Executive Staff Assistant Resume Sample
Karina Yost
7672 Afton Grove,
Dallas,
TX
+1 (555) 920 8325
Work Experience
Executive Staff Assistant
02/2018
-
PRESENT
Los Angeles, CA
- Coordinate and evaluate procedures
- Coordinate the use of facilities and equipment
- Oversight of office supplies and maintenance of office equipment, including review and monitoring of expenditures on supplies, equipment, etc
- Being forward facing member of the office, including answering the main phone and supporting visitors and meetings
- Managing calendars; assisting in event planning and scheduling
- Processing, filing and managing signature processes, including agreements and paperwork
- Providing Concur support (travel and purchasing administration)
- Follow up on requests, such as web maintenance and office communications
- Maintaining office resources and supplies
Executive Assistant to the Chief of Staff to the CEO
08/2012
-
11/2017
Philadelphia, PA
- Phone coverage – Cover all incoming calls, understand and use firm’s web and audio conferencing resources, understand working group list in order to field calls and address issues effectively and expeditiously
- Experience of administrative support, some of which is with senior executives
- Excellent written, phone, and face-to-face communications
- Enthusiasm and a commitment to excellence
- Outstanding office computer skills
- Able to build relationships with diverse individuals/groups and create a welcoming and productive business environment
- Reads outgoing correspondence for executive’s approval and alerts writers to any conflict with the file, departure from policies or executive’s viewpoints, and gives advice to resolve problems; summarizes content of incoming materials, specially gathered information, or meetings to assist executive
Executive Staff Assistant Digital Technology
03/2010
-
07/2012
Dallas, TX
- Managing calendars and time for the Senior Directors and program specialists on the Early Learning and Family Support and Literacy Teams
- Handling sensitive and confidential information and communication requiring discretion, including, but not limited to staff materials
- Performing research and analysis on special topics as assigned
- Assisting with presentations preparations for the team members
- Prioritize requests, projects and assignments from both teams
- Processing documents related to in-state and out-of- state travel in compliance with state rules and consideration of staff needs
- Managing calendars and time for all of the members of the Research & Evaluation Unit
- Handling sensitive and confidential information and communications requiring discretion according to agency policies
- Assisting with presentation preparations for the team members of the Research & Evaluation Unit
Education
Ave Maria University
2005 - 2009
Bachelor's Degree in Finance
Professional Skills
- Time management: exceptional organizational skills and ability to organize time and priorities effectively, asking for direction when appropriate
- Excellent skills in writing/formatting/editing business communications including letters, memos, emails and reports
- Strong public relations, oral communication, writing skills and the ability to establish and maintain effective working relationships
- Excellent researching skills (e.g., internet and other sources)
- Exceptional organizational skills including ability to prioritize and coordinate multiple projects
- Strong computer skills including familiarity with MS Office products, database software and other similar software programs
- Excellent interactive skills with the ability to work independently and proactively
How to write Executive Staff Assistant Resume
Executive Staff Assistant role is responsible for software, computer, microsoft, organizational, interpersonal, database, organization, excel, planning, purchasing.
To write great resume for executive staff assistant job, your resume must include:
- Your contact information
- Work experience
- Education
- Skill listing
Contact Information For Executive Staff Assistant Resume
The section contact information is important in your executive staff assistant resume. The recruiter has to be able to contact you ASAP if they like to offer you the job. This is why you need to provide your:
- First and last name
- Telephone number
Work Experience in Your Executive Staff Assistant Resume
The section work experience is an essential part of your executive staff assistant resume. It’s the one thing the recruiter really cares about and pays the most attention to.
This section, however, is not just a list of your previous executive staff assistant responsibilities. It's meant to present you as a wholesome candidate by showcasing your relevant accomplishments and should be tailored specifically to the particular executive staff assistant position you're applying to.
The work experience section should be the detailed summary of your latest 3 or 4 positions.
