management, staff, and vendors. Skilled in office management, event planning, document preparation and travel coordination. Possess excellent organizational and problem- solving abilities.

• Client Relations
• Event Planning
• Travel Coordination
• Office Management
• Communication
• Problem Solving
• Provided administrative assistance to executive- level leadership
• Scheduled travel arrangements for staff and managers
• Managed office supplies and vendor services
• Organized and maintained filing systems
• Coordinated special events and conferences
• Prepared correspondence and documents
• Monitored budget and purchasing processes
• Answered phones and routed incoming emails
• Assisted with presentation preparation
• Provided customer service for senior management

Experience 5+ Years

Level Senior

Senior Executive Assistant Resume with 7 Years of Experience

Highly organized, self- motivated, and detail- oriented Senior Executive Assistant with 7 years of experience supporting C- level executives in a variety of operational, administrative and customer service tasks. Possesses excellent organizational skills and a knack for problem solving. Reliable and personable with a strong customer service focus and drive for success.

• Advanced knowledge of Microsoft Office Suite
• Administrative operations and customer service experience
• Impeccable communication, writing and organizational skills
• Knowledge of event management and travel planning
• Expert multitasking, problem solving and decision- making abilities
• Ability to work independently and collaboratively
• Proven ability to manage multiple projects effectively
• Managed day- to- day operational and administrative tasks for senior executives
• Scheduled and maintained calendars, meetings, appointments and other events
• Coordinated travel arrangements for executives
• Compiled and prepared reports, presentations and correspondence
• Developed and maintained filing, database and other organizational systems
• Handled confidential material and sensitive information with discretion
• Developed and modified procedures and processes to ensure accuracy and efficiency
• Created and distributed agendas and other documents for meetings
• Handled customer enquiries and provided excellent customer service
• Worked collaboratively with other departments to support other initiatives and projects

Experience 7+ Years

Senior Executive Assistant Resume with 10 Years of Experience

Highly experienced and organized Senior Executive Assistant with 10 years of professional experience in providing high level administrative support and managing day- to- day operations of busy executive offices. Possessing exceptional organizational and communication skills and the ability to prioritize tasks, develop efficient administrative processes and maintain confidentiality. Dependable and committed to providing the highest quality of service.

• Executive administrative support
• Calendar management
• Meeting and travel coordination
• Document preparation
• File and records management
• Business correspondence
• Comprehensive problem- solving
• Proficient computer skills
• Provided administrative support to the executive office, handling a wide range of duties, including preparing documents and reports, coordinating meetings, handling travel arrangements, and responding to requests in a timely manner
• Worked closely with other departments to ensure the smooth operation of the office and to resolve any issues that arose
• Assisted in the preparation of presentations, meeting agendas and other documents
• Scheduled and coordinated calendar, travel arrangements, and meetings for executive staff
• Managed databases for the executive office and maintained accurate records and filing systems
• Responded to incoming calls, emails, and visitors in a professional and courteous manner
• Assisted with the review, editing and formatting of documents for signature and distribution
• Developed and implemented administrative processes and procedures to streamline office efficiency

Experience 10+ Years

Level Senior Manager

Education Master’s

Senior Executive Assistant Resume with 15 Years of Experience

Detail- oriented and organized Senior Executive Assistant with 15 years of experience in providing administrative support to executive- level staff. Proven ability to manage multiple tasks simultaneously; excellent problem- solving skills; strong verbal and written communication skills; and adept in working in fast- paced and demanding environments. Able to work with minimal supervision and excel in balancing various executive- level duties. Committed to providing the highest quality of executive support.

• Excellent organizational skills
• Proficient in the use of MS Office Suite
• Excellent written and verbal communication skills
• Ability to work with minimal supervision
• Ability to multitask and prioritize effectively
• Strong problem- solving skills
• Exceptional customer service skills
• Highly organized
• Detail oriented
• Managing and coordinating executive calendars
• Arranging meetings, conference calls, and travel plans
• Handling incoming and outgoing correspondence
• Preparing reports, presentations, and documents
• Initiating and managing projects
• Maintaining and updating files
• Answering and screening phone calls
• Providing administrative support to the executive staff
• Managing the office environment and anticipating executive needs
• Coordinating and participating in special events and meetings
• Handling confidential information with discretion

Experience 15+ Years

Level Director

In addition to this, be sure to check out our resume templates , resume formats ,  cover letter examples ,  job description , and  career advice  pages for more helpful tips and advice.

What should be included in a Senior Executive Assistant resume?

Having a well-written, up-to-date resume is critical when looking for a job as a Senior Executive Assistant. Your resume should demonstrate your abilities, highlight your experience and showcase your qualifications. Here are some tips to help you create the perfect resume for a Senior Executive Assistant position:

• Include a professional summary that is tailored to the job you are applying for. This should include your relevant experience, skills, and qualifications.
• Provide a detailed list of your relevant job experience, including the company name, your title, and job duties.
• List any special skills you possess such as foreign language proficiency or knowledge of specialized software.
• Highlight any awards, certifications, or volunteer activities you have participated in that are relevant to the role.
• Use keywords throughout your resume to make it easier for hiring managers and recruiters to find your resume when searching through applicant databases.
• Make sure your resume is organized, easy to read, and free of any errors.

By following these tips, you can create a powerful Senior Executive Assistant resume that will help you stand out from the competition. Good luck!

What is a good summary for a Senior Executive Assistant resume?

A Senior Executive Assistant resume should be a concise, yet comprehensive summary of the applicant’s most important skills, expertise, and accomplishments. It should include details such as the number of years of experience in the role, any special projects completed, and any awards or recognition received. The resume should also highlight key qualities such as strong organizational skills, excellent communication skills, and the ability to multitask. In addition, the summary should include any specific knowledge or certifications related to the role, such as proficiency in Microsoft Office Suite, understanding of accounting principles, and familiarity with business-related software. Finally, the resume should reflect the applicant’s commitment to providing first-class support to their employer and the organization’s highest-level executives. By providing a concise summary of the candidate’s qualifications and accomplishments, the Senior Executive Assistant resume will help the employer assess if the applicant is the right candidate for the role.

What is a good objective for a Senior Executive Assistant resume?

A well written objective statement on a Senior Executive Assistant’s resume should focus on the candidate’s ability to provide excellent administrative and clerical services, and efficiently handle executive-level tasks. It should also demonstrate the candidate’s ability to provide support to high-level executives, manage complex projects, and remain organized in a fast-paced environment.

Some good objectives for a Senior Executive Assistant resume include:

• To leverage years of experience in executive-level support and expertise in organizational development in order to effectively support and manage the administrative needs of a high-level executive.
• To utilize excellent communication skills and knowledge of office management protocols to ensure a smooth functioning of all executive-level projects.
• To utilize superior organizational, multitasking, and problem-solving skills to assist in the daily operations of the executive office.
• To employ exceptional time management and research skills to provide timely and accurate responses to inquiries and requests from internal and external sources.
• To utilize strong technical skills to effectively handle complex projects, create reports, and manage databases.

By incorporating a well-written objective statement, a Senior Executive Assistant can demonstrate their qualifications and skills in the most effective manner.

How do you list Senior Executive Assistant skills on a resume?

When applying for a Senior Executive Assistant position, it is important to highlight your skills that make you an ideal candidate. Your resume should detail your professional qualifications and present an accurate picture of the qualifications you possess.

To ensure that you stand out as a Senior Executive Assistant, the following skills should be included in your resume:

• Time Management: As a Senior Executive Assistant, you must be able to manage your time and prioritize tasks to ensure deadlines are met.
• Organizational Skills: You should have strong organizational and administrative skills in order to effectively manage a busy schedule.
• Communication Skills: As a Senior Executive Assistant, you must have excellent written and verbal communication skills in order to communicate effectively with colleagues and management.
• Multi-tasking Ability: You must be able to handle multiple tasks and remain organized when working in a fast-paced environment.
• Problem Solving: You must be able to think critically and use problem-solving skills to find solutions to complex issues.
• Adaptability: You must be able to adjust quickly to changing demands and environments.
• Flexibility: You must be able to work flexible hours, including nights and weekends, as required.

By highlighting these skills in your resume, you can demonstrate to potential employers that you are a well-qualified Senior Executive Assistant. When writing your resume, make sure to include specific examples of how you have used each skill in past positions. This will provide concrete evidence of your abilities and make your resume stand out from the rest.

What skills should I put on my resume for Senior Executive Assistant?

A senior executive assistant role is a highly specialized position that requires a wide range of skills. As such, it’s important to select the right skills to include on your resume to show employers that you’re the ideal candidate for the job. Here are some of the key skills you may want to consider adding to your resume:

• Organizational and Time Management Skills: A senior executive assistant must be able to effectively manage their time and prioritize tasks in order to ensure that the executive’s work is completed in a timely manner.
• Administrative and Technology Skills: Senior executive assistants should possess a wide range of administrative and technology skills, such as proficiency with MS Office, Google Suite, and other systems.
• Interpersonal and Communication Skills: Having strong interpersonal and communication skills is essential for a senior executive assistant, as they will be interacting with a variety of people on behalf of the executive.
• Management and Leadership Skills: Senior executive assistants should be able to take on responsibility for managing specific projects and leading teams.
• Problem Solving and Critical Thinking Skills: Senior executive assistants should demonstrate their problem solving and critical thinking capabilities to ensure that any issues that arise can be quickly and effectively addressed.

By highlighting these key skills on your resume, you’ll be able to demonstrate your value to potential employers and increase your chances of landing the job.

Key takeaways for an Senior Executive Assistant resume

In the modern workplace, employers are increasingly seeking specialised talent that can provide maximum value to the organisation. As a senior executive assistant, you have the skills to provide a range of services, from administrative support to project management. To be successful in this role, you must have a standout resume to demonstrate your abilities.

When creating your resume, there are some key takeaways to keep in mind. These include:

• Highlight Your Experience: Showcase the experience that you have that is relevant to the role. Make sure to include any related executive positions or projects you have worked on in the past.
• Demonstrate Your Technical Skills: As a senior executive assistant, you must have a strong set of technical skills. Be sure to list any software programs, databases or other tools you are familiar with and how you have used them in the past.
• Highlight Your Interpersonal Skills: Senior executive assistants not only provide administrative support, but also provide a bridge between the executive and other staff. Make sure to include any communication and leadership experience you have that would be beneficial in this role.
• Showcase Your Organizational Skills: As a senior executive assistant, you need to be highly organized and able to manage multiple tasks at once. Showcase any organizational skills you have, such as the ability to prioritize tasks, manage calendars and deadlines, and troubleshoot problems.

By keeping these key takeaways in mind when crafting your resume, you will be able to demonstrate the necessary skills and experience needed to be successful in the role. An effective resume will make sure you stand out amongst other senior executive assistant candidates and will make a lasting impression with potential employers.

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Senior Executive Assistant resume examples for 2024

Senior executive assistants play a crucial role in providing administrative support to senior-level executives. They must be skilled in tasks such as scheduling appointments, preparing meeting materials, and managing calendars. They also need to be adept at multi-tasking, detail-oriented, and possess excellent organizational and interpersonal skills. They often work closely with other members of the organization and are responsible for coordinating travel arrangements, managing expenses, and ensuring the smooth execution of projects.

Senior Executive Assistant resume example

How to format your senior executive assistant resume:.

• Use the same job title on your resume as the job you're applying for
• Highlight accomplishments rather than duties in your work experience section
• Aim to fit your resume on one page, focusing on relevant and concise information

Choose from 10+ customizable senior executive assistant resume templates

Choose from a variety of easy-to-use senior executive assistant resume templates and get expert advice from Zippia’s AI resume writer along the way. Using pre-approved templates, you can rest assured that the structure and format of your senior executive assistant resume is top notch. Choose a template with the colors, fonts & text sizes that are appropriate for your industry.

Entry level senior executive assistant resume example

How to make a job-winning resume for senior executive assistants:.

• Make sure to include hard and soft skills for a senior executive assistant resume. The most common senior executive assistant resume skills are: powerpoint, customer service, work ethic.
• If you're applying for an entry-level senior executive assistant position and you have no work experience, you can include relevant education, coursework, or valuable senior executive assistant certifications.

Professional senior executive assistant resume example

Resume tips to land the job:, senior executive assistant resume format and sections, 1. add contact information to your senior executive assistant resume.

Senior Executive Assistant Resume Contact Information Example # 1

Dhruv Johnson

[email protected] | 333-111-2222 | www.linkedin.com/in/dhruv-johnson

2. Add relevant education to your senior executive assistant resume

Your resume's education section should include:

• The name of your school
• The date you graduated ( Month, Year or Year are both appropriate)
• The name of your degree

If you graduated more than 15 years ago, you should consider dropping your graduation date to avoid age discrimination.

Optional subsections for your education section include:

• Academic awards (Dean's List, Latin honors, etc. )
• GPA (if you're a recent graduate and your GPA was 3.5+)
• Extra certifications
• Academic projects (thesis, dissertation, etc. )

Other tips to consider when writing your education section include:

• If you're a recent graduate, you might opt to place your education section above your experience section
• The more work experience you get, the shorter your education section should be
• List your education in reverse chronological order, with your most recent and high-ranking degrees first
• If you haven't graduated yet, you can include "Expected graduation date" to the entry for that school

Check More About Senior Executive Assistant Education

Senior Executive Assistant Resume Relevant Education Example # 1

Bachelor's Degree In Business 1994 - 1997

Ohio State University Columbus, OH

Senior Executive Assistant Resume Relevant Education Example # 2

Bachelor's Degree In Business 1986 - 1989

Western Washington University Bellingham, WA

3. Next, create a senior executive assistant skills section on your resume

Your resume's skills section should include the most important keywords from the job description, as long as you actually have those skills. If you haven't started your job search yet, you can look over resumes to get an idea of what skills are the most important.

Here are some tips to keep in mind when writing your resume's skills section:

• Include 6-12 skills, in bullet point form
• List mostly hard skills ; soft skills are hard to test
• Emphasize the skills that are most important for the job

Hard skills are generally more important to hiring managers because they relate to on-the-job knowledge and specific experience with a certain technology or process.

Soft skills are also valuable, as they're highly transferable and make you a great person to work alongside, but they're impossible to prove on a resume.

Example of skills to include on an senior executive assistant resume

Customer service is the process of offering assistance to all the current and potential customers -- answering questions, fixing problems, and providing excellent service. The main goal of customer service is to build a strong relationship with the customers so that they keep coming back for more business.

Conference calls are call that involves three or more people who can speak at the same time. One of the persons connected may add the person to confer through the phone whose voice can be heard by all of those on the line. This can be done when the phone is used as a feature for a conference call that allows the initial caller to add more listeners or speakers on the same line without losing the first person he called. This is used to listen or communicate to different people at the same time that would save time, effort and avoid repeating the same discussion.

Administrative Functions all revolve around planning and managing business operations. Administrators engage in the planning and execution of different business objectives, implementing workplace policies, and organizing resources efficiently. Every action that is a step towards the business's goals is covered by Administrative Functions.

Human resources is a set of people in a business or a corporation that are designated to locate, interview, and recruit new employees into the company. They are also responsible to maintain the integrity of the employees and help them sort their problems out. They try to introduce and manage employee-benefit programs.

Telephone calls are a communication means through which a caller is connected to the called party. The call is done through a telecommunications device called a telephone. The caller can use a landline, mobile phone, or satellite phone to make the call.

Top Skills for a Senior Executive Assistant

• PowerPoint , 12.5%
• Customer Service , 5.0%
• Work Ethic , 4.7%
• Administrative Tasks , 4.2%
• Other Skills , 73.6%

4. List your senior executive assistant experience

The most important part of any resume for a senior executive assistant is the experience section. Recruiters and hiring managers expect to see your experience listed in reverse chronological order, meaning that you should begin with your most recent experience and then work backwards.

Don't just list your job duties below each job entry. Instead, make sure most of your bullet points discuss impressive achievements from your past positions. Whenever you can, use numbers to contextualize your accomplishments for the hiring manager reading your resume.

It's okay if you can't include exact percentages or dollar figures. There's a big difference even between saying "Managed a team of senior executive assistants" and "Managed a team of 6 senior executive assistants over a 9-month project. "

Most importantly, make sure that the experience you include is relevant to the job you're applying for. Use the job description to ensure that each bullet point on your resume is appropriate and helpful.

• Planned, write and oversee execution of communication of calendars and directed clerical and administrative support.
• Maintained databases and associated files and records on a regular basis according to established procedures.
• Conducted semi-monthly billing and payroll processing.
• Developed innovative PowerPoint presentation used by the Office of the Program Director for presentations with potential funders.
• Performed complex and confidential administrative functions including Excel spreadsheets, PowerPoint presentations, and Outlook.
• Designed PowerPoint presentations, managed complex calendars, prepared and processed global travel reservations and expenses.
• Processed all Human Resource information using PeopleSoft.
• Liaised with HR, facilities and IT on set-up of new hire and summer intern offices/cubicles and coordinated floor moves.
• Prepared PowerPoint exposition of long term care insurance for use by agents.
• Prepared & updated PowerPoint presentations; prepared correspondence; DOS weekly meeting minutes.
• Responded to information requests to enable internal workforce analysis and research.
• Influenced critical workforce decisions through the development of organizational data analyses.
• Performed I-9 (Employment Eligibility Verification Form) reverifications to keep Intel and their employees in compliance with the INS.
• Spearheaded workforce plans which increased employee proficiency including organizational structure, management changes, and a compensation redesign.
• Assisted management in development, application and interpretation of Human Resources Policies and Procedures and local and federal labor laws/legislation.
• Executed Sarbanes-Oxley (SOX) Controls.
• Maintained and updated W-9 report daily for year end 1099 reporting using MS Excel.
• Collected accurate bank information for deposit for foreign wires/ACH payments.
• Performed monthly, quarterly, and year-end closings of general ledger in accordance with GAAP.
• Reviewed and communicated instructions and notices regarding important tax documents between clients and the IRS that was reviewed by the CPA.

5. Highlight senior executive assistant certifications on your resume

Specific senior executive assistant certifications can be a powerful tool to show employers you've developed the appropriate skills.

If you have any of these certifications, make sure to put them on your senior executive assistant resume:

• Certified Professional - Human Resource (IPMA-CP)
• Certified Paralegal/Certified Legal Assistant (CP/CLA)
• Certified Legal Secretary Specialist: Executive Legal Secretary
• Certified Management Accountant (CMA)
• Certified Manager Certification (CM)
• International Accredited Business Accountant (IABA)
• Medical Assistant
• Master Project Manager (MPM)
• Microsoft Office Specialist Master Certification (MOS)
• Project Management Professional (PMP)

6. Finally, add an senior executive assistant resume summary or objective statement

A resume summary statement consists of 1-3 sentences at the top of your senior executive assistant resume that quickly summarizes who you are and what you have to offer. The summary statement should include your job title, years of experience (if it's 3+), and an impressive accomplishment, if you have space for it.

Remember to emphasize skills and experiences that feature in the job description.

Common senior executive assistant resume skills

• Customer Service
• Administrative Tasks
• Conference Calls
• Provides Administrative Support
• Project Management
• Excellent Organizational
• Administrative Functions
• Meeting Materials
• Excellent Interpersonal
• Human Resources
• Telephone Calls
• Meeting Minutes
• Event Planning
• Phone Calls
• Calendar Management
• Financial Reports
• Office Equipment
• Presentation Materials
• Word Processing
• Defense Travel System
• Executive Support
• International Travel Arrangements
• Direct Reports
• Scheduling Appointments
• Office Management
• Travel Itineraries
• Executive Administrative Support
• Meeting Agendas
• Business Development
• Real Estate
• Administrative Assistants
• Executive Management
• Seamless Support
• Office Operations
• Ground Transportation
• Agenda Preparation
• Organizational Charts
• Management Meetings
• Financial Statements

Entry level senior executive assistant resume templates

Professional senior executive assistant resume templates

Senior Executive Assistant Jobs

Links to help optimize your senior executive assistant resume.

• How To Write A Resume
• List Of Skills For Your Resume
• How To Write A Resume Summary Statement
• Action Words For Your Resume
• How To List References On Your Resume

Senior Executive Assistant resume FAQs

What is a senior executive assistant's job description, search for senior executive assistant jobs.

Updated March 14, 2024

Editorial Staff

The Zippia Research Team has spent countless hours reviewing resumes, job postings, and government data to determine what goes into getting a job in each phase of life. Professional writers and data scientists comprise the Zippia Research Team.

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The guide to resume tailoring.

Guide the recruiter to the conclusion that you are the best candidate for the senior executive assistant job. It’s actually very simple. Tailor your resume by picking relevant responsibilities from the examples below and then add your accomplishments. This way, you can position yourself in the best way to get hired.

Craft your perfect resume by picking job responsibilities written by professional recruiters

Pick from the thousands of curated job responsibilities used by the leading companies, tailor your resume & cover letter with wording that best fits for each job you apply.

Create a Resume in Minutes with Professional Resume Templates

• Interacts and establishes networking relationships with outside customers/high-level executives/administrative assistants in a professional manner
• Make recommendations to management for improvements to various projects, tasks and objectives
• Manages a large inter-division project by assisting in the development and administration of the project plan
• Work under limited supervision in a fast-paced environment, and perform multiple work assignments concurrently
• Collaborate with another executive assistant to provide holistic coverage for the Strategy & Corporate Development team
• Provides phone coverage and screens/triages calls and voice mail. Greets and assists planned guests and manages unannounced visitors
• Handling periodic travel arrangements for manager, and for direct reports. Proactively manage itineraries/meeting planning based on guidelines from manager
• Provide assistance relating to office operations and established policies and procedures
• Create and maintain status tracking reports. May assist the manager in presenting project information
• Creates and conducts surveys and provides organized reports to leaders (may provide recommendations for leader consideration when presenting survey results)
• Manage conflicting scheduling and project priorities and provide visibility and advice on time management
• The work performed by these employees is predominately administrative work that is largely tactical and strategic in nature
• Coordinate, create, edit and assemble slides for presentations and provides assistance with collecting and effectively presenting executive-level information
• Well managed and effective office operations, systems and procedures facilitates team work and the work of the office
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Leverage strong working knowledge of applicable firm and service line quality, risk, and confidentiality policies and guidelines and reinforce with others
• Strong written and verbal communication skills, decision making ability and excellent attention to detail
• Strong attention to detail and the ability to exercise good judgment
• Strong written and verbal communication skills. Detail oriented with ability to work independently and prioritize workload
• Strong attention to detail with a commitment to high quality work
• Strong PC skills including proficient knowledge of MS Word, Excel, and PowerPoint
• Use a strong working knowledge of relevant firm and service line quality, risk and confidentiality policies and guidelines. Reinforce the wider use of these
• Strong attention to detail – delivers accurate and high quality work

