Executive assistant
Resume examples

Handled calendars and organized internal and external meetings including cadence meetings with direct reports, event planning, and drafted script for presentations. Managed CEO’s email and contacts in Outlook ensuring critical emails are addressed quickly while maintaining effective communication with external stakeholders.

• Assisted CEO in the meetings maintaining accurate records and meeting notes/minutes.
• Worked with CEO and Executive Team to devise a strategy to achieve established goals while effectively communicating goals and objectives across the company.
• Continually monitor projects and initiatives by prioritizing tasks to meet deadlines while keeping the CEO informed of changes.
• Communicated directly on behalf of the CEO with Board members, donors, foundation staff, related to programmatic initiatives.
• Served as the CEO’s administrative liaison to the Board of Directors and managed Board activities such as semi-annual Board meetings, dinners staff lunches/receptions/new Board member orientations, and arranging hotel accommodations for out-of-town Board members.
• Processed travel reimbursement requests while compiling, assembling, and distributing Board meeting materials.
• Researched potential Board members for the Nomination Committee.
• Collaborated with Executive, Finance, Governance & Nominating, and Audit Committee meetings ensuring the confidentiality of files and contact information.

Managed a high volume of calls courteously while screening and transferring calls to appropriate personals. Received, sorted, and distributed mails, envelopes, courier deliveries, and faxes. Delivered express envelopes, courier deliveries, and faxes directly to the recipient upon receipt.

• Maintained office supply and copy/fax machine areas, ensuring machines are operating efficiently, supplies are organized properly.
• Organized domestic and international travel arrangements including visas, itineraries, and prepared complete expense reports.
• Handled calendars of senior executives including coordinating and scheduling meetings, conference calls, and lunches/dinners/events with internal and external stakeholders.
• Assisted human resource department in onboarding and entering new hire information into the electronic system, and recruitment process by participating in job fairs and sourcing resumes through Applicant Tracking System.

Oversaw all front office, secretarial and administrative tasks in a busy Attorney’s office. Drafted legal documents including pleadings, motions, dispositions, subpoenas, and correspondence for a legal proceeding.

• Continually communicated with clients regarding the status of cases and updates about the representation through disposition.
• Created a scheduling system that significantly increased productivity.
• Organized and retrieved case and office information for advocacy team members.
• Utilized multiple systems and databases including an internal case management system to enter, update and retrieve information.
• Troubleshot office equipment, printers, computers, fax machines, and copiers and scheduled maintenance request.
• Planned meetings, arranged travel, distributed mails, submitted monthly expense reports and managed day-to-day data entry and Word processing.

Managed calendars, emails and planned and arranged domestic and international travel arrangements including preparing expense reports, ticket and hotel booking for VP HR and VP Global benefits with discretion.

• Executed event planning and management including program timelines, budgets, logistics, invitations, registration, vendor negotiations, and communication with internal and external partners.
• Ensured smooth day-to-day operations by partnering with clients and other departments Executive Assistants to schedule meetings, prioritize critical path items, and solve complex issues.
• Improved communication and collaboration among employees by creating and sharing office seating charts across the organization.
• Assisted VP HR in creating an onboarding process for employees to quickly assimilate company policies and workflow while getting fully acquainted with the organization's culture.
• Saved $30K by renegotiating the contract with the vendor who supplies costly executive-requested items.
• Recognized for bridging gaps and establishing open lines of communication between the executive team and employees.
• Created organizational charts, policies, job descriptions, onboarding program, HR policy book, and employee surveys under the supervision of VP HR.

Performed technical, administrative, and routine secretarial duties including answering the telephone, and filing documents, and making travel arrangements for Company President. Served as point of contact for executives and internal/external clients while managing complex calendar logistics and ensuring the VP HR’s schedule is optimized. Maintained discretion and confidentiality with sensitive company information.

• Managed complex travel arrangements for family travel (flight, hotel, car service) as well as business travel for all senior executives.
• Drafted and proofread correspondence on behalf of the President.
• Performed personal errands for President (grocery, car wash, dry cleaners, returns, post office).
• Prioritized inbound communication, emails, and mails for the President while answering and filtering office telephone promptly.
• Served as liaison between the office and IT for all technology needs.
• Oversaw inventory and ordered office supplies including food and beverages.

Managed calendars and schedules for attorneys and paralegals while maintaining strict confidentiality. Researched and obtained a variety of information/documents requested by attorneys.

• Transcribed and proofread shorthand, notes, tapes, and drafts. Composed minutes, real estate, finance documents, and general forms.
• Supervised daily billing operations to ensure the timely and accurate processing of invoices and credits, and managed month-end closings, prepared GL accounts, and developed ad-hoc reports.
• Prepared monthly, quarterly, and annual financial statements. Oversaw travel arrangements while preparing travel documents and compiling all travel expenses.
• Administered collections of overdue accounts and proactively followed up with clients.

Results-oriented position requiring strong administrative and process optimization skills to streamline workflows and promote office efficiency.

• Developed a quick understanding of the office’s work processes within a week of coming onboard.
• Facilitated research and administrative reports development by liaising with colleagues to compile and process data through data visualization and analysis tools.
• Handled accounting & bookkeeping functions to process and deliver accurate expense reports.
• Oversaw all travel arrangements from logistics to accommodations and schedules.

Handled complex calendar, travel, and planned international meetings including logistics. Oversaw administration tasks while directing 2 Office Managers and 2 Administrative Assistants. Recruited and trained administrative staff on office policies and procedures. Maintained accurate address books, files, and contact lists with strict confidentiality.

• Managed the CEO's complex calendar, meeting requests, and incoming correspondence while effectively managing shifting priorities of global travel arrangements.
• Accompanied CEO in all international and domestic meetings while overseeing accommodation of last-minute changes.
• Prepared detailed domestic and international travel itineraries while ensuring the CEO is prepared for all meetings and appointments with appropriate materials and information.
• Communicated meeting agendas to ensure proper attendance and time management.

Saved company $50K+ in annual maintenance and repair costs by spearheading inventory management. Partnered with supervisor and business leadership to identify cost effective strategies and opportunities to streamline operations.

• Conducted weekly inventory audits and developed optimal ordering strategies.
• Communicated with employees and management to determine office needs and resource requirements.
• Implemented workflows and daily office best practices to streamline efficiency and reduce excess spending.