Representative Executive Staff Assistant resume experience can include:
- Determine purchasing priorities and make recommendations for operating expenditures
- Highly detail oriented; ability to prioritize and juggle multiple deadlines
- Reviewing and editing documents for grammar, spelling, organization, and formatting
- Conducting research, preparing reports; tracking expenditures, as needed
- Developing operating procedures for recurring tasks
- Scheduling and coordinating meetings/events (onsite and offsite), preparing agendas and supplementary materials, attending meetings, drafting minutes, and ensuring that follow up activities are documented and tracked in accordance with agency protocols
Education on an Executive Staff Assistant Resume
Make sure to make education a priority on your executive staff assistant resume. If you’ve been working for a few years and have a few solid positions to show, put your education after your executive staff assistant experience. For example, if you have a Ph.D in Neuroscience and a Master's in the same sphere, just list your Ph.D. Besides the doctorate, Master’s degrees go next, followed by Bachelor’s and finally, Associate’s degree.
Additional details to include:
- School you graduated from
- Major/ minor
- Year of graduation
- Location of school
These are the four additional pieces of information you should mention when listing your education on your resume.
Professional Skills in Executive Staff Assistant Resume
When listing skills on your executive staff assistant resume, remember always to be honest about your level of ability. Include the Skills section after experience.
Present the most important skills in your resume, there's a list of typical executive staff assistant skills:
- Quality assurance: Skills to work efficiently and effectively and strives to do so in all aspects of position
- Strong public relations, oral and written communication and relationship building skills required
- Organizing and prioritizing multiple assignments; developing interpersonal relationships, highly motivated professional skilled working in a team environment
- Communicating effectively and concisely in individual and group settings both verbally and in writing
- High-level skills in analyzing, problem solving, and decision-making
- Management and staff supervision including principles and mentoring skills to ensure future staff growth and development
List of Typical Experience For an Executive Staff Assistant Resume
1
Experience For Executive Assistant to the Chief of Staff to the CEO Resume
- Preparing travel arrangements and processing documents related to in-state and out-of-state travel in compliance with state rules and consideration of staff needs
- Provides professional, technical and business related support functions to the Office of the Director (OOD), including, but not limited to: Agency Director, Agency Deputy Director, Agency Chief Medical Officer (CMO), Dental Director, Project Manager’s, Agency Executive Staff, and State HIT Coordinator
- Manage central record keeping of notes and documents from meetings attended by Chiefs, including Steering Committee and other leadership meetings
- Perform research concerning procedures and practices, identifying problems and recommending solutions
- Assists with developing and implementing the Cabinet’s communications strategy and legislative agenda
- Assist with hiring and directing of student workers and adjuncts
2
Experience For Executive Assistant / Chief of Staff Resume
- Order catering for various meetings including lunch and other events
- Prints and organizes documents received by the Chief, including: meeting materials, and items for her review, e.g. papers, correspondence, and invitations
- Manage the Chief and Clinical Chief’s schedules, including the planning and timely notification of meetings and appointments
- Assist in maintaining records, control/operational reports and archiving documents
- Assists with correspondence, filing, telephone coverage, routing routine mail and other administrative activities
- Organize and order schedule of classes in Catalyst by coordinating with academic coordinators
- Follow up on meeting decisions and drive topics within the organization
- Prepare/maintain travel, speaking, and out of pocket reimbursements
3
Experience For Executive Staff Assistant Digital Technology Resume
- Reconcile program expenses using a Pcard in Concur
- Assist A&S Business Admin and awarded faculty members with grant tracking and management
- Supports the Chief and conserves her time in the following ways
- Function as liaison with senior staff and leadership in keeping track of daily issues for the attention of the Chiefs
- Maintain Chief Technology Officer and Digital Technology schedules
- Manage scheduling and coordination of meetings, team meetings, and individual meetings for Executives with a clear sense of urgency and accuracy. Take ownership for ensuring prioritization is clear and executed against
4
Experience For Executive Assistant to the Chief of Staff Resume
- Work with Dean’s office staff to support planning and coordination of special events, including reserving venues, catering, agenda, attendance and facility requirements
- Conduct research per senior managers’ guidance. (e.g., research academic social justice programs and journals, gathering Association of Research Libraries statistics)
- Set up and maintain a basic database for senior managers’ contacts, projects and activities files
- Greet executive’s visitors, clients and vendors
- Maintain positive relationships with key stakeholders and leaders
- Perform administrative staff functions for the Head and faculty of the BME department, frequently of a confidential nature, and concerning administrative activities of substantial complexity
- Manage the day-to-day operations of the department office, including scheduling, supporting and preparing for meetings, directing visitors, ordering office supplies, answering main phone line, submitting work orders, collecting and distributing mail and ensuring the department office is clean and presentable