15 Senior Executive Assistant resume templates

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• Coach others, and plan and manage complex meeting and travel arrangements. This will involve gaining an in-depth knowledge of the firm's meeting, travel and expense policies and tools
• Act as a knowledge resource in the use of Lotus Notes calendar management and Blackberry
• Act as a knowledge resource for firmwide and service line processes and tools: e.g., Standard Tracking and Reporting System (STARS), Global Tool for Acceptance (GTAC), Global Accounting and Auditing Information Tool (GAAIT), Tax Practice Guidance and Tool (TPG&T), eDocs, and internal accounting tools
• Strong attention to detail, with a commitment to high quality work
• Phone coverage and handling of enquiries
• Preparation of written documents and presentations
• International travel arrangements often with back to back trips across multiple time zones
• Coordinating logistics for business trips andpreparing itineraries
• Processing invoices through Oracle
• Partner effectively with other Executive Team Assistants to provide coverage from time to time as and when appropriate
• Take a proactive interest and become an integral part of the business, understanding group priorities
• Providing general administrative support including but not limited tophotocopying, booking meeting rooms, stationery re-ordering, typing, filing, mail, etc
• Strong proven experience as an Executive Assistant, preferably gained in the banking / financial industry essential
• Experience of effectively arranging travel, production of accurate itineraries, able to navigate systems well and apply good judgment on how to optimize travelers time
• Can follow up effectively without prompting and keep one step ahead of arrangements and requirements
• Fluency in English is essential. Candidates with additional languages such as French or Spanish are particularly sought however, this is not a pre requisite
• Strong communication style
• Polished, professional approach, calm and composed manner
• Strong PC skills (proficient knowledge of MS Word, Excel, and PowerPoint; knowledge of Outlook preferred)
• Documentation preparation, including presentation materials and policy and procedure documentation
• Manage calendars; organize meeting set up/physical logistics, conference call arrangements, and occasional special event planning. Work effectively with other Department staff and meeting participants to efficiently and effectively schedule meetings. Be aware of conflicts and be adept at keeping manager aware of updates and working around conflicts in a proactive and skilled manner
• Preparing presentation materials on Excel and PowerPoint for senior leaders of the entire firm
• Handling and organizing filing needs
• Submitting expenses and processing invoices
• Working with Department technical personnel to keep computer functions and applications such as Outlook, etc., printers and mobile communication devices operative
• Ensuring a sufficient stock of office supplies is available and order more when necessary
• Strong PC skills (fluent knowledge of MS Word, Excel, and PowerPoint)
• Effective interpersonal skills, energetic
• Ability to prioritize workload from multiple sources
• Ability to master the firm's administrative procedures in order to handle administrative matters with minimal day-to-day supervision
• Facilitating swift set-up of client meetings, experienced in client handling
• Shared phone coverage for a busy group, involving significant interaction with clients and senior members of the firm
• Management of expense processing, reimbursement and account reconciliation process
• Entering data into internal management information systems and responsible for accurate collation of information to senior management
• Displays maturity in difficult and demanding situations, can remain calm and corporate under pressure
• Tact and good judgement in confidential situations
• Able to adapt style to different environments and personalities
• Friendly positive demeanour and enthusiastic approach
• Good use of initiative and excellent organisation skills, able to think ahead and have a plan B & C
• Ability to adapt style to demanding situations and audiences
• Knowledge of general office procedures (i.e. filing, correspondence, scheduling, phones and taking messages)
• Experience coordinating domestic and international travel arrangements (i.e. air, hotel accommodations and ground transportation) with travel agency; prepare detailed itineraries and assure accuracy and timely delivery of plans/tickets
• Effective interpersonal skills
• Superior verbal and written communication skills to prepare internal / external correspondence and presentations on behalf of others
• Tact and good judgment in confidential situations and proven experienceinteracting with senior management
• Provides administrative support to a senior-level executive and small team
• Coordinate frequent travel arrangements – both international and domestic
• Organize and secure highly confidential company and employee information
• Prior experience preferred (3-5 years)
• Ability and proficiency to work in Word, Excel and PowerPoint assisting with creation/modification of presentations, spreadsheets, and other various documents
• Prior experience preferred
• Ability to work 8:30am-5:30pmand be flexible for overtime as needed
• Excellent administrative, secretarial, planning and organisational skills with the ability to work under pressure and to tight deadlines
• 5 plus years supporting a senior executive
• Microsoft Word, Excel, PowerPoint and Outlook
• Impeccable knowledge of English usage and grammar, both written and spoken
• Accuracy and high level of attention to detail in every aspect of work
• Experience in Outlook calendar management
• Written and spoken German is a plus, but not essential
• Short-hand a plus
• Positive attitude, strong work ethics and professionalism
• Ability to adapt and change behavior or plans to better achieve the target
• Hard working, able to prioritize and multitask, to efficiently and effectively manage workload, time and resources, to organize and set work priorities
• Ability to take appropriate action and exercise good judgment in critical and high-pressure situations, to work under pressure, often to tight deadlines, without compromising the quality and standard of service delivery
• Excellent interpersonal and communication skills, the ability to build strong relationships with both internal and external clients
• Provide support to the President, Searchlight Pictures
• Manage and juggle heavy calendar scheduling including multiple meetings and changes, answer multiple phone lines
• Experience scheduling complex travel arrangements including airfare, hotel, car arrangements, etc
• Coordination of executive meetings and events
• Complete and track expense reports
• Compile comparative film data
• Analyze and present industry trends and competitive performance analysis
• Provide continuing research on competitive releases and specific distribution plans, particularly those other specialty distributors
• Possess a working knowledge and interest in film
• Expert level written and verbal communication skills, strong decision making ability and attention to detail
• Advanced MS Excel and data analysis skills
• Strong knowledge of MS Office, including Word, Excel, PowerPoint and Outlook
• Exceptional work ethic and trustworthy
• Willingness to work overtime with short notice; ability to work flexible work hours
• BA required and MBA strongly preferred
• Handle incoming communications, respond to inquiries
• Ensure compliance with company policies and procedures
• Maintain frequently changing calendars through Outlook for internal and external client meetings
• Organize and secure company and employee information
• Expedite space and equipment requests
• Prepare ad hoc reports as requested
• Prepare and distribute daily rate sheets
• Coordinate events, meetings and conferences
• Assist with creation/modification of presentations, spreadsheets, and other documents
• Coordinate complex international & domestic travel arrangements along with Visa document processing
• Internal Citi experience preferred
• Professional level interaction with internal and external contacts
• 8:30AM-5:30PM daily work schedule and flexibility on overtime as needed
• Continuously improve processes & standards within the area of responsibility of the Chief HR Officer
• Handles highest level of confidential tasks and projects, ensuring 100% accuracy in all aspects of work
• Create and manage a variety of complex material, including correspondence, memos, reports, presentations and confidential material. Draft correspondence for Board Members’ approval
• Receive and screen telephone calls and visitors, monitor mail entry and administer the department owned e-mail accounts
• Create announcements and newsletters
• Create presentations
• Schedule internal and external appointments, meetings and conferences with high level of external visibility and importance
• Coordinate and execute all travel arrangements for Chief HR Officer including flight and hotel booking visa securing, car reservations and airport pick-up arrangements and immediately providing solutions to problems requiring knowledge of department policies and procedures
• Handle the department cost-center on a global level, including regular monitoring for budgets, approval of invoices to ensure correct accounting transactions
• Proactively/ independently carry out special projects and organize workshops as requested on a global scale
• Handle assigned operational tasks of respective department under supervision
• Ensure constant availability of admin support across extended board members
• Coordination and administration of investment requests and inventory numbers, checking invoices in collaboration with SSC
• Investment application (e.g. IT and communication support when applying for a new laptop, mobile phone, or Blackberry) and invoice re-booking
• Excellent command of German and English both written and spoken
• Very good understanding of numbers
• Excellent SAP knowledge
• 9 years of experience
• Deep knowledge of own job area incl. theoretical and practical knowledge incl. company policies and practices
• Broad knowledge in related areas
• Plan and manage complex meeting and travel arrangements. This will involve gaining an in-depth knowledge of the firm's meeting, travel and expense policies and tools
• Skillfully use EY's standards, templates, branding and correspondence guidance to format and edit letters and other documents from draft to client-ready stage
• Act as a knowledge champion and resource to others and to help reinforce EY’s record retention policies
• Manage professionals’ continuing professional education credit submissions and annual reporting for compliance
• Prioritize work by considering its importance, urgency and potential business, organizational or client implications
• Be alert for any issues with quality, confidentiality or risk. Notify appropriate individuals when concerns arise
• Develop advanced skills with internal knowledge tools, e.g., Community HomeSpace, People Share, Sharepoint Communities and Community Knowledge Repository websites
• Act as a knowledge resource for firmwide and service line processes and tools
• Competent at understanding and navigating firm and service line structures, matrix relationships, key personnel, policies and procedures
• Highly skilled at working with internal resources. Ability to collaborate on finance, scheduling or other operational support matters and related tools/reports
• Competent at resolving complex problems with strong analytical skills and proficiency in research techniques
• Telephone coverage and administrative support primarily for the Head of Global Philanthropy, Head of Strategy for Corporate Responsibility and Executive Director, Global Philanthropy
• Actively manage the calendar and work effectively with other administrative assistants to coordinate/plan meetings and conference calls, which may involve numerous time zones
• Process T&E expenses and invoices (through Concur), calendar management, typing/formatting of documents, mail distribution, preparation of FedEx/DHL packages, faxing, answering phones, scanning and photocopying; uploading internal and external email distribution lists
• Assist with event planning, invitation creation, RSVP management
• Collect and enter payment details into CyberGrants for check processing; obtain and upload payment acknowledgment letters; coordinate delivery of checks to grantee partners
• Responsible for gathering and compiling information for various weekly and monthly meetings
• Assist with staff onboarding and off boarding, which includes requesting equipment setup and system access
• Supporting additional members of the Corporate Responsibility team
• Self-starter, ability to work in a fast-paced team environment with colleagues across the globe
• Knowledge of the following systems: EURC, TEEMS, Concur, ePurchase, and Travel Express is a plus
• This position requires an individual with
• Minimum of ten years proven and progressive administrative or secretarial experience or equivalent
• Minimum of a bachelors degree in business, related field or equivalent experience
• Excellent typing, customer service, problem-solving, and organizational skills
• Ability to anticipate executive needs as well as operate independently and handle majority of responsibilities without consultation
• Ability to deal with all levels of personnel in a courteous and efficient manner and exercise discretion on confidential matters
• Extensive knowledge of Company policies and practices
• Prioritize highly complex calendar for the CEO, Citi Ventures and Chief Innovation Officer, Citigroup, Inc. This includes internal and external meetings with investment clients, strategic partners, monthly board meetings and potential startups
• Effectively coordinate the day-to-day operations of a 20-person office with over 900 potential investments and commercialization clients each year
• Coordinate international and domestic travel, which includes flights, hotels, cars, and travel visas
• Field and coordinate speaking and panel requests for conferences, events and internal Citi all hands
• Organize quarterly global meetings with top executives at Citi for innovation collaboration from the top down
• Schedule interviews (all levels) and onboard all new hires; I-9's, online new hire form, office location, and onboarding
• Process outside investment forms and confidential documentation between CEO and legal
• Organize and facilitate Citi Venture events such as yearly team offsite, executive visits, women¡¦s International day and domain meeting workshops
• Single point of contact for satellite office between corporate and property management office
• Collaborate with other executive assistants to co-manage the office; this includes office supply ordering, catering, kitchen supply ordering, office equipment maintenance, IT, phone issues, as well as greeting visitors
• Reconcile monthly credit card statement by processing expenses
• Ability to gain a strong command of new systems (P2P, Citi Travel & Expense) and the ability to navigate through multi layers of systems
• Sharp skills with Salesforce, Web conferencing services (ie: Blue Jeans, GoToMeeting, and WebEx), and experience on collaboration tools (ie: Jive)
• Previous experience with Concur for travel and expenses is highly desirable
• Prior experience as an Executive Assistant required (10+ years) and at least 15 years’ experience as a senior level assistant
• Creative self-starter with exceptional prioritization, anticipatory, and organizational skills
• Social media savvy with knowledge on current trends and insights in the tech and financial space
• Resourceful team player flexible with change and able to pivot quickly
• Strong problem solving with ability to get things done
• Energetic, responsive team player with the interest to take initiative and work in a fast-paced environment; demonstrates a high level of integrity and professionalism
• Professional presence and ability to engage with internal and external constituents
• Flexibility with work schedule and ability to check blackberry and work inquiries outside of standard work hours
• Proven ability to work well with others; must be a good team player and be able to deal with multifaceted people
• Maintain frequently changing calendars through Outlook and update contacts
• Coordinate frequent and complex travel arrangements – both international and domestic
• Prepare presentations for client meetings using Excel and PowerPoint
• Arrange personal travel for senior managers and assist with other personal requests
• Ability to gain a strong command of new systems (P2P, CTE, Concur)
• Performs complex clerical, administrative and general office duties of a responsible and confidential nature
• Routes and answers issues and correspondence not requiring executive's attention
• Makes contacts of a sensitive, complex confidential nature on behalf of the executive
• Produces highly confidential operating and strategic plan documents and presentations for ADP or a business unit
• Communicates new policies and procedures to the department and coordinates the gathering of information as directed, using significant independent judgment to achieve desired results
• Creates formulas/formats of moderate complexity
• Provide support to other members of the senior sales management team
• Processes expense reports
• Coordinating international and domestic travel plans and itineraries
• Preparing expense reimbursements/invoices for payment in an accurate and timely manner
• Answering phone lines and attending to e-mails/mail correspondence & distribution
• Maintaining calendar, scheduling appointments, and booking rooms
• Typing memos/reports
• Preparing PowerPoint presentations
• 3+ years of administrative experience in a large professional setting
• Proficiency in Microsoft Office (Word, Excel, PowerPoint) applications with excellent typing skills
• Exceptional communication skills, problem solving skills, and organizational and project management skills
• Ability to exercise discretion and maintain confidentiality on all confidential matters $
• Bilingual in English and Spanish
• Previous Executive Assistant experience within the financial services industry
• Experience supporting high-level executives and management with a preference for previous financial services experience
• Excellent communication skills and business etiquette
• Bilingual - Spanish/English
• Ability to work independently and perform administrative duties that may include handling confidential information, preparing responses and maintaining files for routine correspondence, preparation of reports and/or presentations as well as routing secretarial responsibilities
• At least 5 years experience, working for a high-level executive
• Comprehensive knowledge of organization policies and practices
• Ability to adapt to changes in goals, resources, priorities and work styles
• Must have excellent problem solving skills and be able to work independently of direction
• Strong organizational and computer skills in MS Office (Excel, Word, PowerPoint, Outlook)
• Experience dealing with highly sensitive, highly confidential information of a business and personal nature
• There may be a need to work some overtime as well as off-hours to meet deadlines; this overtime is not always anticipated, so flexibility is necessary
• Graduate/Under Graduate in any discipline
• Minimum of 12 months experience in JPM Services
• Excellent Spoken and Written capability in English language
• Extremely detail oriented, precise, organized and able to work independently and manage / prioritize multiple projects simultaneously
• Strong intellectual acumen and problem solving abilities
• Skilled in MS office, especially MS PowerPoint and MS Excel with a strong orientation towards data analysis and management
• The candidate must possess strong interpersonal skills. Should have the ability to build relationships easily across various levels within the organization
• Maturity to deal with sensitive situations along with confidential information
• Ability to deal with pressure situations with comfort
• Ability to work with very stringent timelines and on multiple tasks at the same time
• Handle expense claims reimbursements and administration
• Coordinate with business unit contacts to facilitate regular updates
• Assist in the coordination of team events, conferences and meetings
• Minimum 10 years experience as Executive Assistant supporting C level management executives within international financial institution. Must have one to one support and regional experience
• Degree or Diploma qualification
• Advanced knowledge of MS Office application (Word, Excel and PowerPoint) and Lotus notes
• Strong organisation skills and detail oriented
• Excellent communication skills including fluency in English
• Self starter with strong team work mind set
• Ability to work under pressure, prioritize and multitask to meet tight deadlines
• Daily interacts with C-level executives and their assistants
• Manages a complex, changing calendar: schedules and prioritizes meetings, appointments, rooms, equipment, catering and other resources
• Arranges travel (air, hotel, transportation) and coordinates agenda with others when required
• Prepares presentations, and other documents using word processing, spreadsheet and presentation software packages
• Ability to utilize online data sources
• Compose and prepare confidential correspondence, records, reports, and other complex documents according to an established system
• Takes and prepares notes of meetings, conferences, and similar proceedings; coordinate as needed with Events team
• Sorts and distributes mail and packages to appropriate parties
• Greets and assists visitors and arranges for escorts, as necessary
• Prepares, checks and processes expense reports and invoices
• Gathers and arranges materials and relevant information for assigned project or person
• May prepare, organize and maintain documents and files of a complex or confidential nature
• Ability to identify critical items and prioritize accordingly
• Assists with ad hoc reports, special projects, organizational charts, etc
• Coordinates work involving confidential company and personnel related information including performance appraisals, travel and expenses, vacation schedules, etc
• Has capability to work with Chief Auditor’s staff in other geographic locations and provide support as needed
• Trains, coaches or guides other administrative support personnel as needed
• Significant senior level PA experience
• High School diploma is required or equivalent
• Associates Degree or Bachelors Degree is a plus
• Must have a minimum of 5 to 7 years administrative support experience and a minimum 2 to 3 years executive-level administrative support
• Must have ability to communicate in Japanese
• Advanced PC skills to include: Microsoft Word, Access, Excel, Outlook and PowerPoint
• The ideal candidate will be a results driven, team player with a positive attitude who is also an excellent communicator with the motivation necessary to meet customer needs
• Excellent written and organizational skills, able to follow directions
• Organising, preparing and coordinating of various (high level) meetings, functions and committees (including business, operations and country committees) with important internal and external stakeholders
• Arranging/booking of complex global travel – flights, hotels, cars etc. - in line with bank policy and guidelines
• Lead in organising events – internal and external
• Primary telephone and email coverage (screening calls/correspondence/emails, responding where appropriate)
• Preparing documentation of varied nature for meetings and conference calls (including highly confidential ones for internal & external clients/meetings)
• Handling outgoing mailings/mailshots to clients
• Act as a central point of contact for other global and regional management offices
• Assist visiting international executives with scheduling, administration and on-the-ground logistics
• Regular interaction/liaison with Senior Management across Citi businesses and countries
• Preparing and coordinating external board meetings
• Completion of expense claims (incl. travel), and processing of invoices – in line with bank policy and guidelines
• Monitor input, update, etc. of internal management and support systems
• Support in Office Management tasks (phone messages, copying and general office administration including mail, team absence calendars, stationery ordering, etc.)
• Taking minutes of meetings as and when required
• Filing and general office administration as well as ad-hoc administrative requests
• Proven track record and experience as Senior Executive Assistant within a large service oriented organization, supporting a high powered Executive with a busy travel schedule
• Experience in working within a fast-paced, pressurized and very demanding environment as well as receiving work load and enquiries from multiple sources at short notice
• Fluency in English, both written and spoken. German fluency an advantage
• Forward looking and able to anticipate needs and requests
• Energetic, with initiative and a can-do attitude
• Positive thinking style and proactive
• Able to exercise discretion and diplomacy when dealing with sensitive situations, confidential documents and information
• Able to build effective relationships across all levels and functional areas
• Drive tasks to completion independently and resourcefully
• Able to prioritize & multi-task, meet tight deadlines and schedules, and provide a fast and efficient turnaround of tasks
• Able to work as part of a team and also with limited direction and supervision
• Highly computer literate with strong user skills in Email, Power Point, Word and Excel
• Strong experience in travel management, planning and expense reporting
• Strong collaborative and relationship management skills and ability to liaison with multiple business partners at various levels
• Ability to work independently and anticipate the needs of the executive and business and turn them into actionable tasks
• The role operates under minimal supervision and the incumbent is expected to act autonomously to ensure appropriate support for the Executive. It is expected that the role holder will assist the executive by identifying issues, managing pending files, follow-up and other administrative duties of that nature
• They must keep abreast of executive changes in the organization and ensure all documentation is up to date and complete
• This role is responsible for 100% compliance with all regulatory and procedural requirements. This may include, but is not limited to requirements outlined for management of compliance and operational risk, information security, business continuity, records management and the components of Strong Enterprise Risk Management (SERM). This position may ensure that policies and procedures exist for compliance with all global and regional processes related to anti-bribery and corruption, sanctions and anti-money laundering
• This role supports the department executive, takes instruction on actions to support compliance activities and provide internal and external customer service
• Providing administrative support for a senior leaders
• Actively managing calendars and work effectively with other administrative assistants to coordinate/plan meetings and conference calls, which may involve multiple time zones
• Booking international & domestic travel arrangements and organizing itineraries
• Processing of T&E expenses, calendar management, typing/formatting of documents, mail distribution, faxing, answering phones, scanning and photocopying
• Maintaining department equipment (fax machines, copiers, printers, etc.)
• Managing the filing system and maintenance of important files
• Assisting with staff onboarding and off boarding which includes requesting equipment setup and system access
• Managing general office needs such as ordering supplies, mail distribution, meeting room management, and floor maintenance
• Assisting with document/report/presentation preparation
• Coordinating group coverage (i.e., vacations, training and temporary assistance)
• Assisting peers with overflow and special projects
• Minimum 5 years senior executive secretarial experience
• Knowledge of the following systems: EURC, Concur, ePurchase, Travel Express, etc
• Willing and able to learn the business; understanding how and why tasks satisfy business needs
• Ability to work independently as well as part of the
• Strong interpersonal, written, and oral communication skills, including ability to produce high quality emails and messages to individuals at all levels of the organization
• Facilitate coordination of senior executive meetings
• Extensive use of Outlook to include inbox and calendar management, enabling the seamless coordination of internal/external meetings and travel
• Finalize complex travel arrangements: coordination of flights, accommodations, ground transportation, conference logistics
• Support/production of senior board level type presentations in PowerPoint and spreadsheets in Excel
• Significant interaction with senior members of the firm across the globe
• Multi-task effectively in a busy environment with competing demands
• Minimum 5 years senior executive assistant experience
• Ability to work under pressure in a fast-paced environment
• Demonstrates tact and good judgment in confidential situations
• Self-starter with ability to organize and manage own time
• Keen team player/partnership ethic
• Good judgment and excellent organizational skills
• Willingness to work on broader initiatives to drive improvements
• Prior trading floor experience
• Proficiency in Lotus Notes, Microsoft Excel, and Microsoft Word
• Comfortable completing multiple tasks under tight deadlines
• Providing general administrative support to two Vice Presidents and their teams
• Liaise with C-level executives and other vital contacts
• Initiate purchase orders, reconcile invoices, track budgets, and complete/track expense reports
• Positive and personable with strong interpersonal skills and an upbeat, “can do” attitude
• Ability to manage multiple projects simultaneously with meticulous attention to detail
• Must possess a high degree of integrity when dealing with confidential and sensitive information
• Previous administrative experience in financial services industry
• Proficiency in Microsoft Excel, PowerPoint, Word
• Proficient in Lotus Notes
• Plan and manage complex meeting and travel arrangements for multiple executives. This will involve gaining an in-depth knowledge of the firm's meeting, travel and expense policies and tools
• Skillfully use EY's standards, templates, branding and correspondence guidance, to format and edit letters and other documents from draft to client-ready stage
• Act as a knowledge champion, to help and reinforce EY's record retention policies
• Should be a Graduate (B.Sc., B.A., B.Com., etc.)
• At least 8-10 years experience as an administrative assistant/executive assistant in a tier one organization
• Should have excellent MS Office skills (Word, Excel, Power-Point)
• Should be thorough on setting up meetings using MS Outlook Calendar
• Provide administrative support to senior HR professionals
• Handling and management of confidential HR documents and sensitive personnel information
• Responsible for the office administration of the HR function
• Assist with the on boarding of new hires within the HR team
• Scheduling appointments and management of calendars
• Handle travel and lodging arrangements
• Answer telephone calls and handle these in a professional manner
• Telephone calls screening
• Record accurately telephone messages
• Supervision and training of other support staff
• Preparation of presentation materials
• Proficient in Microsoft Word, Excel, and PowerPoint
• Previous experience within financial services
• Detail-oriented with great communication skills
• Comfortable handling a high volume of responsibilities
• Organize and assist with scheduling of mid-year and year-end reviews for the franchise bankers
• Assist with ad-hoc reports and special projects as needed – planning/organizing group events such as outings, holiday party, etc…
• Arrange personal travel for senior manager
• Ability to work 7:30/8:00 a.m.-5:30 p.m. and be flexible for overtime as needed
• Providing efficient, effective and complete support to one or more middle management positions
• Coordinate internal and external meetings
• Assist with travel bookings and expense records, calendar management
• Managing internal and external mail for managers
• Work in a fast paced environment
• Minimum 10+ years' experience preferably supporting senior executives
• Ability to multitask and take initiative
• Professional and experienced
• Obtains, assembles and analyzes information and data from a wide variety of sources in order to prepare reports, formulate agendas and correspondence
• Independently prepares presentations and formal business communications from rough drafts. Works with outside sources to prepare presentation materials as needed for executive meetings
• Interfaces with various levels of management, customers, and other executive visitors. Redirects inquiries and problems to staff members for response and resolution as necessary. Reviews and answers mail and inquires on own initiative and determines if executive action is required
• Communicates and follows up on necessary action items from Staff meetings and other meetings as needed
• Orders and maintains inventory of departmental supplies. Coordinates necessary equipment or facilities repairs or changes
• May assign routine word processing, report or presentation preparation or train other clerical/administrative staff
• Manages the Corporate Vice President's calendar. Priorities appointments as necessary. Coordinates major offsite meetings and Corporate Vice President travel
• Responsible for managing the calendar, prioritizing appointments and working directly with internal executives, customers, and other partners as necessary to define the schedule
• Interfacing and coordinating activities with both global customers and global strategic partners
• Support meeting preparation and follow up including allocating appropriate time slots, ensuring awareness/preparation, and following up on staff actions
• Arrange domestic and international travel schedule, reservations and logistics that optimize executive’s time. Upon completion of travel, prepare expense reports and ensure submission in a timely fashion
• Coordinates offsite meetings and logistics
• Reviews and answers mail and other inquires and determines when executive action is required
• Screens incoming calls, in a professional manner, optimizing the executive’s time
• Interfaces with various levels of management, customers and other executive visitors. Directs inquiries and problems to staff members for response and resolution as necessary
• Independently prepares presentations and formal business communications from rough drafts
• Obtains, assembles and analyzes information and data from a wide variety of sources in order to prepare reports, agendas and correspondence. Ensures accuracy of outgoing material
• Recognizes and effectively handles highly confidential, propriety information on a routine basis
• Orders and maintains departmental supplies
• Coordinates necessary equipment or facilities repairs or changes
• Sorts and distributes mail, faxes, memos and routes documents
• Willingness to work weekends and monitor emails in off-hours, as needed
• High school graduate with college course work preferred
• 10+ years of directly related experience supporting senior level executives
• Ability to use a variety of complex office automation tools and software including PowerPoint, Excel, etc
• Ability to interface with various levels of management, customers, and employees to exchange information and take appropriate action
• Excellent organizational and interpersonal skills as well as ability to work in a fast-paced dynamic environment
• Demonstrated ability to stay on top of details
• Produce information; spreadsheets, reports and presentations for use in internal and external executive meetings
• Provides historical reference by developing and utilizing filing and retrieval systems
• Coordinates messages, appointments, and information to callers
• Assist in the preparation and control of records, statistics, and reports regarding operations, personnel changes, H/C reports etc
• Research and make travel plans for executives comprising of air travel, hotel accommodations, ground transportation, VISA applications, and other related services
• Process expenses for Executive
• Reviews expense reports, ensures guidelines are met
• Administers programs, projects, and / or processes specific to Finance and Accounting
• Serves as administrative liaison with others within and outside the company regarding administrative issues related to purchasing, personnel, and operations
• May assist in budget preparation and control activities
• Manages CFO schedule; Schedule appointments and meetings based on business priorities
• Monitors internal processes; implements procedural and policy changes to improve operational efficiency
• Facilitate recruiting calls, organizes onboarding, orientation and training of new employees
• Provides a wide variety of administrative and staff support services to Finance and Accounting Team
• Confirm attendees and manage the agenda/logistics of all meetings. related to the Finance and Account team including setting up conference calls and web presentations
• Arrange for meeting space, food, and beverages as required for department and group meetings
• Ability to remain energetic and positive in a fast paced environment
• Maintains a high level of confidentiality at all times
• Provides administrative support to a C-level executive
• Prior experience in supporting C-level executives
• Ability to work 8am-5pm and flexible for overtime as needed
• Demonstrating Strong EQ (Be Aware) – Having a keen sense of self awareness is the foundation of leadership at Adobe. Whether you’re an individual contributor or a people manager, you’re someone who’s empathetic and mindful of your impact on others
• Selecting Talent (Be a Recruiter) – You’re a guardian and an ambassador for selecting talent at Adobe! You recommend and recruit only the best. You embrace diversity of ideas, experiences and working styles because you know that diverse teams drive better business results
• Role Modeling Check-In (Be a Coach) – We don’t believe in annual reviews and rankings. That’s why, feedback flows constantly at Adobe. To succeed, you’ll meet frequently with your manager to receive ongoing feedback, set challenging performance expectations, and pursue continuous development opportunities
• Leading change (Be an Agent of Change) – You readily adapt to business changes. Ambiguity or uncertainty never seems to stop you from working productively. You’re maniacally focused on execution and you’re always looking at new approaches to resolving issues
• Scaling the Business (Be an Owner) – You approach your role as if you own the business. The buck stops with you. Your goal is to always deliver an exceptional customer experience by listening to feedback and continuously looking to improve efficiencies
• You must have at least 10 years experience as an Executive Assistant in a Financial Institution. In addition your experience must include at least 2 years supporting a high level Executive
• You will have excellent communication skills with a strong ability to deal with senior management
• Fluency in English is essential
• A proactive individual, you must be able to deal with difficult situations and work to resolve issues to support your senior manager
• 5+ years of experience in an administrative role at a global organization
• Experience in planning global meetings and travel
• Flexible and able to work in a fast-paced environment
• Highest level of responsiveness, and follow-through with an ability to meet requests in a timely manner
• Proactive, self-starter with an ability to maintain composure under pressure
• Project management experience with an ability to prioritize and meet required deadlines
• Demonstrated ability to multitask
• C-suite experience
• 2+ years of experience providing Administrative support to Executive-level
• Previous experiences within the Banking / Financial Services industry
• Working knowledge of Concur
• Microsoft Office/Suite proficient (Word, Excel, Outlook, etc.)
• 5+ years in a corporate/business role 6+ years administrative experience preferred
• Microsoft Office including Outlook, Word, Excel, and most important PowerPoint Excellent writer and proofreader
• Excellent judgment skills Interest and experience working in a corporate communications environment and marketing field
• Able to operate under pressure and extreme multi-tasker
• Willing to be on call at times and available when needed
• Direct senior executives supported Some financial knowledge
• Communication skills a plus
• Departmental staff supported Interacts with & facilitates work for top-level executives
• A professional demeanor at all times High school diploma or equivalent required
• Communication, Decision Making, Organizational skills, Teamwork, Strategic Thinking, Leadership, Creativity, Client Service, Job Knowledge, Prioritization, Ability to multi-task, Judgment skills
• At least 10 years of working experience in global/ multinational firm(s) including at least 2 years of similar experience as the Executive Assistant
• Fluent in English and Vietnamese
• Integrity and confidentiality
• Self motivated, proactive, detail oriented and well organized
• Professional, highly responsible and good at time management
• Proficient in using office computer (Word, Excel, PowerPoint and Access)
• Able to handle high volume of work, to work under pressure & adapt to change
• Meticulous attention to the executive’s shifting priorities while they are in and out of office
• Anticipating needs, responding promptly and accordingly
• Managing extremely complex calendars across different teams and timezones
• Planning complex meeting and travel arrangements & include detailed itineraries
• Tracking executive’s business expenses; preparing expense reports
• Assisting with event planning for company wide events
• Handling special projects as needed
• Handling sensitive & confidential information in an appropriate manner
• Demonstrating a high level of organization that reflects ability to perform and prioritize multiple tasks seamlessly with impeccable attention to detail
• Helping build a great team culture that is functions across our Under Armour Headquarters in Baltimore to the MyFitnessPal office in San Francisco, as well as the MapMyFitness office in Austin
• Work with internal and client senior leaders and their assistants to gather information, coordinate meetings, conduct internal and external communications, and complete tasks, any or all of which may have time sensitive deadlines
• Work daily with the Executive Leader to manage his or her schedule effectively
• Proactively look forward into the Executive Leaders schedule to anticipate issues and to take steps to address conflicts, redundancies, upcoming client and senior level meetings and deadlines
• Stay up to date throughout the day on email and other correspondence received by the Executive Leader, prioritizing the correspondence, and keeping the Executive Leader apprised of important information included in the correspondence
• Schedule meetings and calls while demonstrating an understanding of the priorities of the Executive Leader
• Schedules travel for the Executive Leader, competently accommodating last minute trips and rescheduling
• Process all travel expense related reconciliation and payments on behalf of the Executive Leader
• Ability to complete work with little or no supervision
• Ability to handle confidential information off all types with excellent judgment that comes from years of experience in doing this in prior roles
• Outstanding interpersonal skills and the ability to work with other Executive Assistants and members of the Executive Leaders staff effectively
• Ability to exercise his or her personal influence diplomatically to achieve desirable outcomes without damage to relationships
• Outstanding computer proficiency with ability to learn new online tools/systems quickly
• Experience with and confidence in Microsoft Word, Outlook, Excel, PowerPoint
• 10 years of experience in supporting senior level executives in an Executive Assistant capacity as described above
• Comfortable supporting one senior level executive remotely
• Quick leaner who can assimilate into a new environment quickly and become effective in executing their day to day responsibilities in a very short time
• Administration and organization
• Project/Process Management
• Cross-train peers where appropriate
• Min 5 Years of work experience of which at least 3 years in a supervisory role
• At least a year of experience working in a team environment handling virtual secretarial services is preferred
• Manage complex calendars, travel and meetings for leaders or engagement teams, using firm tools
• Collaborate with internal/client resources and practice/engagement leaders, to achieve results and resolve issues
• Develop an advanced understanding and application of EY's policies and procedures
• Build a high level of knowledge of Q&RM policies including confidentiality (i.e., global accounting & acceptance tool (GAAIT), Tax practice guidance & tool (TPG&T))
• Advanced interpersonal, presentation, diplomacy, and teaming skills, direct or virtual
• Efficient and savvy management of the senior executive's calendar. Plan, working effectively across multiple times zones
• Perform general administrative duties including but not limited to answering multiple phone lines, scheduling and coordinating meetings and other tasks as assigned
• Anticipate executive's needs and proactively convene the appropriate people and resources to support him
• Provide materials for meetings and order food/beverages where applicable
• Minimum of 3+ years supporting a C-level executive
• Extensive experience and comfort working with high level executives
• Financial services industry experience is a considered a plus
• Handles incoming calls, responds to inquiries, clarifies company policies and procedures
• Coordinates all aspects of daily executive level appointments, meetings, receptions and conference calls
• Coordinates highly complex domestic and international travel arrangements and prepares, reconciles, and tracks expense reports through Citi Travel &Expense (CTE) system
• Prepares and reviews materials for manager’s use in team and supplier discussions and meetings
• Assists in the preparation of power point presentations for stakeholders, townhalls, ad hoc conferences and senior executive meetings
• Supports communication activities for the Global Sourcing location including managing logistics for townhalls, InfoShares, Weekly Team Meetings and location-wide or team events
• Prepares internal/external correspondence in addition to maintaining, answering and routing inquiries not requiring the manager’s attention
• Acts as central office manager and coordinates office space plan and onboarding/offboarding activity in relation to full time and temporary staff and contractors
• Administers filing systems and physical records management
• Maintains necessary kitchen, office supply, telephony, technology and canteen inventories, making requests through Marketplace/P2P
• Assists in the handling of corporate credit cards
• Prepares various contract reports and packages for review, approval and signature
• Assists in the administration and execution of various contractual documents related to Citi Mergers, Acquisitions and Divestitures
• Assists in the distribution, collection and reconcilement of Citi Supplier Diversity data
• Maintains departmental CoB plan and records and updates department contact and distribution lists
• Minimum of 5+ years as an Administrative Assistant, Personal Assistant or Analyst with demonstrated increasing responsibilities and experience in a global or multi-national organization, ideally in financial services
• Knowledge of the procurement and sourcing fields a strong plus
• Ability to develop strong relationships, negotiate areas of difference and build consensus across a global organization as well as with external suppliers, as appropriate
• Extensive calendar management and travel arranging experience
• Excellent follow-up skills and attention to detail
• Fluent English, excellent written and oral communication skills
• Strong analytical skills with the ability to break complex subjects and tasks into manageable pieces, analyze business requirements, and target a course of action
• Direct knowledge/expertise or ability to gain a strong command of new systems (P2P, CTE, Concur)
• Strong consulting skills to include relationship management, customer satisfaction, understanding customer needs, and facilitation
• Advanced communication/presentation skills as well as the ability to collect and share constructive feedback
• Must have advanced cross-cultural and cross-functional collaboration skills
• Comfort with C-Level interactions and expert capability for managing up and across the organization
• Business Administration degree or similar professional experience
• Proven problem solver with experience leveraging partnerships to find solutions
• Ability to prioritize and complete high volumes of tasks, varying projects, and carry out event planning quickly and with little to no guidance
• Planning and executing internal events (large scale) and offsite meetings
• Supporting a global organization
• Managing executive calendars both short term and long term
• Managing expenses and approvals for the organization
• Supporting critical meetings
• Managing/drafting cadence of org-wide communications, all-hands, etc
• Ability to solve difficult or complex problems that affect people within the department or other related groups
• Ability to meet tight deadlines and can switch gears at a moment's notice
• Provides high-level administrative support by conducting research, preparing statistical reports, handling information requests, collects and prepares information for use in discussions/meetings of executive staff and outside individuals, and prepares presentation materials for board of director meetings
• Develops and maintain complex spreadsheets
• Maintains data sources for departmental records and management information reporting
• Creates, develops and modify presentations independently
• Collects data and generates management information reports and graphics
• Works under minimal supervision
• Provides primary administrative support to a member of the SLT
• May supervise the work of other Administrative or Executive Assistant
• Relationship builder
• Typically requires 4-6 years’ experience
• Ability to handle multiple tasks
• Excellent IT skills (MS Office products, including Outlook)
• Good standard of Education
• Adaptability
• Risk awareness
• Self confidence
• Ability to network
• Impeccable management of dynamic, busy calendar and email through Outlook
• Minimum 10 years administrative experience
• Must be able to meet tight timelines and the need for exacting quality
• Must be able to handle confidential information with discretion
• Extremely detail oriented, with strong follow up
• Ability to prioritize and manage multiple high-volume, high-priority and fast-paced deliverables
• Demonstrate a high level of integrity and professionalism
• Ability to work 8:30am-5:30pm and be flexible for frequent overtime
• 10+ years of experience supporting a senior-level person
• Experience managing calendars and schedules
• Fluency in Spanish
• 5+ years of administrative experience in a large professional setting
• Prior experience within Financial Services
• Proficiency in Microsoft Office (Word, Excel, PowerPoint) applications
• Exceptional typing skills
• Demonstrates discretion
• Fluent in Spanish or Portuguese
• Knowledge of Lotus Notes
• 2+ years of administrative experience in a large professional setting
• Solid problem solving and project management skills
• Exceptional communication skills (written and verbal)
• Maintain several frequently changing calendars through Outlook
• Coordinate extensive and frequent travel arrangements – both international and domestic and create detailed itineraries
• Develop and maintain relationships with clients and their assistants
• Expert in multi-tasking, organizing, and prioritizing
• Available to work 8:30am-5:00 pm and flexible for overtime as needed
• Skillfully use EY standards, templates, firm branding and correspondence guidance to format and edit letters and other documents from draft to client-ready stage
• Manage or coordinate small projects providing cost-effective solutions
• Excellent use of grammar and punctuation
• Demonstrate advanced skills with internal knowledge tools, e.g., CHSs, COIs, Lync, SharePoint, websites
• Skilled user and knowledge resource for use of firm wide and service-line processes and tools: e.g., CRM/InterAction, Global Tool for Acceptance and Continuation (GTAC), Global Accounting and Auditing Information Tool (GAAIT), Tax Practice Guidance & Tools (TPG&T), eDocs, Business Relationships Evaluation and Tracking (BRET), Meeting & Event Services and internal accounting tools, e.g., iClick, Global Financial Information System (GFIS), Global Time & Expense (gT&E), AP Request
• Flexible to work overtime as required
• Manage and maintain executives’ calendars: accept or decline meeting requests, appropriately
• Schedule meetings
• Answer the executives’ incoming calls when they are not available and act as gatekeeper
• When executives are traveling, prioritize their voice mail and email messages and assist them in responding in a timely manner
• Assist with travel arrangements (domestic and international) through internet based travel system
• Assist with expense report preparation in PeopleSoft
• Submit and track status of expense reports
• Reconcile corporate charge card statements
• Respond to any audit inquiries
• Perform general administrative duties such as answering phones, filing, faxing, copying, processing mail and scheduling meetings
• Update contacts in client relationship management tool
• Run reports
• Assist with large data entry projects
• Create, update and close transactions in proprietary database according to established standards
• Assist as requested, in the preparation of business development presentations and responses to Request for Proposals submitted by client prospects
• Assist in the coordination of client and internal meetings and special events
• Proactively anticipate upcoming projects and needs of supported manager(s) by prioritizing, communicating and balancing the workflow; Show initiative in taking ownership of all projects through completion
• Maintain a professional work environment at all times and comply with the company’s dress code policy
• Demonstrate prompt and consistent attendance
• Participate in and support firm-wide initiatives
• Use good business judgment when responding to the needs of clients, both internally and externally
• Primary duties will be business related but some personal tasks will be included (80/20)
• Minimum 5 years of experience supporting senior leaders in a large corporate environment
• Excellent planning, scheduling and problem solving skills
• Excellent organizational, communication and grammatical skills with a strong attention to detail required
• Strong PC skills and knowledge of MS Word, Excel and PowerPoint are required. Experience with Microsoft Sharepoint preferred
• Must be able to work professionally with flexibility in handling multiple priorities in a fast paced environment
• Advanced typing and computer skills are required including a solid knowledge of word processing, spreadsheet, presentation, and desktop publishing
• 10+ years of high level administrative experience supporting a senior executive
• Minimum of 5 years of experience with Outlook, Word, Excel and PowerPoint
• Proficiency in Visio and SharePoint strongly preferred
• Ability to consistently and reliably be in the office during core business hours
• Solid project-management and problem-solving skills
• Able to work successfully in a team environment, build effective working relationships inside and outside group, and accommodate working styles and perspectives of diverse individuals and groups
• Executive Support activities
• Primarily responsible for supporting administrative activities for Head - ITRSM
• Maintain calendar, setting up meetings and ensuring coordination of all engagements for the day ; answer telephones, give information to callers and take messages
• Arrange conferences, meetings, book meeting rooms & telepresence as required
• Raise access requests through various request based tools
• Departmental mail group maintenance
• Participate in various departmental meetings, take notes, and create minutes and follow-up on next steps / actions required
• Support business management/PMO type activities
• Assist in collation of presentations for business reviews
• General Administration and Travel Management
• Inventory management for the department - order, track & issue stationery supplies, etc
• Track and maintain employee desk related information; assist/coordinate in restacking initiatives across the department
• Taking care of logistics pertaining to staff on boarding & off boarding
• Track & follow-up on mandatory training completion across the department
• Transport roster and meal co-ordination for the department
• Provide support for visiting executives / senior managers
• Co-ordinate domestic and international travel of departmental associates
• Coordinate travel plans ahead of time with travel desk to get better flight fares
• T&E settlement of senior managers in the department & following up & closing open T&E items across the department
• Co-ordinate travel arrangements for senior leads and business partners including Visa related items
• Reserve hotel, cab, conference rooms and make food arrangements as & when required
• Support departmental events
• Committed in approach, flexible attitude towards working hours
• MS Office (Word, PowerPoint, Excel , Outlook) - Advanced
• May coordinate and attend meetings, prepares materials and takes meeting minutes
• Communicates and/or coordinates Executive's instructions to others
• Familiar with the business' strategy, processes and procedures
• Provides project coordination on leadership level projects and activities
• Performs secretarial, administrative and general office work, including preparing correspondence, reports, presentations and other documents
• Schedules appointments, coordinates meetings and events, and makes travel arrangements
• Obtains, oversees, monitors and reports on Special Security Agreement (SSA) requirements
• Manages to and ensures compliance with the government and company security policies, procedures and directives, to include HDS Special Security
• Manages the reception area with excellent customer service skills in interactions with employees and the public
• Will be expected to be knowledgeable of department specific activities and to provide operational support
• Bachelor's degree (Marketing, HR, Management, Finance, Business)
• Three to Five years experience in executive or administrative secretarial roles
• Requires exceptional organizational and people skills
• Ability to deal with all levels of staff and management within the organization, as well as the public, under highly stressful conditions
• Must be able to deal with multiple priorities and track a high level of detail in a fast-paced environment
• Excellent organization and project management skills with keen attention to detail
• Superior oral/written communication skills; operating in a collaborative and team environment
• Uses sound judgment in prioritizing work of self and executive
• Operates independently to complete high quality work to meet established goals
• Comfortable working with financial information
• Ability to set and maintain highly effective routine for Chief Executive level leader and team
• Naturally inquisitive and highly proficient with technology. Willingness to drive the use of technology to maximize our global connectivity
• Leadership competencies needed to create a highly effective team of Executive Assistants, to deliver a step change improvement in the effectiveness of the Executive Leadership team
• Performs routine and complex administrative work
• Screens incoming calls professionally, takes messages and routes calls to appropriate individuals as necessary, provides appropriate level of information and assistance
• Manages executives cost center budgets, handles processing of invoices and expense reports
• Prepares and/or compiles reports, using spreadsheets and PDF
• Assists with developing and proofreading presentations, reports, letters, etc. for accuracy, format, correct form and content; some of which are distributed to the Board of Directors and Sr. Executives
• Develops and maintains organized filing system so that executive and assistant have information readily available as necessary
• Coordinates catering and facilities set up for meetings
• High school degree required plus additional broad specialized training equivalent to 2 years of college
• 5-7 years of experience as a Senior Executive Assistant reporting to an executive level manager
• General office management experience, strong computer skills, highly organized; efficient time management skills
• Experience supporting senior leadership within a public owned company
• Experience in an administrative assistant role within a financial organization
• Experience coordinating complex multi-stop, multi-country travel arrangements and preparing expense reports with foreign exchange transactions
• PC proficient (Microsoft Office - intermediate level Excel)
• High School diploma or GED equivalent and 10 years of relevant experience
• Excellent oral and written communication skills sufficient to compose and deliver clear and concise responses
• Knowledge of proper English usage, spelling, grammar, punctuation and sentence structure to ensure that written materials prepared and reviewed are complete, succinct, and formatted correctly
• Skill to adapt to a rapidly changing work environment while maintaining flexibility and versatility
• Comprehensive knowledge of organization’s policies, procedures, regulations, goals, vision, organizational structure, culture, philosophy, operating principles and values
• Coordinates meetings and conferences, including logistics, preparation and distribution of materials
• Organizes travel logistics for VP and direct reports
• Maintains VP calendar, contacts and reconciliation of VP’s travel expenses
• Provides phone coverage for VP, and staff when necessary
• Works with team on functional projects, events and special reports
• Manages vendor invoices and supports annual budget process
• Maintains functional intranet site and regularly updates
• Learns executive’s primary business objectives and anticipates support needs
• Operates with a high level of discretion given the sensitive or confidential nature of information
• Represents the “brand” of the company by developing positive relationships with all levels of employees and by partnering with and backing-up colleagues
• Regular coordination with the office of the CEO, to whom the VP of Communications reports
• Bachelor’s degree preferable; experience in corporate communications or marketing function is a plus
• Minimum 3-5 years of experience in a corporate or agency environment
• Proficiency with Microsoft Office products and other software
• High degree of professionalism in both written and verbal communication, as this role is an extension of the executive and the function
• Exceptional organization, multi-tasking and time-management skills
• Demonstrated project management abilities along with a proactive work style and ability to anticipate and “see around corners”
• Ability to work independently and develop own processes
• Flexible and adaptable, with the ability to respond to last-minute changes while maintaining poise and a positive “can do” attitude
• 8+ years of executive assistant experience in a professional office environment, large organization preferred, with 4+ years providing direct c-level support
• Solid experience to independently identify, analyze, and solve problems with creative and successful solutions
• Skilled and experienced in the art of organization and time management
• Demonstrated success being keenly tuned in to customers, managers, peers, and others for strong teamwork and relationships
• Experienced independently juggling multiple concurrent tasks and meeting deadlines
• Confirmed intermediary or beyond analytical and problem solving talents
• Easily and professionally interacts with varying levels in and outside the organization, as a positive representative of the leadership office
