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.

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 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.

Dynamic and exciting role requiring sharp adaptive and organization skills to provide continuous support to the CEO with a fast-paced and high-pressure workspace.

• Maintained a tight control on the CEO’s schedule, managing appointments and public relations.
• Managed the office of Star Inc.’s top executive – screened all correspondence from call-ins to emails, internal memos and official letters.
• Oversaw all administrative workflows to ensure the perfect execution of tasks.
• Executed HR functions by supervising the recruitment and training of administrative staff to ensure a synchronized working style and ethic.

Implemented new telephony system and saved company $1M+ in maintenance and training costs. Orchestrated system integration and trained employees on how to use the new system.

• Analyzed existing tools and methods of business-to-business (B2B) and business-to-consumer (B2C) communications.
• Reached out to vendors to assess prospects for system overhaul.
• Identified ideal solution and partnered with executive leadership for project approval.
• Personally installed new system and ensured fully functional integration with enterprise systems and applications.
• Trained fellow employees on operational best practices and created step-by-step workflow for use by other departments.