5
Experience For Merchandise Executive Staff Assistant Resume
- Make arrangements for faculty interviews
- Maintain status of projects
- Schedule and order departmental courses
- Coordinates, handles and resolves business unit problems and customer issues independently and proactively escalating as appropriate. Provides outstanding customer serivce, acting with the appropriate sense of urgency
- Coordinates special projects for senior management, collaborating with others as needed
- Independently composes and distributes correspondence, memos, and other complex documents and reports, which require the use of office technologies and software applications
- Attends meetings, seminars, etc. and records notes or provides information as needed
- Plans, schedules and coordinates meetings, conferences, travel arrangements and maintains the business calendar for the executive
6
Experience For Executive Assistant to the TB&C Chief of Staff & Head of Employee Recognition Resume
- Assists executive in the coordination of performance reviews, cost center updates and other organizational administration activities
- Establishes and maintains official documents and records in appropriate files
- Respond to program related inquiries (written, in-person, by telephone, by email) from faculty, students, staff, and the public
- Schedule rooms, meetings, appointments, prepare agendas, and other documents for distribution at meetings and events, and take minutes
- Collect updated faculty curriculum vitae and syllabi
- Coordinate various special events, programs, and visitors
- Maintain social media accounts, website and update directory
7
Experience For Staff Executive Assistant Resume
- Revise office processes as needed
- Coordinate and drive special projects on behalf of the President and Executive Vice President, ensuring that milestones are tracked/met, the Leadership Team is fully informed of the status of major projects in the company, and that the correct resources are being deployed toward a project
- Provide ad-hoc support in daily operations as needed
- Coordinate and prepare weekly and monthly meetings
- Prepare President and Executive Vice President for participation in internal committees
- Coordinate and compose speeches and presentations as required
- Monitor and report on Balanced Scorecard and other KPI’s
- Responsible for preparation and coordination of all VCI Board presentations, VCI Standing Committee presentations, Business Financial Review presentations, Internal stakeholder presentations, and VWGoA Board presentations for VCI as required
8
Experience For Chief of Staff / Executive Assistant Resume
- Transcribes dictation relating to correspondence, reports, schedules and records. Attends meetings as requested to record minutes and distribute same. Composes and types letters, forms memos and reports. Receives, open and sorts mail noting items of special importance
- Manage special projects as skills allow and develop over time to support the genomic medicine initiatives at Partners HealthCare Personalized Medicine
- Maintains effective electronic and paper filing systems and an efficient work environment
- Handle problems as they are presented, using sound judgment and maintaining strictest confidentiality
- Coordinates clinician and PhD recruitment visits including travel arrangements, visit itinerary and expense reimbursement when necessary
- Maintains smooth flow of paperwork such as pay records, confidential files and manuals, etc
- Assist in the direction of the financial, administrative, and operational activities of the HEMI program
- Interact with program partners
9
Experience For Finance Chief of Staff\executive Assistant Resume
- Supervise, coach and train student workers
- Gather, assemble, analyze information and prepare graphics for use in business reviews and huddle boards. Monitor and measure and report on operational issues, opportunities and achievements
- Oversees and coordinates all out of state travel for the OIC , distributes agency wide electronic communications
- Provide back up to other executive assistants as needed
- Responsible for all office administrative tasks using independent judgment to maintain efficient operations while relieving the associate chief of many administrative responsibilities
- Manage associate chief’s calendar by: prioritizing meetings; scheduling/booking travel; scheduling and rescheduling patients; and responding to requests for meetings/conference calls from a wide range and significant number of individuals
- Function as liaison between associate chief and all levels of Hospital community as well as US and international medical communities
- Meet regularly with the associate chief concerning assignments, projects and miscellaneous problems that arise. Keep associate chief informed relative to appointments, status of projects, and general activities
- Responsible for all operations surrounding patient care (e.g. scheduling, requests for medication refills, insurance prior authorizations, coordination of care with multiple providers) while maintaining complete confidentiality at all times
10
Experience For Executive Staff Assistant Resume
- Provide back-up support/cross coverage for Office of the Chief of Psychiatry, including chief, executive vice-chair, MGH vice president and department’s executive director
- Interact/Interface with visitors, patients, and staff
- Monitor InSight, eCommons, and PHS financials for associate chief
- Ensure annual career conferences (ACC) are completed
- Mail – Pick up/sort/delivery. Review correspondence and respond directly if appropriate
- Assists in the development and preparation of reports, policies, procedures, and plans
- Assists other physicians and therapists in the Division
- Interfaces with the Arizona Health Care Cost Containment System (AHCCCS) and the contracted Health Plans
List of Typical Skills For an Executive Staff Assistant Resume
1