• Powerful talent with Microsoft Office products, including Word, Excel, PowerPoint, Outlook, and Visio, with willingness and ability to learn company-specific software tools
• Being accurate, detailed, and organized are a way of life
• Solid judgment, tact, and diplomacy skills in dealing with internal and external customers as well the ability to handle highly confidential and proprietary information
• Self-motivated, takes initiative and pride in running a smooth office operation
• Minimum High School diploma required, Bachelor’s Degree Preferred
• A minimum of 6 years of advanced administrative and/or related experience is required
• Large Meeting and Event Management Experience Preferred
• Strong computer skills with Microsoft Outlook (Heavy calendaring), Word, Excel and PowerPoint Required
• Strong computer skills and experience in productivity and portal technology systems to effectively handle Ariba, Sharepoint, Workday, OurSource, Concur and Gxrs expense reporting processes preferred
• Experience making international and domestic travel arrangements, and coordinating on/offsite meetings are required
• This position will be based in Los Angeles, CAAdministration
• Proactively managing and prioritizing incoming and outgoing communications, including internal / external mail, telephone calls, reports, etc
• Filing and organizing communications to ensure smooth and timely flow of information in and out of the office
• Creating, formatting and editing correspondence and presentations with minimal direction
• Maintaining contacts, and calendar, including heavy meeting and appointment scheduling, departmental meetings, and conference arrangements
• Handling logistics associated with meetings, appointments and conferences
• Making travel arrangements and completing detailed expense reports
• Following up on various activities to ensure closure, completion and deadlines are met. May include weekly reports, status updates, meeting follow-up, requests for information, projects, programs, events, etc
• Other specific projects as assigned
• Bachelors degree (or equivalent) is preferred
• 5 + years assisting a Senior Executive, preferably within our industry
• Detail oriented and highly organized with desire to maintain schedule, filing systems, calendar and scheduling
• Excellent computer skills: Microsoft Office, excel and power point required
• Must be a master at multi tasking and handling changing priorities
• Must have experience interacting with Senior Executives in a corporate environment and employees at all levels
• Must be poised and able to manage under stress with minimal supervision
• Requires the utmost level of integrity and ability to handle confidential information
• Most possess exceptional interpersonal skills
• Must be proactive and resourceful in performing all tasks
• Minimum 5 years supporting a senior executive or comparable professional experience
• Higher education preferred but not required
• Advanced proficiency in MS Office suite and an ability and willingness to work with and learn new technologies
• Equinix is growing very rapidly and the desire and ability to function in a very dynamic and fast-paced environment is critical to success
• Proven ability to build and maintain positive and effective client relationships
• Heavy calendar management: set appointments, prioritize & juggle appointments in the moment. Must be able to independently identify and resolve issues with calendar and schedule. Able to proactively anticipate sequencing of meetings
• Meeting/event preparation, set-up and follow-up, including presentation proofing and edits
• Attend meetings as required, take minutes, and ensure action item follow-up
• Email management: read, prioritize, and draft emails on behalf of the CHRO
• Prepare expense reports, and approve direct reports expenses
• Organize complex domestic and international travel
• Coordinate, prepare for and support meetings, both telephone and in-person
• Special projects as requested (adhoc tasks)
• Coordination and research for CHRO sponsored events, such as global HR summits
• Assist in managing customer and employee relationships
• Must have a minimum of 10 years executive assistant experience
• Previous work experience at a global company preferred
• Excellent technical skills with a flair for using latest technology, web and a passion to learn new efficient ways of getting things done
• Exceptional organizational and multi-tasking skills
• Ability to write clearly and succinctly, and is a competent proof–reader
• Knowledge of international travel booking protocols
• May be required to travel domestically and internationally
• Must possess a sense of humor
• Maturity, solid judgment and the ability to interact with confidence with executive management
• Excellent working knowledge of Microsoft Office suite
• Office or facilities management experience preferred
• Work in alignment with the Equinix Values of Keep Growing, Speak Up, Step Up… etc
• Manage communications with senior global executives by understanding the goals, needs and priorities of the executives and the business, to move initiatives forward and make sound decisions about priorities of requests
• Adeptly compose written correspondence; proof, format and edit documents of varying complexity with minimal direction
• Maintain calendars, including work planning and logistics with meetings, events and travel
• Proactively engage and support projects/initiatives by preparing and enhancing presentations in accordance with our corporate framework to meet critical deadlines
• Quickly comprehend the organizational structure as it relates to appropriate administrative delivery and create and maintain organizational charts
• Administer financial matters including expenses, invoices and quotes/estimates. This may also include managing budgets and completing data analysis
• Serve as a role model for administrative staff by representing the GM office in a polished and transparent manner while maintaining the highest level of confidentiality
• Advanced level of computer skills, Outlook and MS Office Suite
• Previous experience supporting multiple senior level leaders
• Knowledge of standard administrative practices and procedures
• Advanced expertise with MS Office Suite
• Powerpoint: Preparing, modifying and enhancing presentations
• MS Word: Enhancing written communications, preparing documents and reports
• Excel: Budget management and data analysis
• Visio: Maintaining organizational charts, project workflows, process maps etc
• Sharepoint: Manage the departmental Intranet and shared drive
• Ability to learn internal systems (i.e. Concur, ISOtrain)
• Ability to be diplomatic and work with diverse parties including internal employees, vendors and clients
• Projects a positive and professional demeanor regardless of changing work conditions
• Demonstrates integrity and a strong work ethic
• 1) Advanced knowledge of computers/systems including, PowerPoint, Word, Excel, Access and Lotus Notes
• 2) Demonstrated proficiency with Internet/Intranet applications and research
• 3) Ability to multi-task, independently manage time and be detail oriented
• 4) Excellent oral and written communication skills in order to effectively communicate with internal and external high level executives
• 5) Complex project management experience preferred
• 6) Ability to be responsive, proactive and take initiative. High school diploma or equivalent required. Some college preferred. Minimum 2-5 years of experience. 2 or more years Baxter experience preferred
• Extensive diary management, including time optimization planning
• Planning and coordinating internal and external meetings, conferences, conference calls and scheduling appointments
• Booking executive travel arrangements including complex international travel
• Management and processing executive’s monthly expenses
• Align and coordinate with the GBT C-Suite leadership team and their executive assistants
• Complex presentation and document preparation (MS Office)
• Support to the team on an as needed basis
• Develop strong relationships, both internal and external
• Communicate effectively with team members and associated departments
• Access and input confidential data contained in the online HR system and manage other highly confidential information as required
• Work on regular and special projects as needed
• Ensure key deliverables are met
• Accept and filter telephone calls with a professional manner
• Understand and operate to the nuances associated with administrative systems
• Wealth of experience as administrative assistant supporting at CEO level or member of the executive team
• Proficiency of all Microsoft office applications including excel, power point, publisher, outlook, project, access and word
• Detail oriented with highly evolved organizational and excellent time management approach
• High level of professional maturity, superior written and oral communications skills
• Executive presence and experience working with senior executive level leadership both internally and externally
• Ability to work autonomously, ability to anticipate needs and problem solve
• Ability to manage change, flexible when priorities shift
• Ability to interact with internal and external partners
• Needs to be self-motivated, team player and results oriented
• Able to work in a fast-paced work environment, multi-task to meet deliverables with limited supervision
• Preferred candidate would be bi-lingual or multi lingual and the language preferred is French
• Schedule appointments, coordinate calendars, and manage heavy travel schedule for assigned team
• Prepare and execute expense reports on a regular and timely basis
• Answer phones for senior team members
• Perform various clerical duties including responding to/creating e-mails, photocopying and mailing documents
• Produce documents such as reports, memos, agreements and PowerPoint presentations in a timely and accurate manner
• Assist team with preparing and updating client-specific reports
• Deliver and execute major client initiatives and programs
• Assist and participate as needed for industry functions or client events
• Work independently and/or with a team on special and nonrecurring and ongoing projects at the request of the Account Executive
• Lead small teams on special projects and delivering programs
• Coordinate and plan organizational and joint collaborative meetings, communications, conferences and events
• Maintain calendar of activities, meetings, and various events for assigned staff and multiple senior executives; coordinate activities and meetings; coordinate and arrange special events as assigned; schedule meetings; coordinate arrangements and set up meeting rooms; notify participants; prepare and/or assemble meeting materials
• A Bachelor’s Degree is preferred
• A minimum of ten years in an administrative support role, preferably in real estate or banking
• Advanced Microsoft Office Suite (Word, Excel, PowerPoint, Access and Outlook)knowledge is required
• Adaptability – Maintain effectiveness in varying environments, tasks and responsibilities, or with various types of people
• Dealing with Ambiguity – effectively cope with change by shifting gears comfortably, acting without having the total picture, and handling risk and uncertainty comfortably
• Planning and Organizing – ability to establish course of action to accomplish goals and evaluate results, develop schedules and task/people assignments, orchestrate multiple activities at once to accomplish goals, and use resources effectively and efficiently
• Customer Focus – dedicated to meeting the expectations and requirements of the external and internal customer, by acting with customer in mind, establishing and maintaining effective relationships with customers, and gaining their trust and respect
• Interpersonal Savvy – relate well to all kinds of people inside and outside of the organization with diplomacy and tact
• Quick Learner – ability to learn quickly when faced with new problems and challenges
• Self-Starter – able to start and complete projects independently
• Proactive – enable Account Executive to focus on client relationships and achievement of the Account Plan by efficiently handling operations of team
• Time Management – use time effectively and efficiently
• Written/Oral communications – ability to speak and write clearly and concisely
• Proven track record of excellent internal and external customer service
• Ability to work flexible hours as needed
• Must be detail oriented, organized, flexible, and willing to assume new projects
• Effectively assist with project plans for small project teams in local and virtual team settings
• Develop and demonstrate solid knowledge and support of firm wide and service line-specific tools, processes, and databases such as CRM/InterAction, Global Tool for Acceptance and Continuation (GTAC), Global Accounting and Auditing Information Tool (GAAIT), Tax Practice Guidance & Tool (TPG&T), eDocs, and internal accounting tools, e.g., iClick, Global Financial Information System (GFIS), Global Time & Expense (gT&E), AP Request
• Effective interpersonal and communication skills (verbal and written); able to interface with personnel at all levels
• Anticipate and proactively respond to changing situations. Encourage and enable others to do the same
• Provides advanced administrative support to senior-level executives
• Handles incoming calls, respond to inquiries, clarifies company policies and procedures
• Assist with creation/modification of presentations, spreadsheets, organizational charts and group distribution lists for various communications, etc
• Remains highly proficient in MS Office (Word, Excel, Outlook, and PowerPoint)
• Coordinates all aspects of executive level appointments, meetings, receptions, organizational events and conference calls
• Coordinates frequent multi-leg travel arrangements - both international and domestic
• Orders supplies and process invoices through procurement system
• Organizes and secure highly confidential company and employee information
• Serves as back up support for other administrative staff when required
• Excellent computer skills, highly experienced in Windows to include MS Office (Word, Excel, Outlook, and PowerPoint)
• Ability to gain a strong command of new systems and shows interest/initiative in
• 5 + years prior experience supporting executives in a dynamic environment
• Experience supporting executives in a fast-paced high-tech environment
• Must be comfortable with multi-tasking, able to manage multi-step procedures, handle frequent interruptions in work flow and prioritization in a fast-paced environment
• Ability to effectively interact with staff at all levels in a fast paced environment, with a high level of professionalism and confidentiality
• Exhibits professionalism and composure in stressful situations and in meeting short deadlines
• Ability to work 8:30am-5:30pm and be flexible for overtime as needed; 24x7 access through cell phone a must
• Previous Executive assistant experience
• Strong project management experience
• Strong technical knowledge and experience especially with Amgen’s internal infrastructures (Microsoft Vista, Sharepoint, SAP, Cognos, IS Online Service Request, Help Desk; Concur/Expense Reporting; Concur Carlson Wagonlit Travel; e-Finity)
• Fluent written and spoken Cantonese and English
• Exceptional communication skills – oral and written
• Honed leadership skills
• Excellent Microsoft suite ability
• Excellent time management and project management skills
• Innovative, creative, flexible
• Provides complex, diverse and confidential administrative duties for executive and provides support to the department as available
• Makes administrative decisions, handles correspondence, makes appointments and serves as a liaison with the public; internally and externally, as required
• Handles business, company, and personnel details of a highly confidential and sensitive nature and engaged with high level contacts inside and outside the company,
• Collects and prepares information for use in discussions and meetings of Executive staff and outside individuals as well as department team,
• Coordinates, creates, edits and assembles slides for presentations and provides assistance with collecting and effectively presenting executive-level information
• Arranges department and group meetings (eg: weekly Leadership Team meetings, staff meetings, periodic off-sites) ensuring all necessary information is available for discussion; helps track department level projects, activities and results
• Coordinates domestic and international travel arrangements,
• Requires experience in working with senior level executives within and outside the company, as well as experience with customers, vendors, visitors, and other dignitaries,
• Requires experience of in-depth knowledge of organizational operations, policies and procedures
• Requires experience with calendar management, project meeting and event planning and execution, preparation of executive level presentations, travel and expense report administration,
• Exercises discretion and judgment regarding highly confidential internal and external communications
• Performs all other related job duties as assigned or requested by department or company management
• Assisting in planning, organizing and scheduling multiple executive's work day
• Maintaining follow up system for daily meetings, workshops, agendas, deadlines, etc
• Maintaining and assembling background information for meetings
• Maintaining executive calendars by arranging appointments, scheduling meetings, scheduling travel, and resolving conflicts
• Organizing meetings, teleconferences, group meetings and workshops using teleconferencing and video conferencing equipment and applications. Meetings often include regions outside the U.S. and require special consideration to accommodate time differences
• Processing executive's Outlook mail, posting meetings, identifying and handling action items and due dates, and responding for executive as appropriate
• Organizing travel and itineraries for visiting leadership
• Receiving and screening incoming telephone calls and generating outgoing calls as situations demand
• Making travel arrangements, detailed itineraries and trip files for executive's international and domestic travel. Completing/verifying expense statements upon return
• Preparing documents, reports and presentations
• Timekeeping
• Organizing and facilitating approval routings
• Supporting project teams as requested
• Working in concert with other division and corporate administrators as required
• Minimum high school graduate; college degree or higher education courses are a plus
• At least 5 years of experience in executive administrative support roles required
• Excellent organizational, interpersonal, oral and written communication skills
• Strong SharePoint, Microsoft Outlook, Word, Excel and PowerPoint skills
• Experience managing executive communications
• Initiative, drive, and leadership capabilities
• Ability to multi-task, meet deadlines and work as part of a team
• Ability to coordinate the work of others
• Ability to handle a variety of situations and personalities diplomatically
• Ability to grasp complex business environment
• Exceptional attention to detail, with the ability to produce accurate, error-free work
• Capability of maintaining discretion and confidentiality
• Ability to handle and prioritize multiple tasks simultaneously in a deadline-driven, fast-paced environment
• Follow through skills
• Patience and pleasant interaction with others; service oriented
• Networking skills
• Outstanding ability to take initiative and assume responsibility for projects and tasks
• High degree of professionalism
• Excellent judgment and decision-making skills. 
• Minimum of 5 years executive assistant experience
• BS degree desired
• Requires a high degree of professionalism to handle sensitive and confidential information as well as internal and external telephone calls
• Must be able to prioritize and organize workflow to ensure effectiveness and efficiency; manage tight deadlines
• Highly proficient computer skills (advanced or higher) needed with Windows, MS Word, Excel, PowerPoint, Outlook
• Must have ability to learn new computer systems quickly
• Strong business understanding and judgment necessary
• Administrative and Secretarial support for the Surgical Business Franchise Head, to include diary and email management, travel booking, expense management etc
• Undertake general administrative responsibilities for the Surgical Franchise, including meeting booking/ management, catering requests, raising of Purchase Orders (POs), updating Supplier Information Management (SIM) information, stationary orders etc
• Support the onboarding of new starters, including raising IT hardware requests, drafting onboarding plans, booking meetings etc
• Conduct administrative activities relating to customer contracts and supplier contracts, e.g. approvals, signatures, maintaining trackers etc
• Conduct due diligence in relation to HCP engagement and event sponsorship, as per prevailing guidelines and compliance requirements Event Management
• Provide strategic and operational support ensuring events are strongly delivered and positively represent Alcon brand values
• Assist in the assembly of marketing materials for both external and internal events
• Assist the sales teams in the organization of local meetings as required
• Marketing support New Products and Campaigns Support the approval process for new promotional material according to the relevant Standard
• Operating Procedures (SOPs) Expenditure Process orders and requisitions for all promotional and marketing expenditure
• Liaise with the purchasing team and suppliers to co-ordinate order numbers to suppliers upon approval within 24-hours
• Assist the Product Managers and Surgical team with ad-hoc project requests and tasks
• Educated to GSCE level - mandatory Higher qualification (A Level, HND etc.) and/ or university degree qualification
• Fluency in English (verbal and written)
• Proven experience of providing administrative, PA or secretarial duties in a complex, fast moving environment
• Proven experience of writing reports, procedures and business correspondence
• Ability to interpret, prioritize and manage a variety of instructions provided in written, oral or schedule form
• Experience of managing projects and events in a medical device or healthcare Company, desirable
• Experience working within a marketing department and/or knowledge of marketing principles, desirable
• Coordination of daily, weekly and monthly meetings and heavy calendar management
• Coordinate travel arrangements regarding airline, hotel, and automobile reservations
• Anticipate the details. When scheduling meeting, provide information; who the meeting is with, contact number, specifics around the location, etc
• Streamline calendars and meetings, and juggle competing, time-sensitive deadlines
• Know when the CEO calls, it is important to track down the executive
• Be the liaison for the senior team, communicating and corresponding on behalf of the executives
• Preparation of agendas, minutes, attend meetings in the executive’s place and deliver notes
• Assist with formatting and pretty-ing up PowerPoint presentations and reports
• May provide exceptional administrative support to the direct reports of the executive as well as other department staff as needed
• Proactively address the requests of our executives and be able to anticipate their needs
• Requires strong attention to detail to assist management team with special projects
• Prepare and distribute Organizational Chart monthly
• Update and maintain monthly reports, including headcount and staff reports
• Work in a professional and focused manner to schedule internal and external meetings
• Ensure materials are prepared and distributed prior to meetings
• Administer correspondence, manage incoming calls, and prioritize phone messages, emails and mail. Handle all calls and visitors with professionalism, ensuring a professional, responsive and effective experience for customers, key relationship partners and internal stakeholders
• Prepare for meetings including location, meetings agendas / itineraries, scheduling teleconference services (including WebEx); ordering meals (if required)
• Create / edit PowerPoint presentations and other written correspondence
• Coordinate travel arrangements and submission of expense reports
• Greet visitors
• Attend executive level meetings and take minutes, as needed
• Ability to represent senior management and Optum Bank at appropriate levels both internally / externally
• 5+ years of senior level administrative support experience
• 2+ years of supporting senior level management
• Intermediate level of skill with Microsoft Office (including Outlook, Excel, Word and PowerPoint)
• Experience working with information of a sensitive and confidential nature
• Comfortable working in a matrixed environment with little guidance
• Professional, executive level presence
• Performs varied tasks requiring professionalism, judgment in problem solving and knowledge of policies, processes and procedures
• Experience working within a medium to large size company preferred
• Experience working in banking or financial institution
• Bachelors or Associates degree preferred
• Background should include heavy calendar management, travel arrangements, report and presentation development, expense management, typing, filing, maintaining databases, data entry, answering phones, processing mail, scheduling meetings, etc
• 7+ years of administrative experience supporting executive level roles
• Attention to detail, strong analytical and organizational skills
• Proven experience proactively anticipating upcoming projects and needs of executives, prioritizes, communicates and balances workflow
• Shows initiative and takes ownership of projects through completion
• Professional demeanor, superior communications and interpersonal skills
• Exercises discretion and judgement
• Treats confidential information appropriately
• Advanced proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint, Adobe)
• Highly detail-oriented and conscientious
• Collaborative, with strong teamwork orientation
• High degree of integrity and accountability
• Self-aware, able to show a flexible communication style and build strong relationships
• Strong executive presence and professionalism; ability to maintain a calm demeanor under pressure
• Openness to change, flexibility and desire to learn and grow
• Ability to leverage and connect with the right resources to get work done with a creative, positive, problem-solving orientation
• Manage and track highly important projects and deliverables
• Act as liaison with external stakeholders such as investors, bankers, auditors, customers, vendors
• Handle details of a highly confidential and critical nature and make high level contacts of a sensitive nature inside and outside the company
• Exercise discretion and judgment regarding highly confidential internal and external communications, applying best practices and policies
• Coordinate, create, edit and assemble slides for presentation and provide assistance with graphs, tables and charts as necessary,
• Gather, assemble and analyze information from a variety of sources to prepare reports, manuals, agendas correspondence and memoranda using appropriate software
• Provide diverse and advanced administrative duties for executive and provides support to department as required
• Make administrative decisions, handle correspondence, maintain files, make appointments and serve as a liaison with the public; internally and externally, as required
• Collect and prepare information for use in discussions and meetings of executive staff and outside individuals as well as department team,
• Arrange department and group meetings ensuring all necessary information is available for discussion
• Maintain sensitive records and files
• Provide mail services, order and other general office support services
• Coordinate, prepare, update, distribute both internal and external departmental and/or company-wide communications via telephone, email, letters, flyers, etc
• Collaborate with other Executive Assistants to support execs effectively and streamline processes
• Perform all other related job duties as assigned or requested by department or company management
• Schedule the daily functions of the VP's office. Schedules and organizes activities such as meetings, travel, conferences and department activities for all members of the department - Ensure all needed audiovisual equipment is available and set up
• Place orders for equipment, software, supplies, recognition collateral, and other non-standard items as needed by the managers
• Track/assist managers with reminders for key departmental deliverables
• Assist with producing & updating spreadsheet analyses, flowcharts and procedures manuals
• Assist the team with special nonrecurring and ongoing projects
• Handle tracking/reporting responses on behalf of the managers
• Assist the team with ISO recertifications, compliance and audit related matters
• Learn internal business system applications
• Word, PowerPoint, Excel and Outlook
• Functional/technical skills
• Ensure confidentiality
• Comfort around higher management
• Bachelor's degree or equivalent experience preferred
• Working independently and confidently with very little, if any, guidance from others
• Utilizing excellent written and verbal communication skills to effectively interact with all personal styles
• Consistently achieve results with business partners and others across multiple functions
• Demonstrate personal maturity and discretionary judgment at all times; performs with high energy, integrity, honesty, trustworthiness, and the ability to keep sensitive matters confidential
• Flexibility and dependability
• Internal/External representation of business partner
• 1) Communication Management – The senior executive assistant is expected to be highly proficient in and responsible for performing the following additional communication duties
• Signing for and/or approving, contingent on delegation authority, on behalf of the business partner, communication materials for distribution
• Preparing letters, documents, and presentations from vague concepts / ideas
• Handling e-mail responses as desired by the business partner (read, evaluate, respond, forward, and/or delete as appropriate)
• Serving as the key contact person, helping to build relationships- as well as minimizing disruptions for direct and indirect business partners
• Communicating independently in response to incoming requests from external customers and accepting accountability for the results of decisions
• Maintaining direct, open, and constant communication with the business partner regardless of the location of either
• 2) Schedule Management – The senior executive assistant will be expected to be proficient in and responsible for performing the following additional scheduling duties
• Schedule and coordinate meetings with senior level Lilly executives and other high level colleagues across Business Development and R&D
• Coordinate meetings with Biotech, Venture Capital firms and academic institutions
• Hosting on-site and remote partnering meetings with senior internal and external leaders
• Screening and communicating which activities, meetings, events, etc. the business partner and team members will or will not be able to attend and coordinating all arrangements for attendance at those functions
• Prioritizing and organizing the business partner's time and ensuring that the business partner is adequately prepared for each day's activities; assuring that the business partner has appropriate materials/pre-reads for each meeting in a timely manner
• Arranging all travel, with every detail finalized, to allow the business partner to focus on the business at hand (details will include complete itinerary including hotel, ground transportation, meeting sites, participants with their bios/resumes)
• 3) Office Management – The senior executive assistant will be expected to be proficient in and responsible for performing the following additional office management duties
• A direct role in establishing Eli Lilly and Company’s new external research hub in Cambridge
• Responsible for new initiatives involving tools to better prioritize and coordinate a broad range of scientific and business development opportunities
• Database management – including entry of information into a Business Development & External Innovation computer-based database
• Assisting in preparation of presentation materials to be shared with internal stakeholders and senior partners at major external conferences
• Giving direct feedback and coaching to business partner and others in the area
• Reading, screening, documenting, answering, and filing large amounts of correspondence to reduce or eliminate the need for the business partner to review and forward
• Coordinating and directing the activities of others in the work area- motivating, delegating projects or activities, following up on performance, instructing on deadlines and methods
• Acting as a mentor and resource to other administrative assistants in the company
• Developing and maintaining a filing system, including personnel files
• Opening all business partner's mail and taking appropriate action
• Maintaining the highest level of confidentiality of all information obtained from and for the business partner
• Potentially lead committees or teams, including members of various departments and/or components
• Assuming a leadership role in the component and serving as a coach to provide both positive and constructive feedback
• Collecting, monitoring, analyzing, and communicating metrics as appropriate
• 4) Personal Management - In addition to the duties listed above, successful candidates will identify and seek out additional training as needed to maximize job performance and utilize exceptional, efficient, and effective
• Interpersonal skills to interact with customers with confidence and confidentiality
• Written and verbal communication skills in all interactions with others
• Apply computer hardware and software skills to perform job responsibilities with superior professionalism and speed
• Use decision-making and problem solving skills to maximize time, money, and personal energy for self and the business partner(s)
• Have math/finance skills to perform the expected job functions
• Have presentation skills to communicate ideas clearly to an individual, a group, or team (internal and/or external to the organization)
• Have project management skills to serve in project leadership roles
• Corporate and area policies and procedures
• Lilly Business knowledge and general business and finance knowledge
• Corporate and technical terminology and product information
• He or she will have and demonstrate exceptional leadership behaviors. The above statements are intended to describe the general nature and level of work being performed by the person assuming this role. These statements are not intended to be interpreted as an exhaustive list of all responsibilities, duties, and skills of personnel in these positions
• Associates Degree or High school diploma/GED
• Completion of Post Offer Exam, Completion of Work Simulation or Completion of Administrative Skills Testing if applicable
• Qualified candidates must be legally authorized to be employed in the United States. Lilly does not anticipate providing sponsorship for employment visa status (e.g., H-1B or TN status) for this employment position
• Prior executive assistant work experience required
• The successful candidate will be comfortable in dealing with upper levels of senior management both internally and externally and will handle extremely confidential information
• Ability to work independently with a high level of self-management, in a dynamic work environment
• Ability to adapt to frequent changes in priorities, to manage multiple diverse tasks, to maintain accuracy, and to meet tight deadlines
• Ability to collaborate effectively with people to achieve common goals
• Flexibility to adjust plans, work style, and methods as needed
• Strong technical skills and proficiency in all utilized systems (e.g. MS Word, Excel, PowerPoint)
• Completes standard administrative processes such as mail processing, filing, faxing, scanning, copying, collating and organizing as needed; may delegate or outsource these functions to others if resources are available
• Proactively and independently manages, analyzes (as needed) and coordinates calendars and itineraries for leader(s) supported
• Creates and edits documents, spreadsheets, presentations and organizational charts; additionally is able to develop complex documents, spreadsheets and presentations independently on behalf of the leader(s) supported as needed
• Coordinates travel arrangements, including complex travel itineraries for leaders supported utilizing standard processes and resources
• Runs and distributes standard reports; creates custom reports and/or analyzes reports as needed
• Follows (and may create) procedures and maintains procedural documentation
• Prepares for and supports meetings including scheduling and preparing appropriate meeting space, ordering catering, providing hospitality services to guests and assisting with materials, presentations and other resources as requested
• Independently plans, organizes and oversees large scale meetings and/or conferences ensuring that critical needs and all details are considered and addressed (includes site selection, contract management, agendas, materials production and coordination of presenters and other resources); may include group travel coordination
• Records and creates high level documentation of meeting minutes based on knowledge of the business
• With minimal direction, drafts, edits and distributes internal and external communications on behalf of leaders
• Proofreads and edits others’ communications before distribution
• Administers distribution lists
• Administers collaboration communities on Inside CHI
• Submits and codes invoices and expense reports; assists with routing to the appropriate queues for leader approval; approves invoices according to predetermined guidelines
• Collects and compiles data in preparation for budget process; may be asked to prepare reports in support of leader’s budget responsibilities
• Processes and files department contracts and agreements; previews and monitors contracts for changes and/or action
• May assist with editing timekeeping records
• Cross trains to learn unique responsibilities of peers within the department/group
• Gains in-depth specific knowledge about their particular department/group and the organization to build business acumen; develops an understanding of the interconnectedness of departments/groups; applies knowledge in daily work
• Provides back-up administrative coverage for peers ensuring all internal and external customers are served (back-up coverage may be requested for another department or group as well; requested by manager and based on business need; ASG members function as a team for the organization as a whole; may include answering another leader’s phone or responding to inquiries to ensure seamless customer service)
• Secures back-up administrative coverage for their own absences
• Coordinates administrative projects and leads committees
• May participate in CHI committees on a volunteer basis or as requested (volunteer assignments must be approved by supervisor in advance)
• Minimum six years related experience, with a minimum of three years in an Executive Assistant capacity (reporting to VP level or above) required
• High level knowledge of Outlook, Word, PowerPoint and Excel
• Ability to coordinate meeting schedules and travel arrangements
• HIghly organized and dependable
• Experience working with multiple executives and executive assistants
• Ability to deal with change and be adaptable to changing priorities
• Must be flexible and able to work independently
• Demonstrates a commitment to service, hospital values and professionalism through appropriate conduct and demeanor at all times
• Adheres to and exhibits Catholic Health Initiatives core values
• Proactively and independently manages, analyzes (as needed) and coordinates calendars and itineraries; plans, develops and schedules future meetings and agendas on behalf of leader
• Creates and edits documents, spreadsheets, presentations and meeting minutes and organizational charts; additionally is able to develop complex documents, spreadsheets and presentations independently on behalf of the leader supported as needed
• Records and creates advanced documentation of meeting minutes based on knowledge of the business
• Independently produces clear, concise and accurate communications for personal distribution or when drafting communications for leader supported
• Gains in-depth specific knowledge about their particular department/group and the organization to build business acumen; develops an understanding of the interconnectedness of departments/groups and senior leadership team; applies knowledge in daily work
• 10+ years supporting senior staff (making travel arrangements, coordinating schedules, meetings, etc.)
• Superb organizational and time management skills
• Extensive knowledge of Microsoft Office, Word, Excel, Outlook, PowerPoint
• Ability to follow complex/multi-step procedures to complete tasks
• Ability to manage multiple assignments/projects and conflicting priorities with the pressure of short, demanding deadlines in a fast paced environment
• Maintain confidentiality as required and appropriate
• Advanced administrative support that includes a daily variety of administrative support to the CIO and respective leadership team
• Manage exceedingly busy executive calendars and day to day operations of the office
• Monitor dual Outlook accounts, respond to, forward or distribute communications as appropriate
• Coordinate internal and external meetings and conference calls, answer telephones, overnight shipments, maintain department supplies and perform other administrative duties as assigned
• Manage multiple projects and work in a team environment
• Will play a major role in arranging large colleague meetings or events
• Human Resource support, domestic and international travel planning, travel expenses when needed
• Senior administrative experience of 5 - 7 years required
• High School or equivalent (GED) required, Associates Degree strongly preferred
• Proficient in MS Outlook, Power Point, Word, and Excel
• Ability to work with limited supervision, independent
• Strong prioritization and problem solving skills
• Solid written, verbal and communication skills
• Attention to detail and sensitivity to deadlines
• Excellent customer service skill
• Sharepoint knowledge a plus
• Handle busy and ever changing calendar, coordinating with other senior or client executives. Anticipate conflicts and resolve with tact and diplomacy. Confirm and re-confirm all internal and external meetings on the schedule. Reserve meeting facilities, provide for audio/visual needs, refreshments, and transportation as required. Re-confirm all arrangements and insure they meet the highest standard. Meet and greet visitors, representing the best presence on behalf of the executive
• Handle arrangements for all global and domestic travel, often on short notice. Includes handling paperwork for travel visa, confirming and re-confirming travel arrangements with airlines, hotels, car services and restaurants. Monitor travel conductions, anticipate travel issues and provide for alternative arrangements when necessary
• Organize and process all administrative paperwork including expense reports, timesheets, copy, fax, messenger, mail, shipping and some correspondence
• Provide professional and efficient coverage of busy telephones and take accurate and detailed messages. Relay messages to appropriate staff in a timely manner. Direct calls as appropriate. Monitor email correspondences to anticipate upcoming travel needs, appointment conflicts and to alert appropriate Y&R executives and staff of necessary actions
• Update and confirm integrity of Contacts databases and proactively make additions and changes as necessary
• Plan and coordinate high level executive meetings, including off-sites. Work with Corporate Travel Director to select hotels/facilities, arranging all meals and refreshments, coordinating travel arrangements and any leisure activities. Ensure events run flawlessly and meet the highest standards
• Handle a variety of personal errands for the executive and assist with arrangements and tasks related to their non-profit/pro bono activities as needed
• Arrange all in-town transportation and insure that all runs smoothly
• Supervise one Administrative Assistant and assist with the coordination of activities of other administrative staff as required
• Minimum of 10+ years experience as an Executive Assistant to a senior level executive in a global company. Minimum of 5+ years experience working at the 'C' Level
• Excellent time management skills. Must be able to handle several tasks at once and provide seamless service
• Energetic, upbeat, outgoing, organized and detail oriented with excellent follow through skills. Must be a ‘can do’ type of person
• Extensive experience arranging multi-leg domestic and international travel, including visa processing
• Demonstrated ability to handle sensitive and confidential issues with tact and diplomacy
• Demonstrated ability to work under pressure and precede all deadlines
• Excellent verbal and written communications skills. Strong personal presence
• Experience working in the Advertising, Marketing Services, PR prefered
• Team player with a great deal of personal flexibility
• Strong computer skills including Microsoft Office, (Word and Excel) and internet
• High school diploma or equivalent required. Some college preferred. Minimum 5-7 years of experience. 2 or more years Baxter/Baxalta/Shire experience preferred
• Advanced knowledge of programs / systems including PowerPoint, Word, Excel, Concur, Ariba and Coupa
• Ability to multi-task, independently manage time and be detail oriented
• Project management experience preferred. Ability to operate in ambiguous and fast-paced environment
• Handles processing of invoices and expense reports
• Coordinates daily with other Senior Executive/Executive Assistants to effectively manage calendars and executive meetings
• Assists with Town Hall meetings, round table discussions and other employee events (presentation, scheduling, supporting execution of events)
• Manages operation of local office space including assisting with new hires, coordinating events, and maintaining office supplies; coordinates with HR and IT
• Assists with developing and proofreading presentations, reports, letters, etc. for accuracy, format, correct form and content; some of which are distributed to Sr. Executives
• High school degree required; additional broad specialized training preferred
• Minimum 5 years of experience as an Executive Assistant reporting to Vice-President level executives
• Superior oral and written communication skills; judgment/problem solving skills; in depth knowledge of Microsoft Office Suite
• Proactively managing the Country manager diary including meeting requests, scheduling internal/external meetings and interviews, establishing priorities and relocating meetings where necessary
• Plans, coordinates and ensures the Country Manager's schedule is followed and respected
• Screen and filter incoming communication and assist the President in responding appropriately
• Provides 'gatekeeper' and 'gateway' role, creating win-win situations for direct access to the Country Manager's time and office
• Coordinating Senior Leadership Meetings, creating time for leaders to focus on prioritized tasks by scheduling and anticipation of key events in the company calendar
• Manage detailed planning and tasks associated with special events, including inviting meeting participants, planning travel arrangements, catering needs, presentations and materials needed
• Work in close collaboration with all Brazil office to build an open fluid relationship and share information relevant to all
• Handle miscellaneous bills, expenses for payment, tracking and filing
• Eventually help to prepare PowerPoint presentations for internal and external meetings
• Coordinates various office support services, including office supply purchasing
• Relay and maintain strict confidentiality of highly sensitive, top secret and confidential information
• Native Portuguese (Brazil), Fluent in English, both written and oral. Spanish desirable
• Minimum 5 years’ experience in a similar position, within a multi-cultural global environment
• High level of proficiency with MS Office, including Outlook, Word, Excel, and PowerPoint
• Excellent interpersonal skills with a proven ability to deal with a wide group of internal and external stakeholders with significant exposure to high-level clients
• Detail orientated approach to administrative tasks
• Great team player with a positive and flexible attitude
• Ability to work independently and take ownership of tasks
• Work outside core business hours sometimes required
• Display the highest personal integrity and ethics
• Coordinate schedules and assist in managing time of others
• Prepare expense reports, and manage department credit line for purchases
• Create/prepare correspondence and complex presentations
• Assist with all meeting planning, including room set up, web ex, and TelePresence / video conferencing
• Develop and maintain database/spreadsheets
• Manage staffing activities to include interviews, onboarding, contractors, and transfers
• Conduct Internet research and manage internal web site
• Input and track monthly department budget
• May be responsible for timekeeping coordination and analysis
• Other duties as assigned by management
• Demonstrated proficiency with Internet/Intranet applications and research
• Complex project management experience preferred
• Previous experience with travel arrangements, expense reporting, meeting planning, and calendar management
• Experience working with Global teams and/or Technical group support highly desired
• Identifies issues to be addressed directly by Senior Vice President (SVP); takes action on behalf of the executive; determines disposition of other matters and directs to appropriate staff. Communicates with clients, management and staff and provides clear, concise and accurate information. Interacts with and assists others to resolve all routine and complex inquiries, complaints and requests
• Manages personal calendar for SVP; ensures SVP meets commitments and deadlines; schedules meetings, appointments and conferences; makes travel arrangements; prepares expense reports
• Organizes and prioritizes work; assists in the coordination and distribution of work; prepares and edits documents for SVP. Ensures appropriate approvals and signatures are affixed prior to review by SVP. Maintains signature authority for certain correspondence and documents
• Provides leadership and builds teamwork among sectors, division, or groups; speaks on behalf of management; coordinates support efforts for the executive and his direct reports
• Maintains accurate, complete and current files. Sorts, files, locates and retrieves materials, both electronically and manually; maintains executive’s confidential files
• Reviews executive’s mail, business sensitive or strictly private mail using appropriate security measures; screens calls, visitors and e-mails to determine who and what can redirected to others
• Interacts with external representatives to exchange information, provide or determine the direction or status of projects/requests, and assist in building a strong customer service bond and confidence in the Battelle organization
• Maintains knowledge of Battelle policies, procedures and group business objectives, professional and industry practices and governmental regulations
• Creates documents and correspondence; accesses Internet and Intranet to research, collect and assemble information for use by others; prepares charts, graphs or tables
• Develops and maintains databases, completes required forms, keeps manuals current
• Copies, assembles and collates documents; distributes reports; maintains office equipment or requests repairs
• Independently initiate correspondence and actions; composes more complex, detailed or sensitive correspondence or documents
• Coordinate/participate in board meetings, weekly sector or division meetings
• At least 8 years of experience as an administrative assistant or equivalent. Prefer experience in a law firm, legal department, or major company
• Highly professional demeanor, positive attitude
• Openness to change, learning, and innovation
• Pro-active, highly organized, and good judgment
• High level of proficiency with Microsoft Office
• Ability to prioritize; very strong attention to detail
• Excellent written and oral skills for communication in English
• College education is preferred
• Provide administrative support and project based support to the CFO, General Counsel and their respective Sr. Leadership Teams (SLT)
• Extraordinary organizational skills and flexibility
• Enjoys challenges of supporting a growing team of diverse personalities and initiatives
• Schedules, plans, organizes and prepares complex activities such as meetings, travel, guest speakers and departmental activities for multiple executives
• Provides legal project management and support (e.g., discovery, board governance, regulatory inquiries, M&A, department meetings)
• Budget and outside counsel fee assistance
• Manages and maintains executives’ calendars, appointments and meetings
• Manages Serengeti matter management tool
• Works independently and within a team on special and nonrecurring and ongoing projects
• Assists executives in preparing presentations
• Enters expenses for executives and manages approval process on their behalf
• Conducts research, edits and prepares supporting materials for meetings and presentations
• Serves as the “Comm. Line” between executives and Sr. Leadership
• Maintains strict confidentiality in all corporate matters
• Ability to demonstrate and master the core and job category competencies
• Ability to lead by example in support of the Company’s essential characteristics and values: strong ethics and integrity, dedication to a safe work environment, commitment to a diverse workforce that recognizes and respects every individual’s unique skills and perspectives
• Ability to adapt in a fast-moving and changing culture
• Strong interpersonal skills with the proven ability to build and establish rapport with a diverse array of people
• Ability to work independently and manage time effectively in order to meet individual goals and deadlines
• Ability to work as part of a team and display a positive attitude for this dynamic environment
• Assists Senior Director of Shared Services with special projects as assigned
• Bachelor’s degree in accounting, business, finance, or related field; or combination of education and experience required
• Minimum of 7+ years of experience assisting a senior executive (SVP & above) in a large organization
• Proficient in Microsoft Office Suite to include: PowerPoint, Outlook, Excel and Word
• 5+ years of experience in a dynamic environment that required confidentiality/discretion, flexibility, multi-tasking & attention to detail
• High energy, detail oriented, intuitive, a self-starter, highly confidential, diplomatic, have the ability to manage projects, and work with minimal supervision
• Demonstrated problem solving, prioritization and organizational experience
• Ability to manage different and often conflicting schedules, projects or activities, have ad hoc project experience, the ability to do departmental research and have strong analytical skills
• Natural curiosity and drive as it relates to improving process and driving efficiency through implementation and maintenance of tools such as Slacker and SharePoint
• Technology experience within the private sector a plus
• Prior Finance and/or Legal experience helpful but not required
• Effective written, verbal and interpersonal communication skills
• Customer focus, results oriented with the ability to champion teamwork and communication
• Must possess a sense of urgency, adaptability and quality
• Excellent judgment as it relates to framing tradeoffs and creation of alternatives
• Working with multiple stakeholders simultaneously, including senior executives
• MS Office including Word, PowerPoint, Outlook, Excel, SharePoint, Lync
• Planning and coordinating travel including international travel
• Managing and coordinating multiple calendars, performing complex travel and meeting coordination
• Event and meeting planning and coordination
• Discretion in managing sensitive and confidential information
• Calm and professional approach with stakeholders and colleagues
• Self-motivated to meet deadlines independently
• Strong customer orientation and an interactive team player
• Provides advanced administrative support to the SVP of Healthcare Ecosystems and Innovation and supports a team of 5-7 individuals
• Organizes workload to comply with deadlines and priorities. Works independently to complete routine department functions
• Facilitates external and internal communications by answering phones, posting overnight packages, etc
• Efficiently schedules department meetings and events
• Process Statements of Work, Purchase Orders and payment of invoices as needed
• Makes travel arrangements and manages calendars as needed
• Recommends office procedures and systems to ensure smooth office operations
• Supports Global Commercial Strategic Functions when team members are in Frazer facility
• Completes other projects and duties as assigned or as business needs require
• Establishes, updates and maintains files for the department
• Manages Share Drive or similar to support document sharing and retention within department
• Completes expense reports as needed
• Must be able to maintain the highest levels of confidentiality, integrity and discretion
• Within established guidelines, assists executive by relieving him/her of complex details and advanced administrative duties, personally taking action wherever possible
• Composes correspondence and documents of a highly confidential nature
• Arranges for staff implementation of commitments made by the executive and briefs the executive on progress
• Gathers, assembles and analyzes information and data from a wide variety of sources
• Prepares reports, spreadsheets, PowerPoint presentations and makes recommendations for action by superior
• Interacts with board members and/or various committee members on behalf of the executive; Contacts company personnel at all levels to gather information for the executive, to follow up, or to communicate information on behalf of the executive
• Prepares agendas and commits the executive’s time
• Screens telephone calls; personally responds wherever possible; uses judgment regarding potentially urgent matters
• Prioritizes and summarizes contents of incoming materials - e.g., mail, reports, government notifications, articles, competitor packages - requiring knowledge of operations, an understanding of pertinent individuals involved, protocols, actions required, timelines, signature authority required, compliance and regulatory mandates, etc
• Manage projects as assigned by management and ensure the accurate and timely completion of tasks. Projects assigned may include research, correspondence or other work of the department. Independently gather information, test for reasonableness and analyze data. Make recommendations regarding change and solutions to issues or problems
• Makes independent decisions regarding planning, organizing, and scheduling own work
• Arranges and coordinates travel and meeting schedules, including travel agenda and meeting schedules; Handles details involving foreign travel, including entry papers, currency, passports and visas
• Completes expense reports; maintains detailed records of expenses
• Bachelor’s Degree preferred, or High School Diploma and Advanced Secretarial School Certificate
• Has progressed to this level after seven + years in a secretarial or administrative assistant role
• Requires broad knowledge of the organization
• Work is of a confidential nature, requiring a broad understanding of the company’s business, policies, and practices
• Excellent problem-solving and verbal and written communications skills
• Ability to represent the executive to others and to work with other top management
• Proficiency in MS Office applications – Word, Excel, PowerPoint, Access, and software applications unique to the business; Works with standard spreadsheet, database and word processing software packages. Ability to create and run macro commands to more efficiently utilize software packages is preferred
• Superior typing skills and proof-reading skills
• Answer complex inquiries which require thorough knowledge of the division or group's policies and procedures
• Generate highly confidential materials in the form of memos, correspondence, and letters from drafts
• Review drafts and finished documents for correct grammatical usage
• Coordinate agenda and materials for meetings involving high-level executives and leadership teams
• Collect data and conduct research for the maintenance and compilation of financial spreadsheets
• Maintain supervisor's calendar, coordinate and arrange large and/or recurring meetings, luncheons, conferences and seminars
• Respond verbally or in written form to internal and external inquiries, which may involve communicating with high level management
• Perform administrative duties such as ordering office supplies, coordinating travel arrangements, preparing monthly expense reports, etc
• Process and coordinate accounts payable and expense reports
• May perform personnel activities to include coordination of interviewing/screening, employee orientation, and maintenance of employee profiles
• Complete project management activities that may include preparing project timelines, project updates/materials, meeting minutes and follow up responsibilities to ensure projects remain on track
• Requires excellent organizational and interpersonal skills as well as problem solving, negotiation and follow-up skills
• Requires ability to organize and coordinate multiple projects
• Strong verbal and written communications skills, as well as ability to communicate with all levels of executive management
• Highly skilled in Microsoft Office products (Outlook, Excel, Word, PowerPoint and Access)
• Requires 3 to 5 years of related experience in administrative and/or project management role
• Accurately process time and expenses in the firm’s proprietary system and/or Deltek in a timely and efficient manner
• Skillfully use EY’s standards, templates, branding and correspondence guidance, to format and edit letters and other documents from draft to client-ready stage
• Prioritize work by considering its risk, importance, urgency, and potential business, organizational, and client implications
• 40 hours per week work schedule
• Local candidates only need apply
• Associates Degree or Bachelor's Degree required
• 7 - 10 years’ experience as an Executive Assistant
• Experience supporting at the Executive Level / President / CEO, etc
• Microsoft Office proficiency: PowerPoint is a must in addition to Word, Excel and Outlook. No exceptions!
• Ability to take critical notes during executive level meetings
• Must have exceptional organizational skills
• Primary executive support to two (2) executive team members
• Active role supporting and communicating with investor relations
• Primary coordinator and communicator with Advisory Board, Key Opinion Leaders and Clinicians
• General administrative and office support working closely with other administrative team members
• Extensive calendar and travel management coordinating heavy domestic and international business travel
• Completing and submitting monthly expense reports using Concur travel & expense management software within a strict monthly deadline
• Database management and meeting tracking for all investor related meetings and conferences (using Nasdaq IR Insight program)
• Prepare purchase requisitions on behalf of executives using NetSuite business software
• Filing/data entry - scan/input business card info into outlook contacts as requested
• Powerpoint presentation management - format, edit and coordinate with project group(s) to complete corporate presentations
• Company events - Assist with the planning and coordination of SSF office social events
• Comply with company regulatory, safety and compliance procedures and practices
• May be assigned other projects and duties as required
• Directly related experience in an Executive Assistant role supporting C-Suite executives required
• Prior experience supporting Investor Relations strongly preferred
• Prior experience supporting Clinical/Medical Development/Operations strongly preferred
• Experience with global, public companies in the Biotech/Pharmaceutical sector and/or Academic sector strongly preferred
