Executive Assistant Resume & Writing Guide

Executive Assistant

You’ve decided it’s time to look for your next/ first Executive Assistant job. Well, good on you! However, the first thing you want to do is check out a good Executive Assistant resume sample. It’s essential you make your resume stand out from the competition, being informative and a good read, but without all that unnecessary info. 

Executive Assistants may also be known as administrative assistants or secretaries. They aim to help people in authoritative positions handle their matters and professional obligations. Executive Assistants are found in all forms of industries, from small businesses to large ones. 

Creating an interview-winning document will be easy with our: How to Make a Resume Guideline for Executive Assistant Roles?

Executive Assistant Resume Examples

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(Free sample downloads are at the bottom of this page)

Executive Assistant Resume Guide

Covered Sections


What to Highlight

Your resume should highlight all the many ways you can make an executive’s life that much easier and help them keep everything running seamlessly and efficiently. Being able to compress the entirety of your duties and achievements as an EA into a single page may seem impossible, and we don’t blame you for thinking this way! EAs are modern-day superheroes. 

We promise you, though, that creating an awesome EA resume is easier than you might think. Here are some tips:

1. Dial in on your ideal role, company, industry, and executive

Due to the outrageously diverse nature of the EA’s responsibilities, it’s imperative to understand what you’d like your job to look like before you start creating your resume. Do this by asking yourself: what specific industry do I want to work in? Do I want to work for a single person or a small group? Am I comfortable handling personal matters? Being specific regarding your preferences will help you draft a solid, gripping resume (and narrow down the job you’re applying for!).

2. Adapt your content

Along with understanding what your job will look like, you must also adapt your resume to mimic the job advert for the job you’re applying to. This “how-to” guide will help you do just that; however, a great way to keep your adaptive skills sharp is to remember this: If it’s mentioned in the job ad and you have the experience doing it, PUT IT IN your resume!

3. Work the keywords

It’s fair to assume your resume will go through an applicant tracking system (or ATS) before landing on the recruiter’s desk. If your resume doesn’t have the correct keywords, it won’t even make it to the desk. Modifying your resume to each job you apply to (utilizing the skills and experiences highlighted in the job advert) will help you hit all the correct terms. Just make sure to add a few EA staples into the first draft.  

4. Keep it interesting (and be specific!)

Almost all executives will agree they would fall to pieces without their EAs. Like we said, modern-day superheroes! You are crucial to the success of the company. Your resume must reflect that! 

5. Highlight your special skills

Are you a spreadsheet genius? Do you possess experience in planning events? Have you helped to negotiate numerous intricate contracts? Spend a bit of time showcasing your exclusive areas of expertise, as they’ll make you stand out. By highlighting your array of skills (technical and soft), you will demonstrate to the recruiters how resourceful you can be. 

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The Career Summary & Objectives

Potential employers are often very busy, and they have to get through multitudes of resumes on their desks. Because of this, the reported average time an employer takes to scan a resume is 7 seconds. 

Yeah, you read right! You have to tell them everything they need to know about you in 7 seconds. The best way to do that is with a career summary/ objective. Keep it concise and to the point. 

All the most important info must come first to grab their attention and make them want to spend more than 7 seconds on your resume. 

Your summary/ objective comes first in your resume, just after the contact information. The summary, however, isn’t the same as the objective. Which one do you choose to write? We’ll explain. 

Career summaries are written when the applicant has many years’ worth of working experience to write about. Someone who’s been in the game a while. They are about 3-5 sentences long, short and sweet. 

On the other hand, a career objective is for an applicant with little/ no working experience. You would write about your career ambitions and how you plan to use your skills to add value to the company. 

So, what goes into a career summary/objective? 

Begin with your years of working experience in the industry and your core obligations. 

Utilize the job ad as a guide when choosing which tasks to include. The more alike your resume is to the job advert, the more likely you’ll end up in the “yes” pile. 

The following thing to include is a line highlighting your exceptional features and skills to bring value to the company. Employers want to know you can multitask, handle intricate situations, and have good people skills. It’s essential to remember that these qualities must be proven with examples in the professional experience section, reinforcing your message.

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Examples


Summary example 1

Qualified Executive Assistant with 6+ years’ experience and IAAP certification.  Highly skilled at providing exceptional administrative services to Senior Manager in a proficient, structured, and timely manner.”

Summary example 2

Executive management professional with 5+ years’ experience aiding Chief Marketing Officers in the transportation and logistics sectors. Proven capacity to adapt continually to changing demands and coordinate travel schedules, having organized 33 separate business trips for a CMO in 2012.

Summary example 3

Professional, a proficient Executive Assistant with 8+ years of experience to the CEO of Multivex Corporation. Exceptional project management, communication, and organization skills and has a PMP (Project Management Professional) Certification. “

Summary example 4

Current graduate of Trinity College’s Executive Management degree program with two years’ experience working in office administration. Managed a financial planner’s scheduling an appointment preparation as a permanent office assistant while completing studies. Looking to employ my present organizational and business skillset in a C-level office.


