Executive assistant
Resume examples

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.

Oversaw a broad variety of administrative tasks including managing an extremely active calendar of appointments, composing, and sending correspondence on the CEO’s behalf, scheduling appointments, and following up on various tasks to ensure deadlines are being met.

• Optimized CEO’s time by reading, researching, and routing all email correspondence, drafting letters, creating presentations and documentation, collecting, and analyzing information, and initiating telecommunications.
• Provided administrative support to HR director in recruiting, formatting documents, and employee surveys.
• Managed senior executives’ travel arrangements, including hotel booking, transportation, and meal coordination.
• Streamlined internal processes to support senior executives companywide while collaborating with internal and external stakeholders to expedite workflow.
• Functioned as a liaison to facilitate communication between upper management and employees.
• Planned and orchestrated work to ensure the senior executives’ priorities are met, organizational goals are achieved, and best practices are upheld.

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.

Managed multi-functional role as an Office Manager and Secretary to the SVP. Handled all onboarding tasks for new employees, ensuring employment laws and guidelines were followed. Executed event planning and management including program timelines, budgets, logistics, invitations, registration, and communication with internal and external partners.

• Negotiated with vendors and suppliers on best pricing reducing the cost of office supplies by 30%.
• Implemented company-wide document organization process which improved workflow efficiency by 50%.
• Monitored supplies and ordered when inventory levels are low. Partnered with suppliers and vendors to ensure timely and accurate delivery of supplies.
• Communicated policies and objectives, oversaw unforeseen issues, and served as a liaison to clients, internal staff, and external contacts.

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.

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 scheduling surgeries for 5 doctors while obtaining surgery authorization from individual insurances. Processed and verified Insurance benefits, eligibility, and disability insurance claims. Directed and trained 15 Office Managers ensuring patients and their families are greeted well at the front office while avoiding wait times.

• Performed routine accounting, office administrative, and secretarial duties at the OB/GYN clinic including managing daily calendars, scheduling appointments without deficiencies, creating expense reports, and handling accounts receivable / accounts payable.
• Commended for excellent multi-tasking abilities and prioritizing daily patient care.
• Managed electronic health system, responded to inquiries, and effectively communicated with clients and suppliers.

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.

Reorganized daily operations workflow and improved overall efficiency by 30% within first year of employment. Conferred with leading practitioner and office staff to coordinate and implement improvements.

• Assessed existing policies and procedures to identify opportunities for improvement.
• Met with practitioner to discuss ways of decreasing time costs for everyday operations.
• Devised streamlined workflows and presented solution to practitioner for approval.
• Collaborated with office staff to integrate changes and tracked reduced time constraints for 3 weeks to confirm improvements and catch any inefficiencies.