• Experience in the life science industry, start-ups and/or clinical study management strongly preferred
• Ability to proactively manage responsibilities
• Advanced skills with Microsoft Office Suite and Concur software
• Ability to prioritize tasks, meet deadlines and be flexible with changing priorities
• Ability to work collaboratively and demonstrate initiative
• Ability to maintain strict confidentiality at all levels
• Ability to read and interpret documents
• Balance delivery of key tasks, prioritising work according to business pressures and deliverables
• Sensitive management of confidential, strategic, personal, and business critical information and managing the flow of information/ being the central point for information collation and distribution
• Provide a professional diary/time management service building in deliverables and deadlines, regular meetings and performance management responsibilities
• Making arrangements/bookings for travel and visas, preparing and distributing travel schedules/agendas
• Management of e-mail system, to include prioritising, replying/delegating
• Management of contacts to ensure information is up to date and accurate
• Management tracking and processing of business-related and company expenses
• Maintenance of holiday records using internal systems
• Liaison with wider Operations functions and senior business leaders within the region and globally
• Coordinate all aspects of executive level appointments, meetings and conference calls (external/internal), events
• Provide administrative support on an ad hoc basis to the Global Chief of Staff
• Prepare and quality assure materials for meetings
• Proven experience of working as an Executive Assistant with senior level managers and international teams
• Strong knowledge of all Microsoft Office applications
• Knowledge of Citi Expense and Travel booking on-line systems is advantage
• Enhanced knowledge of IT software packages including MS Word, Excel, PowerPoint and Outlook
• Exceptional organisational and administrative skills
• One to two years of relevant experience in a similar field or position is required
• Three years administrative / facilities experience supporting multiple people preferably in the commercial real estate industry preferred
• Advanced Microsoft Office applications; PeopleSoft Expense proficiency; On-line schedulers for travel and booking
• Excellent customer service and relationship building skills
• Strong organizational, interpersonal and communication skills
• Working knowledge of Microsoft Word, Excel, Power Point, Outlook, Mapping and database software
• Working knowledge of audio visual equipment located in the conference rooms
• Experience in corporate culture and professional demeanor
• Organize and coordinate the operation of an office overseeing and managing the provisioning of supplies, equipment and services that enable the staff to perform their jobs effectively
• Establish and communicate procedures used in day-to-day operations and make revisions as appropriate. This includes processing departmental expenses and limited budget oversight
• Provide leadership to Administrative Assistants in the CMO organization and set a plan with other members of the administrative staff to ensure constant coverage
• Prepare documents including customized reports, presentations, proposals and correspondence. Uses discretion with regard to formatting and layout
• Manage and maintain a complex senior executive’s calendar with constant changing priorities, while maintaining sensitivity. This includes scheduling meetings and appointments without clearance on occasion. Arrange travel and hotel accommodations as necessary. Perform routine administrative functions such as responding to inquiries with standard letters or arranging meetings and conferences
• Screen telephone calls and visitors, ascertaining who can be redirected to subordinate managers or other offices. Provides information to callers, requiring detailed knowledge of client(s)’s area of responsibility and general knowledge of company policies, practices, and operations. Brings urgent issues for action to supervisor’s attention
• Gain thorough knowledge of the Executive’s span of control, as well as, company policies and procedures
• Lead and/or participate in short-term projects that are relatively small in scope
• Develop processes for maintaining departmental records and trains other administrative personnel on procedures. Coordinates office moves ensuring all technological needs of the client are met. Determines and communicates timelines and activities to individuals involved in moves
• Collection of items for CMO weekly updates
• Assist team on project administration as needed
• Develop presentations as needed
• Provide onsite support for company events and meetings
• Safegauard confidential information
• 7+ years supporting executive level roles
• Advanced Microsoft Office applications
• PeopleSoft Expense proficiency
• On-line schedulers for travel and booking
• Provide extensive administrative support to General Manager/Vice President
• Advanced Internet/Intranet skills and strong knowledge of Microsoft Office (Outlook, Excel, PowerPoint and Word)
• Experience with leading and coordinating WebEx and conference call sessions
• Experienced in travel planning (air, ground, lodging) for large groups and in various US-based and international metropolitan locations
• Must have demonstrated ability to prioritize multiple projects/workflow and manage time efficiently in order to meet established timelines
• Experienced in successfully completing tasks with minimal direction from manager and/or supervisor
• Must be able to proactively improve processes, initiate projects and implement changes, as opportunities are identified
• Some college coursework preferred
• Minimum 7+ years in a related field preferred
• Responsible for supporting leadership, the overall business and the daily management of the office
• Organize and manage meetings and events including securing, managing and preparing meeting space, travel, catering, transportation and set-up
• Communicate effectively with individuals at all levels of the Cox organization
• Liaison to facilities for move and ongoing work environment needs
• Coordinate onboarding support to new employees; ensure they have the needed resources to get started as a new employee of Cox Automotive
• Arrange domestic & international travel and all accommodations including comprehensive and detailed itineraries for internal team members and external clients as needed
• Perform administrative functions such as ordering supplies, coordinating equipment repairs and supply purchasing and procurement card reconciliation
• Prepares expense reports, memoranda, reports, spreadsheets and presentations, which may require the gathering of data from internal and/or external sources
• Ensure all documents, letters, briefings and other materials are in final format, including but not limited to grammar, content, substance, and accuracy
• Attends staff meetings, records minutes and creates a summary of the meeting, highlighting the significant issues, distributing meeting minutes and documents, as assigned
• Support Ad-hoc projects
• Provide administrative support to all levels of banker
• Manage the Client Call Reporting to track bankers’ client interaction
• Partner with administrative assistant to other Co-Head to provide seamless coverage for the management team of the Consumer Products group
• You have a proven ability to effectively interact with senior level management and have excellent communication skills
• You have the advanced administrative skills to provide daily executive support, while simultaneously working on administrative projects and other broader tasks
• You can effectively work in a high volume, deadline oriented environment, managing multiple priorities
• You are detail-oriented, proactive, and possess strong organizational skills
• You are a self-starter with a strong sense of ownership who has the initiative to proactively identify and resolve problems, and know when to seek clarification or assistance
• You must have the ability to exercise extreme sensitivity, discretion and judgment as you will be tasked with assignments that are often confidential and complex in nature
• You are flexible and willing to adapt to different work styles, preferences, and frequently changing priorities
• You are a team player who develops strong working relationships with colleagues across the company
• You are willing to learn and advance your skills
• You have excellent writing and grammar skills (i.e. for generating and editing memos and emails) and are proficient in MS Office (Microsoft Word, Excel, PowerPoint, and Outlook)
• You have the flexibility to work overtime if needed
• Meeting coordination (formal, informal, on-site and off-site)
• Project work on an as needed basis
• Telephone call management
• Expense reporting
• Executive communications
• Communications management (Document/Report/Presentation editing)
• Spreadsheets/PowerPoint presentations
• Supplies/inventory coordination
• Update sharepoint site as needed
• Coordinate new employee setup
• Manage calendars and discern appropriate action when conflicts occur; at times this may require coordinating with external clients
• Plan business meetings both on and off-site – ensure room is arranged, type agenda, handle logistics such as meals or audio visual
• Coordinate travel arrangements in a thorough and proactive manner, monitoring schedule changes and travel disruptions
• Process expense reports in a timely manner and in accordance with firm policy
• Approve expenses which adhere to the policy and use judgment on when to escalate questionable items
• Prepare and update weekly meeting reports, this can include follow up items from previous meetings
• Process invoices both nationally and globally
• Establish and maintain record keeping and filing systems; classify, sort and file correspondence, records and other documents
• General duties such as pay bills, make deposits, tracking vacation schedules, filing and faxing
• Minimum 10 years of corporate administrative experience and/or training
• Demonstrate advanced proficiency in current Microsoft Office Suite applications (Word, Excel, PowerPoint and Outlook) with the capability to master company specific software and databases
• Be willing to work overtime when needed
• Completes a broad variety of administrative tasks for the Senior Business Executive and the Executive team including: managing an extremely fluid calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings
• Plans, coordinates and ensures the Business Executive and the Team's schedule is followed and respected
• Works closely and effectively with the Business executive to keep him well informed of upcoming commitments and responsibilities, following up appropriately
• Provides a bridge for smooth communication between the Business Executive's office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff
• Strong work experience as Executive Assistant supporting C-Level Executives
• Strong interpersonal skills and the ability to build relationships both internally and externally
• Highly resourceful team-player, with the ability to also be extremely effective independently
• Excellent written and verbal communication skills in Portuguese and English
• Ability to maintain customer confidence and protect operations by keeping information confidential
• Superior proficiency in MS Office Suite, including Word, Excel, PowerPoint, Visio, and Outlook
• Excellent computer typing skills
• Solid working knowledge of office equipment, including copier, binder, fax, and scanner
• Maintains executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel. Ability to prioritize and adjust to ensure optimal usage of the CTO's time. Ability to identify scheduling conflicts well in advance, and work to mitigate in coordination with key team members
• Partner with other members of the CTO's core team on critical organizational meetings (all hands, external speaking engagements, etc.) to ensure that the CTO is supported with appropriate preparation, minutes, etc
• Remove friction by ensuring that the CTO and core team get to where they need to be when they need to be there. Ensuring that there is a cadence of team meetings and a travel calendar well in advance
• Conserves executive's time by pre-viewing, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating calls/video conferences
• Domestic/International travel planning and expense reconciliation
• Prepare documents, reports, and other materials for staff and business meetings
• Plan and coordinate monthly/weekly team meetings
• Works with other executive assistants/leaders to ensure meetings are productive, individuals are prepared and occur on time
• Event planning, both onsite and offsite meeting planning, presentations and other special projects as needed
• Maintains confidences and protects operations by keeping information confidential as required
• Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions
• Proficiency with Microsoft Office: Outlook, Excel, Word, PowerPoint, and SharePoint
• Effective written, verbal, and interpersonal communication skills
• Extremely organized with the ability to work on multiple projects and meet deadlines Ability to maintain a high level of confidentiality
• Previous experience as an Executive Assistant to a C-level executive
• Associate or Bachelor's degree preferred
• Will work within a highly visible, matrix international organization with significant multi-tasking capability as a team player
• Manage complicated and extensive executive travel, domestically and internationally
• Ensure accuracy and completeness in expense reports
• Manage extensive calendar scheduling. Arrange meetings and interface with executive management, customers, board of directors, etc
• Handle confidential matters with external and internal stakeholders
• Work independently with minimal instructions and supervision
• Handle multiple, often aggressive tasks and effectively manage day-to-day issues, as they arise
• Will work with multiple database, software tools for reporting and ordering (POs, time reporting, supplies/catering, document management)
• Liaise with all employee levels within a very large multi-cultured organization
• Support events and function
• At least 5 years of administrative/executive level experience
• Knowledge of legal terminology, principles and concepts
• Proficient in Microsoft Office Applications
• Excellent written and oral communication skills; strong interpersonal skills
• Calm, professional demeanor, ability to relate with public, medical staff, and hospital staff in any situation
• Ability to adapt to fast-paced, ever-changing environment that demands tact and confidentiality
• Must be willing to “step outside the job”, observe and perform tasks that ensure successful day-to-day hospital operations
• Proficiency in both written and spoken English
• Self-motivated and resourceful
• Demonstrable experience of being able to achieve tight deadlines and multi-task
• Strict attention to detail
• Clear thinking and concise communication is important when interacting with different groups and balancing priorities
• Manages calendars and coordinates meetings or conference arrangements for business line President - 20%
• Makes complex domestic / international travel arrangement - 10%
• Basic report analysis to highlight items needing special attention or follow up - 10%
• Anticipates and prepares materials and presentations needed for meetings, conferences, internal reporting and appointments -10%
• Composes draft correspondence about complex or sensitive matters for executive consideration and approvals - 10%
• In executive’s absence ensures that requests for action or information are relayed to the appropriate department - 5%
• Prepares and manages President’s expense reports and approval of President’s direct report expenses - 5%
• Manages all other administrative systems including indirect allocations regarding the line of business President’s responsibilities -5%
• Files and manages documents and company’s retention policy for line of business President - 10%
• Follow up on Sales calls action items - 5%
• Coordinate portfolio periodic reports - 5%
• Uses judgment and initiative to determine approach or action to take in non-routine situations - 5%
• Minimum 5 years of experience in administrative assistant or secretarial role
• Bilingual (Portuguese or Spanish)
• 5-years of experience in administrative assistant or secretarial role in a corporate environment
• Support the Vice President and Controller and Vice President and Treasurer
• Coordinates domestic and international travel arrangements: Books flights online or with travel agent's assistance; reserves Corporate Jet; creates travel trip itineraries; arranges for transportation, lodging, and other needs while traveling; communicates with supervisors while traveling to ensure that they are fully informed of all issues arising; and completes expense reports in multiple currencies following travel
• Performs daily administrative tasks: Screens phone calls; reads and responds to mail and email; maintains calendar; organizes and schedules WebEx, Net, and on-site meetings via Outlook; approves bills and processes invoices; maintains contact with external bankers, auditors, and consultants; maintains departmental file systems processes purchasing, and expense reports
• Organizes global meetings such as monthly earnings calls, and quarterly Sr. Financial Leadership Council (SFLC) assists in the assembly and organization of Board of Directors presentations and Audit Committee presentations
• Drafts and edits documents, reports, and correspondence: Creates new documents by converting similar documents that are already on file; maintain reports database; types documents from notes; prepares and creates PowerPoint presentations; and maintains organizational charts
• Minimum of 7 years’ experience as an administrative assistant including 3 years of experience supporting a high-level executive
• 1-2 years of college education or an Associate’s Degree preferred
• Experience working in global company preferred
• Must have professional interpersonal and communication skills
• Must be able to work in a collaborative environment with other Executive assistants at BorgWarner World Headquarters
• Must have advanced level skills with Microsoft Office applications, and must be able to type 75-80 wpm
• Must have the ability to maintain a high degree of confidentiality
• Must be proactive, detail-oriented, and able to work with minimum supervision
• Set goals and carry out objectives
• Identifies the preferred method of support for assigned executives and appropriately accommodates the working style. Partners with executive to help him/her be more efficient and effective with his/her time, consistently maintaining strong communication
• Assists executive in calendar planning. Acts as a gatekeeper to include prioritization of meetings and managing scheduling conflicts. Keeps the executive informed of changes
• Assists the executive with preparing for meetings, to include preparing materials, obtaining materials in advance, distributing materials, and keeping the executive on schedule. Highlights information the executive needs to pay attention to and/or questions he/she may have. Obtains appropriate support for virtual attendees as we as various media needs and other logistics
• Optimizes travel arrangements (transportation, accommodations, agenda) based on the executive's travel needs and preferences. Manages complex itineraries, to include any changes. Enables remote decision-making. Processes related expenses
• Coordinates and/or assists with team meetings (staff meetings, all-hands meetings, quarterly on-sites/off-sites, team gatherings, etc.) May assist with event planning
• Prepares, updates and organizes information for inclusion in huddle boards, reports, correspondence, presentations, budgets, etc. Edits documents for accuracy, format and arrangement of material. May conduct research on behalf of the executive
• Sorts, screens and distributes incoming and outgoing mail for the executive(s). May highlight particular information of interest and/or curate reading material
• Assists in keeping the executive highly organized, to include online retrieval and archiving of documents as well as supporting the Company's records and retention schedule
• Knowledge of administrative procedures, software applications (such as Microsoft Office Word, Excel, PowerPoint, etc.) records management systems, and other business procedures and terminology
• Excellent organizational skills, time management skills and attention to detail, to include regularly anticipating needs and being proactive
• Displays high degree of professionalism in order to maintain confidential information, deal with people tactfully, and help establish strong relationships and positive communication
• Excellent ability to read and respond to subtle clues and react with situational appropriateness; as normally acquired through an Associate&#96;s degree (or equivalent) and 5 years of relevant administrative experience, to include prior experience providing support at the executive level
• Relieves CEO or COO of administrative details; coordinates & maintains effective office procedures and efficient workflow
• May assist with coordinating executive administrative workflow for executive officers
• Responsible for coordinating all CEO or COO projects and projects leads. Helps set and define project priorities and interdependencies
• Interacts with executive management in communicating project status and potential project risks
• Extracts, evaluates and compiles data to create final deliverable for projects
• Schedules appointments, maintains calendars, anticipates demands and ensures smooth office flow. Makes arrangements for and coordinates conferences and meetings. Follows up to ensure appointments are kept
• Receives and assists visitors and telephone callers by referring them to executive or other appropriate person as circumstances warrant. Returns phone calls per CEO or COO’s request and communicates results of conversations to CEO or COO
• Reads/reviews executive's email and routes/delegates as required. Sorts, reads, and annotates incoming mail and documents, and attaches appropriate file to facilitate necessary action
• Composes correspondence and reports for own or executive's signature as directed; determines routing signatures required and maintains follow-up
• Assists in arranging business itineraries and coordinates travel
• Takes action authorized during officers' absence & uses initiative & judgement to see that matters requiring attention are referred to delegated authority or handled in a matter so as to minimize effect of employer's absence
• Maintains budget and expense account records, financial records and confidential files
• Minimum 12 years of working experience with BA or 8 years of experience with MA
• 5+ years as an Executive Assistant to C-level executives
• Manage Executive schedules, including scheduling and coordinating meetings, establishing agendas and producing documents for executive meetings
• Support weekly Executive Staff Meeting including meeting space and food arrangements, agenda preparation and notes and tracking action items
• Provide project support to department leaders as assigned
• Perform various special projects,
• Handle document and presentation preparation for various meetings, which may include Board meetings, senior management meetings, and other departmental requests
• Prepare and manage budgets
• Maintain key relationships and communications within the company and with external vendors to ensure business needs are met
• Schedule and arrange events, while managing budgetary responsibility
• Arrange and coordinate business travel
• Handle confidential material relevant to company operations, including preparation of executive level correspondences
• Provide receptionist phone coverage as needed and processes calls and mail as appropriate
• Seven or more years of progressive, relevant executive assistant experience required
• Thorough knowledge of administrative practices and procedures
• Exceptional office skills – Outlook, PowerPoint Word, Excel and Web updates
• Detail oriented and able to handle multiple priorities effectively
• Excellent customer service and people skills
• Event planning and coordination experience
• Must be comfortable and confident interacting with senior executives
• Positive attitude, open and honest communication and desire to grow professionally as a professional executive level assistant to an Executive Officer
• Must possess excellent communication skills, both orally and in writing; to include proper spelling, grammar, sentence structure and professional verbiage
• Must possess and demonstrate sound problem solving skills and exercise good judgment at all times
• Must demonstrate initiative, resourcefulness and professionalism
• Highly proactive and flexible, including the ability to anticipate and identify needs, and develop, suggest and implement successful solutions across a range of assignments
• Highly developed organization and planning skills, and the ability to prioritize and manage diverse and multiple projects with a high degree of accuracy
• Knowledge of legal protocols, general legal terminology and ability to draft legal documents in Word is preferred
• Grace under pressure, and the ability to switch gears at a moment’s notice
• Sense of humor highly valued
• Bachelor’s Degree and/or project management qualification/designation
• Proven advanced project management experience including but not limited to; data manipulation, strong time management and problem solving ability skills
• 5+ years’ experience supporting senior business executive(s) in a large complex business environment
• Demonstrated ability to own, manage and complete projects on time with business impact
• Excellent organization skills, task flexibility, ability to multitask and change priorities as needed
• Excellent verbal and written communications skills, ability to analyze situation and make sound recommendations and decisions
• Self-assured and confident in a variety of settings with a strong belief in own capabilities
• Ability to develop and maintain strong relationships
• Effective presentation of information and the ability to influence required outcomes
• Demonstrated ability to manage multiple competing initiatives simultaneously allocating resources to meet the broad spectrum of program goals
• Ability to exercise judgment in assessing and determining how to manage inquires, calls and confidential matters
• Comfortable working with various levels of senior management
• Must have proven record of work experience (5+years) in an coordinator administrator or project management capacity
• Extensive computer experience & proficiency with Microsoft software, specifically Word and Excel, a solid understanding and usage of databases, PMO tools, analysis tools, standard reporting tools
• Screen telephone calls and determine which can be handled by other areas of the bank. Answer complex inquiries which require thorough knowledge of the division's or group's policies and procedures
• Type highly confidential materials in the form of memos, correspondence, and letters from drafts
• Take and transcribe dictation
• Compose agenda and correspondence
• Maintain superior's calendar, coordinate and arrange large and/or recurring meetings, luncheons, conferences and seminars
• Receive and greet incoming visitors in a professional manner
• Direct them to the proper individual and assist them with their needs
• Process and coordinate accounts payables and expense vouchers
• Perform a broad range of very sensitive, confidential, and proprietary administrative functions
• Administer and maintain highly confidential and specialized information utilizing an in-depth understanding of organizational policies, procedures, and operations
• Perform administrative duties to include phone coverage, meeting coordination (including catering, teleconferences, and video conferences), report preparation, presentations, composing correspondence for signature, expense reports, etc
• Coordinate global travel arrangements for maximum cost effectiveness to include processing visa applications, adhering to security travel advisories and charter travel arrangements
• Schedule appointments and coordinates officer's interface with other company organizations, clients, and external groups
• High School Diploma or equivalent appropriate General Certificates of Secondary Education or global equivalent preferred
• Four (4) years of Fluor experience
• Expert computer and software skills to include the use of word processing and email as well as the expert use of spreadsheets and electronic presentations
• Proficient in use of Fluor specialized software
• Strong interpersonal and communication skills, both oral and written
• Strong leadership and decision-making skills
• Provides effective calendar and schedule management in a fast paced, changing environment with accuracy and full follow through
• Arranges domestic and international travel
• Independently responds to email and phone requests for information
• Positively represents the executive’s office with all levels inside and outside of the organization
• Manages multiple projects simultaneously
• Prepares PowerPoint presentations
• 4+ years of relevant experience
• Proficiency in Microsoft Applications (Word, Excel, PowerPoint)
• Experience with arranging domestic and international travel
• Collaborative and pro-active team player who is willing to assist others
• Proven ability to multi-task and excellent time management
• Demonstrates initiative, able to work independently and effectively with change
• Maintains diaries of the VP Sales, EMEA and other supported Executives; schedules appointments and prepares necessary background materials; monitors upcoming deadlines and events and follows through on necessary details
• Coordinates all travel, transportation and accommodation for supported executives, including complex domestic and international itineraries, and processing of necessary travel visas
• Processes expense reports in a timely manner and fills out timesheets for supported executives. Keeps detailed records of all expenses and receipts
• Track activity in our Sales Force system
• A flexible approach to work is essential
• 5+ years professional work experience ideally having supported more than one Senior Executive simultaneously
• Must be a self-starter with a high level of energy, superior judgment and problem-solving capabilities
• Must be reliable, flexible, responsive and possess a sense of urgency when/if necessary due to critical business demands and have a strong work ethic. Personable, with a professional demeanor and ability to handle all situations with discretion and tact. Must have a collaborative approach and willingness to assist others
• Excellent customer service and interpersonal skills with superior verbal and written communication skills; demonstrated ability to work well with all levels of internal management and staff, as well as external clients and vendors
• Strong written and editing skills desired
• Excellent planning and organisational skills with the ability to anticipate needs and juggle priorities successfully
• Strong computer skills, including proficiency in Microsoft Office, including Outlook calendar and email, Excel, Word, and PowerPoint
• Sense of humor always important
• Being an excellent team player is essential
• Diary management: Arranging and organise meetings internally and externally on behalf of the President and Vice President for APJ both locally and internationally
• Receives, screens and handles telephone calls, incoming mail and other correspondence, some of which may be of a confidential or sensitive nature
• Raise POs and other payments etc. to process payment and engage supplier services
• Communicate team wide events, facilities issues and other announcements
• Requesting and/or preparing documentation or briefings for meetings
• Manage local and international travel arrangements, including Travel Authority Forms
• Manage the expense process as and when necessary
• Arrange catering, lunches and organise events as required and in line with company guidelines and budget
• It is essential to work collaboratively with the Executive Assistant’s of the President’s direct reports
• Prepares reports and other materials for employee and business meetings. May attend staff and leadership meetings; take and distribute minutes and follow up on action items
• Maintains and analyzes files and records which often contain information of a confidential nature
• Experienced EA background with a minimum of 5 + year’s experience. Preferably from the Technology industry but not essential
• Proven ability to support and operate with President and Vice President level roles
• Must have experience supporting multiple regions and the ability to communicate and build strong relationships with Executive Assistants and Leaders in those regions
• You will be comfortable working autonomously and have the initiative to make decisions and judgment without supervision
• You will be a self-starter and organised, take control and drive opportunities on behalf of the President and Vice President
• Experience with domestic and international travel arrangements
• You will be required to have excellent follow up and closing skills
• Superior level of administrative and support skills
• Must have very strong diary management skills
• Advanced experience with MS Word, Excel, PowerPoint, MS Outlook as well as Webex, Video Conferencing and Conference Calls
• Superior organisational skills, ability to work under pressure, manage competing priorities and working to tight deadlines
• High attention to detail and confidence is essential
• Proven ability to maintain confidentiality and manage sensitive information
• Strong interpersonal & communication skills, relationship building skills and ability to push back is a high priority
• An energetic and enthusiastic approach and a team work ethic
• A professional and influential written and verbal communication style is essential
• The desire to take on extra project responsibilities and further your career
• Dedicates majority of time (about 90%) to direct administrative support for the CHCO
• Handles highly confidential information and situations in a professional manner maintaining discretion at all times
• Maintains complex schedules and proactively knows what can shift and who the appropriate contact is in each department to effectively manage time
• Creates correspondence, agendas, and presentations as required by the CHCO
• Proactively makes travel arrangements, anticipating future travel needs and fully prepares travelers with meeting materials
• Serves as a role model and provides guidance of best practices to other HC administrative staff
• Fully leverages technology to find the most efficient and effective way to complete work
• Independently researches, collects and compiles documents and data for special and regular projects. Demonstrates appropriate discretion to seek input and guidance as needed to ensure projects are completed efficiently, effectively and on a timely basis
• Provides back up administrative support to individuals within the Human Capital leadership team (contact management, large meeting set up, correspondence, etc.)
• Interfaces with other members of the HC team, Baird associates and external parties as the CHCO’s representative
• Delivers exceptional client service and builds strong client relationships. Answers and/or initiates phone calls and emails and finds solutions to inquiries utilizing resources as necessary
• Available to support the needs of the leaders outside of standard business hours
• Performs any other duties as assigned
• Minimum of 10 years of progressive administrative experience with at least 4 years’ experience at the executive level
• Minimum of 1 year experience gathering, editing and publishing confidential and/or strategic business plans for a publicly traded organization
• Minimum 2 years in a supervisory role
• Proficient in computer skills including Outlook, Word, Excel and PowerPoint
• Excellent communication skills; both written and verbal
• Demonstrated competencies of customer focus, priority setting, and organizational agility
• Demonstrated competency of developing peer relations and participating as a team member
• Ability to interact with senior executives, both internal and external and Board Members
• Ability to handle confidential materials and maintain confidentiality
• Ability to coordinate extensive travel arrangements, to include flights, chartered aircraft, accommodations, car service and meals
• Obtain and maintain status as a Notary Public Required
• Ability to adjust to frequent change
• Periodically negotiate and bind the company to multiple financial contracts for investor meetings and executive management meetings held in locations throughout the country. This includes group lodging, banquet facilities, catering, travel, audio visual equipment and other associated costs
• For numerous internal and external bound publications and visual presentations seek, gather, edit and assemble legal, financial and/or confidential data from internal management, consultants, Board Members, etc
• Using discrete judgment, commit the CFO to internal and external meeting dates, teleconferences, videoconferences, public engagements and extensive travel to remote offices / other locations
• For most communication intercepted on behalf of the Officer, interpret the level of significance and/or involvement of the Officer should be immediately advised of
• Due to the Officer’s frequent required absence, determine, when requested, the level and detail of operational/confidential information to be released
• Using initiative, empathy, composure and/or authoritative abilities, resolve minor conflicts or disputes typically arising from management deadlines and organizational changes
• Coordinate and team with other departmental staff to ensure the corporate office has administrative professional representation on a consistent basis
• Oversee and supervise reception area and all desk procedures
• Timely completion of external and internal meeting plans within operational budget guidelines
• Thorough execution of assigned meetings and events
• Accurate and timely release of oral communication and dissemination of written documentation
• Consistent professional demeanor and representation
• Adherence to all company policies and procedures
• Provide superior administrative support to the CFO, and as needed the Global Finance Leadership Team
• Responsible for calendar management/coordination for multiple team members
• Significant travel and itinerary coordination, including multi-segment international travel; client, investor, analyst, JLL team and Board of Directors meeting coordination
• Detailed and accurate expense management
• Interview and candidate coordination
• Event planning for multi-day meetings, including senior level external and internal gatherings
• Meeting planning and scheduling, including conference calls, video calls, Webex setup and room reservations
• Organize logistics for quarterly external reporting
• Presentation creation and formatting
• Supply orders and catering for meetings
• Review work processes to find greater levels of productivity within the role and team
• Successfully manage special projects such as move coordination, team calendar tracking, onboarding new leaders
• Minimum of seven years senior level administrative support experience
• Minimum of two years of global team support experience, preferred
• Event and meeting planning experience, preferred
• Experience with supporting a Finance team or an Accounting team, a plus
• Real Estate knowledge, a plus
• Asserts discretion and professionalism when given to access confidential and/or private information
• Maintains a high level of professionalism and integrity as a team player
• Able to adapt to changing team needs and can effectively prioritize work from multiple sources
• Works for, and communicates effectively with, multiple levels within the organization with minimal daily supervision
• Respected as a key resource and contributor
• Flexibility to work outside of normal business hours when required; cognizant of global schedules
• Resourceful and can find solutions to various administrative issues
• Possesses excellent communication skills
• Ability to thrive in ambiguity – Can navigate through a complex, multi-faceted organization with multiple stakeholders
• Advanced MS Word, MS Excel, MS PowerPoint and MS Outlook
• Provide administrative support to a senior-level executive and team
• Maintain frequently changing calendars through Outlook and understand Executive's priorities to effectively manage that calendar
• Coordinate all aspects of executive level appointments, meetings, receptions and conference calls / video conference / Live Meeting for multiple time zones
• Handle incoming calls and be able to exercise independent discretion when responding to inquiries
• Coordinate frequent travel arrangements
• Serve as back up support for other managers or administrative staff within GGA and Legal as needed
• Proven ability to work well with others; must be a good team player
• Prior experience as an Administrative Assistant required (5+ years) and at least 10 years’ experience as a senior level assistant
• Completes a broad variety of administrative tasks for the Services, SVP/ EC Member including
• Managing an extremely active calendar of appointments; completing expense reports
• Manage logistics of all SVP, Services off-site meeting and assists senior EC-EA team with any department meetings as needed
• Managing external contacts; proactively understanding who they are, who the primary
• At least 5 years of administrative support experience. AA degree or equivalent work experience
• Excellent verbal and superior writing and report presentation skills are essential
• Polished professional having significant experience (minimum 2 years) supporting a C level fast paced executive
• Demonstrated success where personal results and accountability are evident
• Strong sense of teamwork
• Advanced PC skills in Microsoft Office, including Word, PowerPoint and Excel
• Proficient with technology including mobile device
• Screens calls for the executive and responds to moderately complex inquiries from management employees or external sources regarding a variety of questions, such as clarification of company policy and procedures. Communicates sensitive information to senior management or external sources
• Coordinates with internal and external executive-level staff to accomplish moderately complex activities, such as scheduling, identifying outside speakers, and developing agendas or recreational programs for non-local group meetings or events. This may also include conducting research and compiling information for quarterly or annual reports, departmental projects or company task forces, where information must be gathered and compiled from a variety of sources
• Receives general direction. Identifies needs and initiates administrative projects
• 10 plus years of executive administrative experience
• Experience working with Microsoft office products, including Outlook, Excel, Word, and PowerPoint
• Extensive experience in providing senior-level executive administrative support with proven aptitude to manage numerous confidential documents and issues on behalf of an executive
• Experience effectively managing the internal/external time commitments of an executive to facilitate the most effective use of the executive’s time
• Experience initiating independent judgment in managing the daily schedules of the
• Provide self-directed and hands-on administrative support to the Chief Executive Officer and Chief of Staff
• Organizes, prioritizes and appropriately handles documents and sensitive /confidential and complex information with the utmost discretion and diplomacy
• Partners with Chief of Staff to coordinate calendarization and priorities
• Interact and support BOD interactions (for the BOD and committees)
• Work collaboratively with the EA team to maximize leadership team efficiency
• Maintain department correspondence and files
• Typing and transcribing of correspondence, memorandums, etc. for distribution
• Plan, schedule and coordinate routine travel and meetings (on and off-site, conference calls, video conferencing and WebEx) as necessary
• Compile and bind material for Executive level meetings
• Prepare and distribute agendas / meeting minutes
• Interface with clients, candidates and vendors
• Answer and screen telephone calls using proper etiquette and discretion
• Assist executives in preparing documents and presentations
• Accurately enters expenses manages approval process
• Provide presentation support, coordinate meetings and V.I.P. planning
• Assist in coordinating interview schedules for potential candidates
• Ability to lead by example in support of the Company’s essential characteristics and values: strong ethics
• Develop strong relationships and regularly interface with the Catalina Leadership Team (CLT), Senior Catalina Leadership Team (SLT) and other Sr. Executives
• Ability to work independently and manage time effectively to meet individual goals and deadlines
• Manage Microsoft Outlook calendar, inbox, and address books; respond to incoming telephone calls, routing calls as appropriate
• Schedule and coordinate meetings / conference calls; prepare related materials / correspondence
• Arrange and coordinate complex travel itineraries
• Process expense reports and vendor invoices for reimbursement/payments and reconciliation
• Interface with senior leaders, executive assistants of senior leaders, at all levels of the organization, both within and outside the company
• Coordinate various on-site and off-site meetings and engage with Conference & Event Planning
• Assist in the preparation and/or coordination of memoranda, presentations, reports and spreadsheets by preparing and editing text, slides and other materials
• 8+ years of relevant experience
• Extensive knowledge of MS Office tools
• General understanding of business cycles (ie. investor meetings, earnings calls)
• Strong executive presence, relationship building and interpersonal skills
• Update and maintenance of calendars for the SVP Worldwide Sales, and VP Americas/Global OEM Sales
• Schedule internal and external high-level meetings, calls, and video conferences
• Organize and coordinate major events and conferences Worldwide Sales Kickoff in conjunction with Marketing
• Coordinate the weekly Management Staff Meetings and yearly department’s Business Update Meetings
• Coordinate all the customer related meetings and manage the customer meetings schedule for all the major tradeshows the company is attending
• Provide general support to HR and others as needed in the Austin office
• Be a liaison, mentor, and keep open line of communication with all the other Executive Assistants within the company
• 7-10+ years’ experience working with senior executives; senior sales executive experience a plus
• Proficient in MS Office: Word, PowerPoint, Outlook, Excel, Lync
• Experience planning and coordinating travel, including booking international travel
• Ability to manage calendars, perform complex travel and meeting coordination
• Demonstrated excellence in event planning and coordination (up to 400+ attendees)
• Experience managing expenses (preferably within Concur)
• Demonstrated ability to manage sensitive and confidential information discretely
• Maintain calendars, schedule meetings, send Outlook calendar appointments, reserve conference rooms, and coordinate logistics for meetings, including audio/visual needs, presentations, and food and beverage catering
• Makes administrative decisions, handles correspondence, makes appointments and serves as a liaison internally to the group and externally to visitors, as required
• Handles business, company, and personnel details of a highly confidential and sensitive nature
• Collects and prepares information for use in discussions and meetings of staff and outside individuals as well as department team
• Requires experience in working with senior level executives within and outside the company, as well as experience with customers, vendors, and other visitors,
• Prior experience in a scientific, engineering or related industry preferred
• Above average computer skills, including Microsoft Office programs
• Adaptability to changing needs and situations
• Extreme attention to detail and ability to work independently on a broad variety of projects
• Excellent interpersonal and organizational abilities
• Maintain a high level of confidentiality
• Anticipate, identify, and resolve problems in a timely manner
• Research, analyze, summarize, and report information in an effective manner
• Demonstrate professional demeanor
• Provides advanced-level administrative support to senior executives of the company (SVP and above), effectively managing the day-to-day administrative functions including planning, organizing and scheduling
• Experience working with senior-level executives within and outside the company, customers, vendors, visitors, etc. (comparable to at least 8 years)
• Excellent Microsoft Office skills (spreadsheets and powerpoint)
• Excellent communication, organizational and interpersonal skills. Employee will interact with internal and external parties
• Ability to identify and set priorities and effectively perform a variety of task simultaneously while demonstrating high level time management skills
• Ability to deal professionally with highly confidential information and matters
• Positive attitude and ability to work effectively with others at all levels of the organization
• Ability to lead and provide task assignments and direction to other administrative or clerical personnel
• Recognize and troubleshoot conflicts while providing solutions
• Excellent logistic and planning skills for meetings, travel, etc
• Thorough knowledge of company policies,operations and procedures
• Strong verbal and written communication skills, will need to interact with multiple levels of management and leaders (both internally and externally)
• Excellent follow-up skills
• Self-motivated, pro-active team player a must
• Proficiency in Microsoft Word, Microsoft Power Point, Microsoft Excel
• High level of Proficiency in Microsoft Outlook
• Willingness to learn new software as needed
• Experience in prioritizing work and managing expectations with senior leaders
• Experience in supporting multiple managers
• Passion and interest in Marketing/Innovation space beneficial
• Handle confidential information and communication appropriately
• Assists in the creation of PowerPoint, Word and Excel documents
• Creating and submitting expense reports for legal team
• Records Management – Iron Mountain record keeping
• Billing- Oracle System and other electronic billing systems
• Arranges domestic travel
• Distribution for daily mail, summons and subpoenas
• 8+ years executive admin experience
• Exceptional organizational skills, strong team player; keeps calm under pressure
• Resourceful with a proactive approach to problem solving
• Proven ability to multi-task and practice excellent time management
• Demonstrates initiative, able to work independently and effectively in a changing environment
• Positive attitude and a sense of humor
• Experience with electronic legal billing systems strongly preferred
• Make travel arrangements and manage executive’s calendar/schedule
• Ensure messages and communications are accurate and prioritized
• Set-up executive level meetings to include creating/maintaining agendas or action items
• Attend meetings (including executive level), record action items ensuring timely completion of those items
• Create/maintain records for Executives’ expenses, PO’s and budgeting reports
• Prepare and coordinate both internal and external correspondence/communications
• Design and prepare various analytical reports and dashboards
• Complete assigned tasks in a timely manner
• Progressive knowledge of administrative duties including time and calendar management, travel, expenses and event planning/presentations
• Proven organizational skills with the ability to carry a blackberry and laptop as well as the ability to work a flexible schedule to support executive during times of international travel
• Expert knowledge of MS PowerPoint, Excel and Outlook
• Solid background as a self-reliant, proactive, intuitive professional with the ability to anticipate needs
• Demonstrated professional with the ability to effectively manage interactions with internal and external individuals at all levels
• Ability to handle stressful situations and bond professionally with all customers
• Time management and schedule adherence skills
• A desire to succeed and grow in a professional sales environment is essential
• High proficiency in database management and internet research
• Advanced proficiency in Microsoft Excel, Outlook, PowerPoint and Word
• Self-starter who can problem solve, provide strategies and alternative solutions to management team
• Administrative support for department(s), specifically Legal, Ethics & Compliance and Regulatory Compliance
• Types all correspondence and prepares special reports and proposals with a high degree of accuracy
• Drafts correspondence responses as appropriate and responds to RSVP's and makes necessary arrangements
• Receives and handles incoming calls and diplomatically screen's the CEO, Global CFO, Chief Legal Officer and/or President's calls and routes or handles as necessary. Takes detailed messages to provide executive with maximum understanding of caller's request. Responds to priority calls in a timely manner
• Coordinates and prepares meetings, materials and communications for the Board of Directors
• Schedules meetings, arranges meeting locations and refreshments and takes meeting minutes as requested
• Coordinates and schedules executive's calendar
• Coordinates travel arrangements for the CEO, Global CFO, Chief Legal Officer and/or President and prepares itineraries for trips
• Prepares and submits expense reports in a timely manner. Reviews corporate credit card to ensure that all business expenses are expensed. Ensures that the CEO, Global CFO, Chief Legal Officer and/or President receives all expense reimbursements
• Anticipates and prepares materials needed by Executives for conferences, correspondence, appointments, meetings and telephone calls
• Opens and reviews incoming mail, prioritizing and highlighting important dates and times for Executive
• Coordinates and distributes monthly reports to Executives and Senior Management in a timely manner
• Maintains and generates confidential files, reports and records
• Assists in various daily encounters and inquiries (internal and external) to free up executive from interruptions
• Able to build solid, effective working relationships with others
• Able to communicate clearly and convey necessary information
• Able to adjust readily to change and adapt as needed
• Able to interact effectively with all levels of management
• Able to work independently with minimum supervision
• Able to maintain a positive attitude in the face of criticism, rejection, or failure
• Able to use common office equipment
• Possesses basic clerical and data entry skills
• Possesses strong data entry skills
• Possesses strong organizational and time management skills, driving tasks to completion
• Able to use relevant computer system applications (which may include spreadsheets, word processors, databases, etc) at an intermediate level
• Able to input 60 words per minute (wpm)
• Required Education: High School/G.E.D
• Minimum 8 years experience working in an in-house and/or Corporate legal setting/environment desired
• Experience working as Executive administrative assistant desired
• Manage complex, changing calendars; schedule and prioritize meetings and appointments; organize related arrangements including rooms, equipment, catering, and other resources as needed
• Answer and screen telephone calls, take messages, respond to questions, and direct calls, as appropriate
• Arrange travel and related accommodations (hotels, transportation); coordinate agenda as/when required; create comprehensive and detailed itineraries
• Prepare, organize and maintain documents, files, and other records of a complex or confidential nature
• Assist in preparing letters, memoranda, presentations, and other documents using word processing, spreadsheet, and presentation software packages
• Proofread documents and presentations for grammar, content, substance, and accuracy
• Prepare, review, and process expense reports and invoices; track processing of payments and invoices
• Interact professionally and comfortably with C-level executives and their assistants
• Maintain confidential information and secure access to sensitive personnel and company information
• Prepares notes of meetings and conferences, as needed
• Purchase office supplies and stationery for the team; operate standard office equipment such as photocopier and fax machine and arrange servicing as needed
• Other responsibilities as discussed and agreed over time
• Minimum of 10 years of administrative experience
• Minimum of five (5) years of experience directly reporting to and supporting C-level executives and their teams
• Demonstrated critical thinker, strong attention to detail and accuracy
• Excellent interpersonal, written, and oral communications skills; relate professionally with executive-level management; work effectively and network with teams throughout organization
• Proactive approach to problem-solving with strong decision-making capabilities
• Strong planning, organization, calendar management, and project management skills; able to effectively establish priorities, meet deadlines, work independently, and manage multiple tasks simultaneously
• Advanced expertise with MS Office (Outlook, PowerPoint, Word and Excel), experience working with other corporate software tools
• Handle confidential information with discretion; outstanding document and file organization skills
• Strong record of high performance in a fast-paced, constantly changing environment
• Education: minimum of two years college required
• Education: undergraduate degree preferred
• Manage confidential information, balance priorities and deadlines, and ensure duties completed in a timely and accurate manner
• Sort and relay needed information to management, peers, and other employees as required
• Work independently under general supervision, handle multiple assignments, set own work priorities, and meet all deadlines
• Communicate across multiple cultures
• Liaise with domestic and international internal and external contacts on business meetings, travel, hotel arrangements, invoice follow ups, events, etc
• Proactively manage and coordinate SVP calendars
• Show teamwork through assisting peers and fellow assistants when needed
• Maintain data in spreadsheets and additional databases
• Prepare presentations and reports
• Receive, sort, distribute, and ship mail or additional packages
• Copying files and documents, as well as additional filing or file management
• If fluent in Portuguese and English, translating documents
• 3+ years of experience in an executive support role coordinating highly sensitive activities in a professional setting
• 3+ years of experience in large manufacturing or agricultural company
• 3+ years of experience working cross-culturally and understanding how business is conducted internationallyKnowledge of working cross-culturally and understanding how business is conducted internationally
• Proficient in Microsoft Office applications (Word, Excel, PowerPoint)
• Bilingual (fluent) in Portuguese and English
• Provide comprehensive C-level executive administrative support to the SVP and VPs of Illumina's Enterprise Informatics Business Unit
• Managing daily calendar, showing flexibility and problem‑solving abilities to adjust or prioritize schedules based on last‑minute needs
• Organizing complex, domestic and international travel arrangements for the SVP, VP, and Senior Directors, including passport/visa requirements, and expense reports
• Organizing and supporting staff meetings, teleconferences, global leadership off sites, all hands meetings across different sites, and other events
• Prepare agendas and make arrangements for internal and client project meetings
• Maintain executive’s travel and day to day agenda and profile
• Compile, transcribe, and distribute minutes of meetings
• Conduct research, compile data, and prepare papers for consideration and presentation by engineers and project managers
• Coordinate and direct office services, such as document preparation, personnel tracking, supplies ordering, and housekeeping, in order to aid engineers and project managers
• May prepare invoices, reports, memos, letters, engineering specifications and other documents, using word processing, spreadsheet, database, and/or presentation software with direction from engineers and project managers
• Coordinate monthly Health and Safety activities
• Minimum 10 years of administrative experience in a professional setting in an engineering firm
• Readily learns programs/systems
• Familiar with Word and formatting techniques
• Familiar with Excel and PowerPoint basics and presentations
• Good communication and organization skills
• Accepts and adapts to change well
• A self-starter, motivated to contribute to the group
• Able to maintain confidentiality of employee sensitive material
• Manage complex calendar and scheduling for the SVP of AWS Utility Computing
• Drive team activities including staff meeting agendas, all-hands meetings, supply ordering, and cyclical events such as annual planning sessions and performance reviews
• Provide day-to-day support including meal delivery and expense reporting
• Coordinate international and domestic travel
• Provide leadership and mentorship for Executive Assistants throughout the organization
• Build relationships with executive offices throughout the team and across the company
• 10+ years of experience assisting at the executive level in a fast-paced environment
• Demonstrated ability to handle administrative details independently while exercising good judgment in keeping team members adequately informed
• Strong proficiency with Microsoft Office, especially Outlook, Excel and Sharepoint
• Experience working within complex and global organizational structures
• Proven history of driving clarity in an environment with high ambiguity
• Proactive, and very detail-oriented
• Creative approach to problem solving and event planning
• Strong history of personal and professional integrity and discretion
• Certification in Microsoft Office Suite
• Track record of working with high discretion
• Demonstrate hands-on finance or business analysis through coursework and/or extracurricular activities
• Have ability to handle multiple priorities and confidential information
• Possess strong customer focus of internal and external customers
• Have good written and oral communication as well as strong presentation skills
• Independently demonstrate the ability to identify problems and work toward resolution
• Perform a number of confidential administrative duties for the President’s Office
• Interact with domestic and international executives, external customers, and vendors
• Collaborate with primary administrative support regarding task/assignment distribution
• Analyze data/metrics from various databases, create Excel reports and PowerPoint presentations
• Manage a demanding calendar schedule with emphasis on prioritization
• Have the ability to schedule and manage appointments across multiple time zones
• Use independent judgment to plan, prioritize and organize diversified workloads for self and other executives
• Consistently balance multiple priorities ensuring that actions are aligned with priorities
• Organize, maintain, and create files, records, and archiving systems to facilitate the timely retrieval of information
• Have the ability to organize and manage large meetings and to independently book international travel
• Process expense reports for executives
• Quality check the expense reports for all direct reports prior to approval
• Provide continuous coordination with T&E and Compliance departments to make sure policies, procedures and guidelines are being adhered to correctly
• Provide back up support to the assistants of the Country Leadership Platform
• Assist with small projects across executive offices such as, President’s Office and CFO, seeking clarification when necessary to complete tasks
• High school diploma with a minimum of 8 years' of relevant experience or Associate’s degree with 6 years’ of relevant experience
• Must be self-directed and proactive with the ability to prioritize activities and make sound decisions in a complex environment
• Attention to detail, goal seeker, and demonstrated strong work ethic
• Proficient with Microsoft Office tools especially MS Word, MS Excel, and MS PowerPoint
