Executive Administrative Assistant Resume Samples

Description :

1. Preparing documents (typed, edited and formatted) in accordance with applicable guidelines, in compliance with established DOD, Army, and USAREC guidelines and army regulations 25-50 procedures.
2. Scheduling meetings, conference calls, web-based meetings, and resolve scheduling conflicts as they occur.
3. Maintaining a calendar of day-to-day and long-range projects, actions, activities, and appointments.
4. Coordinating technical support commensurate with the assignment and arranging quick-fix response as appropriate, such as computer and telephone equipment.
5. Receiving visitors, answering telephone calls and electronic mail messages and providing assistance or directing to appropriate official as necessary.
6. Receiving incoming mail and directives and sorting based on the type of action and suspense date.
7. Consolidating requests from subordinate units and submitting requests for postal supplies to the appropriate unit or organizational personnel in order to ensure adequate unit postal supplies are maintained within the office.
8. Sorting, disseminating and tracking the incoming correspondence, staff actions, events, and activities.

Experience

10+ Years

Level

Management

Education

BA

Description :

1. Responsible for ensuring smooth operation and execution of administrative operations, project meetings, and events.
2. Scheduling and coordinating meetings and appointments, managing email inquiries and requests, coordinate incoming and outgoing mail, create and maintain files, and answer phones.
3. Using PeopleSoft to accurately code expenses and submit receipts to accounts payable.
4. Using Salesforce to create activities and tasks, entering lobbying reporting for project team related events and staff.
5. Assisting staff with program-related research, including tracking of federal legislation and executive branch actions through review of congressional testimony, hearings, floor debates, and bills.
6. Scheduling conference calls, materials, presentations and/or handouts for meetings.
7. Preparing media clips daily and send to prescription drug abuse team via email daily.
8. Establishing, maintaining and tracking action documents, for directors' review and signature, in database.

Experience

2-5 Years

Level

Junior

Education

BS in Business Administration

Description :

1. Scheduled multiple complex executive calendars within multiple time-zones using Outlook, while coordinating advisory board meetings/calls, customer/vendor meetings, interviews and extensive international travel arrangements resolved calendar conflicts helping to free up and protect manager's time.
2. Compiled information from team members & built agendas for staff meetings.
3. Managed and tracked expenses in excel to meet company budget requirements.
4. Managed and ordered office supplies & equipment, coffee and vending supplies for break rooms bi-weekly.
5. Reconciled American Express purchases and expense reporting for team members.
6. Answered phones & screened calls for the front desk & executive offices.
7. Prepared Fed-ex shipments and other administrative tasks that helped offset the workload and simplified daily tasks for team members.
8. Coordinated & facilitated the signature process with the company attorney, technical-staff & patent attorney's office.
9. Planned and coordinated offsite training events at multiple locations with 15 or more employees in attendance each site.

Experience

2-5 Years

Level

Junior

Education

AAs in Business Administration

Description :

1. Directly supporting the President, Vice-President and Executive Vice-President of the company while providing general assistance to an office of over 65 individuals.
2. Assisting employees with continuing education opportunities and identify key certifications, training, and opportunities for qualified employees.
3. Processing and renewing employee and firm licenses, certifications, and qualifications.
4. Preparing and assisting with complex county invoicing packages and pertinent timesheet recording.
5. Capturing and filtering resumes of qualified prospective employees for upper management.
6. Coordinating with outside vendors to facilitate the 401k benefit program as well as office-wide medical insurance policies.
7. Assisting clients by providing information regarding contract management including presentations, documentation and meeting deadlines.
8. Providing office administrative support which includes correspondence, applications, forms, supply orders, and spreadsheet creation and maintenance.

Experience

10+ Years

Level

Management

Education

BA in Sociology

Description :

1. Consolidating the weekly sales reports for senior management utilizing Excel pivot tables.
2. Conducting conference calls with the senior business department Sales Manager and General Manager, tracking weekly meeting minutes and compiling them in Microsoft Word for organizational reference.
3. Redlining and reviewing the business sales contracts consistent with company standards.
4. Scheduling and coordinating the business client telecommunication installations.
5. Providing contract set-up, order entry, and billing for all commercial business sales agreements.
6. Coordinating subcontracting for commercial underground installation of telecommunications fiber-optic.
7. Administering office support for front line management, field supervisors, and technicians.
8. Executing outstanding client service in direct support to senior sales and management team's initiatives.

