Executive Assistants help top executives with their everyday activities to ensure they make the best use of their time by handling their administrative tasks.
Being a personal or executive assistant requires just the right combination of people skills, time management, responsiveness, proactivity and assertiveness to excel in the role.
The job includes juggling phone calls, meeting organization, travel arrangements, emails and communication with a number of stakeholders.
So, if you are about to apply for this position, you need an executive assistant resume that reflects all the superpowers they are looking for, including:
amazing written and verbal communication
top-notch organization skills
high accuracy and attention to detail
strong problem solving skills
Read on to learn how to create a resume that puts you in the top 1% of applicants in any pool, even when all resumes come from highly qualified professionals.
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How to write a perfect resume for an executive assistant position?
To stand out among other executive assistants, every word you include in your resume needs to display your eloquence and effective communication.
Also, you need to organize and structure your content in a compelling and easy-to-follow way. Having a crammed, labyrinth-like resume will make employers doubt your ability to structure information, which will consequently lead them to questioning your organization skills too.
And of course, there is no room for mistakes. This job requires an eye for details, so your resume must be 100% typo-free. Otherwise, it will immediately end in the ‘no’ pile.
Simply put, you need to have a top-notch resume that stands out from the pile of other impeccable resumes. In other words, your resume needs to be nothing less than perfect.
We’ve created this step-by-step guide to help you create such a resume!
In the next 10-15 minutes, you’ll learn how to:
describe your work experience effectively
Overall, with this guide, you'll be able to create an executive assistant resume that stands out from other qualified candidates and gets you hired.
Without further ado, let's get into it!
What do executive assistants do?
Let's start from the basics - understanding what exactly executive assistants do.
Executive assistants are in charge of all sorts of administrative tasks like handling calendar management, scheduling meetings, preparing PowerPoint presentations, managing confidential correspondence, coordinating travel plans, and more.
A good executive assistant knows how their boss's workday looks, and how they can better organize their time for them.
Executive assistants know how to take over and handle administrative duties from busy executives - that's why executives need and love having them!
Why are job descriptions important when writing a resume?
Tailored resumes are the best resumes.
We'd even go as far to say that the tailored resumes are the only ones that succeed in getting to the top 1% of all applicants in any pool.
And to write a tailored resume, you need to match its content with the job requirements specified in the job description. Considering this, a job description holds the key to a successful application.
The more your resume matches the job's criteria, the better.
Let's have a look at a sample job description of an executive assistant, so you'll know what to put into your resume!
Executive assistant job description example
Job Title: Executive Assistant
As part of our C-suite business unit, you will be providing:
Day-to-day administrative assistance to CEO and office staff.
Ensure the efficient operation of the office, including scheduling appointments, maintaining calendars, coordinating travel arrangements.
Plan and coordinate large-scale business events, including conferences, seminars, and offsite entertainment.
Job Requirements:
Education: Bachelor's degree in business administration or related field preferred.
Experience: 3+ years of administrative support experience required.
Skills: Proficient with Microsoft Office Suite, especially Word and Excel; must be detail-oriented, organized, and able to handle multiple tasks simultaneously; excellent communication skills are a must.
The job requirements define skills and expertise that need to be covered in your resume for employers to know that you match their needs.
It's ok if you cannot match them all. Technically, no one can, besides the person that is already doing that job. So don't worry too much if you don't meet all the requirements. Highlight the ones you do.
How to add contact details to an executive assistant resume?
Contact information on a resume is a short, yet critical resume section.
It's a must-have on any resume.
And even though it may seem easy and straightforward to write, there are a few important things to know to do it right.
What contact information to add?
First off, it is essential to include your contact details and ensure they are up-to-date so that employers can easily get in touch with you.
Keep them simple and professional, with only necessary details, including:
Your name and surname
Location
Email address
Phone number
Optionally, you can extend the contact details by adding a link to your LinkedIn profile or website, but only if they are polished and can benefit your application allowing employers to get deeper insight into your expertise.