• Ability to work within a team atmosphere and have the ability to communicate ideas and needs
• Experience with high-level contacts and exposure to sensitive information requiring confidentiality, tact and diplomacy
• Proven organizational skills and multi-tasking capability
• Ability to interact and work well with people in a team environment
• Provide critical executive administrative support to the General Counsel and the Board of Directors
• Effectively manage and execute a wide variety of administrative projects as needed
• A BA or BS degree
• 5+ years of Executive/Administrative Experience
• Experience working in a legal environment is a plus
• Technical proficiency and significant expertise with Microsoft Office tools including Microsoft Excel, Word, PowerPoint, and Outlook
• Proven track record of meeting deadlines and successfully managing administrative processes and projects
• Excellent interpersonal, written (grammar, spelling, format) and verbal communication skills
• Significant experience writing and editing professional correspondence
• Experience in effectively managing multiple projects simultaneously
• Demonstrated problem solving skills
• Self-motivated and able to operate independently with excellent organizational skills and attention to detail
• Outstanding ability to work collaboratively with all levels of the organization and demonstrate a team-oriented work style
• Excellent time management and multi-tasking skills -- Ability to effectively multitask, juggle shifting priorities, deliver quickly and adapt to changing demands in a fast-paced, dynamic environment
• Strong analytical and reasoning abilities
• Adherence to maintaining confidential and sensitive information and display sound judgment
• Determine and assign appropriate staff to address issues and develop strategic and operational plans. Must understand business issues and apply appropriate decision-making skills to set daily priorities. Identify disconnects and clarify expectations
• Lead activities, internal or external, to complete assigned projects and/or reports in cooperation with senior management
• Respond, investigate, and handle as appropriate inquiries from internal/external customers utilizing a high degree of sensitivity and knowledge of the credit union system/movement, corporate structure and priorities, divisional priorities and products and/or functions
• Proactively on own initiative and on behalf of senior management, respond appropriately via memos, letters, documents and reports via PC applications to internal and external stakeholders and customers. Track and manage follow up requests
• Proactively research information and create reports using various PC applications
• Identify, analyze, and implement process changes to streamline and improve administrative workflow
• Help promote migration to new technologies to allow for new process improvements and efficiencies. Independently initiates these changes and mentors/coaches peers to implement as well
• Review incoming correspondence via paper or email, lead initiative to determine appropriate action required. Monitor issue for appropriate follow-up
• Proactively anticipate and plan senior management’s appointment calendar and activities to allow senior manager(s) to achieve corporate/divisional objectives
• On own initiative, initiate and lead development of agendas, presentation materials, meeting deliverables and meeting follow-up items
• Provide executive support to the Chief People Office and multiple HR VPs which includes but is not limited to managing calendars across multiple time zones, making very complex and detailed travel arrangements (both domestic and international) and processing expense reports in an accurate and timely manner
• Assist in the organizing of Executive Committee meetings with the Board of Directors as well as meetings with the Talent Leadership team and HR Leadership team
• Manage meetings, including arranging logistics, creating and maintaining agendas and following up on action items and key deliverables
• Invoice processing, vendor set-up and corporate credit card reconciliation
• Organize department events, both onsite and offsite, and team meetings from inception to completion, including planning, budgeting, preparing meeting materials and logistics
• Coordinate and support activities such as office moves and new hire onboarding
• General administrative functions which include but not limited to ordering supplies, making copies, scanning, arranging courier service and managing incoming and outgoing mail/packages
• Effective communication skills, both written and verbal
• Ability to anticipate what needs to be done and proactively takes action
• Ability to thrive in high-pressure situations and environments while successfully meeting deadlines
• Uses discretion in handling details of a highly confidential and sensitive nature that if released, could have legal, financial or public risks
• Applies skills and analytical knowledge acquired through experience to perform the more complex duties of the position
• Works under limited supervision and executes own work planning. Initiates appropriate action to resolve routine to moderately complex problems
• Escalates issues to senior leader when appropriate
• Prepares sensitive information for use in discussions and meetings within the organization and with outside individuals
• Prepares presentation materials and compiles special reports, letters, and memos, using various software tools such as the Microsoft Office Suite
• May be responsible for typical deliverables described in the Administrative Assistant and Executive Assistant profiles
• Anticipatory—must be able to plan ahead and identify unforeseen needs
• Adaptability— Embrace change and pivot when changes arise
• Perseverance—ability to see things through completion regardless of obstacles
• Learning mindset—is naturally curious and is interested in broad exposure and interaction outside of core administrative duties. Wants to deeply learn the business
• Special projects for senior leader coordinated and administered
• Budget reports reconciled with department spending; manager informed
• Intermediate spreadsheet models analyzed and synthesized for pertinent information
• Reference documents created, maintained and updated for department use
• Strong communication, oral and written (ability to communicate clearly and effectively with senior leaders, board members and external partners)
• Capable of working under limited guidance
• Interpersonal skills and an ability to build relationships with employees at all levels
• Must possess the ability to exercise sound judgment in a variety of situations
• Ensure all incoming emails are reviewed daily and categorized appropriately. Ensure all "red flag" issues are identified. Ensure appointment calendar and itineraries are updated daily
• Proactively review calendar to call out any conflicts
• Handle incoming calls, messages and correspondence according to an agreed protocol with the General Manager/Management Team members
• Arrange all domestic and international travel plans including ensuring appropriate visas and letters of introduction are complete. Ensure any information on visiting country is given as it pertains to holidays, customs, travel issues, etc
• Complete expense reports and reconcile American Express statements
• Coordinate, schedule and assist in planning of meetings and events (on-site and off-site), to include rooms, equipment, meals, airlines, hotel bookings etc. May be required to travel to off-site meeting to assist with meeting coordination
• Responsible for ensuring that communication pertaining to meetings/events is disseminated to all relevant participating parties
• Ensure follow through on departmental meetings; produce and circulate minutes as required and maintain relevant departmental files
• Plan, schedule and follow through on video and telephone conference calls
• Manage Procurement Card (Pcard) account, including monthly reporting statements
• Administrative duties to include but not limited to assembling, creating and distributing reports and presentations, which include coordination of monthly Townhalls, all associate meetings, meetings with customers, and function-specific meetings
• Provide administrative assistance to Management Team members visiting from other Mars, Incorporated units as needed
• Responsible for the process and timely execution of materials requiring overnight/express delivery
• Set up and maintain administrative systems and procedures for the department. Undertake ad hoc projects as requested
• Work closely with facilities management to oversee office activities and functions
• Perform office services tasks as necessary
• Effective communication skills - listening, oral, and written
• Demonstrated proficiency in PowerPoint, Word and Excel
• High tolerance for stress with ability to stay focused
• Good initiative and follow through
• Ability to handle constant interruptions
• Ability to handle and maintain confidential and sensitive information
• Ability to work independently and efficiently
• Self-motivated with excellent organization skills and experience
• Must be detail oriented
• Ability to multi-task and problem solve in a fast paced environment
• Phone Skills - Pleasant, helpful, ability to accurately take messages
• Ability to network in order to remain current on issues affecting both the primary department(s) covered, as well as back-up department(s), to be able to appropriately answer questions
• Ability to network in order to remain current on associates and areas of responsibility both in primary department(s) covered, as well as back-up department(s), to be able to properly route telephone calls and mail
• High School Diploma required/ Business college courses or degree preferred
• 6 + years of prior administrative experience/knowledge with senior management
• Ability to work flexible hours and overtime as required
• Screens calls for the executive and responds to moderately complex inquiries from management, employees or external sources regarding a variety of questions. Communicates sensitive information to senior management or external sources
• Coordinates with internal and external executive-level staff to accomplish moderately complex activities, such as scheduling, identifying outside speakers, and developing agendas for non-local group meetings or events. This may also include conducting research and compiling information for periodic reports, projects or task forces, where information must be gathered and compiled from a variety of sources
• Performs considerable coordination and follow-through. Sets priorities and procedures for accomplishing work and may delegate portions to others
• Manages the electronic mail of the executive in their absence. Reviews incoming mail, makes decisions as to proper handling and prepares responses or delegates/manages responses by others
• Maintains confidential records and reports. Collects, compiles and analyzes data from several sources. May direct others to compile data
• Provides support in preparation for the executive’s meetings. May coordinate the preparation or compilation of various meeting materials. Interfaces with subordinates of the executive to plan and coordinate materials
• Provides administrative and organizational support to the Administrative Assistant to the CEO and the executive in external business and community leadership responsibilities, e.g., Chamber of Commerce, etc
• Utilizes Microsoft Office Products at a high level of proficiency. Prepares and revises documents for use by executive management, e.g., Corporate Calendar
• Prepares expense reports. Reviews and approves, within delegated parameters, expense reports of others
• Coordinates travel arrangements and meeting preparations. Anticipates a variety of simple to complex needs and potential issues; ensures all needs are met and issues are proactively addressed
• Maintains a consistently high level of availability to provide support to the executive according to the executive’s schedule. May require flexibility in work hours or locations
• Maintains and demonstrates current knowledge of Duke Energy enterprise organization and business operations. Understands the work preferences and needs of the executive. Communicates effectively with other executives and their support staffs
• Exercises excellent interpersonal skills and demonstrates the ability to work with employees at all levels within and outside the organization in a highly professional manner
• Effectively handles a wide variety of telephone calls, mail, visitors and appointments to effectively manage the time of the Assistant to the CEO and the executive
• Prepares correspondence and written communications using a variety of excellent written communication skills
• Effectively manages the internal/external time commitments of the executive to facilitate the most effective use of the executive’s time. May independently make decisions as to who is scheduled for time with the executive as well as other similar task in nature. Actively manages the calendar and time commitments of the executive. The nature of the responsibilities of an executive at the enterprise level increases the diversity, difficulty, and accountability of the executive Assistant role
• Carries out all job responsibilities with maximum independence. Exercises judgment and discretion in decision-making involving the planning and execution of support work for executives. Independently and proactively anticipates the needs and support requirements of the executive based on broad knowledge of the work and the individual preferences of the executive; performs or plans, coordinates, and manages the execution of that support
• Independently reviews, prioritizes, delegates and distributes in-coming work to be reviewed by the Assistant to the CEO and the executive. May be required to exercise judgment in evaluating whether the work should be presented to the executive for their attention or if it should be delegated to others. Researches work as necessary to ensure the executive has all the information to perform their duties most effectively
• Experience in an Executive Assistant role
• Extensive experience in providing senior-level executive administrative support with proven aptitude to manage numerous confidential documents and issues on behalf of an executive at one time
• Experience initiating independent judgment in managing the daily schedules of the executive and other team members
• Ability to work effectively with senior management and other business leaders with the maturity and ability to function independently and work collaboratively
• Effective organizational skills sufficient to prioritize work and complete assignments accurately, either independently or as part of a team, while under the pressure of competing deadlines and with frequent interruptions
• Ability to positively and effectively interact and communicate, both verbally and in writing, with a professional and culturally diverse workforce as well as with those external to Duke Energy, such as community-based organizations, industry-related organizations, government agencies, etc
• Exemplary organization and project-management skills with demonstrated ability to respond quickly to changing priorities
• Self-motivated; takes initiative to maintain productivity with minimal oversight
• Thorough knowledge of the Duke Energy organization as well as its policies and procedures
• Provides diverse and advanced administrative duties for executive and provides support to the department as required
• Makes administrative decisions, handles correspondence, maintains files, makes appointments and serves as a liaison with the public; internally and externally, as required
• May have some project administration responsibilities
• Handles details of a highly confidential and critical nature and makes high level contacts of a sensitive nature inside and outside the company,
• Coordinates, creates, edits and assembles slides for presentations and provides assistance with graphs, tables and charts as necessary,
• Arranges department and group meetings ensuring all necessary information is available for discussion
• Works on problems of diverse scope where analysis of data requires evaluation of identifiable factors,
• Requires a professional certification or equivalent experience in working with senior level executives within and outside the company, as well as experience with customers, vendors, visitors, and other dignitaries,
• Requires in-depth knowledge of company operations, policies and procedures
• Gathers, assembles and analyzes information from a variety of sources to prepare reports, manuals, agendas correspondence and memoranda using appropriate software
• Maintains sensitive records and files
• Provides mail services, orders and maintains group supplies, and other general office support services
• Coordinates, prepares, updates, distributes both internal and external departmental and/or companywide communications via telephone, email, letters, flyers, etc
• Exercises discretion and judgment regarding highly confidential internal and external communications and within generally defined practices and policies
• Setting up meetings, managing incoming meeting requests based on prioritization needs of the executive as well as coordinating meetings including booking rooms and scheduling video connections across time zones
• Travel booking including air and ground transportation ensuring comfort of travel while maintaining policy standards are followed and costs are considered
• Presentation Creation: ability to to create new and modify existing presentations with at times little guidance, a high level of written communication skills required
• Team Web/Repository Maintenance in both SharePoint site and in shared folder structure
• Process all business expenses for reimbursement in a timely manner and following policy guidelines
• Have sound rationalization and judgement to process approvals in Fieldglass(required for consultant, hires, extensions and timesheets , User Access Requests, timesheets / time off requests, Ariba requests
• Order supplies for floor you are sitting on to be shared amongst the team ensuring stock of supplies as well as toner and paper are stocked
• Ad hoc requests for travel or room booking for team members
• Printing meeting materials, greeting guests, putting guests on building security list, put in facilities requests
• Must be fluent in conversational Japanese
• Outlook for calendar management, can utilize meeting scheduler, folder, delegation, prioritization, time management
• Excel Should be able to create and modify excel sheet content, format to print, basic formulas
• PowerPoint strong working knowledge - should be able to create and modify presentations format to print, add notes, print vs screen, animations
• Web (SharePoint, HTML) Adding/pulling documents from a SharePoint at minimum more advanced skills are a plus
• High level of verbal and written communication skills - must be able to speak professionally and clearly both in person and through phone and over email. Should be able to draft emails from executive as well as be able to effectively proofread presentations for spelling and grammar
• Prior working knowledge of concur for booking travel and submitting expenses a plus
• Familiarity with workday to conduct basic tasks a plus
• Open to minor personal tasks on a one off instance such as getting lunch or making appointments
• Flexibility able to adjust schedule based on executives needs/travel, open to overtime if needed
• Represent the Partner in a professional and confident manner, in both written and verbal communications, internally and externally
• Handle work-related matters on behalf of – and alongside – the Partner, some of which are highly confidential in nature
• Produces information by transcribing, formatting, inputting, editing, retrieving, copying and transmitting text, data and graphics
• Anticipate business and client service’s needs, demonstrating resourcefulness and critical thinking
• Engaging and working closely with the national brand champion for all marketing related needs of the partner and the related events
• Identify opportunities to be a brand ambassador by building strong relationships with the Partner’s external clients, marketing and account support teams, so that access to clients can be expedited via these positive relationships
• Coordinate, support and contribute to a variety of special projects for the Partner and/or service line
• Coordinate and attend internal/external meetings as requested to document action items for independent follow up
• Support the agile workplace including location and reservation of appropriate space and other required resources
• Proactively manage the Partner's schedule with respect to client events and business-related activities, with minimal input and direction
• Preference will be given to Bilingual candidates confidently and fluently speaking English and Arabic
• 3-5 years of experience of office experience as a secretary or equivalent to project management or business analysis, preferably within a complex professional services work environment
• Postgraduate/Undergraduate or an equivalent degree in Business Administration/Project Management
• PMP/CBAP certification are considered as a strong asset
• Ability to become proficient with various software applications specific to the firm’s needs
• Proficient knowledge of Microsoft Office (Word, Excel, Outlook, PowerPoint), Adobe Acrobat
• Use experience and knowledge of company and executive priorities to make decisions on daily activities, key meetings, schedule changes, etc. Heavy calendaring, scheduling travel, expense reports
• Ensure an efficient and productive environment for executive. Anticipate the needs of the assigned executive and proactively address and solve potential issues
• Organize, prioritize and expedite flow of work through assigned executive(s) office. Initiate follow-up actions, interpret and communicate executive’s instructions to other personnel, and perform high level administrative support duties for the executive as needed
• Act as gatekeeper for executive to determine importance of telephone calls, personal visitors, and incoming mail. Adjust schedules, meetings and activities based on the executive’s daily priorities and activities which may change frequently. Anticipate potential conflicts in priorities and solve them appropriately
• May provide answers to immediate issues in the executive’s absence or contact the executive remotely to alert him/her of critical work situations. Provide guidance to individuals in executive’s reporting structure regarding division policies, procedures, practices, etc. in order to resolve problems or determine appropriate course of action. May assist with developing/revising departmental procedures and policies, and may make recommendations for changes to existing procedures as needed
• Research and compile data from a variety of sources. May analyze and summarize data to provide executive with relevant information and/or recommendations for management decision-making
• Perform special projects for the executive or functional area, which may include coordinating and organizing various activities with a variety of personnel and assuming responsibility for completion, tracking, daily decisions, and follow-up. Prepare periodic or special reports and/or presentation materials as directed, gathering and summarizing narrative and/or various data and documentation from a variety of sources; use spreadsheets, graphics, etc.; compile and format various presentation materials using various software (i.e., slides, overheads, etc.). Monitor and report on the progress/status of various highly visible or sensitive projects as needed or requested
• Compose and type a variety of correspondence, executive briefs, etc. requiring judgment and knowledge of functional area; route or respond to correspondence and inquiries not requiring executive’s attention; respond to non-routine communications on executive’s behalf; and draft correspondence for executive’s signature
• Maintain executive’s appointment calendar; coordinate meeting arrangements (i.e., facilities, contact applicable parties, etc.); make extensive international and domestic travel arrangements; coordinate activities to ensure smooth flow of business operation
• Organize and maintain relatively complex administrative and departmental records; ensure the development and maintenance of filing systems; and follow up on pending matters. Complete expense reports for review and signature, which require knowledge of current international currency rates. Coordinate proper coding of invoices, may maintain tracking systems to keep executive informed of charges/discrepancies
• May supervise other secretaries and clerical staff, to include hiring and completion of performance appraisal process
• May assist with monitoring and reporting variances to departmental and/or project budgets to executive. Investigate budget discrepancies, and bring attention to appropriate management to affect resolution
• Monitor and report on the progress/status of various highly visible or sensitive projects as needed or requested
• May assist with developing/revising departmental procedures and policies, and making recommendations for changes to existing procedures as needed
• Perform other support duties as assigned to facilitate the smooth operation of the assigned functional area
• 6+years secretarial experience and 5+ years supporting Senior Management or equivalent work-related experience. Our perfect candidate will have excellent PC skills including software packages such as Microsoft Word, Excel, and PowerPoint. Must be able to communicate professionally with senior managers and possess strong relationship management and customer service skills
• Soft skills - Executive Presence; Confidence, Proactive, Self-starter, Organizationally savvy
• Demonstrated excellent PC skills including software packages (e.g. Microsoft Word, Excel, and PowerPoint, E-mail, etc.)
• Demonstrated effective oral and written communication skills for the purpose of conveying information to internal and external customers, or providing information via written reports or correspondence. Must be able to communicate professionally with senior managers and possess strong relationship management and customer service skills
• Demonstrated thorough knowledge and understanding of the Company’s operational procedures in assigned functional area
• Demonstrated excellent organizational and time-management skills with ability to prioritize own work
• Demonstrated ability to maintain confidentiality of information
• Demonstrated ability to handle multiple assignments and projects accurately and with attention to detail. Demonstrated follow-through and ability to complete multiple ongoing projects on time and within specified budget
• Demonstrated math skills for the purpose of maintaining budgets, reconciling invoices, or checking figures for accuracy
• Demonstrated problem-solving skills for the purpose of maintaining the daily flow of office work, answering questions, and resolving issues
• Certified Administrative Professional preferred
• Bi-lingual (Spanish) a plus
• Manage administrative tasks such as filing, records management, phone coverage, invoice processing, and report distribution
• Coordinate complex administrative tasks
• Proofread documents for accuracy, completeness and conformity to established formats
• Coordinate and schedule activities for a variety of meetings, and special projects
• Provide detailed administrative and clerical support
• Assist with growth and training for the Global CM&C SharePoint site
• Support the owners group for the RPS SharePoint site
• Maintain executive’s calendars and arrange for domestic and international travel
• Assist with Board postings using Diligent
• Purchase office supplies and coffee supplies
• Three years supporting a high level executive; Five years supporting a high level executive preferred
• Experience with booking domestic and international travel
• Proficiency in MS Word, Excel, PowerPoint, SharePoint and Outlook
• Excellent written and oral communication skills; ability to multi-task and organize effectively
• Ability to work cooperatively with diverse people and personalities
• Work well independently and exercise sound business judgment and decision-making
• Strong customer service skills; strong problem-solving and analytical skills
• Ability to utilize high degree of discretion and maintain confidentiality; acute attention to detail
• Performs advanced, diversified and confidential secretarial and administrative duties requiring broad and comprehensive experience, skill and knowledge of organization policies and practices
• Routinely involved in issues of a confidential and/or sensitive nature
• Prepares, creates, and maintains reports, presentations, etc
• Initiates routine and non-routine correspondence and memoranda
• Screens a wide range of internal and external telephone calls and visitors, gathers information and decides on course of action, resolving routine and complex inquiries with internal and external contacts
• Schedules and maintains complex calendar of appointments, meetings and travel itineraries, coordinates related arrangements, gathers information, and determines and negotiates scheduling issues
• May prepare and distribute meeting notes and action items, tracking completion of tasks for a broad area, resolving issues
• Performs research for a wide range of issues and subjects as requested
• Coordinates departmental/functional administrative activities such as
• High School diploma or equivalent plus advanced secretarial training
• 8+ years related experience supporting senior and/or executive level management, with 5 years at the same company strongly preferred
• Intermediate to Advanced level MS Word, Excel and PowerPoint required
• Requires working knowledge of commonly used PC applications such as word processing, spread sheets and databases
• Managing the executive’s calendar in Outlook and assisting with his/her everyday business responsibilities. Conserves executive's time by reading, researching, and routing correspondence; collecting and analyzing information; initiating communications where needed, initiating and revising entries for meetings, appointments, and assist in prioritizing activities. Review and sort paper-based and electronic mail, identify action required and take action where appropriate
• Anticipate travel needs of executive and coordinate complex travel, both domestic and international, typically involving multiple changes and destinations based on understanding of executive’s availability and obligations. Support with travel documentation (itineraries, visa/passport procedures). Prepare expense reports
• Anticipating and preparing materials needed for interviews, meetings, and conference calls – may include the draft setup and/or typing of letters, memos, meeting agendas, reports and presentations; conduct special research for department requiring independent analysis and judgment; compile complex reports, presentations, charts and graphs
• Implementing, tracking and maintaining department documentations and filing systems. Coordinate collection and preparation of operating reports, budget expenditures, and statistical reports or performance data. Creating and maintain various department reports in Excel including budgets, expense reports and purchase orders
• Coordinating department meetings, events and conferences. Arranging conference calls, video conferences or data conferences, occasionally involving a global audience
• Organizing, managing tracking and communicating project deadlines for the department in order to ensure deadlines are successfully met
• Uses strong organizational skills to aid others in being more productive. Analyzes problems, determines approach, compiles and analyzes data, and prepares reports/recommendations
• Work with internal and external recruiters to schedule interviews and book travel arrangements for candidates
• Contacts company personnel at all organizational levels to gather and communicate information
• College degree and 10+ years of senior-level experience supporting an executive preferred, or a combination of education and experience that demonstrates the required skills; preferably in a high technology company
• Shows understanding of how business and department processes interconnect within organization and among business divisions. Takes into account different dimensions (cross-functional, global, short and long-term goals) to develop optimal solutions
• Demonstrated accuracy and thoroughness of work, monitors own work to ensure quality
• Advanced computer skills including Word, Excel, PowerPoint, and Outlook
• Must have high level of interpersonal skills to handle sensitive and confidential situations with discretion
• Reaches appropriate resolution in many varied situations that requires gaining the cooperation of others in sensitive situations without damaging internal or external relationships
• Ability to prioritize complex calendar schedules in an ever changing environment often with little direction
• In depth knowledge of business language, grammar, spelling, and punctuation and able to develop concise and exceptional written communications
• Ability to work in a fast-paced complex environment, and able to be innovative and creative in work responsibilities
• Knowledgeable in creating an effective workflow and have excellent organizational skills
• Strong analytical ability is required in order to gather and summarize data for reports, find
• Responsible for performing tactical and strategic administrative support tasks for upper executive level employees of the organization
• Responsibilities include performing various tasks in administrative support at the upper executive level
• Typically requires a minimum of 7+ years general administrative experience, or equivalent combination of experience and college level education
• Regarded as the key administrative employee of the department and is a primary administrative employee in the division/ company
• Advanced administrative support that includes a daily variety of administrative support to the executive and respective leadership team and periodically for the CFO and other members of the Finance Leadership Team
• Serve as ambassador of the group in interfacing with key stakeholders, recruiting and onboarding colleagues and serving as general office manager for the department
• Compile and edit committee and board-level materials and communications and other confidential information
• Manage multiple projects such as the department Business Continuity Plan, Divisional Required Training
• Human Resource support, travel planning, travel expenses when needed
• Manage calendars, coordinate meetings, teleconferences, WebEx meetings and conferences
• Coordinate and process domestic and international business travel arrangements
• Monitor designated business traveler’s logistics and generate expense reports
• Triage and organize all forms of communication as desired including incoming calls, messages and correspondence received
• Act as liaison and facilitate communications between the law department and clients, assess urgency of situation and determine appropriate action
• Review, assess, prioritize monitor status of pending items, follow up and keep attorney/staff informed
• Verbally and electronically communicate a wide variety of information to multiple audiences
• Handle appropriately communications of a sensitive and confidential nature
• Generate, revise, proofread letters, presentations, and correspondence
• Maintain files and correspondence using accepted legal office practices and company record keeping systems and procedures
• Process invoices, track department budgets and generate reports using spreadsheets and internal legal matter management system
• Reconcile corporate credit card charges to ensure timely and accurate reimbursement
• Coordinate with the appropriate focal(s) to support the acquisition and maintenance of resources. Order and maintain office supplies
• Plan and implement logistics for executive level internal and external events
• Provide back-up assistance to other Legal Administrators as needed
• Experience providing administrative support to multiple customers such as executives, managers and staff members
• Extensive work experience using Adobe Professional and Microsoft Office products including Outlook, PowerPoint, Excel, and Word
• Demonstrated ability to work under limited supervision in a fast-paced environment, and perform multiple work assignments concurrently, often within a short period of time
• A positive, energetic, flexible, and team-oriented attitude
• This position must meet Export Control compliance requirements, therefore a “US Person” as defined by 22 C.F.R. § 120.15 is required. “US Person” includes US Citizen, lawful permanent resident, refugee, or asylee
• Experience making domestic and international travel arrangements and generating expense reports
• Experience in schedule management and travel or event planning
• Demonstrates professionalism and a service orientation in all interactions with Cox colleagues and visitors in person, via phone and over email
• Handles appointments, speaking engagements, travel and meetings/conferences (as requested) to ensure events flow seamlessly. This may include the need for AV equipment, catering, lodging and other travel and meeting space logistics, and expense management and T&E
• Prepares materials for the CHRO or on behalf of the HR department leaders as needed (memos, Excel files, Powerpoint presentations, org charts, for example). As such, has STRONG proficiency in Microsoft Office programs, including Outlook, Word, PowerPoint and Excel
• Collaborates with other EA’s to help ensure seamless support and coverage across the executive offices (ELT), coordinating back-up support, calendar needs, and assisting each other with large-scale projects, managing within standard work hours and with pre-planning for outages
• The qualified candidate for the Senior Executive Assistant role will have 8+ years of administrative assistant experience supporting an executive role
• HR department experience is preferred. Familiarity with the operations of an HR department is highly desirable
• Strong proficiency in Powerpoint, Excel, Outlook calendar and distribution list management, Word required
• Event planning experience required. Although there are internal event planning resources, the Sr. EA must coordinate all details of an event/meeting, including agenda management, budget management, and communications
• Professional demeanor, positivity and genuine demonstration of performing in a service role is critical for anyone in human resources, including the Sr. Executive Assistant
• 30%Logistical and Administrative Support
• Analyzes and uses initiative and independent judgment to make contacts of a sensitive, complex, and confidential nature
• Becomes Business Partner with Stakeholder and their team
• Manages Scheduling, contact and calendar maintenance (Outlook) with attention to streamlining the executives’ days and ensuring they have the information and documents they need in advance of the meetings in which they need them
• Prepares and brief executives and teams on materials required for their daily schedule
• Associates Degree preferred or commensurate experience in an Administrative role required
• 5-7 years of Executive Assistant or project coordination experience
• Analysis and use of initiative and independent judgment and may make contacts of a sensitive, complex, and confidential nature
• Assist and coach less experienced peers
• Conduct highly complex work critical to the organization and works with minimal supervision with extensive latitude for independent judgment
• Conduct complex work important to the organization and should remain knowledgeable of corporate policy
• Strong project management skills preferred
• Ability to work well in a team environment across geographies
• Proficient in Microsoft Outlook, Word, Excel, PowerPoint, Outlook, Visio and the Internet
• Demonstrate a high degree of customer service and relationship building abilities
• Incumbents are considered highly-skilled and proficient in discipline
• Ability to prioritize and to multi-task in a fast paced environment, manage several projects simultaneously, meet deadlines, and communicate potential conflicts to manager
• Ability to work independently as well as part of an extended, cross-functional team
• Ability to be an effective team member and display initiative and flexibility in team goal orientation in an ever changing environment
• Ability to be flexible and change with environment, industry, and business demands
• Ability to act as a model athenista (emotionally intelligent, dedicated, passionate, intellectually curious, fun, etc.)
• Ability to make decisions and execute on same
• Demonstrates excellent judgment and tact when dealing with sensitive issues/situations and the ability to maintain confidentiality
• Thinks proactively, anticipates problems, analyzes situations, develops effective solutions, and takes initiative to facilitate seamless operations for the Senior Executive
• Accountable for ensuring the Senior Executive’s complex calendar and travel arrangements are managed effectively and in accordance with the Senior Executive’s preferences
• Maintains open and frequent communication with the Senior Executive to ensure requests are executed and delivered in a timely, professional and coordinated manner
• Informs the Senior Executive of any pending problems, issues or concerns and proactively resolves or recommends solutions
• Exercises judgment and initiative with high degree of flexibility
• Communicates (both written and verbal) in a professional manner with all levels of individuals; is considered a representative of the Senior Executive at all times
• Travels with the Senior Executive as needed
• Discusses priorities and special appointments with the Senior Executive, and efficiently handles requests for time or meetings as needed to ensure the Senior Executive’s time is effectively managed; may direct requests to other senior executives within the organization as needed
• Ensures the Senior Executive is prepared for all meetings and events, and assists with preparation of presentation materials in a logical organized way; keeps the Senior Executive on track on a daily basis
• Finds new and efficient ways to create and maintain systems and processes to help maximize the Senior Executive’s time, including weekly reporting, goal setting, and team meetings
• Prioritizes and manages multiple projects simultaneously, proactively identifying gaps and taking full responsibility for each project
• Develops a deep understanding of the business and fields requests and inquiries from team members, making a point to be available and approachable to everyone
• Prioritizes competing needs, often having to base priority on prior learned knowledge or information from the Senior Executive on their priorities
• Is accommodating to the Senior Executive's schedule; must work a flexible schedule, including nights, weekends, and holidays
• Proactively anticipates needs and takes pride in thinking one step ahead
• Acts as leader, role model and mentor to other administrative professionals
• Takes ownership in structuring and developing an efficient and collaborative administrative team that can execute flawlessly
• Contributes to the professional development of the Administrative team
• Challenges the status quo and looks for more efficient ways to improve overall productivity and efficiency
• Bachelor’s Degree preferred and must have referenceable experience working directly with senior executives in a senior support role
• 5+ years of Executive Assistant experience supporting Senior Level Executives
• Previous experience managing other administrative professionals is desirable
• Experience in a client-service role supporting a high-level administrative function in a fast-pace, high-change organization
• Excellent organizational and critical thinking skills with strong attention to detail and the ability to address multiple priorities and deadlines
• Experience interacting with high-level Executives and diverse individuals
• Superior working knowledge of the Microsoft Office suite of products with an advanced understanding of Word, PowerPoint and Outlook
• Goal oriented, self-starter with strong work ethic and flexibility
• Ability to discern between information to determine underlying issues, urgency of requests and impact of information provided
• Self-motivated and highly organized individual who works with little or no supervision, and demonstrates initiative, flexibility, teamwork, maturity under pressure, and anticipates and resolves problems before they escalate
• Strong interpersonal skills, remains calm in difficult and demanding situations
• Answer complex inquiries which require thorough knowledge of the business unit's policies and procedures
• Produce highly confidential materials in the form of memos, correspondence, and letters from drafts
• Review drafts and finished documents for correct grammatical usage. Compose agenda and correspondence
• Maintain calendar, coordinate and arrange large and/or recurring meetings, luncheons, conferences and seminars. May prepare materials necessary for meetings, etc
• Receive and greet incoming visitors in a professional manner. Direct them to the proper individual and assist them with their needs
• Perform administrative duties such as coordinating travel arrangements ordering office supplies, preparing monthly expense reports, etc
• Responsible for special research/project when assigned
• Collect data and conduct research for the maintenance and compilation of financial/data spreadsheets and reporting
• May be assigned to assist the executive in project coordination. Duties may include creating and maintaining various project plans; serving as a project coordinator and assisting with administration duties, including creating and maintaining appropriate project documentation, such as schedules, meeting minutes, etc
• Requires ability to organize and coordinate multiple projects and has good verbal and written communications ability
• Requires excellent word processing, spreadsheet and database computer skills
• Strong Microsoft Word, Excel, and PowerPoint
• Provides advanced administrative support to the SVP, Head of Global Search and Evaluation and team
• Prepares written documents, spreadsheets and presentations, which may include meeting minutes
• Efficiently schedules department meetings, events and internal conferences
• Serves as an important interface with outside parties and potential business partners, including directly contacting third parties to arrange meeting times, to follow up on ancillary agreements (e.g. CDA’S, MTAs, Research agreements , etc. ) and to obtain partnering materials for Teva
• Follows-through internally on all ancillary agreements securing approval and signature and creating Purchase Requisitions as needed
• Establishes, updates and maintains electronic and paper files for the department
• Must have knowledge of secretarial, office administrative procedures, and proficiency in operating standard office equipment, at a level generally acquired through 5+ years related experience
• Proficiency in MS Word, PowerPoint, Excel and Outlook
• Intermediate Level proficiency in use of Windows based PC, Utilities etc
• Advanced level proficiency in MicroSoft Word, PowerPoint and Outlook
• Intermediate level proficiency in MicroSoft Excel
• Intermediate level proficiency in use of Internet Search and other Applications
• Advanced level proficiency in use of MC standard infrastructure such as McCentral, Workday, Oracle Financials, CWT site etc
• Proficient in understanding Airline schedules, time zones, travel sites, hotel facilities etc
• Advanced level capability in managing calendars of multiple executives, scheduling meetings in different time zones, conference calling etc
• Good interpersonal skills and ability to get information from various resources
• Should be able to work independently as an individual and maintain confidentiality and trust of the senior executives
• Listening Skills: Should be a great listener and able to read between the lines and do what is expected and not just what he/she is told to do
• Heavy calendar management: set appointments, prioritize & juggle appointments in the moment
• Must be able to independently identify and resolve issues with calendar and schedule
• Able to proactively anticipate sequencing of meetings
• Coordination and research for Americas Leadership events, such as quarterly offsites
• Will be required to travel domestically and internationally
• Functions with a moderate degree of independence, manages large to medium size projects, interacts effectively with all levels—both inside and outside the company with a high degree of professionalism,sets priorities with minimal direction and manages confidential/sensitive materials
• Organizes files and standardizes office filing system
• Receives mail, sorts, and sets priority for review and signature
• Schedules daily/weekly meetings utilizing electronic scheduler and coordinates with requester and other operations support staff; reserves meeting area and prepares room for meeting; Prepares updates and distributes meeting notes
• Type documents and spreadsheets as needed, copies and circulates
• Provides meeting support, overheads, copies and training forms
• Transfers files (hard copy and electronic) both inside and outside department
• Answers phones, takes messages and coordinates call-backs
• Provides tracking of Departmental Projects, Budgets and Goals
• Provides project support, researches files, pulls data and formats findings for presentation
• Prepares expense reports and provides monthly summaries
• Creates presentations utilizing PowerPoint software package
• Complies with all Company policies and procedures, including safety rules and regulations
• Creates and maintains permanent tax files or organizes for shipment to Iron Mountain
• Maintains the Tax Department Library and offsite storage of Tax Department workpaper files
• Assist with tax return processing to taxing jurisdictions
• Responsible for invoicing and payments. Creates vendor invoice budget reconciliations for
• Administrative and secretarial practices and procedures for a large department. Experience with a Treasury, Finance and/or Tax Department preferred
• Principles and practices of budget preparation and administration
• Business English usage, spelling, grammar and punctuation
• Advanced business and personal computer hardware and software applications
• Proficient in using Concur or other T&E applications, Sharepoint, Microsoft Outlook, Excel, PowerPoint and other Microsoft Office programs
• Analyzing and troubleshooting problems, identifying solutions, recommending and implementing methods, procedures and/or techniques for resolution
• Responding to sensitive and confidential inquiries from management, employees and regulatory agencies
• Completing work with minimal direction and without established procedures
• Operating and maintaining business and personal database computer systems
• Managing and prioritizing multiple projects, duties and assignments
• Establishing and maintaining cooperative working relationships with others
• Continuously improve processes & standards within the area of responsibility of the Chief HR Officer (and per request for Legal Counsel)
• Assist in and coordinate projects and assignments as requested/directed especially in cooperation with HR Strategy
• Ensure constant availability of admin support across board members
• 3-5 years of experience as an executive administrative assistant supporting C level executives
• Computer savvy. Competency in all Microsoft Office programs including Word, Power Point, Excel and Outlook
• Ability to produce presentations, reports, and spreadsheets
• Must be highly proactive, resourceful, have the ability to work in a fast paced environment and have a positive outlook
• Strong writing and communication skills with the capability of effectively communicating with a variety of audiences
• Superior judgement with confidential information, and ability to make decisions
• Extensive calendar management for executive, assists in meeting deadlines, independently schedules appointments
• Act as first point of contact and screens incoming calls and correspondence- responds independently when appropriate
• Arranges appointments and schedules various meeting types-this may include travel and lodging for interviews, departmental and cross-functional team meetings, conferences and events
• Functions with high degree of autonomy, manages projects, interacts effectively with all levels --- both inside and outside the Company, sets priorities with little or no direction, manages highly confidential/sensitive materials and issues
• Preparation of records such as agenda, notices, minutes and resolutions for corporate meetings as needed
• Creates, maintains and updates database and spreadsheet files
• Strong attention to detail and self-motivated
• Ability to follow-up on delegated assignments as directed by manager
• Must be proactive; take ownership of position
• Administration or related field as normally acquired through the completion of a Bachelor's Degree
• Minimum of five (5) years secretarial experience including two (2) years administrative experience, required
• Working knowledge of PC applications (word processing, spreadsheet, and graphics). Ability to produce high quality reports, presentations, or other documents
• Experience in population health, highly preferred
• Extensive experience supporting senior leadership, highly preferred
• Coordinate management, department or professional(s) schedule(s)
• Locate and organize materials for various reports, briefings, and conferences
• Draft reports, prepare presentations
• Event Management-Department Offsite/Onsite
• May assist with coordinating cross functional project timelines
• Serving as point of contact for the daily business of the Senior Leader and others as appropriate
• Managing the priorities of the executive and his/her contacts, including heavy calendaring and scheduling demands
• Obtaining briefing materials and research from relevant parties to ensure that the Executive is fully prepared for meetings
• Coordinating complicated domestic and international travel with the ability to execute last minute changes
• Participating in staff meetings; planning offsite meetings, all-hands and team events; coordinating all logistics; managing communications; tracking action items and key issues
• Managing routine operations processes including Finance, HR and Travel approvals
• Reviewing incoming mail and screening telephone calls; handling independently as appropriate
• 8 or more years of relevant professional experience, preferably in a fast-paced high-tech environment, with record of proven stability at top tier companies--experience supporting a global sales organization highly preferred
• Self-starter and high energy individual who works with little or no supervision
• Positive and approachable personality
• Team player with exceptional organization and communication skills
• Ability to balance multiple priorities with an appropriate sense of urgency
• Drive for results, precision and excellence
• Exceptional attention to detail (follow-through), accuracy and commitment to customer satisfaction
• Strong MS Office skills (Outlook, Word, PowerPoint, Excel)
• Organize, prioritize and expedite flow of work through assigned executive(s) office
• Initiate follow-up actions, interpret and communicate executive’s instructions to other personnel, and perform high level administrative support duties for the executive as needed
• Act as gatekeeper for executive to determine importance of telephone calls, personal visitors, and incoming mail
• Adjust schedules, meetings and activities based on the executive’s daily priorities and activities which may change frequently
• Anticipate potential conflicts in priorities and solve them appropriately
• May provide answers to immediate issues in the executive’s absence or contact the executive remotely to alert him/her of critical work situations
• Provide guidance to individuals in executive’s reporting structure regarding division policies, procedures, practices, etc. in order to resolve problems or determine appropriate course of action – may assist with developing/revising departmental procedures and policies, and may make recommendations for changes to existing procedures as needed
• Research and compile data from a variety of sources – may analyze and summarize data to provide executive with relevant information and/or recommendations for management decision-making
• Perform special projects for the executive or functional area, which may include coordinating and organizing various activities with a variety of personnel and assuming responsibility for completion, tracking, daily decisions, and follow-up
• Prepare periodic or special reports and/or presentation materials as directed, gathering and summarizing narrative and/or various data and documentation from a variety of sources; use spreadsheets, graphics, etc.; compile and format various presentation materials using various software (i.e., slides, overheads, etc.)
• Organize and maintain relatively complex administrative and departmental records; ensure the development and maintenance of filing systems; and follow up on pending matters
• Complete expense reports for review and signature, which require knowledge of current international currency rates
• Coordinate proper coding of invoices, may maintain tracking systems to keep executive informed of charges/discrepancies
• May assist with monitoring and reporting variances to departmental and/or project budgets to executive
• Investigate budget discrepancies, and bring attention to appropriate management to affect resolution
• 6-10 years secretarial experience and 5+ years supporting Senior Management or equivalent work-related experience
• Demonstrated effective oral and written communication skills for the purpose of conveying information to internal and external customers, or providing information via written reports or correspondence
• Must be able to communicate professionally with senior managers and possess strong relationship management and customer service skills
• Demonstrated ability to handle multiple assignments and projects accurately and with attention to detail
• Demonstrated follow-through and ability to complete multiple ongoing projects on time and within specified budget
• 35 % - Manages multiple high priority projects
• 25 % - Makes complex travel arrangements on a frequent basis
• 20 % - Creates complex reports that may require originating formats and consolidating data
• 20 % - Solves complex problems
• Minimum of 5 -- 7 years relevant administrative experience. Experience supporting senior management is strongly preferred
• College degree preferred or high school with proven administrative assistant skills and at least three years’ experience as an executive administrative assistant
• Exceptional multi-tasking skills and ability to independently manage multiple priorities. Ability to troubleshoot as necessary to achieve swift and accurate project results
• Strong verbal and written communication skills. Will have frequent communication with Senior Management and outside organizations/vendors/consultants. Must be professional, accurate and reliable. Excellent telephone skills are a must
• Excellent logistical and organizational skills with strong attention to detail
• Exceptional technical ability including proficiency in Word, Excel and advanced skills PowerPoint and Visio
• Occasional overtime will be required for timely project completion
• Discretion in dealing with confidential data
• Preferred background in financial services or insurance industries
• Serve as an effective “face” for the Nestle Health Science business internally with global colleagues across Nestlé, in particular with the Swiss HQ and global markets
• Manage and help set priorities for the Global Category Head. Manage and maintain impeccable follow-up status for manager activities and commitments
• Interface with very senior level external people and demonstrate high degree of professionalism; work seamlessly with other Executive Assistants companywide on calendaring and (often complicated) meeting management (e.g., multiple time zones)
• Build relationships with system leads company-wide to resolve issues that may arise with regard to, but not limited to technology, corporate expense accounts, budgetary issues, vendor invoicing, purchase orders, corporate travel itineraries
• Demonstrate leadership and collaborate with all team members and senior executives. Act as a team player, including taking on additional tasks to support colleagues and offering to help before being asked
• Calendar management including accountability for meeting commitments and deadlines, prioritizing meetings and keep updated on calendar changes
• Organize and administer meetings, both on- and off-site, which may include extensive arrangements, depending on the nature of the meeting and the location of the participants. Includes use of Telepresence, teleconferencing
• Document preparation and management, including drafting, editing and proofing different types of documents, including agreements, memos, correspondence and presentation materials (e.g., PowerPoint presentations), and managing complex editorial changes to documents from multiple parties. Includes copying, distribution (internal & external) & follow-up, and coordination as needed with other staff, such as routing, signature and delivery of contracts
• Review incoming mail and/or email, prioritize and summarize content, and process replies on own initiative or from executive's notes and directives
• Arrange and coordinate complicated travel schedules and itineraries using resources and knowledge of airlines, airports, ground transportation, accommodations, etc., to make thoughtful and efficient travel plans, taking into account corporate policies and individual preferences, as well as budget and time constraints. Includes extensive international travel arrangements, government documents, vaccinations, etc. as defined and required by country’s government
• Screen all calls for executive and handle all inquiries within capacity. Create and maintain accurate paper and electronic filing
• Provide detailed itineraries, agendas, directions, and backup materials for meetings both on- and off-site as needed
• Prepare expense reports on a monthly basis and in a timely manner, ensuring accuracy and submit in accordance with Company policy. Assist with approvals of employee expense reports
• Maintain executive budgets
• Support the coordination of recruiting and training activities; oversee the onboarding process for new employees with related HR representatives and leaders and train new employees as needed
• Extensive problem solving ability when systems, processes appear to fail or procedures are not properly followed including breakdown in communication with various parties at hand
• Bachelor’s degree, preferred but not required
• Must be very discreet with a proven track record of handling highly confidential material
• Forward thinker and planner; able to continually anticipate needs and use sound judgment
• Advanced computer skills using Microsoft Office Suite: Word, Excel, PowerPoint and Outlook
• Concur Online Travel & Expenses a plus
• Ability to manage a high volume of work and prioritize tasks and projects
• Must be willing to submit to a background check
• 5-7 years of Executive Assistance experience supporting C level executive
• Evidence of ability to multi-task and rearrange priorities
• Strong proficiency in Microsoft Office; Excel, PowerPoint, Word and Outlook
• Openness to overtime during peak work periods including travel outside of business hours
• Team skills and solid communication skills are essential
• Experience in meeting scheduling utilizing Microsoft Outlook, scheduling conference calls, using a booking tool for travel arrangements, completing expense reports and organizing large events is highly preferred
• Experience handling confidential information
• Associates Degree
• Experience managing multi-person task specific projects
• Bachelor-s degree plus 2 years experience or high school education plus 7+ years previous administrative experience
• 5-7 years subject matter experience preferred (e.g., Legal, HR, Merchandising, Supply Chain, etc.)
• Experience in office managerial leadership skills and supervisory experience preferred
• Advanced PC skills including Microsoft Office software (Word, Excel, PowerPoint, Access) as well as other PC programs that may be required, e.g., Visio
• Intermediate skills in applicable internal systems (PeopleSoft, Business Intelligence, FinNet, etc.)
• Type 70wpm with a high degree of accuracy
• Working knowledge and experience in the operation and maintenance of office equipment (e.g., copiers/printers, fax machines, conference room audio/video equipment, etc.)