Skills For Executive Assistant to the Chief of Staff to the CEO Resume
- Strong project management (from conception to completion) & planning skills
- Interpersonal/communication: Excellent interpersonal/communications/writing skills
- Skilled at multi-tasking and prioritizing to meet the needs of the program and Deputy ADs
- Exceptional written and verbal communication skills including professional etiquette
- Triage and address wide ranging tasks efficiently and effectively sometimes simultaneously
- Executive assitant experience or equivalent experience required
- Work with staff with diverse skills, educational and cultural background
- Effectively interpret and communicate ADC policies, rules and regulations
2
Skills For Executive Assistant / Chief of Staff Resume
- Meeting preparation, effective organization and management practices, reviewing documents, handling high level complaints in a timely manner
- Prioritizing and multi-tasking to meet time lines
- Effective oral and written communication as well as public relations, organizing, planning, and scheduling
- Excellent understanding of local, state and federal programs and resources, including legislation
- Time management and prioritizing work
- Strong Microsoft Office product including Outlook, Word, Excel, PowerPoint and Visio
3
Skills For Executive Staff Assistant Digital Technology Resume
- Experience providing Administrative support to Executives and/or C-Level staff
- Build effective working relationships with a variety of government officials, civic leaders, and coworkers, etc
- Ensure efficient and effective day-to-day functioning of activities within their respective areas and their direct reports
- Adapt to changing priorities and management styles
- Considerable working knowledge and experience with Microsoft, Adobe, Sharepoint and Visio software
- At least four years administrative experience reporting to an executive-level position or Administrator
- At least five years of directly related experience in an executive office setting, preferably in an academic medical center
4
Skills For Executive Assistant to the Chief of Staff Resume
- Three years of experience in supporting project management activities
- Demonstrated financial acumen or education
- Proven ability to communicate in a clear, concise, and coherent manner (written and verbal)
- High-level experience with a broad variety of personal computer software and mainframe systems
- Strong data analysis and graphical presentation
5
Skills For Merchandise Executive Staff Assistant Resume
- High-level of experience with a broad variety of personal computer software and mainframe systems
- Coordination of activities and establishment of priorities
- Prioritizing and multi-tasking, and working independently on projects
- Excellent oral and written communication including graphic presentation of information/data
- Experience working with a government organization or upper level management of a company
- Identify and resolve issues, review and evaluate program activities analytically, and develop effective work plans and methods for improvement
- Review and evaluate program activities analytically and develop effective work plans and methods for Improvement
- Understand and prioritize many comprehensive, in-depth work processes
- Make good, sound decisions
6
Skills For Executive Assistant to the TB&C Chief of Staff & Head of Employee Recognition Resume
- Prioritize and manage tasks and assignments
- Strong knowledge of the insurance industry and the business unit
- Providing support to volunteer regional council members including processing applications and related paperwork as well as responding to information requests
- Leading, coordinating and informing others of tasks and operating procedures among the Regional Administrative Assistants across the six regional areas
- Developing and maintaining successful working relationships with a wide variety of people
- Maintaining positive working relationships at all levels including internal and external customers
- Arranging of travel reservations and preparing associated paperwork while ensuring all policy and procedures are adhered to
- Analyzing data, tracking expenditures and preparing reports
- Understanding budget, purchasing, and other related functions
7
Skills For Staff Executive Assistant Resume
- Writing and speaking clearly and succinctly
- Tracking and managing project deliverables, timelines, and budgets
- Scheduling and arranging meetings/events for internal and external customers
- Tracking data and updating records related to regional council members statewide
- Organizing and entering information on a SharePoint system
8
Skills For Chief of Staff / Executive Assistant Resume
- Preparing correspondence including letter and emails
- Processing documents including purchase orders and travel reimbursement in compliance with state rules and consideration of staff needs
- Providing onboarding support to administrative staff of the regions division
- Working knowledge of Google Docs and CRM applications
- Dealing with the public and media in sometimes stressful situations
- Planning and implementation of strategic communications campaigns
9
Skills For Finance Chief of Staff\executive Assistant Resume
- Addressing questions from internal and external stakeholders
- Purchasing supplies and equipment in compliance with procurement rules
- Working in a child safety environment
- Researching and analysis
- Understanding of the administrative functions, academic programs, and requirements of a University
- Managing the calendars of three individuals and others on their teams as required
- Judgment, problem-solving, critical thinking and decision-making ability
- Process improvement and streamlining, research techniques, and problem solving abilities
- Some college with course work in Marketing, Business, Accounting, etc. desirable
10
Skills For Executive Staff Assistant Resume
- Ensure meeting participants have accurate meeting logistics (location, directions, etc.)