How to format contact details?
One of the most important things is to make sure that all of your contact information is up-to-date and simple to read at a glance.
The best way is to list a location, email address, and a phone number in the same line, right below your name and surname, like this:
Keep it simple and straightforward.
If an employer sees an applicant who lists multiple phone numbers or emails, they will have no way of telling which one they should call first, which unfortunately may lead them to give up and look for someone else.
So don't include any extra contact information on your resume other than what's necessary.
How to write a perfect executive assistant resume summary?
The hiring process is a complex one. Recruiters are under increasing pressure to find the best candidates for their vacancies, which means that they have less time than ever to go through applications and resumes. The result?
They're forced to be very selective about how they use their time, giving each applicant just a few moments of attention before making a decision.
To be specific, they spend 7 seconds per resume on average.
It means that your resume needs to make an instant impression in order for you to even get noticed!
So how can you capture their attention during this very short window of time?
By having the right keywords in the right places!
Recruiters and hiring managers are on the lookout only for individuals with specific skills. So, to increase your chances of being invited to an interview, display relevant skills right at the beginning of your resume.
That's where a resume summary comes into play.
What is a resume summary?
A resume summary is the best place to highlight your skills and experience, so you can quickly demonstrate why you are the perfect fit for the job.
It's a short section at the beginning of your resume where you can list your relevant qualifications for this position. It usually consists of only three to four sentences.
The idea behind the summary is to give potential employers an overview of how your skills match what they are looking for.
A resume summary is important for two reasons:
Firstly, it will give recruiters an idea of how your skills match what they are looking for.
Secondly, it will summarize all the important information from your resume. This will make it easy for the recruiter to scan and determine how you can benefit their company.
Important things to mention in the summary are how many years of experience you have, what are your areas of expertise and what unique achievements you have that prove you're great at what you do.
Executive assistant resume summary examples
Use these samples as inspiration to write one that is customized according to your experiences and skills.
Accomplished executive assistant, with hands-on experience in managing calendars, organizing travel plans, and scheduling meetings for high-profile executives. Demonstrated quick thinking and ability to problem solve when faced with unexpected challenges.
Versatile and proactive executive assistant with over 6 years of experience in supporting C-level executives. Able to implement best practices in handling customer requests and ensure high-level administrative support is provided. Reduced operational costs by 10% YoY through effective negotiations with vendors.
Experienced Executive Assistant with proven results in streamlining business processes and increasing operational efficiency. Able to manage complex calendars, organize international business trips, and assist with corporate events. Highly proficient user of MS Office suite, Google Suite, and Outlook.
Meticulous personal assistant with a proven ability to perform administrative tasks while managing multiple priorities. Expertise includes balancing conflicting demands for service, achieving expectations and ensuring completion of deadlines in a professional manner. Reduced travel expenses by 15% through proactive research and negotiation with vendors.
Task-driven and meticulous executive assistant experienced in supporting C-level executives at Fortune 500 companies with over 8 years of experience working in the financial sector. Saved the company 25 hours of work each week, totaling $400K per year, by optimizing the expense reporting process.
How to describe work experience for an executive assistant resume?
When employers review resumes, they want to see what kind of work experience you have and how well qualified you are.
The best way to do this is by making sure that your executive assistant resume includes a strong work experience section, as this is the part of your resume they'll mostly focus on and that plays an integral role in the success of your job application.
This section should include where you worked, when you started and stopped working there, any projects or tasks that were part of what made up your day-to-day responsibilities, and outstanding accomplishments.
Through this, employers get an idea of who you are as a professional and how great of an employee you would be working for them as an executive assistant.
To provide this information in a concise, easily digestible format, use bullet points - each starting with short, informative action verbs.
An executive assistant resume should entail some of the following keywords:
managed
handled
coordinated
organized
facilitated
communicated
optimized
negotiated
revamped
structured
performed
executed
maximized
planned
completed
administered
orchestrated
increased
improved
How to list work experience?