• Seeking a Polished, enthusiastic professional with a strong desire to be as productive as possible. Fluent in all Microsoft Office and Adobe pdf applications, solid customer service experience, and can work well independently or as a contributing addition to a group. Perfected multitasking abilities, phenomenal people skills, and excellent time-management skills, as well as the ability to prioritize a multitude of diversified tasks. Innovative thinker, business-conscious, and always looking to learn, build, and grow
• Perform clerical, administrative and general office duties of a responsible and confidential nature
• Coordinate and set up high-level conference calls, management meetings, special events, employee activities and travel arrangements for top executives
• Maintain calendar entries and calendar conflicts for SVP Product Development
• Process/Audit expense reports reflecting supporting documents and following company T&E policy and procedures
• Gathered data and complete preparation of monthly status report
• Provide screening, fielding and prioritizing of inbound communications via telephone, mail and email to resolve critical issues in a timely manner
• Support various Managing Directors with special projects as needed
• Proficient knowledge of MS Office: Word, Excel, PowerPoint to produce high quality reports, presentation or other documents
• Process expense reports, may provide support to other members of senior management
• Must be innovative and make substantial individual judgments and recommendations
• Substantial contact with internal individuals at all levels. Must be able to work with associates in multiple roles and with all levels including C- Level management
• Demonstrate analytical ability in preparing reports, must be assertive, creative and be able to work independently and anticipate and address issues in the executive's absence
• Able to work independently on projects and anticipate and address issues in the supervisor's absence
• Independent thought, ability to be innovative, and decision-making
• Maintain and coordinate administrative staff coverage support calendar
• 3+ years of administrative support experience in a similar environment
• High School diploma with 3+ years of experience or equivalent education will be considered
• Some college courses/specialized secretarial training
• Expert knowledge of Microsoft Office (Word, Excel, PowerPoint) with experience producing high quality reports, presentations and other documents
• Proven ability to work effectively both independently and in a team-based environment
• Substantial knowledge of the department's operation and company procedures
• Proven ability in assembling, compiling, analyzing and summarizing data
• Demonstrated analytical ability in preparing reports and gathering statistical data
• Ability to work independently on projects and anticipate and address issues in the executive's absence
• Must be assertive, creative and innovative, with proven decision-making skills
• Experience working with senior management
• Provide administrative and clerical support to various teams, including detailed calendaring for multiple executives; travel planning and expense reports; ordering for team events and supplies; manage conference rooms, maintenance of organization charts; headcount tracking; invoice processing and tracking; meeting support, including agendas and minutes; space planning, office move coordination; and running reports
• Lead department executive assistant team
• Arranges group or team meetings, may take minutes in meetings, and help organize on and offsite group events and meetings
• Arrange travel arrangements, which may include complex travel, and process expense reports
• May create presentations
• Assists with space management and office move coordination
• Candidate should be a self-starter with demonstrated strengths managing multiple assignments simultaneously
• Work on assignments that are moderately complex in nature where judgment is required in resolving problems and making routine recommendations
• Advance skills in MS Office, with specific experience using MS Outlook, Word, Excel and the use of web-based tools. SharePoint experience preferred
• Required to handle confidential materials and communication with discretion
• College education desired
• Strong interpersonal, communication, organizational and administrative skills
• Ability to work independently and possess strong decision making skills
• Demonstrated problem solving skills with ability to manage and prioritize multiple responsibilities
• Ability to maintain confidentiality, exercise diplomacy and judgment
• Thorough knowledge of company policy and procedures
• Ability to effectively interact with all employees within the organization as well as global and external customers
• Working knowledge of Microsoft Office, Excel, PowerPoint, Steelcase programs and software
• Two to four years of experience in community-related/non-profit work is preferred, but not required
• Must be comfortable working with a wide range of diverse people and open to maintaining these relationships within the community
• Screens telephone calls, greets visitors, and relays messages to appropriate parties
• Provides clerical assistance, including filing, copying, pick up and distribution of mail, delivery of messages, etc
• Maintains supervisor's calendar, periodically schedules appointments
• Produces business correspondence, reports, forms and related materials
• Compiles and computes data for routine business reports
• Maintains office supplies
• Maintains files and records
• Maintains time and material reports and related record keeping
• May perform general bookkeeping, billing and accounting tasks related to location
• Proficient using complete Microsoft Suite (Word, Excel, etc.) and PC skills
• Proficient with email and calendaring system; Microsoft Outlook preferred
• Proficient with multi-line phone and voicemail
• Possess excellent interpersonal and telephone communication abilities to handle sensitive and confidential situations
• Must be detail oriented, have excellent organizational skills and follow through on projects
• The ability to prioritize assignments and provide daily feedback to management is essential
• Must be able to work in a fast-paced environment with demonstrated ability to handle multiple competing tasks and demands
• Excellent organizational, planning, and priority setting skills
• Advanced working knowledge of Microsoft Word, Excel and PowerPoint
• Ability to independently and consistently prepare correspondence and documents with a high level of accuracy and attention to detail
• Self-motivated, an enthusiastic team player; maintains a high level of personal drive and initiative
• Resourceful in accomplishing work tasks and obtaining needed information
• Willingness to put in extra time and effort to ensure effectiveness
• Minimum seven to ten years experience as an administrative assistant/secretary
• Provide administrative support to assigned EVP and SVPs to include but not limited to managing calendars; collaborating with others both internally and externally in initiating meetings and scheduling business travel; meeting preparation; and expense report processing
• Code department invoices, create check requisitions, verify expense reports are completed correctly and obtain appropriate approval for processing
• Coordinate and complete specific events and catering requests as needed
• Maintain up-to-date distribution lists and the like
• BS/BA degree or its equivalent
• 3 years of executive administrative support experience with demonstrated achievements and progressive responsibilities
• Highly proficient with MS Office applications
• Maintain strict confidentiality and conducts business in a mature and professional manner (in person, on the phone and within all correspondence)
• Ability to travel as EVP dictates (i.e., events, conferences)
• Provide administrative support to Chief Legal Office in a manner consistent with the highest levels of performance and professionalism
• Handle highly confidential information discretely
• Interact with individuals at all levels of the organization, including senior leadership
• Answer incoming calls and facilitate handling of requests for information; evaluate calls in terms of importance and use independent judgment to take action
• Prepare letters, memos, legal documents, schedules, reports, charts and presentations using standard computer applications, including document comparison software
• Manage calendars, coordinate travel, and prepare expense reports
• Make meeting arrangements and coordinate changes in meeting schedules
• Coordinate review and approval of invoices for outside legal work
• Greet visiting clients, guests and employees
• Prepare outgoing mail, including overnight express
• Read incoming mail and triage in priority order, highlighting important items or requests for action
• Independently perform varied administrative duties related to functional areas
• Maintain filing systems
• High school education or equivalent experience
• Ten years administrative support experience, at least six of which have included support of senior executives and at least four of which have included support of a Legal executive
• Advanced level of proficiency with MS Office applications, specifically Word and PowerPoint and Excel
• Ability to manage multiple tasks / projects and deadlines simultaneously with attention to detail
• Experience working in a large, matrixed corporate environment
• Manages all travel, calendars, appearances and events for Executive. This includes any airline/hotel needs, venue and event planning and exacting travel schedules. This may include the need for AV equipment, catering, lodging and other travel and meeting space logistics, and expense management and T&E. Coordinates any needs identified that will help ensure successful travel and meeting logistics
• Reviews and prioritizes all correspondence received by executive, including email traffic and appointment requests, ensuring all follow-up is maintained and/or items and are delegated and tracked as appropriate
• Prepares materials for executive as needed (memos, Excel files, Power point presentations, org charts, for example). As such, has STRONG proficiency in Microsoft Office programs, including Outlook, Word, PowerPoint and Excel. Material are often created for communication across the organization and to industry boards and associations
• Demonstrates professionalism and a service orientation in all interactions with Cox colleagues and external visitors in person, via phone and over email
• Coordinates back-up support needs and coverage with other Assistants supporting the CMG leadership in Atlanta to help ensure seamless support and coverage across the executive offices (ELT); includes calendar needs, and assisting each other with large-scale projects; managing within standard work hours and with pre-planning for outages
• The qualified candidate for Senior Executive Assistant will have at least 7 years of administrative assistant experience (or equivalent), preferably supporting a senior executive role
• Strong proficiency in Microsoft Office: PowerPoint, Excel, Outlook calendar and distribution list management, Word required
• Event planning experience preferred. Although there are internal event planning resources, the role must coordinate all details of an event/meeting, including agenda management, budget management, and communications
• Professional demeanor, positivity and initiative are essential for an individual in this role
• Route and answer correspondence
• Independently establish, organize and maintain documents and initiate follow up as needed
• Compile, analyze and summarize statistics and information in presentation formats
• Communicate new policies and procedure to the department and coordinate the gathering of information as directed,
• Create formulas/formats of moderate complexity and determine hardware/software requirements
• May coordinate off-site meetings and conventions; assist with schedule management; arrange appointments, travel, meetings, conference calls and process expense reports
• May coordinate and track training activities of internal associates
• Maintain database as required
• May assist in workforce scheduling of internal associates
• Provide support to other members of management and department as requested
• Coordinates daily activities, including mail and correspondence, phones, calendars, word
• 10+ years experience providing administrative support at the executive level; pharmaceutical
• Must be circumspect in handling highly confidential and sensitive information. Understands and applies Astellas values, maintains and demonstrates high ethical standards in conducting Astellas business
• Demonstrated high proficiency in Microsoft Office (including Word, PowerPoint, Excel, Visio, and Adobe)
• Demonstrated ability to be discreet, flexible, work independently in a fast-paced environment, deal well with ambiguity, and prioritize and manage assignments to ensure critical issues are addressed or brought to the attention of the appropriate expert within the department(s)
• Microsoft Outlook experience
• Maturity and excellent judgment
• Perform complex calendar management and coordination of VIP meetings and events, such as quarterly off-sites, corporate dinners, and client events
• Oversee and work with the corporate travel agent to book all travel needs including complex international trips
• Provide exemplary customer service to clients, partners, potential collaborators, and fellow colleagues
• Independently demonstrate the ability to identify problems and work toward resolution in a proactive manner
• Perform international tasks, such as travel visa applications and schedule/manage complex travel schedules for international and domestic travel
• Manage a demanding calendar schedule with emphasis on prioritization across multiple time zones
• Process expense reports for executives in a timely manner
• Provide continuous coordination to make sure policies, procedures and guidelines are being adhered to correctly
• Strong interpersonal and team skills; ability to build relationships and trust
• Understands the “big picture” while remaining detail-oriented
• Provide back up support to the other Senior Administrative Assistants
• 3+ years’ experience supporting at the executive level
• Experience scheduling travel arrangements including airfare, hotel, car arrangements, etc
• Coordination of complex executive meetings and events
• Reconcile invoices, track budgets, and complete expense reports
• Willingness to work overtime with short notice; ability to work flexible hours
• Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, email and other office procedures and terminology
• Demonstrate ability to be methodical and systematic
• Excellent written and verbal Communication skills
• Excellent networking & Liasoning skills
• Excellent organizing skills
• Demonstrated ability to handle, manage and deal with sensitive / confidential information
• Customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction
• Demonstrates being proactive
• Perform complex administrative duties involving frequent exercise of independent judgment, initiative, and diplomacy
• Serves as a coordinator of various projects
• Present, research, financial and statistical analysis to help identify methods, procedures and technologies that enhance division's execution
• Assist with the coordination of project or program implementation and rollout
• Prepare reports and recommendations
• Prepares /summarizes information from raw data using spreadsheets or other software
• Requires the ability to create mathematical computations in spreadsheets and convert to presentation level materials
• Designs and develop reporting to keep projects on target, identify issues resolution and update management on projects
• Monitors and reports trends
• Requires the ability to describe business problems and their solutions to management
• Participates as a key player on other projects and represents the business unit in multi-division projects
• Assists in reviewing long-range business plan proposals based on current and anticipated business needed
• Review, evaluate and render, financial reports based on business unit performances to budget or goal
• Assist with general administrative duties, to include general correspondence, arrangement meeting facilities
• May coordinate or maintain department budget
• Typically requires 4+ years of demonstrated knowledge in project coordination experience, and strong business analytics
• Ability to creatively and effectively convey ideas through verbal and written communications
• Strong data base and spreadsheet, PowerPoint, and Visio skills
• Bachelor’s Degree: proven project management experience and/or project management qualification
• Experience supporting senior business leader in a large complex business environment
• Strong time management skills, problem solving ability, and advance project management experience
• Project management skills and data manipulation skills
• Excellent organization skills; time management and task flexibility. Ability to multitask and change priorities as needed
• Excellent verbal and written communications skills; ability to analyze situation and make sound recommendations and decisions
• Extensive computer experience & proficiency with Microsoft software, specifically Excel and PowerPoint
• Drive priorities and manage short-term and long-term schedules; prepare President for meetings and appointments; pre-review meeting materials for quality and take action on the President’s behalf when appropriate
• Oversee department budget and financial processes such as Purchase Ordering, Accounts Payable and the month end close process
• Manage and maintain demanding daily business appointment calendar; make recommendations to resolve scheduling conflicts
• Liaise with outside parties to manage appointments outside the office
• Maintain and manage extensive calendar for business and other appointments, make reservations as needed
• Screen heavy volume of incoming telephone calls, e-mail and regular mail
• Complex international and domestic travel arrangements and all logistics related there to, including working with 3rd party travel consultant to plan, make and verify travel arrangements for airline, hotel, etc
• Process travel itineraries and make changes before and during trips when necessary
• Manage special projects and events
• Process complex expense reports
• Manages multiple departmental projects
• Solves moderately complex problems and interacts with other departments to resolve issues
• Creates complex reports that may require originating formats and consolidating data
• Completes travel arrangements & expense reports on a regular basis for multiple Executives
• Manages calendar and assigned email correspondence with minimal oversight
• Proactively addresses issues as they arise
• Organizes and maintains files
• Other project work, as and when required
• Answers the phone, takes message, typing as required
• Provides assistance with administrative support to Head of Global Branding and Head of Digital and Digital Innovation and teams, including but not limited to calendar management and meeting arranging; coordination of catering when needed for meetings; along with scheduling meeting rooms or arranging for video conferences or conference calls; travel arrangements; expense reporting; office organization; Visa processing
• Assist in planning events and off-site meetings by helping to arrange for facilities and catering, distribution of agendas, meeting documents and invitations, coordinating speakers, and helping with tracking the event budget
• Prepare documentation that may include preparation and revision of Microsoft presentations, spreadsheets and email communication with internal staff and external customers
• Responds quickly and enthusiastically to rapidly changing demands. Anticipates deviations from schedules and processes and proactively and independently works to develop adjusted plans to address such changes
• Manages & controls calendars and scans emails for critical items that require immediate attention and creates and finalizes meeting agendas for various standing meetings
• Coordinates all international and domestic travel plans
• Exercises discretion and observes confidentiality when dealing with business critical, legally privileged and confidential communications and situations
• Assistance with preparation of reports, presentations and other complex documents
• Work with all team members with other staff and provides cross coverage for departmental staff functions as time permits to include: Agendas, meeting minutes, maintain department calendars
• Work with Human Relations team on Recruitment, HR projects, and department organization
• Facilitate new hire transitioning/onboarding – setting team members up with necessary office specifics prior to arrival (phone, computer, etc.)
• Assist in the preparation of yearly budgets
• Communicate and endorse safety practices, monitor key safety performance indicators and visibly participate in promoting safety policies and initiatives
• Minimum of 3-5 years of experience required. 5 years of administrative experience preferred. Bachelor’s degree preferred. However, a combination of experience and/or education will be taken into consideration
• Proficient in Microsoft Office programs, Visio, PowerPoint
• Exceptional organizational and time management skills in fast-paced environment
• Strong communication skills; verbal and written
• Can understand business presentations and communicate descriptions of problems and solutions, but can take only a minimal role in business discussions and the execution of complex tasks
• Proficiency in speaking, comprehending, reading and writing English is required
• Minimum of 10 years’ experience providing Executive Assistant support for senior level executives in a fast-paced environment
• Strong working knowledge of Microsoft Word, Excel, PowerPoint, and SharePoint
• Experience with domestic and international travel coordination
• Experience with space planning
• US citizenship or permanent residency required
• Positive, proactive, and able to have fun at work and help others do the same
• Ability to handle administrative details independently, while exercising good judgment in keeping team members adequately informed
• Ability to utilize sound business judgment
• Oversees the organization and coordination of meetings, conferences, events, travel, etc
• Manages and monitors technology needs, conducts inventory and assesses system requirements
• Assists in reviewing and implements University and departmental policies as they pertain to the administrative functions
• Serves as primary contact between the Officer or Senior Leader and other offices and staff and faculty
• Implements and maintains complex office systems
• Manages complex schedule and calendar for Officer or Senior Leader and the office
• Arranges and prepares agenda / materials for meetings, conferences, events, etc
• Prepares and collects documents and materials for meetings
• Interacts with staff at all organizational levels to gather information and/or provide requested information
• Oversees on boarding activities for new staff members. Supports recruiting and other related efforts
• Manage multiple departmental projects
• Solve moderately complex problems and interacts with other departments to resolve issues
• Complete travel arrangements & expense reports on a regular basis for multiple Executives
• Manage calendars and assigned email correspondence with minimal oversight
• Proactively address issues as they arise
• Organize and maintains files
• Other project work, as and when required –ie. Business Continuity
• Answer phones, take meeting minutes
• Minimum of 5 years experience in a similar role
• Excellent analytical, organizational and communication skills and ability to multi-task in a fast paced environment
• Strong computer skills using Microsoft Office applications with an emphasis on Outlook and Powerpoint
• Must have a "no job is too big or too small attitude"
• Knowledge of Concur T&E system, Sharepoint & SAP a plus
• Experience interacting with senior management
• Communicates and/or coordinates executives’ instructions with various individuals and/or departments with minimal direction/supervision
• Schedules appointments and arranges meetings, conferences and travel. Ensures calendars are up-to-date and managed appropriately based on executive preference
• Receives and screens telephone calls, letters, and/or visitors for the executives supported. Answers routine questions, obtains, and furnishes appropriate information. Furnishes and obtains information from other executives or outside representatives
• Assists in preparing budgets, conducts monthly budget reconciliations, and tracks/submits expenses. Ensures invoices are processed and paid in a timely manner
• Organizes and maintains executive’s correspondence and records, following up on pending matters with limited direction
• Manages email and calendar activities, including CRM and SharePoint file management
• Drafts and/or proofreads correspondence, presentations and other materials for executive’s final approval. Route such correspondence as appropriate for approval from key stakeholders
• Routes or answers routine correspondence not requiring supervisor’s attention
• Organizes and expedites flow of work for those supported. Initiates follow-up action and ensures items stay on track
• Coordinates virtual and face-to-face customer & vendor meetings both at the Field Resource Center and other designated remote locations
• Coordinates arrangements for internal team training events
• Assists with onboarding of new employees
• Demonstrated proficiency in PC applications (i.e., Microsoft Office Suite)
• Ability to type with speed and accuracy
• Ability to maintain confidentiality and ensure the utmost discretion with confidential and executive-level matters
• Demonstrated flexibility and adaptability
• Effective oral, written and interpersonal communication skills
• College level coursework
• Responsible for calendar management - Schedule and coordinate meetings, appointments, conference calls, events etc for the Director
• Liaison with all Business Heads, Senior Management and Global teams
• Prepare management presentations in line with corporate guidelines of templates and formats
• Responsible for preliminary data analysis, reports and presentations
• Assisting the Director in preparing reports, presentations in Excel/ Power Point Presentation
• Responsible for capturing the minutes of the meetings, update on the action points and follow up continuously until issues are resolved
• Maintain and update files, databases, records etc and develop data for recurring internal reports
• Maintenance of all important and confidential files/ documents
• Maintain up-to-date client contact database and respond to enquiries; ensure continuous correspondence with the internal and external clients
• Assist in administrative activities like raising expense claims, travel management, booking conference rooms, meeting arrangements etc
• Minimum of 5-7 years of relevant experience
• Graduate in any field & should be proficient in MS Office
• Strong organisational skills including ability to co-ordinate & handle multiple activities & stakeholders
• Continuous improvement mindset
• Strong communication skills ensuring clear, direct and appropriate communication at multiple organizational levels
• Highly result oriented, ready to take challenges and able to work under pressure to meet deadlines
• Provides advanced administrative support and assists executives relieving them of complex details, personally taking action wherever possible
• Coordinates, analyzes, prioritizes, acts as a resource and responds to phone calls, incoming materials, including leaders’ emails, and data from a wide variety of sources requiring knowledge of organizational operations, an understanding of pertinent individuals involved, protocols, actions required, timelines, signature authority required, compliance and regulatory mandates, etc. Uses judgment to alert leaders of sensitive/pressing issues and materials in a timely manner
• Interacts with other executive levels internal and external to the company. Contacts company personnel at all levels to gather information, follow up, and/or to communicate information on behalf of the executives
• Responsible for calendar management across all time zones. Schedules recurring and one-off meetings on behalf of executives
• Arranges and coordinates global travel, agendas and meeting schedules
• Prepares PowerPoint presentations, correspondence, reports, spreadsheet and makes recommendations for action by superior/s
• Minimum for 5 or more years of experience, preferably in a large financial institution, providing advanced administrative support; able to work with/support all levels
• Ability to represent the executive/s to others and to work with other top management
• Proficiency in MS Office applications – Word, Excel, PowerPoint, and software applications unique to the business
• Self-starter with initiative and drive; capable of working independently; ability to learn new tasks quickly, multi task and prioritize; able to anticipate and stay ahead of issues
• Comfortable in fast paced environment
• Assists Vice President from organizing complex projects to daily workflow
• Uses advanced skills to efficiently manage multiple demands on Vice President's schedule and time, and assist with completion of key projects/priorities
• Coordinates and is responsible for special projects assisting Vice President in project preparation and completion
• Creates diverse presentations, communications and correspondence, including documents of complex and confidential nature
• Develops, enhances and maintains forms, reports, charts and presentations utilizing various office applications and coordinating resources as needed
• Screens and organizes information, calls and correspondence for Vice President
• Resolves most questions and problems, independently taking or coordinating the appropriate action, referring only the most complex issues to higher levels
• Organizes and supports project and presentation preparation, mailings etc. to ensure their accurate completion and timely delivery
• Coordinates the calendar, schedule, appointments, meeting rooms, materials and other facilities adapting as needed to support Vice President and organizational projects and objectives
• Maintains budgets on projects, departments and other items to be tracked, noting issues and making recommendations in the process
• Coordinates and makes travel arrangements and itineraries
• Minimum of 5 years of experience in an administrative capacity supporting executive/leadership teams
• Experience with global travel & meeting coordination
• Excellent customer service and organization skills with attention to detail
• Excellent judgment and dependability
• Demonstrated ability to handle confidential information, and ability to maintain professionalism in diverse circumstances
• Strong personal accountability and ownership for results
• Ability to manage multiple tasks, work both independently and collaboratively and meet deadlines
• Strong computer skills with proficiency in various software applications, including PowerPoint, Word, Excel and Google Apps
• Provide complex, diverse and confidential administrative duties for executives
• Provide general departmental support
• Make administrative decisions, handle correspondence, schedule calendar appointments
• Handle business, company, and personnel details of a highly confidential and sensitive nature and engaged with high level contacts inside and outside the company
• Collect and prepare information for use in discussions and meetings of Executive staff and outside individuals as well as department team
• Arrange department and group meetings ensuring all necessary information is available for discussion; helps track department level projects, activities and results
• Exercise discretion and judgment regarding highly confidential internal and external communications and within generally defined practices and policies
• Provide critical executive administrative support to both the COO and CFO
• Prior experience in C-suite support is a plus
• Technical proficiency and significant expertise with Microsoft Office tools including Microsoft Excel, Word and PowerPoint
• Excellent time management and multi-tasking skills -- able to effectively multitask, juggle shifting priorities, deliver quickly and adapt to changing demands in a fast-paced, dynamic environment
• Adherence to maintaining confidential and sensitive information and displaying sound judgment
• Stay in advance of CIO’s schedule and act proactively to support
• Coordinate special projects that may be assigned (receptions, external meetings, data gathering, etc.)
• Coordinate with teams to prepare CIO for meetings including but not limited to preparing presentations, completing research analysis, and developing talking points
• Produce high level briefing notes before meetings
• Coordinate CIO’s external and internal priorities to ensure efficient distribution of time
• Process expense reports for VPs as well as resolve any issues or disputes related to their expenses
• Takes initiative to recognize the needs of the Executives and proactively complete tasks as they arise
• Maintain CIO calendar, coordinate travel, prepare and reconcile CIO expense reports
• Successfully arrange and schedule important meetings; coordinate and book travel arrangements for VPs in a cost effective and timely manner
• Manage other administrative functions: compose emails and letters, provide support on letter preparation and edit preparations, generate Excel spreadsheets, update organizational charts
• Associates degree and 10+ years supporting a C-level executive in a multinational company (or an equivalent combination of education and experience)
• Expert level skill with Outlook. Advanced knowledge of PowerPoint, Word and Excel
• Self-motivated, proactive and confident
• The ability and desire to use own initiative under minimum supervision
• Comfortable working to tight, at times conflicting, deadlines within a fast paced environment
• Must have high level of interpersonal skills to handle sensitive and confidential situations. Position continually requires demonstrated poise, tact and diplomacy
• Must be able to interact and communicate with individuals at all levels of the organization
• Must be able to work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands
• Knowledge and ability to operate and trouble-shoot office machinery (printers, faxes, etc.)
• Ability to evaluate requests and respond, prioritize and direct appropriately
• Manage internal and external requests for participation of the company president in meetings and events from internal management, departments, governmental agencies, internal and external committees. Manage the president’s calendar to ensure proper meeting and event coordination, including preparation of supporting materials, facilities and coordination with key participants
• Review and edit weekly, monthly and quarterly reports as well as all speeches and presentations of the president
• Monitor president’s email to ensure timely response to urgent issues as they arise, and respond on behalf of the president as needed
• Manage the executive reception area including freight, mail, office equipment, supplies and executive floor space allocation
• Make extensive travel arrangements and preparation of detailed itineraries
• Prepare correspondence and reports with minimal executive direction
• Coordinate with communications department regarding executive talking points, speeches and presentations; provide final product review
• Prepare president’s expense reports and track company spending against budget
• Lead and mentor executive administrative staff as needed
• You will handle calendar management using Microsoft Office scheduling and coordinating meetings
• You will provide periodic expense report and travel management support for the SVPs
• You will perform scheduling, preparation for and administration of meetings including coordination of meeting facilities, distribution of meeting materials, and archival of meeting materials
• You will create and update Microsoft PowerPoint presentations, Word documents and Excel spreadsheets
• You will have the responsibility of office management including maintaining office supplies, obtaining computer/equipment support, and workroom calendars
• You will provide administrative support including posting content and maintaining applicable group related intranet, social collaboration sites and tools
• You will maintain any regulatory related or required documents including letters, forms, and other materials
• You will coordinate group related activities and events
• Organize, prioritize, and expedite flow of work through assigned executive(s) office
• Adjust complex schedules, meetings and activities based on the executive’s daily priorities and activities which may change frequently
• Provide guidance to individuals in executive’s reporting structure regarding division policies, procedures, practices, etc. in order to resolve problems or determine appropriate course of action
• May assist with developing/revising departmental procedures and policies, and may make recommendations for changes to existing procedures as needed
• Research and compile data from a variety of sources
• May analyze and summarize data to provide executive with relevant information and/or recommendations for management decision-making
• Prepare periodic or special reports and/or presentation materials as directed, gathering, and summarizing narrative and/or various data and documentation from a variety of sources; use spreadsheets, graphics, etc.; compile and format various presentation materials using various software (i.e., slides, overheads, etc.)
• Maintain executive’s complex and dynamic calendar; coordinate meeting arrangements (i.e., facilities, contact applicable parties, etc.); make extensive international and domestic travel arrangements; coordinate activities to ensure smooth flow of business operation
• Perform other support duties in a matrix environment as assigned to facilitate the smooth operation of the assigned functional area
• 6-10 years’ secretarial experience and 5+ years supporting Senior Management or equivalent work-related experience
• Duties will include coordinating meetings, coordinating travel arrangements, preparing presentation materials, ordering and maintaining supplies, submitting expenses and/or reviewing incoming correspondence and preparing responses
• There will be occasional coverage for other leaders within CCB Mumbai
• Duties may be expanded to include running reports, conducting research, and performing ad hoc tasks and projects as they arise
• Given the confidential nature of the work of this department, position required to preserve confidentiality and privacy of information
• Excellent Excel skills
• Ability to work independently on projects, team player and adaptable
• Experience coordinating domestic and international travel arrangements (i.e. air, hotel accommodations and ground transportation) with travel agency and preparation of detailed itineraries preferred
• Provides high-level administrative assistance to VP and Directors
• Minimum of 10 years working at the Executive administrative level, preferably supporting C-Level senior staff members
• Proven leadership skills and teaming capability. Ability to coach and inspire others
• Self-starter who can operate independently and move quickly from one task to another; creative problem solver, seeks "win-win" solutions; energized by challenges
• Proven time management skills with the ability to prioritize and handle multiple tasks and work in a fast paced environment
• Excellent verbal and written communication skills including the ability to communicate with all levels of the organization
• Fundamental project management experience, including development of basic project plans and successful execution
• Ability to identify business issues and coordinate an appropriate response with the key stakeholders
• Strong familiarity with technology preferred
• Expert level knowledge of Windows desktop computer applications and Microsoft Office (Advanced Word, Excel, PowerPoint) skills and office equipment are essential
• Organize and manage meetings, off-sites and team-based social events
• Support annual operational planning process, business planning and performance review cycles
• Own and manage space planning for the team
• The ability to work successfully in a team environment and build effective working relationships
• Assemble and analyze information; prepare reports, manuals, agendas, correspondence and memorandum as guided by general company practice
• Establish and maintain departmental databases and develop spreadsheets of importance to department
• Assist in meeting planning and preparation work needed, i.e., drafting agendas and broader communications
• Coordinate details of departmental meetings and/or on and off site conferences and events
• Prepare materials in final form from very rough and involved drafts which may utilize frequent use of technical terminology and which combines materials from several sources
• Manage business travel arrangements
• Screen/ redirect calls, take messages, handle mail
• Coordinate activities across departments and follow up to ensure that requests are carried out
• Process expense reports and payment of invoices
• Interface with other assistants to share and coordinate workload
• May cross train lower level assistants in the departments
• Perform additional accountabilities as required
• High School diploma with a minimum of 10 years’ relevant experience or Associate’s Degree with 8 years’ relevant experience
• Proficiency in PC applications such as Word, Excel and PowerPoint
• Ability to manage multiple competing priorities
• Able to work with employees at all levels of the organization
• You are a polished executive assistant with professional maturity
• You are able to maintain a high level of confidentiality
• Your ability to produce ad hoc reporting for senior leaders
• You are extremely detail-oriented and possess strong communication and organizational skills
• You are proactive and take initiative
• You are a self-starter with a strong sense of ownership and involvement
• You desire to work as a true partner with the Executives and their teams and can anticipate their needs
• Relish the opportunities to pick up new activities that fall broadly in the purpose of the role
• Ability to take initiative to think outside the box and identify opportunities for improvement
• Identify problems and find solutions
• Must be able to work independently with little supervision but able to take direction from executives, be detail-oriented, be proactive, flexible in terms of hours/responsibilities, and able to organize and prioritize multiple deadlines
• Minimum of 10 years in an Office or Project Management role, providing executive level support
• Advanced with Outlook and Microsoft Word
• Proficient MS Office including Word, Excel, Outlook, and PowerPoint
• HS Diploma or GED required
• Ability to be proactive and to anticipate needs based upon changing circumstances
• Superb organizational skills, detail orientation and ability to prioritize in the face of ever changing priorities are a must
• Must be positive, has a do what it takes attitude and treats all people appropriately, no matter what their level in the organization
• Excellent problem solving skills and the ability to anticipate needs and resolve difficulties to ensure a smoothly running, supportive environment for a senior leaders
• Strong attention to detail and organization
• Self-starter with the ability to work independently
• Must be adaptable to a fast paced environment
• Schedule flexibility including overtime where necessary and/or after business hours/weekends
• Must be enthusiastic and personable
• Solid Secretarial / PA experience within a large service oriented organization, preferably the financial services industry
• Experience of a 1:1 role preferred, with evidence of having supported a busy personal and professional schedule of a senior manager who is frequently travelling
• Experience of working within a fast-paced, pressurised and demanding environment. Skills
• Advanced working knowledge of MS Outlook, MS Word, PowerPoint and Excel
• Detail conscious
• Ability to build excellent working relationships
• Ability to work with limited direction and supervision
• Ability to compose complex written correspondence in English – mother tongue English preferred
• Ability to manage deadlines, work to tight schedules and provide a fast and efficient turnaround of tasks
• Proven ability to make sound judgments on a day-to-day basis
• Ability and willingness to learn and adapt to new technologies and processes
• Working knowledge/solid experience of video/audio-conferencing systems
• Must be extremely detail-oriented
• Strong sense of ownership and involvement is critical
• Ability to take initiative in a fast-paced environment
• Ability to work under pressure, prioritize tasks with ease and meet deadlines
• Supports CEO GBM Americas in administration and operational matters, including but not limited to
• Coordination of travel, both domestic and international travel, and corresponding itineraries
• Preparing expense reimbursements / invoices for payment in an accurate and timely manner
• Maintaining GETS entertainment tracking system in an accurate and timely manner
• Answering phone lines and attending to e-mails / mail correspondence & distribution
• Maintaining calendar, schedules appointments, books rooms, arranges equipment, phone logs
• Typing memos/reports/prepares power point presentation, etc
• Maintaining files and making photocopies / sending faxes
• Manage business continuity planning, phone trees, logistics etc
• Adheres strictly to compliance and operational risk controls in accordance with HSBC and regulatory standards, policies and practices; reports control weaknesses, compliance breaches and operational loss events
• Participates and manages special projects, as requested
• Supports the Company's Diversity programs
• Typically 5+ years of administrative experience in a large professional setting
• Solid proficiency in Microsoft Office (Word, Excel, PowerPoint) applications and excellent typing skills
• Exceptional communication skills, problem solving, organizational and project management skills
• Ability to exercise discretion and maintain confidentiality with sensitive information in a professional manner
• Effectively manage deadlines and workload priorities
• Impeccable management of dynamic, busy calendars through Outlook, including understanding Executive's priorities to effectively manage the calendars
• Coordinate frequent travel arrangements that require additional stops
• Prepare, reconcile, and track expense reports on a timely basis and accurately enter through T&E system
• Excel at multitasking (organizational skills), to handle multiple and competing demands with tight deadlines
• Must have flexibility in shifting priorities and schedules
• Screen managers inbox and flag emails that require immediate attention
• Work with the team to ensure their request are addressed
• Prioritize manager’s requests when competing requests arise and advise accordingly
• Adhere to Citi’s Leadership Standards (Move to non-technical skills)
• 5-10 years experience as a senior-level assistant
• Excellent organizational skills and expert in prioritizing and multi-tasking
• Proactive and anticipatory with ability to prioritize and manage multiple high volume, high-priority and fast-paced deliverables
• Extremely detail- oriented with strong follow-up and with capacity to work independently, efficiently, and as a self-starter
• Proven ability to work well with others
• Adhere to Citi’s Leadership Standards
• Accountable, reliable, punctual, sense of urgency
• Self-directed, able to take initiative, problem solve, and exercise independent judgment
• Positive, can do attitude, team player
• Strong interpersonal skills, including the ability to interact well with co-workers and customers
• Ability to juggle multiple tasks and meet demanding deadlines. Flexibility in handling assignments
• Arranges for and coordinates schedules, appointments, projects, conferences, and major events. Specializes in planning large corporate events. Strong attention to detail
• Provides project coordination and support of office projects – from inception to completion
• Provides administrative support to high level Senior Executive: composes and types correspondences, memos and creates various charts, tables, graphs and presentation materials. Edits copy for spelling, grammar and layout. Maintains calendar and contacts
• Coordinates meetings, develops meeting agendas, takes and distributes minutes. Tracks action items
• Assist in identifying, communicating and following up on directives and goals to management and brokerage teams
• Researches and compiles data and information for various projects
• Coordinates communications, schedules and information flow between departments
• Organizes and maintains filing systems
• Responds to phone call and written requests for information
• Researches issues and gathers information
• Database management and maintenance
• Other duties as assigned by broker and/or manager
• Must have 3+ years’ experience supporting a high ranking Executive. Candidates experienced in the field of Commercial Real Estate are highly preferred
• An excellent command of writing, grammar, punctuation and plain-English principles
• High levels of confidentiality, tact and diplomacy a must
• Flexibility with working hours a must
• Proficient in MS Office Suite and PowerPoint
• Action oriented and enjoys working hard; is goal oriented, energetic and willing to take on challenging assignments; seizes personal development opportunities
• Dedicated to meeting the expectations and requirements of internal and external customers; acts with customer in mind and is able to adapt to various personality types; establishes and maintains effective relationships with customers and gains their trust and respect
• Can marshal resources (people, material and support) to get things done; can orchestrate multiple activities at once to accomplish a goal; uses resources effectively and efficiently; arranges information and files it in a useful manner
• Pursues everything with energy, drive and a need to finish; seldom gives up before finishing; especially in the face of resistance or setbacks
• Spends their time on what’s important; quickly zeros in on the critical few and puts the trivial many aside; can quickly sense what will help or hinder accomplishing a goal; eliminates roadblocks; creates focus
• 90% Executive Administrative Support
• Serve as “Chief of Staff” to 3 key leaders within GEOS: global R&D Leader, the global Strategic Marketing Leader, global Strategy Leader and the European R&D Leader
• Strong calendar management for three leaders who have a very active calendar and schedule. Providing the necessary support to manage requests, appointments, deliverables, etc. in person as well as virtually. Arrange complex international travel, generate visas, document management and handle expense reports with insight on the cost of potential options. Event and meeting planning, catering coordination, communication and execution. Demonstrates a high degree of professionalism. Role has access to highly confidential information, exercises discretion as required. Develop and create PowerPoint presentations and spreadsheets using Excel. Coordinate webinars, Skype for Business meetings and possess the technical knowledge to troubleshoot issues. Keep current on technologies and be proactive to introduce new tools. Stay on top of best practices, utilizing strong project management skills. Active participation in professional organizations for Executive Assistants. Work collaboratively with other administrative assistants. Possess the flexibility to adjust work hours as needed as supporting three people across multiple time zones. May also provide back up support to other administrative roles in the office
• 10% Other Duties as Assigned
• Bachelor’s Degree in either Business Administration, Communications or related field OR equivalent experience
• Minimum 5 years of executive level support
• Previous experience with international travel requirements and arrangements. Ability to manage global calendars, schedules, and complex global travel with a high degree of efficiency and professionalism
• Ability to handle confidential and sensitive information
• Excellent organizational skills, including priority setting and ability to handle various projects at the same time
• Self-initiative, demonstrated proactive behavior
• Ability to work independently and work as team player
• Excellent grammar, proofing and written communication skills
• Strong decision making and problem solving skills
• Strong interpersonal skills with the ability to work with a variety of individuals, both internal and external
• High sense of urgency – ability to meet tight deadlines
• Demonstrate ability to be flexible and adapt to an ever-changing work environment
• Extensive knowledge of Microsoft office, including Outlook, Word, Excel, PowerPoint and Skype.- Strong attention to detail and follow-up
• Experience working with a large, multi-national organization
• To contribute to the dynamics of the area by optimizing the time of professionals, advising on meetings, trips, visits, audits, consultancies and other relevant activities in the area
• Perform the process of payment of suppliers, from the receipt of the service to the payment, including registration, order processing, responsible signatures, referral to the Tax and Accounting Department
• Accompany payment processes, identifying losses, negotiating deadlines and giving and due referral until their total discharge
• Support professionals in the purchase of various materials, from the search of suppliers, stock prices, approval of budgets, until the due receipt
• Provide support with information to prepare the area budget
• Support the professionals in the area, regarding payment requests, such as: reimbursement of expenses, request for advances in local and foreign currency, provision of credit card account and others
• Organize events, meetings, training, from the choice of location, contracting services and all logistics demanded, optimizing costs and meeting the specific needs of the business
• Work in partnership with HR providing the infrastructure and integration for the new collaborator, third and external, from physical location, equipment, telephones, network access, vehicle financing, insurance, credit card and others
• Manage the agenda, follow-up, meetings, rooms, teleconferences, videoconferences, intranet and extranet meetings, which involve scheduling to the proper functioning of material and human resources
• Support the foreign visitors of the Matrix, through referrals and guidelines, in order to contribute to meeting the objectives of the visits
• Professionals from Executive Secretariat, International Relations or Administration careers
• Preferably with 3 to 5 years´ experience in multinational and multicultural environments
• Intermediate user of Office Package (mandatory)
• Intermediate level of English (preferably)
• Basic level of Spanish (desirable)
• Excellent interpersonal relationship skills
• Organized view
• Knowledge and interest in working with systems
• Ability to guide others in following the Company's policies
• Provide high-level administration support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions
• Manage internal and external requests for participation of the vice president in meetings and events from internal management, departments, governmental agencies, internal and external stakeholders
• Manage and maintain executive’s calendar to ensure proper meeting and event coordination, including preparation of supporting materials, facilities and coordination with key participants
• Monitor email to ensure timely response to urgent issues as they arise, and respond on behalf of the vice president as needed
• Review and edit weekly, monthly and quarterly reports, and presentations
• Prepare invoices, reports, presentations, memos, letters, financial statements and other documents as needed
• Coordinate and arrange meetings or special events as needed
• Assist in document production and distribution
• Completes a broad variety of administrative tasks for the SVP including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging travel plans, itineraries, and agendas; and compiling documents and presentations for donor-related meetings
• Plans, coordinates and ensures the SVP’s schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the SVP's time
• Maintains SVP communications in a donor database
• Assists SVP with Board-related meeting preparations throughout the year. Responsibilities include: coordinating and communicating meeting logistics efficiently, developing agenda and corresponding materials for meeting books, managing production of printed materials, drafting and transmitting minutes and reports
• Develops, implements and maintains best departmental practices for administrative policies, especially purchasing (i.e., invoicing and credit card, travel and expenses, food ordering)
• Demonstrated proactive approaches to problem-solving
• Forward looking thinker, who actively seeks opportunities and proposes solutions
• A passion for UWNYC’s mission, vision, and accomplishments
• 1-2 years of experience supporting C-Level Executives, preferably in a non-profit organization
• Experience and interest in Marketing and fundraising a plus
• Proficient in Microsoft Office (Outlook, Word, Excel, SharePoint and PowerPoint), Adobe Acrobat, and Social Media web platforms
• Knowledge of Concur Solutions and ANDAR donor database a plus
• Exercise impeccable judgment and interpersonal skills to serve as the Senior Executive Assistant to a C-Level Executive
• Be a trusted and highly reliable support to the Executive on the full spectrum of his responsibilities
• Partners with Administrative Peers and Company administrative personnel to provide a team work approach for Executive coverage and follow-through
• Extensive calendar management and meeting coordination using Microsoft Outlook
• Handle all meeting logistics and preparation of meeting and conference materials
• Coordinate complex travel arrangements, both domestic and international on a frequent basis
• Prepare and submit accurate and timely expense reports in Concur
• Drafts and produces grammatically accurate documents and correspondence including contracts, presentations, emails, letters, and memos, etc
• Manages phones, transferring, conferencing and routing all business related calls in a discreet and professional manner
• Performs administrative duties such as filing, typing, and copying documents
• Distributes mail and maintains office supplies
• Manages SVP and schedules/coordinates meetings and appointments
• Screens and responds to incoming calls and correspondence
• Arranges programs, events, or conferences by arranging for facilities, issuing information or invitations, coordinating speakers, and controlling event budget
• Composes and prepares confidential correspondence, reports, and other documents such as expense reports
• Arranges detailed travel plans and itineraries, compiles documents for travel-related meetings, and accompanies supervisor when requested
• Proficiency with Word, Excel, and internet software
• Minimum 3 years related experience
• Excellent written, verbal, and interpersonal skills with the ability to interface with staff, other administrators, internal and external customers and senior management
• Meeting organization including, but not limited to, agenda development, scheduling meetings and venues (incl. food & beverage), coordinating travel, coordinating mailings, etc
• Approve expenses, code invoices, and manage budgets and expense analysis
• Organizing key documents, including records of meeting notes, monthly reporting books, etc
• Maintaining time off calendar
• Coordinating annual HR and Finance related processes for the department
• 5+ years of executive assistance experience
• Experience with managing contracts (creating Non-Disclosure agreements, managing the process, cross referencing invoices, working with Accounts Payable)
• Advanced PowerPoint presentation skills
• Must be able to deal with multiple concurrent tasks in an environment of rapidly changing priorities
• Excellent organization, time management, and interpersonal skills
• Positive independent judgment and initiative
• Ability to communicate in clear language both verbally & in writing
• Positive attitude and professional demeanor
• Ability to interact with internal and external executives
• Ability to remain calm and flexible with respect to deadlines
• Excellent knowledge of memo writing, Outlook, Microsoft Word, Excel and PowerPoint
• Mutual Funds and or finance background a plus
• Manage calendars, coordinate meetings, teleconferences, WebEx meetings
• Arrange, coordinate, and monitor domestic and international business travel, and accurately and expediently process expense reports
• Triage and organize all forms of communication in accordance with executive’s standards including incoming calls, messages, and correspondence received
• Communicate, verbally and electronically, a wide variety of information to multiple audiences
• Review, assess, prioritize, and monitor status of pending items, follow up and keep attorney/staff informed
• Plan and coordinate logistics for internal and external executive-level events
• A minimum of five (5) years' experience making domestic and international travel arrangements and generating expense reports
• Experience working under limited supervision in a fast-paced environment, and performing multiple work assignments concurrently, often within a short period of time
• Superior verbal and written communication skills including excellent spelling, grammar, punctuation, form and style, proof reading and editing skills
• Meticulous attention to detail with emphasis on accuracy and quality
• Interested applicants should submit a cover letter and/or resume
• Assists President from organizing complex projects to daily workflow
• Uses advanced skills to efficiently manage multiple demands on President's schedule and time, and assist with completion of key projects/priorities
• Coordinates and is responsible for special projects assisting President in project preparation and completion
• Coordinates the calendar, schedule, appointments, meeting rooms, materials and other facilities adapting as needed to support President and organizational projects and objectives
• Types documents to include correspondence, presentations, forms, reports, etc. in rough and final form ensuring accuracy of work from the stand point of grammar, composition, form, and content
• Monitors paperwork flow to make sure that timelines are met
• Manages calendar with numerous last minute updates and conflicts
• Schedule various meetings
• Maintain excellent relationship with Executive business associates, keeping track of notable information and coordinating information for pre-meeting and pre-trip briefing sessions
• Organizes detailed international travel ranging from air and hotel reservations to passport and visa applications
• Schedules meeting itineraries including coordination with business partners, consultants, organizing meeting rooms, videoconferences
• Takes initiative to resolve problems and provides information requested in a service-oriented capacity, always ensuring quality service is provided to all co-workers, management, and internal and external guests/customers
• Handles situations where independent judgment is exercised, thereby relieving the Executive of extraneous matters
• Screens incoming calls and either assists caller when appropriate, forwards calls that can be handled by others, and ascertains nature of calls
• Schedule all required meetings and arrange for refreshments and any special requirements as necessary
• Maintains confidential files and honors the integrity of all information
• Manages and prioritizes heavy volume of e-mails including archiving and retrieval
• Reconciles expenses and submits reimbursable items for processing
• Update and maintain Executive’s business associate contact details
• Arrange Executive‘s business associate’s hotel reservations
• Work on special projects, such as research and Internet searches for information on projects and business associates
• At least 2 years of experience working in an administrative capacity
• Advanced knowledge of computers/systems including, PowerPoint, Word, Excel, and Outlook email
• Ability to multi-task, independently manage time (prioritization is key) and be detail oriented
• Positive high energy want to do more attitude
• High school diploma or equivalent required. Some college preferred. Minimum 2-5years of experience