- Arranges for conference room, catering, and technical support (i.e.: projector, teleconferencing services) and prepares materials as necessary
- Work and act independently requiring self-initiative, as well as working as part of a team
- Concepts of program planning and designing as well as Federal and State laws, rules, and regulations
- In-depth knowledge and understanding of the creation, development, and editing of high-level business communications (i.e., letters, memos, email, and reports)
List of Typical Responsibilities For an Executive Staff Assistant Resume
1
Responsibilities For Executive Assistant to the Chief of Staff to the CEO Resume
- Prioritizing requests, projects and assignments
- Resolves conflicts and prioritizes meetings by calling calendar issues to attention in advance of deadlines
- Manage and maintain the calendars (empowered to make judgment calls on time and calendar priorities)
- Experience with the Coordination of Outlook calendars
- Ensures timely, appropriate and effective services are provided to providers and patients
- Expedite priority matters and independently triage requests and inquiries
- Previous, relevant experience
- Managing the calendar for the Chief Regional Officer
2
Responsibilities For Executive Assistant / Chief of Staff Resume
- Working independently and in collaboration with team members
- Organizes and manages office supplies and equipment; ensures all equipment is in working order and arranges for repairs
- Other ad hoc administrative projects as assigned, including requests from the Chief of Staff to the EVP and COO, in coordination with the VP/ACMO
- Promptly and appropriately replies to extremely urgent meeting and call requests
- Works closely with other executive assistants to schedule meetings involving multiple, tightly-scheduled executives
- Provides technical support with computers, videoconference equipment, keygiving, shared email boxes and files, and phones
- Maintains dues and membership to professional societies and journals and credentialing for the Director
3
Responsibilities For Executive Staff Assistant Digital Technology Resume
- Handle all arrangements for meeting site and attend to other details as directed
- Screen and triage all incoming phone calls
- Function as liaison with senior staff in keeping track of daily issues
- Responsible for composing memos and general correspondence
- Assist in the creation and editing of speeches and presentations
- Maintain accessible and up-to-date organizational charts and succession planning materials
- Track holiday/PTO coverage and scheduling
4
Responsibilities For Executive Assistant to the Chief of Staff Resume
- Prepares and tracks expense reports for VP/ACMO
- Processes and tracks purchase orders, invoices, check requests, reimbursements, petty cash vouchers, and other transactions
- Assists in the preparation for new employee arrivals, including office/cube preparation, IDs, security, computer set-up; manages scheduling for new hire orientation program
- Serves as a central departmental troubleshooting resource on IT related issues
- Provides back-up coverage for other senior executives within BH Administration
- Coordinates the schedule of the Chief Medical Officer (CMO) and manages both electronic and written communication on the CMO’s behalf as well as managing the office of the CMO
5
Responsibilities For Merchandise Executive Staff Assistant Resume
- Responsible for recording detailed minutes of meetings with varying levels of complexity, including meetings with outside agencies and contractors ensuring follow-up actions are completed following these meetings
- Support communication with organizations on behalf of three individuals
- Assist with requests and reports in Concur reimbursement system
- Process scholarships, awards, enhancements, and stipends for students in Catalyst
- Collect cash/check donations to go directly to UC Foundation
- Maintain completed and signed Travel Authorization (TA) Forms for Graduate Students
6
Responsibilities For Executive Assistant to the TB&C Chief of Staff & Head of Employee Recognition Resume
- Exercises independent discretion to respond appropriately to inquiries and meeting requests; Answers and screens emails, phone calls and faxes. Determines action, referral or delegation to other staff as appropriate