Employment History & Example
s

The one person you actually need to impress here is the executive/ CEO you want to work for, and they are busy people. Keep this section concise and relevant because it’s one of the major sections they will look at. 

Example employment history listings:

Executive Assistant at DKL Express Services

January 2014- December 2018

Responsible for managing all aspects of the CEO’s professional schedule and personal schedule from calendar management through to concierge duties.

  • Managing the CEO’s calendar, which includes scheduling several daily speaking engagements and meetings.
  • Coordinating international business trips through flight bookings, hotels and arranging compulsory meetings, often with senior government/ corporate representatives.
  • Responding quickly to CEO’s requests for information, liaising with other internal teams to compile necessary info. 
  • Preparing meeting brief packages daily. 
  • Individually organizing the annual board meeting for four successive years, including finding available times for participation of the entire board, arranging venue logistics, and booking board members’ travel.
Executive Assistant at Amrat Courier Services

January 2012- December 2014

Primary responsibility is administrative and scheduling support for the Senior Director and Assistant Director of a large marketing division consisting of 250 employees

  • Arranged visas, personal and professional travel schedules, and accommodation on behalf of the manager.
  • Intermittently accompanied the manager on international assignments, took notes or dictation at meetings, and provided usual assistance during presentations.
  • Screen inquiries, calls, and requests and dealing with them correctly.
  • Meet and greet visitors to the manager’s office

Job Descriptions, Responsibilities, and Duties

Recruiters will expect to see certain core duties and skills in their resumes. Below are examples of primary EA responsibilities in different environments. 

An Executive Assistant to mid- and senior management:

  • Devised and maintained office systems, which included data management and filing.
  • Arranged visas, personal and professional travel schedules, and accommodation on behalf of the manager.
  • Intermittently accompanied the manager on international assignments, took notes or dictation at meetings, and provided usual assistance during presentations.
  • Screen inquiries, calls, and requests and dealing with them correctly.
  • Meet and greet visitors to the manager’s office.
  • Organizing and maintaining business and personal diaries, making appointments, or rescheduling meetings if required. 
  • Deal with incoming and outgoing calls on behalf of the manager.
  • Administrative support includes doing background research and present findings, produce documents, brief reports, papers, and presentations.

An Executive Assistant to the CEO:

  • Maintaining a multi-dimensional, intricate calendar system for the CEO’s personal and private business.
  • Creating an efficient digitized filing system that syncs across several devices.
  • Prioritizing emails, sorting incoming emails, and handling outgoing mail communication.
  • Organizing board meetings, foundation meetings, and web meetings in different time zones.
  • Conducting research and preliminary draft proposals.
  • Handling courier and pick-up services.
  • Organizing and facilitating private functions for the CEO and their family members.
  • Devising shopping lists and organizing delivery of groceries. 
  • Keeping up with CEO tech, mobile, and media subscriptions to renew or cancel. 
  • Handling travel arrangements, which includes car hire, flights, accommodation, outings, and restaurant reservations.

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Highlight Your Accomplishments

 It’s super tempting just to copy and paste your duties list under this section. Ladies and gents, this seems like a good idea but trust us, it’s not. If you do that, you won’t stand out from the competition, and if you don’t stand out, you may never get that call for the interview. 

The whole point is to identify what makes you different from the rest. What have you done in your prior jobs that makes you proud? Once you’ve thought of a few, communicate them with punchy statements that will lure the recruiters in.

Flat, Simple Duty:

  • Managed the CEO’s diary.

Accomplishment Statement:

  • Initiated a multi-calendar diary system that alerts the CEO of future professional and personal appointments automatically 

Quantifying Your Resume

In the spirit of being specific, utilizing numbers to highlight your accomplishments will increase your chances of catching the recruiter’s attention. 

Think of it like this: A recruiter may think it’s good how you’ve managed to book travel arrangements, but they’ll think you’re a rockstar that you’ve coordinated more than 11 trips a month, which included flights, car rentals, hotel bookings, dinner reservations, and meeting agendas, all while staying below the monthly $15K travel budget.

So, if you’ve improved efficiency by 34%, reduced waste by 71%, ran a complex executive calendar with 14+ meetings daily, or saved the company $29K by switching to the new vendor, be sure not to leave these numbers out. 

A simple way to get the numbers is by asking “How much?” or “How many?” For example:

  • How many meeting memos do you assemble weekly?
  • How often do you proofread documents?
  • The number of manager diaries are you accountable for?

What not to do
  • Set up a call recording system with a transcribing function that tracks and records all telephonic conversations and emails transcription notes automatically to all applicable parties, improving communication between the CEO and international managers. 
  • Improved office correspondence response rate efficiency by utilizing AI to filter the FAQs for information and giving automated response letters to senders. 
  • Saved time for every top-level executive. 
  • Enhanced communication between executives/ customers. 