Related Job Titles

Senior Executive Assistant Resume Examples and Templates

This page provides you with Senior Executive Assistant resume samples to use to create your own resume with our easy-to-use resume builder . Below you'll find our how-to section that will guide you through each section of a Senior Executive Assistant resume.

What do Hiring Managers look for in a Senior Executive Assistant Resume

• Administrative Proficiency : Exceptional administrative and organizational skills to manage calendars, travel arrangements, and office operations.
• Confidentiality : Discretion and the ability to handle sensitive information and maintain confidentiality.
• Communication Skills : Excellent written and verbal communication skills for effective interaction with executives, clients, and team members.
• Problem-Solving Abilities : Capability to anticipate needs, solve complex problems, and make decisions on behalf of the executive.
• Multitasking Skills : Effective multitasking and time management to handle a variety of tasks and responsibilities efficiently.

How to Write a Senior Executive Assistant Resume?

To write a professional Senior Executive Assistant resume, follow these steps:

• Select the right Senior Executive Assistant resume template.
• Write a professional summary at the top explaining your Senior Executive Assistant’s experience and achievements.
• Follow the STAR method while writing your Senior Executive Assistant resume’s work experience. Show what you were responsible for and what you achieved as a Senior Executive Assistant.
• List your top Senior Executive Assistant skills in a separate skills section.

How to Write Your Senior Executive Assistant Resume Header?

Write the perfect Senior Executive Assistant resume header by:

• Adding your full name at the top of the header.
• Add a photo to your resume if you are applying for jobs outside of the US. For applying to jobs within the US, avoid adding photo to your resume header.
• Add your current Executive Assistant position to the header to show relevance.
• Add your current city, your phone number and a professional email address.
• Finally, add a link to your portfolio to the Senior Executive Assistant resume header. If there’s no portfolio link to add, consider adding a link to your LinkedIn profile instead.
• Bad Senior Executive Assistant Resume Example - Header Section

Valentin 9507 Morris Street Somerset, NJ 08873 Marital Status: Married, email: [email protected]

• Good Senior Executive Assistant Resume Example - Header Section

Valentin Ross, Somerset, NJ, Phone number: +1-555-555-5555, Link: linkedin/in/johndoe

Make sure to add a professional looking email address while writing your resume header. Let’s assume your name is John Doe - here is a formula you can use to create email addresses:

• [email protected] - [email protected]
• [email protected] - [email protected]
• [email protected] - [email protected]
• [email protected] - [email protected]
• [email protected] - [email protected]
• [email protected] - [email protected]

For a Senior Executive Assistant email, we recommend you either go with a custom domain name ( [email protected] ) or select a very reputed email provider (Gmail or Outlook).

How to Write a Professional Senior Executive Assistant Resume Summary?

Use this template to write the best Senior Executive Assistant resume summary: Senior Executive Assistant with [number of years] experience of [top 2-3 skills]. Achieved [top achievement]. Expert at [X], [Y] and [Z].

How to Write a Senior Executive Assistant Resume Experience Section?

Here’s how you can write a job winning Senior Executive Assistant resume experience section:

• Write your Senior Executive Assistant work experience in a reverse chronological order.
• Use bullets instead of paragraphs to explain your Senior Executive Assistant work experience.
• While describing your work experience focus on highlighting what you did and the impact you made (you can use numbers to describe your success as a Senior Executive Assistant).
• Use action verbs in your bullet points.

Senior Executive Assistant Resume Example

Senior Executive Assistant

• Provided comprehensive administrative and document control support for a large-scale project serving a global pharmaceutical client.
• Established and implemented administration and document control systems tailored to the client's specific needs.
• Attended executive meetings, diligently recorded meeting minutes, and prepared and delivered documents and other materials to clients, ensuring timely and accurate delivery.
• Formatted, edited, authenticated, and compiled complex, multi-author documents, managed document file structures, and maintained organized file archives.
• Maintained regular communication with clients, contractors, and consultants to facilitate smooth project operations.
• Coordinated and scheduled interviews, made travel arrangements, and prepared expense reports for candidates.
• Supervised and managed trained receptionists, oversaw office functions, processes, policies, and special projects, monitored workloads and productivity, and conducted performance evaluations.