Experience

5-7 Years

Level

Executive

Education

Bachelors of Science

Description :

1. Providing superior support to regional sales executives as well as internal and external colleagues.
2. Configuring and maintaining company website driving more company interest, new clients and increased company revenues.
3. Reporting included profit and loss statements by unit, producing and tracking budgets for departments directly reporting to store operations along with all retail locations.
4. Assisting department directors with presentations, regional and district meetings, preparation and execution, and departmental dictation.
5. Supervising the corporate assistants providing all training, scheduling, and report generation.
6. Performing a variety of key operational functions by conserving executives time by managing meeting schedule, travel, reports, and company strategic goals.
7. Managing all customer correspondence, customer service needs and orders for general manager and sales staff.
8. Coordinating travel itinerary and trade show set up for general manager and sales staff.

Experience

7-10 Years

Level

Senior

Education

Associates

Description :

1. Planned and coordinated logistics and materials for board meetings, committee meetings, and staff events.
2. Created detailed asset reports for 10 million dollar yearly budget and requests for capital expenditures.
3. Ordered and distributed office supplies while adhering to a fixed budget.
4. Coordinated domestic and international travel arrangements, including booking airfare, hotel, and transportation.
5. Answered and managed incoming and outgoing calls while recording accurate messages.
6. Opened and properly distributed incoming mail and employee notices around the office.
7. Completed data entry, tracked resumes and maintained the applicant tracking system.
8. Compiled company information and related material and distributed it to candidates.
9. Obtained signatures for financial documents and internal/external invoices.
10. Prepared detailed spreadsheets for upper management answered and managed incoming emails from vendors in a timely manner.

Experience

7-10 Years

Level

Senior

Education

High School

Description :

1. Held several administrative positions throughout 30 years of service within the risk management department, advanced nursing department, finance department, and executive administration.
2. Managed the chief officers' complex and frequently changing schedules including travel arrangements, travel expenses and pre-planning coordination of trips.
3. Conducted research to prepare, gather and proof briefing materials and agendas for executive-level meetings.
4. Managed external contracts for executive administration and hospital-wide communications for a contract update.
5. Developed and maintained an alert system for upcoming deadlines on incoming requests and events.
6. Greeted visitors entering the office, determined the nature and purpose of visit and directed them to the appropriate destination.
7. Supported the human resources department in the annual employee review process to manage performance merit increases.
8. Distributed company-wide announcements, booked conference rooms and coordinated catering for administrative meetings and conferences.
9. Located and attached appropriate files to incoming correspondence requiring replies.

Experience

10+ Years

Level

Consultant

Education

Diploma

Description :

1. Provided high-level administrative support by conducting research, preparing reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings for the estates, permitting, & environment department.
2. Managed all aspects of general office coordination, maintain and monitor office calendar to coordinate work flow and meetings, interact with clients, vendors and visitors.
3. Filed and retrieved organizational documents, permit records and environmental reports, maintain confidentiality in all aspects of client, staff and agency information.
4. Coordinated and directed office services, such as records, budget preparation, personnel, and housekeeping.
5. Opened, sort and distribute incoming correspondence, including faxes and email.
6. Performed general clerical duties to include, but not limited to, bookkeeping, copying, faxing, mailing and filing.
7. Coordinated and maintained records for staff, office space, telephones, parking, and office keys.
8. Created and modified documents such as invoices, reports, memos, letters and financial statements using word processing, spreadsheet, database and/other software applications such as Microsoft Office.

Experience

10+ Years

Level

Consultant

Education

Business Administration

Description :

1. Coordinated remote meetings via conferencing and video conferencing technologies planned and coordinated group off-sites for the department.
2. Managed and maintained the Director's schedule within the Outlook calendar and worked with other Directors' and VP's admins to coordinate on schedules.
3. Made travel arrangements for Director, Managers, and others, including international airfare.
4. Coordinated catering and other event planning activities for luncheons, board meetings, and large events.
5. Coordinated interviews with multiple directors and provide onboarding for new employees and off boarding for existing contractors/employees.
6. Handled and maintained all company ROA's ordered and managed all office and warehouse inventory.
7. Performed the general office administration tasks answered and directed all incoming calls.
8. Maintained confidentiality and exercised discretion with all company info.

Experience

5-7 Years

Level

Executive

Education

Diploma