Try this instead
  • Set up a call recording system with a transcribing function that tracks and records all telephonic conversations and emails transcription notes automatically to all applicable parties within 12 hours, improving communication between the CEO and international managers. 
  • Improved office correspondence response rate efficiency by 48% by utilizing AI to filter the FAQs for information and giving automated response letters to senders. 
  • Saved every executive an average of 13 hours weekly, which translates to £25,000 a week at current salaries.
  • Enhanced communication between executives/ customers. Initiated a call recording system that saved £1.3 million annually from misunderstandings.

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Education Section

Even though you may not have a degree, this section is critical for your resume. In today’s age though, Executive Assistants do have access to career development training. 

Completed Secondary and Tertiary Education must be listed as follows: 

To write up this section correctly, follow this order:

  • Starting and end date of formal degrees/ diplomas etc. For courses, just give the completion date. 
  • Qualification’s full name. 
  • Institution’s full name. 
  • City/ abbreviated state name. 

Provide your high school diploma details in the same way, but only if you have fewer than five years’ working experience.

Here are some examples of an Executive Assistant Resume in terms of education:

2013- 2017 Bachelor of Business Administration. University of Milan, Italy.

Relevant Courses: Business Communication Strategies, Advanced Microsoft Office, Information and Workflow Management 

President of Events for the International Business Students Association.

GPA: 3.7

2016- Certified Office Assistant, International Association of Administrative Professionals (IAAP), WA.

2015- Certified Virtual Assistant (CVA), The International Virtual Assistants Association, Online.

2017- Professional Written Communications Course, Lincoln Technical College, CA.

2013- Certified Administrative Professional (CAP), International Association for Administrative Professionals (IAAP), TX.

2012 – Office Procedures Course, Technical College for Secretaries, FL.

What to Write in an Executive Assistant Resume Skills Section

It’s true, and the EA job requires certain technical skills. Don’t get so caught up in those that you forget your soft skills. These skills are your personality traits/ skills that show you’re a good fit as an Executive Assistant, who will add value by achieving set KPI’s, has sufficient knowledge, and ample experience to represent the CEO/ Manager as the suitable contact person for information requirements. Integrate these into your skills section, summary, and your accomplishment statements.

*Cool Tip for a killer resume

You can make an outstanding first impression by writing up a “feature and benefit” statement of your skills in a skills matrix format like the one below. Make one for your soft skills and one for your technical skills. Below is an example of a soft skills matrix: 

Skills FeatureSkills Benefit
ProactivePredict your boss’s requirements, arrange tasks and follow through on unresolved matters
JudgmentDifferentiating between urgent and important, deciding how situations must be treated based on merit
Interpersonal relationshipCapable of communicating and liaising on all corporate levels, displaying respect and rapport as the rep of an executive manager/ CEO. Remaining diplomatic, polite, and rational in awkward situations and diffusing all types of conflict.
Flexible and AdaptableHandling altering situations easily and efficiently thinking on feet when managing with crises. Adapting to last-minute changes and handling unforeseen incidents. 
Organized and ReliableJuggling an assortment of intricate tasks simultaneously, without errors.
Tech SavvyWell-versed in the latest technology, apps, and tools concerning scheduling software, project management, and email client platforms.
DiscretionHandling private information with complete discretion, acquiring correspondence and documentation to avert any violations. 

Qualifications/Certifications associated with Executive Assistants

Office Information Technology CourseDiploma in Office AdministrationDiploma Business Records Management
CAP – Certified Administrative ProfessionalAdvanced Office Management CourseExecutive Assistant Course
English Composition for Executive Assistants CourseCertified Virtual Assistant (CVA)Short Course in Conflict Resolution

Optional Extras for your Executive Assistant Resume


Yeah, you have all the correct sections in your resume now, but are you really done? That would be a no!

Don’t forget, everyone else will have those sections too, so how do you make your resume stand out? 

Think about putting in some optional extras to help you stand out from the competition: 

  • Languages

In this day and age, an EA who can speak more than one language is invaluable to companies. You never know if the day will come when you need to send an email in another language! 

If you can speak another language and you have some space, add it in! Be sure to list the languages by proficiency (e.g., native, fluent, proficient, intermediate, basic). 

  • Interests & Hobbies

The relationship between the executive and their EA is somewhat akin to being sacred. Congruence is essential, and quite often, these two co-workers eventually share a unique bond over hobbies/ interests.

Providing a few of your personal interests and hobbies portrays a sense of your personality. Please just use your discretion when listing interests/ hobbies, as some hobbies may be better revealed once you’re hired already. 

Professional Information for Executive Assistants

Sectors: Various
Career TypeAdministration, Support, Back Office, Front Office, Client Relations,
Person type:  Communicator, Engager, Supporter, Organizer, Representative
Education levelsHigh School Diploma to Post School Diplomas
Salary indicationÁverage of $ 45 629 (Payscale)

Labor market: Decline of 9% from 2019 – 2029 (BLS)
Organizations: Unlimited

Executive Assistant Resume Downloads

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