Senior Executive Assistant to Founder Resume Example

Senior Executive Assistant to Founder

• Actively monitored and responded to all company email correspondence, delivering well-crafted and persuasive communications while representing the founder/CEO.
• Engaged in online reputation management by carefully monitoring social media posts and effectively interacting with a diverse global clientele.
• Took charge of managing the company's e-commerce platform and served as the liaison between the founder/CEO and various stakeholders, including graphic designers, distribution companies, and vendors.
• Conducted cold calls to initiate the screening and interviewing process for driver vacancies.
• Assisted in defining job requirements for drivers and evaluated applicants to determine their qualifications for hiring as qualified drivers or owner-operators.
• Maintained organized office records and monitored employee progress.
• Implemented an efficient system of organization and data coding for the transportation company.
• Oversaw Bridgeport insurance to ensure that drivers met minimum driving qualifications and possessed the necessary licenses.
• Took the lead in establishing and maintaining relationships with other companies to create contracts.
• Demonstrated proficiency in various office skills, including invoicing, billing, payroll processing, correspondence management, file maintenance, CEO calendar management, and a strong command of the QuickBooks operating system.
• Effectively utilized both oral and written communication techniques to convey information.
• Maintained complex and detailed calendars.
• Screened incoming calls, assessed their priority, and exercised caution when sharing information.
• Coordinated and managed the logistics of internal and external meetings.
• Organized and coordinated various aspects of offsite conferences and external events, including catering and transportation arrangements.
• Processed invoices and handled T&E (Travel & Expense) expense claims for team members, ensuring compliance with policies and procedures. Served as a subject matter expert on these policies and procedures.
• Assisted with staff onboarding and offboarding, which included requesting equipment setup and system access.
• Composed high-quality emails and messages to individuals at all organizational levels.
• Maintained up-to-date organizational charts and Executive Bios.
• Managed routine tasks independently and proactively communicated any issues or delays.
• Assisted in editing spreadsheets and presentations, including printing and binding, for client meetings.
• Collaborated effectively with the administrative assistants team, fostering a positive partnership to support one another seamlessly.
• Took the lead on ad hoc projects as requested.
• Provided primary support to several Senior Vice Presidents (SVPs) and assisted the executive team as needed to ensure the achievement of company goals and efficient operations.
• Maintained and optimized internal processes that supported executives across the organization, effectively coordinating internal and external resources to streamline workflow.
• Managed communication between upper management and employees, serving as a liaison with internal and external executives on various projects and tasks.
• Oversaw the professional and personal scheduling of SVPs, including managing agendas, mail, email, phone calls, travel arrangements, client interactions, and other company logistics.
• Coordinated and arranged travel plans and related activities for senior executives, including booking hotels, arranging transportation, and coordinating meals.
• Organized team communications and planned events, both internally and offsite, which included creating newsletters.
• Handled complex scheduling and extensive calendar management, managing the content and flow of information for senior executives.
• Led the execution of projects, working closely with business management to ensure successful outcomes.
• Organized and managed off-site events and meetings, involving tasks such as coordinating with various stakeholders, scouting event locations, and sourcing speakers.
• Maintained correspondence with clients and internal stakeholders, ensuring clear and effective communication.
• Ensured the smooth publication of weekly market calls, adhering to deadlines and quality standards.
• Acted as a representative for the manager, overseeing and coordinating all administrative tasks in their absence.
• Provided exceptional management and office support, contributing to the efficiency of daily operations.
• Collated and managed monthly financial data and client logs, assisting with financial reporting and analysis.

Senior Executive Assistant Analyst Resume Example

Senior Executive Assistant Analyst

• Took responsibility for serving customers and international visitors, ensuring their needs were met with professionalism and efficiency.
• Scheduled and coordinated meetings, appointments, internal and external events, and travel arrangements for 15 Managing Directors, optimizing their time and productivity.
• Managed expenses reports, personal payments, cash management, and medical reimbursements, maintaining financial records accurately.
• Provided training to news executives' assistants during a period of company expansion, sharing knowledge and expertise to support team growth.
• Typed documents, drafts, emails, and reports with precision and attention to detail, contributing to effective communication within the organization.

Top Senior Executive Assistant Resume Skills for 2023

• Executive Support
• Calendar Management
• Meeting Coordination
• Travel Arrangements (Executive)
• Communication (Executive)
• Office Management (Executive)
• Document Management (Executive)
• Email Management (Executive)
• Executive Correspondence
• Presentation Preparation
• Executive Reports
• Data Analysis (Executive)
• Project Coordination (Executive)
• Budget Management (Executive)
• Event Planning (Executive)
• Executive Relationship Management
• Confidentiality (Executive)
• Time Management (Executive)
• Problem Solving (Executive)
• Attention to Detail (Executive)
• Team Collaboration (Executive)
• Executive Decision Support
• Executive Office Technology
• Executive Office Procedures
• Executive Office Efficiency
• Executive Office Organization
• Executive Scheduling
• Executive Communication Skills
• Executive Problem Solving
• Executive Time Management
• Executive Meeting Preparation
• Executive Presentation Skills
• Executive Travel Planning
• Executive Data Analysis
• Executive Project Management
• Executive Budgeting
• Executive Event Coordination
• Executive Document Editing
• Executive Reporting Tools
• Executive Task Prioritization
• Executive Office Supplies Management
• Executive Resource Allocation
• Executive Office Security
• Executive Vendor Relations
• Executive Record Keeping
• Executive File Management
• Executive Travel Expense Management
• Executive Office Policies
• Executive Office Procedures Documentation
• Executive Decision-Making Support

How Long Should my Senior Executive Assistant Resume be?

Your Senior Executive Assistant resume length should be less than one or two pages maximum. Unless you have more than 25 years of experience, any resume that’s more than two pages would appear to be too long and risk getting rejected.

On an average, for Senior Executive Assistant, we see most resumes have a length of 2. And, that’s why we advise you to keep the resume length appropriate to not get rejected.

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• Senior Executive Assistant

5 Amazing senior executive assistant Resume Examples (Updated 2023) + Skills & Job Descriptions

Build your resume in 15 minutes, senior executive assistant: resume samples & writing guide, frank smith, professional summary, employment history.

• Create and maintain databases
• Manage calendar and schedule appointments
• Prepare and edit correspondence, communications, presentations, and other documents
• Greet and assist visitors
• Oversee and manage special projects
• Coordinate travel arrangements

Do you already have a resume? Use our PDF converter and edit your resume.

Kenny Franklin

• Take minutes during meetings
• Handle sensitive information in a confidential manner
• Perform other duties as assigned
• Monitor and maintain office supplies

Ike Edwards

• Prepare agendas and make arrangements for meetings
• Develop and implement new administrative systems
• Provide general administrative and clerical support

Mark Daniels

• Liaise with executive and senior administrative assistants to handle requests and queries from senior managers

Not in love with this template? Browse our full library of resume templates

Table of Content

• Introduction
• Resume Samples & Writing Guide
• Resume Example 1
• Resume Example 2
• Resume Example 3
• Resume Example 4
• Resume Example 5
• Jobs Description
• Jobs Skills
• Technical Skills
• Soft Skills
• How to Improve Your Resume
• How to Optimize Your Resume
• Cover Letter Example

senior executive assistant Job Descriptions; Explained

If you're applying for an senior executive assistant position, it's important to tailor your resume to the specific job requirements in order to differentiate yourself from other candidates. Including accurate and relevant information that directly aligns with the job description can greatly increase your chances of securing an interview with potential employers. When crafting your resume, be sure to use action verbs and a clear, concise format to highlight your relevant skills and experience. Remember, the job description is your first opportunity to make an impression on recruiters, so pay close attention to the details and make sure you're presenting yourself in the best possible light.

senior executive assistant

• Developed open and professional relationships with teams members, enabling better more effective and efficient service delivery
• Trained and ensured continuous training of all branch staff in commercial banking products
• Contact person of the branch  for the compliance unit 
• Ensured information received from clients and third party stakeholders was communicated to the appropriate quarters in a timely and efficient manner
• Banking hall supervisor and manager
• Operations committee secretary ie took minutes during operations committee meetings
• Developed a system for tracking and measuring sales targets and performance of operation’s staff.
• Developed a filing and archival system for the Customer Service Unit.
• Liaised with marketing team to deliver bespoke solutions for clients
• Prepared weekly, monthly and quarterly reports on accounts opened, outstanding documentation, cards reports, dormant accounts etc
• Supervised customer service delivery in the branch
• Supervised, measured and monitored service quality in the branch
• Ensured best practice was upheld consistently
• Conducted research to prepare, gather, and proof briefing materials, agendas, and decks for all executive-level meetings.
• Managed the CEO’s complex and frequently changing travel arrangements and coordinated the pre-planning of trips.
• Assisted with team building initiatives and overall support for maintenance of organizational culture and employee morale.
• Trained new hires on relationship building, benefit-oriented sales presentations,sales processes 
• Manage complex meetings on calendars to involve and block senior partners, vendors and clients agenda to collaborate for service line objectives and goals with understanding of business priorities
• Maintaining  up to date diaries and confidentiality on meetings ,offer alternatives for efficient use of leader’s time, and provide timely reminder(s) as necessary 
• Exceeded team goals by implementing knowledge transfer processes to share best practices and improve sales initiatives
• Took full advantage of cross selling opportunities with new and potential clients
•  Member of the Document Digitization Team in Health Information Services (Medical Records Office), was leader from April 2016 to June 2018. 
•  To ensure that 100% of all In-house Scanning Operations is able to digitize notes and upload to hospital’s Document Management System within 4 Days by assisting and executing management’s plan to takeover from current scanning vendor by December 2019. 
• Had assisted management to plan and execute managing of scanning vendor’s of KPI of scanning error less than 0.05% since 2012.
• Helped to plan and maintain the team’s Balance Score Card.
• Trained in 6S, Lean and Kaizen methodology to plan and execute improvement projects in the department. 
• Have secondary full time employment engagement role of being a Process Analyst, to help the National Healthcare Group cluster to plan, execute and train in the adoption of the New Generation Electronic Medical Records system. This includes helping to come up with future training materials of the system. 
• Part of the execution team in the department’s IT Task force, to help ensure compliance of Personal Data Protection Act and IT security in the department.

senior executive assistant Job Skills

For an senior executive assistant position, your job skills are a key factor in demonstrating your value to the company and showing recruiters that you're the ight fit for the role. It's important to be specific when highlighting your skills and ensure that they are directly aligned with the job requirements, as this can greatly improve your chances of being hired. By showcasing your relevant skills and experience, you can make a compelling case for why you're the best candidate for the job.

How to include technical skills in your resume:

Technical skills are a set of specialized abilities and knowledge required to perform a particular job effectively. Some examples of technical skills are data analysis, project management, software proficiency, and programming languages, to name a few. Add the technical skills that will get hired in your career field with our simple-to-use resume builder. Select your desired resume template, once you reach the skills section of the builder, manually write in the skill or simply click on "Add more skills". This will automatically generate the best skills for your career field, choose your skill level, and hit "Save & Next."

• Microsoft Office
• Word Processing
• Calendar Management
• Document Preparation
• Spreadsheets
• Records Management
• Telephone Skills
• Email Management
• Meeting Coordination
• Travel Arrangements
• Expense Reports
• Customer Service
• Office Equipment
• Clerical Support
• Problem Solving
• Multi-tasking
• Inventory Management.

How to include soft skills in your resume:

Soft skills are non-technical skills that relate to how you work and that can be used in any job. Including soft skills such as time management, creative thinking, teamwork, and conflict resolution demonstrate your problem-solving abilities and show that you navigate challenges and changes in the workplace efficiently. Add competitive soft skills to make your resume stand-out to recruiters! Simply select your preferred resume template in the skills section, enter the skills manually or use the "Add more skills" option. Our resume builder will generate the most relevant soft skills for your career path. Choose your proficiency level for each skill, and then click "Save & Next" to proceed to the next section.

• Communication
• Interpersonal
• Time Management
• Decision Making
• Critical Thinking
• Adaptability
• Organization
• Public Speaking
• Negotiation
• Conflict Resolution
• Attention to Detail
• Self-Motivation
• Stress Management
• Collaboration
• Strategic Thinking
• Emotional Intelligence
• Flexibility
• Reliability
• Professionalism
• Computer Literacy
• Data Analysis
• Project Management
• Presentation
• Written Communication
• Social Media
• Troubleshooting
• Quality Assurance
• Supervisory
• Risk Management
• Database Management
• Documentation
• Financial Management
• Visualization
• Business Acumen
• Process Improvement
• Relationship Management.

How to Improve Your senior executive assistant Resume

Navigating resume pitfalls can mean the difference between landing an interview or not. Missing job descriptions or unexplained work history gaps can cause recruiters to hesitate. Let's not even talk about the impact of bad grammar, and forgetting your contact info could leave your potential employer hanging. Aim to be comprehensive, concise, and accurate.

Steve Clark

Unexplained year gaps and missing job experiences are a no-no, gaps in your resume can prevent recruiters from hiring you if you don't explain them..

• It's okay to have gaps in your work experience but always offer a valid explanation instead of just hiding it.
• Use the gap to talk about positive attributes or additional skills you've learned.
• Be honest and straightforward about the gap and explain it using a professional summary.

How to Optimize Your senior executive assistant Resume

Keep an eye out for these resume traps. Neglecting to detail your job roles or explain gaps in your career can lead to unnecessary doubts. Grammar blunders can reflect negatively on you, and without contact information, how can employers reach you? Be meticulous and complete.

Victor Ingram

• Manage calender and schedul appointments
• Take minuets during meetins
• Handel sensative infomation in a confedential maner
• Greet and assit visotors
• Developd and implement new administrive systems
• Manage calender and schedul appoitments
• Develp and implement new administratve sytems
• Coodinate travel arrangments
• Provide general administrative and clerical suport

Avoid Spelling Mistakes and Include your Contact Information

Missing contact information prevents recruiters from understanding you're the best fit for the position..

• Make sure you're not missing contact information on your resume. That should include your full name, telephone number and email address.
• Make sure to use a professional email address as part of your contact information.
• Highlight your contact information and double check that everything is accurate to help recruiters get in touch with you.

senior executive assistant Cover Letter Example

A cover letter can be a valuable addition to your job application when applying for an senior executive assistant position. Cover letters provide a concise summary of your qualifications, skills, and experience, also it also gives you an opportunity to explain why you're the best fit for the job. Crafting a cover letter that showcases your relevant experience and enthusiasm for the Accounts Payable role can significantly improve your chances of securing an interview.

UnitedHealth Group Recruitment Team

I am excited to apply for the Senior Senior Executive Assistant role at UnitedHealth Group. As a highly skilled Senior Executive Assistant, I am confident that I have the necessary experience and abilities to make a valuable contribution to your organization.

Growing up, I always had a fascination with Accounting. As I pursued my education and gained experience in this field, I realized that this was where I could make the most impact. I have had the opportunity to work on things throughout my career like personal projects and voluntary work, which have developed in me a deep understanding of the challenges and opportunities in this field. I am excited to bring my passion and expertise to the role at and help your organization achieve its goals.

Thank you for considering my application for the Senior Senior Executive Assistant role. I am very passionate about this field and possess a deep understanding of the industry so, I am thrilled about the opportunity to contribute to your organization's success.

Showcase your most significant accomplishments and qualifications with this cover letter. Personalize this cover letter in just few minutes with our user-friendly tool!

Related Resumes & Cover Letters

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Winning Executive Assistant Resume Examples That Will Impress

A well-written executive assistant resume is crucial for landing a position in today’s competitive job market. Executive assistants serve as crucial members of any organization, providing essential support to high-level executives and leaders. As a result, their resumes should showcase their unique skill set and experience to stand out from other applicants.

The purpose of this article is to provide readers with ten examples of impressive executive assistant resumes. By examining these examples, readers can gain a better understanding of the best practices for resume writing and tailor their own resumes to meet the specific needs of potential employers. Whether you are a seasoned executive assistant seeking a new opportunity or a recent graduate looking to break into the field, this article can provide valuable insights and tips for crafting a winning resume.

Tailoring Your Executive Assistant Resume

One of the most important aspects of crafting a compelling executive assistant resume is tailoring it to the specific company and position you’re applying for. A tailored resume is not only more likely to catch the employer’s eye, but it also signals that you have done your research and have a genuine interest in the company and role.

Here are some tips on how to tailor your executive assistant resume:

1. Research the Company and Position

Before applying to any position, make sure you research the company and the specific role you’re applying for. Look for information on the company’s mission, values, and work culture, as well as the skills and experience the company is seeking in an executive assistant. This information will give you a better idea of what key skills and experiences you need to highlight in your resume.

2. Highlight Relevant Skills and Accomplishments

Once you’ve researched the company and position, ensure that the skills and accomplishments you highlight in your resume are directly relevant to the job requirements. For example, if the company is looking for someone with strong communication skills, highlight instances in your previous work experience where you have demonstrated effective communication with colleagues or clients.

3. Customize Your Resume for Each Application

While it may be tempting to use the same resume for every job application, it’s important to customize it for each position you’re applying for. This may mean adjusting the wording of your resume to better match the job description or highlighting different skills and experiences based on the specific needs of the company.

4. Use Keywords from the Job Description

Many companies use applicant tracking systems (ATS) to scan resumes for keywords and phrases that match the job description. To ensure that your resume gets past this initial screening process, make sure to use relevant keywords from the job description in your resume.

5. Show Your Personality and Fit

While it’s important to tailor your executive assistant resume to the company and position, it’s also important to show your personality and how you would fit within the company culture. Use your cover letter or interview to highlight your values and how they align with the company’s, and how you can contribute to the company’s success.

Tailoring your executive assistant resume is vital to making a great first impression with potential employers. By researching the company and position, highlighting relevant skills and accomplishments, customizing your resume for each job application, using keywords from the job description, and showing your personality and fit, you can increase your chances of getting hired.

Essential Elements of an Executive Assistant Resume

An executive assistant resume is an essential document that showcases your skills, achievements, and experience in the field of administrative support. To create a strong resume that will impress potential employers, it’s important to include the essential sections that highlight your strengths and present your qualifications in the best possible light. In this section, we will discuss the essential elements of an executive assistant resume and provide tips on how to showcase your most important skills and achievements.

Essential Sections of an Executive Assistant Resume

A well-crafted executive assistant resume should include the following sections:

1. Contact Information

Include your full name, email address, phone number, and current location so that the employer can easily contact you.

2. Professional Summary

The professional summary is a brief section that highlights your key skills and experience. Your summary should be tailored to each job that you apply for and should grab the employer’s attention.

3. Work Experience

This section should include your previous work experience, starting with your most recent position. List your job title, the company you worked for, and the dates of employment. Include 3-4 bullet points under each job that highlight your achievements and responsibilities.

List the skills that you possess that are relevant to the job you’re applying for. Be sure to include hard skills and soft skills.

5. Education

Include your educational background, including the name of your institution, your degree or certification, and any relevant coursework or honors.

6. Certifications and Memberships

If you have any relevant certifications or memberships in professional organizations, list them here.

Showcasing Skills and Achievements

To make your executive assistant resume stand out, it’s important to showcase your most important skills and achievements. Here are some tips:

1. Use Metrics

Include metrics in your job descriptions to show the impact that you’ve had in your previous roles. For example, if you saved the company money by renegotiating vendor contracts, include the amount that you saved.

2. Highlight Your Soft Skills

Soft skills such as communication, problem-solving, and time management are highly valued in an executive assistant role. Be sure to highlight these skills in your resume.

3. Tailor Your Resume to the Job

Read the job description carefully and tailor your resume to highlight the skills and experience that the employer is looking for.

4. Use Keywords

Include keywords from the job description in your resume to increase the chances that your application will be seen by the hiring manager.

5. Use Action Verbs

Start your bullet points with action verbs to emphasize your achievements and responsibilities. Some examples include “managed,” “coordinated,” “streamlined,” and “implemented.”

An executive assistant resume is a crucial document that can make or break your chances of landing your desired job.

Executive Assistant Resume Format

As an executive assistant, your resume is your ticket to a high-level job. However, different resume formats can have varying impacts on your application. Therefore, it is important to select the right format that suits your experience and accomplishments. Here are some of the top resume formats that you can use to create the perfect executive assistant resume:

Chronological Resume Format

A chronological resume format lists your work experience in reverse chronological order, with the most recent experience appearing first. This format is ideal if you have a consistent history of employment and if your most recent job titles or experiences are relevant to the job you are applying for.

[Your Name]

[Address, City, State, ZIP Code] | [Phone Number] | [Email Address]

Professional Summary

[Provide a concise summary highlighting your experience, skills, and achievements as an Executive Assistant.]

Work Experience

[Job Title]

[Company Name] | [Location] | [Dates]

• [Responsibility/accomplishment]

[University Name] | [Location] | [Year]

Certifications

• [Certification 1]
• [Certification 2]

Functional Resume Format

A functional resume format for an Executive Assistant emphasizes the candidate’s skills and qualifications rather than focusing solely on work history. This format is beneficial for individuals with relevant skills but may have employment gaps or frequent job changes.

[Provide a concise summary highlighting your skills, qualifications, and achievements as an Executive Assistant.]

Combination Resume Format

A combination resume format for an Executive Assistant combines elements of both the chronological and functional formats. This format showcases relevant skills and qualifications, while also providing a concise work history section that highlights past roles and achievements.

Executive Assistant Resume Example

Below is a sample of an executive assistant resume. Let’s analyze each section one by one to identify its strengths and areas for improvement.

Personal Information

Name:  Susan Johnson

Address:  1234 Main St. Anytown, USA

Phone:  (555) 555-1234

Email:   [email protected]

LinkedIn:  linkedin.com/in/susan-johnson

The personal information section is clear, concise, and located at the top of the resume, making it easy for employers to find. The addition of a LinkedIn URL is helpful in providing easy access to Susan’s professional profile.

Dynamic and results-oriented executive assistant with 5+ years of experience supporting C-level executives in fast-paced environments. Highly organized, detail-oriented, and able to multitask effectively. Skilled in managing calendars, travel arrangements, and communications.

The summary section effectively highlights Susan’s experience and key skills that make her a strong candidate for the position.

Professional Experience

Executive assistant to the ceo.

ABC Company, Anytown, USA (2018 – present)

Manage CEO’s calendar including scheduling and coordinating meetings

Serve as liaison between CEO and senior management team

Arrange domestic and international travel arrangements

Handle executive expenses and reimbursements

Oversee communication flow between CEO and external stakeholders

The professional experience section is well-organized with bullet points that effectively summarize Susan’s responsibilities and achievements in her current role.

Executive Assistant to the CFO

XYZ Corporation, Anytown, USA (2015 – 2018)

Managed CFO’s schedule and coordinated meetings with internal and external stakeholders

Coordinated travel arrangements for CFO and other members of the finance team

Prepared and distributed reports, memos, and agendas for meetings

Assisted with preparation of annual budgets and financial statements

Conducted research and analysis related to finance initiatives

The second professional experience entry shows diversity in Susan’s experience supporting executives in different roles and industries. The bullet points demonstrate that she has experience with finance-related tasks and responsibilities.

Bachelor of Arts in Business Administration

ABC University, Anytown, USA

The education section is brief, but it effectively communicates Susan’s relevant degree.

Microsoft Office Suite

Google Suite

Travel arrangements

Calendar management

Communication skills

The skills section provides a concise list of Susan’s key skills that are relevant to the role of an executive assistant.

This resume effectively highlights Susan’s experience and skills that make her a strong candidate for an executive assistant position. The addition of specific details and accomplishments, such as metrics for successful projects, could further strengthen this resume.

Professional Summary Examples for Executive Assistants

As an executive assistant, your resume should showcase your ability to support and manage the day-to-day operations of a high-level executive. A well-crafted professional summary can grab the attention of potential employers and highlight your most relevant skills and experiences. Here are some examples of professional summaries for executive assistant resumes:

Experienced executive assistant with 7+ years supporting C-suite executives. Skilled in managing complex calendars, travel arrangements, and event planning. Proven ability to streamline administrative processes and increase productivity. Strong communication and organization skills.

123 Main Street, City, State 12345 Phone: (123) 456-7890 | Email:  [email protected]

Experienced Executive Assistant with 7+ years supporting C-suite executives. Skilled in managing complex calendars, travel arrangements, and event planning. Proven ability to streamline administrative processes and increase productivity. Strong communication and organization skills.

Executive Assistant, ABC Company (2016 – Present)

• Manage and maintain complex calendars for C-suite executives, ensuring all appointments and meetings are scheduled accurately and efficiently.
• Coordinate extensive domestic and international travel arrangements, including flights, accommodations, and ground transportation.
• Plan and execute corporate events, conferences, and meetings, handling logistics, vendor coordination, and budget management.

Administrative Assistant, XYZ Corporation (2013 – 2016)

• Provided comprehensive administrative support to a team of executives, managing calendars, travel arrangements, and expense reports.
• Assisted in organizing and facilitating company-wide events and off-site meetings.
• Streamlined administrative processes by implementing digital filing systems and automating routine tasks.

University of ABC, City, State (2010 – 2014)

• Calendar Management
• Travel Coordination
• Event Planning
• Communication Skills
• Organization Skills
• Certified Administrative Professional (CAP)
• Event Planning Certification

Highly motivated executive assistant with a track record of success in fast-paced environments. Proficient in managing multiple priorities, including travel arrangements, meeting scheduling, and project coordination. Excellent written and verbal communication skills with a keen eye for detail.

456 Elm Street, City, State 54321 Phone: (987) 654-3210 | Email:  [email protected]

Highly motivated Executive Assistant with a track record of success in fast-paced environments. Proficient in managing multiple priorities, including travel arrangements, meeting scheduling, and project coordination. Excellent written and verbal communication skills with a keen eye for detail.

Executive Assistant, XYZ Corporation (2017 – Present)

• Efficiently manage complex calendars for senior executives, ensuring optimal use of their time and effective scheduling of meetings.
• Coordinate domestic and international travel arrangements, including flights, accommodations, and ground transportation, while maintaining cost efficiency.
• Facilitate seamless communication among team members and external stakeholders, ensuring accurate dissemination of information.

Administrative Assistant, ABC Company (2015 – 2017)

• Supported the executive team by managing calendars, organizing meetings, and preparing meeting materials.
• Coordinated travel arrangements, including booking flights, hotels, and transportation.
• Assisted in the preparation and editing of reports, presentations, and correspondence.

Bachelor of Business Administration

University of XYZ, City, State (2011 – 2015)

• Meeting Coordination
• Project Coordination
• Attention to Detail
• Time Management
• Professional Administrative Certificate (PAC)
• Project Management Professional (PMP)

Detail-oriented executive assistant with 10+ years of experience supporting high-level executives in Fortune 500 companies. Proficient in managing complex calendars, travel arrangements, and event planning. Proven ability to manage administrative tasks with minimal supervision. Strong problem-solving and analytical skills.

Emily Johnson

789 Oak Avenue, City, State 98765 Phone: (555) 123-4567 | Email:  [email protected]

Detail-oriented Executive Assistant with 10+ years of experience supporting high-level executives in Fortune 500 companies. Proficient in managing complex calendars, travel arrangements, and event planning. Proven ability to manage administrative tasks with minimal supervision. Strong problem-solving and analytical skills.

Executive Assistant, XYZ Corporation (2010 – Present)

• Manage and coordinate the schedules of top-level executives, ensuring efficient use of time and optimal prioritization of tasks.
• Arrange extensive domestic and international travel, including flights, hotels, and ground transportation, while adhering to budgetary guidelines.
• Plan and execute corporate events, conferences, and board meetings, overseeing logistics, vendor management, and budget control.

Senior Administrative Assistant, ABC Inc. (2006 – 2010)

• Provided comprehensive administrative support to senior management, including calendar management, meeting coordination, and travel arrangements.
• Oversaw the implementation of new document management systems, resulting in improved efficiency and reduced paper waste.
• Conducted research and prepared reports, presentations, and correspondence on behalf of executives.

Bachelor of Science in Business Administration

University of XYZ, City, State (2002 – 2006)

• Travel Arrangements
• Administrative Support
• Problem-Solving
• Analytical Skills
• Project Management Certification (PMP)

These examples all include key elements that make a professional summary effective. Here are some essential components of a strong executive assistant resume summary:

1. Experience

Your professional summary should highlight your relevant experience as an executive assistant. This includes the number of years you’ve worked in this role and any notable accomplishments you’ve achieved.

As an executive assistant, you need a wide range of skills to perform your job effectively. In your professional summary, include the most critical skills employers are looking for, such as organization, communication, and problem-solving.

Employers want to hire an executive assistant who can produce tangible results. Use your professional summary to highlight accomplishments that demonstrate your ability to increase productivity, streamline processes, or achieve other measurable goals.

Your professional summary should convey a professional and positive tone. Use strong action words and avoid using passive language. Be concise but also provide enough information to showcase your skills and experience.

By including these key elements in your professional summary, you can create a resume that stands out to potential employers and positions you as a strong candidate for an executive assistant role.

Achievements Examples for Executive Assistants

One of the most important aspects of an executive assistant’s resume is showcasing their achievements. This not only helps them stand out from other candidates, but it also demonstrates their value to potential employers. Here are some examples of achievement statements that can be used on executive assistant resumes:

• Negotiated contracts, resulting in a savings of $100,000 for the company.
• Coordinated a successful charity event that raised over $50,000 for a local non-profit organization.
• Implemented new processes for expense management, reducing processing time by 50%.
• Managed a complex travel schedule for the CEO and executive team, ensuring timely arrival at all meetings and events.
• Developed and executed a training program for new administrative assistants, resulting in a 95% retention rate.
• Consistently exceeded expectations by maintaining an organized and efficient office, resulting in improved productivity for the team.
• Streamlined communication between departments by implementing a new email system, reducing response times by 25%.
• Created and implemented a new filing system, resulting in improved document retrieval and time savings.

It’s important to not just list achievements, but also quantify them and demonstrate their impact. Here are some tips for doing so effectively:

Quantify achievements:  Numbers speak louder than words. Whenever possible, use numbers to showcase the impact of an achievement. For example, instead of saying “created and implemented a new filing system,” say “created and implemented a new filing system, resulting in a 25% reduction in document retrieval time.”

Know your audience:  Tailor your achievements to the job you’re applying for. Look at the job description and company website to get a sense of their priorities and values. For example, if the company emphasizes cost savings, highlight achievements that resulted in financial gains.

Use action verbs:  Start each achievement statement with an action verb, such as coordinated, managed, developed, etc. This not only makes the statement more compelling, but it also makes it clear what you did.

Demonstrate impact:  Don’t just list achievements, demonstrate how they benefited the company. Did you save time? Money? Improve productivity? Be specific about the impact you had.

Achievements are a key component of an executive assistant’s resume. By quantifying them and demonstrating their impact, you can showcase your value to potential employers and stand out from other candidates. Use action verbs, tailor your achievements to the job you’re applying for, and be specific about the impact you had. With these tips, you’ll be able to create a resume that impresses hiring managers and lands you the job you want.

Skills and Qualifications Examples for Executive Assistants

As an executive assistant, having the right set of skills and qualifications is critical for success in the role. Here are some examples of skills and qualifications that employers often look for:

• Organization : Executive assistants need to be highly organized to keep up with the fast-paced demands of their position. This includes managing calendars, scheduling meetings, and ensuring that appointments are timely and efficient.
• Communication : Strong communication skills are essential in the executive assistant role. Assistants need to be able to communicate effectively with executives, staff, and external stakeholders, whether it’s through email, telephone, or in-person interactions.
• Attention to detail : Mistakes can have serious consequences in the executive assistant role. Assistants must have exceptional attention to detail to ensure that all documents, reports, and other materials are accurate and error-free.
• Problem-solving : Executive assistants often need to think on their feet and come up with creative solutions when faced with unexpected problems or situations.
• Confidentiality : As an executive assistant, you will often handle sensitive information that must be kept confidential. Employers look for candidates who have a high level of discretion and can maintain confidentiality at all times.

Qualifications:

• Experience : While not always required, having previous experience as an executive assistant or in a similar administrative role can be a significant advantage. Employers often look for candidates who have a proven track record of success in similar positions.
• Education : A degree or diploma in business administration, office administration, or a related field can be beneficial. Employers may also look for candidates who have completed a certificate program in executive assisting or a similar field.
• Technology skills : In today’s tech-savvy world, employers often look for executive assistants who are proficient in using software and technology, such as Microsoft Office, Google Suite, and scheduling programs.
• Professionalism : Executive assistants are often the face of their employer. As a result, they need to be professional at all times, whether they are interacting with executives or external stakeholders. Employers look for candidates who can represent their organization in a positive and professional manner.
• Multitasking : The ability to juggle multiple tasks and projects simultaneously is another essential quality that employers look for in executive assistants. The role requires a high level of productivity and the ability to prioritize tasks effectively.

To showcase your skills and qualifications effectively on your resume, focus on specific examples that demonstrate your expertise. For example, rather than simply stating that you are organized, include specific examples of times when you managed complex scheduling tasks, coordinated events, or managed multiple projects simultaneously. Use bullet points to highlight your achievements and quantify your results wherever possible.

It’s also important to tailor your resume to the specific job you are applying for. Review the job posting carefully and ensure that your resume highlights the skills and qualifications that the employer is looking for.

Education and Certifications Examples for Executive Assistants

When it comes to executive assistant resumes, the education and certification section is an important component. As an experienced copywriter and subject matter expert, I have seen a countless number of resumes throughout my career. In this section, I will provide examples of education and certification sections on executive assistant resumes, and explain which certifications and education are most relevant for executive assistants.

Education: Bachelor of Science in Business Administration, University of California, Los Angeles (UCLA), Los Angeles, CA

Certifications: Certified Administrative Professional (CAP)

Education: Associate of Arts in Business Administration, Santa Monica College, Santa Monica, CA

Certifications: Microsoft Office Specialist (MOS)

Education: High School Diploma, Westlake High School, Westlake Village, CA

Certifications: Notary Public

In general, executive assistants should have a minimum of a high school diploma, but having a college degree is preferred. The degree can be in any field but having a degree in business administration, office administration, or a related field can be beneficial. Certifications can also add value to an executive assistant’s resume. Below are some of the most relevant certifications for executive assistants:

Certified Administrative Professional (CAP) This certification is offered by the International Association of Administrative Professionals (IAAP) and is designed to recognize individuals who have demonstrated excellence in the administrative profession. It covers topics such as communication, leadership, technology, and management.

Microsoft Office Specialist (MOS) This certification is provided by Microsoft and demonstrates an individual’s proficiency in using Microsoft Office software such as Word, Excel, and PowerPoint. Executive assistants are expected to have advanced knowledge of these programs to support their executives effectively.

Notary Public Having a notary public certification can be valuable for executive assistants who work in legal or finance related industries. It allows them to witness signatures on legal documents and certify them.

Having a combination of both education and certifications can demonstrate an executive assistant’s dedication to their profession and enhance their value to potential employers. When including the education and certification section on an executive assistant resume, it is essential to be clear, concise, and specific about the degrees and certifications earned. Providing examples of how the education and certification has contributed to past roles will make the section even stronger.

References Examples for Executive Assistants

When it comes to building an impressive executive assistant resume, providing a solid list of references is a crucial component. Including a references section demonstrates your professionalism, experience, and readiness to be evaluated by influential figures in the industry. In this section, we will provide examples of references sections on executive assistant resumes and explain best practices for providing references.

Examples of References Sections

Here are a few examples of references sections on executive assistant resumes:

Available upon request.

Professional References:

• Former Manager at ABC Company
• Phone: (123) 456-7890
• Email:  [email protected]
• Senior Executive at XYZ Corporation
• Phone: (987) 654-3210

Susan Johnson

• Colleague at DEF Inc.
• Phone: (555) 123-4567

Executive Assistant Cover Letter Example

As an experienced executive assistant, your cover letter should showcase your skills, qualifications, and personality. Here’s a sample executive assistant cover letter to guide you:

Dear Hiring Manager,

As a highly skilled executive assistant with five years of experience working in fast-paced environments, I am excited to apply for the Executive Assistant position at ABC Company. With my exceptional organizational skills, attention to detail, and strong communication skills, I am confident in my ability to provide support to senior executives.

In my current role at XYZ Corporation, I work closely with the CEO and other senior executives to manage their busy schedules, coordinate meetings and travel, and oversee projects. I am also responsible for drafting correspondence, conducting research, and analyzing data to support executive decision-making.

Throughout my career, I have developed a broad range of administrative and leadership skills. For example, I am proficient in Microsoft Office Suite, and I have experience with project management tools such as Trello and Asana. I am also skilled in event planning and have organized successful company-wide events, including an annual charity event that raised over $50,000.

My strong work ethic, positive attitude, and ability to multitask have also been key factors in my success as an executive assistant. I am always willing to take on new challenges, and I thrive in fast-paced, high-pressure environments.

Thank you for considering my application for the Executive Assistant role at ABC Company. I would be honored to have the opportunity to work with your team.

Sincerely, [Your Name]

Now, let’s analyze each section of the cover letter:

1. Salutation:

The cover letter begins with a professional salutation, addressing the hiring manager directly.

2. Introduction:

• The introduction states the applicant’s experience as an executive assistant and expresses enthusiasm for the Executive Assistant position at ABC Company.
• It highlights the applicant’s organizational skills, attention to detail, and strong communication skills.
• The body of the cover letter focuses on the applicant’s current role and responsibilities at XYZ Corporation, emphasizing their experience in managing schedules, coordinating meetings and travel, and supporting executive decision-making.
• It mentions the applicant’s proficiency in relevant software (Microsoft Office Suite, project management tools) and their event planning experience, showcasing their diverse skill set.

4. Personal attributes:

• The cover letter highlights personal attributes such as a strong work ethic, positive attitude, and ability to multitask.
• It emphasizes the applicant’s willingness to take on new challenges and thrive in fast-paced, high-pressure environments.

5. Closing:

• The applicant expresses gratitude for considering their application and conveys their interest in working with the company.
• The cover letter concludes with a professional closing and the applicant’s signature.

Overall, this cover letter effectively introduces the applicant, highlights their relevant experience and skills, and demonstrates their enthusiasm for the Executive Assistant position. It presents a concise and persuasive case for why the applicant is a strong candidate for the role.

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