- Drafts and proofreads letters, emails, and documents; Sends out email and written correspondence on the Chief’s behalf and responds to routine requests for letters, forms, and other information
- Proactively anticipates information and materials the Chief needs. Collects and analyzes information. e.g. requests meeting agendas and briefings, tracks important deadlines, deliverables and meeting attendance, compiles information for spreadsheets and meeting materials
- Effectively prioritizes conflicting needs and handles matters expeditiously; follows projects to completion
- Performs complex calendar management, including
- Schedules, plans, coordinates, and notifies attendees of meetings and appointments while using independent judgment in setting priorities and proposing alternatives to meetings
- Sends out timely notification of scheduled meetings and meetings materials
- Represents the Chief by greeting guests and visitors, answering the phone and general inquiries from within and outside of MGH, e.g. from executives, faculty, staff, patients and media
- Makes complex travel and logistical arrangements for the Chief; creates travel itineraries, submits receipts and tracks reimbursements
7
Responsibilities For Staff Executive Assistant Resume
- Creates, edits, summarizes and formats documents as needed, e.g. agendas, minutes, spreadsheets, powerpoint presentations, and proposals
- Creates and maintains shared electronic drives that include confidential materials and letters
- Maintains multiple electronic distribution lists and the Chief’s personal contacts and passwords
- Updates frequently used documents and reference materials, e.g. CV, biosketch, IRB forms and certifications
- Stores hard and soft copies of grant proposals, presentations, past correspondence
8
Responsibilities For Chief of Staff / Executive Assistant Resume
- Maintains office supply inventories, office equipment (printers, copier, fax), and files
- Maintains conference room schedules, LCD and video-equipment
- Calls IT and Environmental services with repair issues
- Responds to general office inquiries and other faculty requests e.g. conference room bookings, sends templates for letters; provides advice and logistical support to faculty for meetings
- Provides guidance to other administrative assistants within the Department of Neurology on procedural tasks and policies; provides cross coverage/support as needed
- Maintains confidentiality in all aspects of staff and patient information
- Assist in the preparation for presentations, including overheads, slides, and talking points. Set up and maintain files of administrative correspondence, reports, and records
- Assist with meeting agenda preparation and communication. Determine room scheduling and troubleshoot issues with location and IT support when necessary. Attend meetings as necessary; take, transcribe, and distribute minutes as directed
- Two (2) years of experience and proficiency in using the Sunapsis International Office system internally branded as iBearcatsGlobal
9
Responsibilities For Finance Chief of Staff\executive Assistant Resume
- Set up and maintain a streamlined and organized tracking and filing system for incoming / outgoing memos / reports / correspondence
- Daily email tracking, editing, filtering, and correspondence
- Plan and execute domestic and international travel planning and expense reporting
- Manage travel arrangements and expense reporting
- Coordinate 2 speaker events each year (Ira Spiro in Spring and Distinguished Alumni in Fall)
- Advanced knowledge of Microsoft Office applications, including Word, Excel and PowerPoint
- Provide operational, administrative and secretarial support to the business unit executive leadership team
- Support Controls Integrity Management (CIMS) / safety activities and initiatives
10
Responsibilities For Executive Staff Assistant Resume
- Coordinate calendar activities for executives and update in MS Outlook
- Plan and coordinate meetings in the office, as well as offsite meetings and events
- Post job openings on ASTRO website, distribute CVs as responses come in from postings
- Organize and facilitate all meetings (off and on-site) as needed. Attend off-site meetings as necessary
- Partner with other Executive Assistants to coordinate meetings and general administrative needs
- Print and organize daily / weekly / monthly sales, style roll recaps, and misc. reports
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