The best way to list your work experience is by following the reverse-chronological order, i.e. by listing your most recent job at the top of your resume, followed by former jobs.
The reverse chronological order goes from the most recent job experience to the least recent. It's the most popular format, preferred by most employers.
Following this structure gives employers an idea of where you are at right now professionally without having to read the entire document.
How to describe work experience to stand out?
Merely describing your responsibilities and administrative experience is not enough to prove you are the best candidate for the position.
If there is one tip that can take your resume to the next level resulting in more interviews and leading to the dream job offer, it's this:
Quantify your achievements.
Unique accomplishments set you apart from others and add credence to your job application.
So, start by selecting a few of your most significant contributions, and be sure to quantify them with numbers wherever possible.
Additionally, it is helpful to summarize the problems you have solved for a company. Include details about how you went about solving these problems and what was the outcome.
For example, you could add something similar to the following statements:
Negotiated more cost-efficient arrangements for international travel resulting in $80,000 yearly savings for the company.
Optimized expense reporting process by introducing a self-serve expense reimbursement system which saved the company 25 hours of work each week.
This approach will instantly evidence your impact and prove to employers the value you bring to the table.
How to add education to an executive assistant resume?
Same as the work experience section, the education section also allows you to specify relevant skills and knowledge.
Considering that many employers want a degree as a prerequisite for an executive assistant's job, the education section on your resume can be one of the most important components.
What to include in the education section?
To provide employers with the most relevant info, list the following information under the education section of your executive assistant resume:
Degree along with what major you studied in order to get that degree.
The name of the college or university you have attended.
The graduation date.
Any honors or awards that you may have won while earning these qualifications, such as scholarships, recognitions, etc.
What to add to the education section if you have no work experience?
If you have no relevant work experience, your educational background may be your strongest asset.
Expand it with relevant information and use it to your advantage.
Beyond the basic information listed above, add further details that may be helpful for employers to know about, such as:
relevant coursework
extracurricular activities
projects
honors and awards
GPA
When adding more details to the education section, make sure it's relevant in the context of the job you're applying for.
How to add relevant skills to the executive assistant resume?
In the skills section of your resume, list relevant skills that make you a good match for this executive assistant job.
These details will help employers see how well you fit the job description.
Don't forget about soft skills such as interpersonal communication and leadership abilities which are of paramount importance in an executive assistant's role!
What are the relevant skills for an executive assistant resume?
Executive assistants need to have a strong skill set with diverse capabilities.
Here are some key skills that you should be highlighting on your resume:
Time Management
Interpersonal communication
Attention to detail
Decision-making abilities
Problem solving skills
Customer service orientation
On top of that, they need to have strong technical skills, namely:
MS Office
Google Suite
Outlook
Make sure to showcase these skills through the content of your work experience section.
Alternatively, you can add a separate section with the skills overview either below your resume summary or at the very end of your resume.
Executive assistant resume example
Name Surname
Contact Details (location, email address and phone number)
PROFESSIONAL PROFILE
Versatile and proactive executive assistant with over 6 years of experience in supporting C-level executives. Able to implement best practices in handling customer requests and ensure high-level administrative support is provided. Reduced operational costs by 10% YoY through effective negotiations with vendors.
Administrative Expertise
Supervision of external vendors
Onboarding new employees
Managing calendar events
Scheduling travel arrangements
Organizing internal conferences/events
Project Management
EXPERIENCE
Executive Assistant
managed all administrative tasks for 3 C-level executives, facilitated communication and coordinated complex calendars
reduced operational costs by 10% YoY and saved $40,000 per year by effectively negotiating contracts with vendors
handled all domestic and international travel arrangements, including booking flights and hotels and preparing itineraries
organized 10+ executive meetings per quarter and handled all logistical elements, including scheduling, preparing the facilities, organizing transportation and preparing meeting agendas
performed accounting activities, including generating expense reports and reconciling accounts
Administrative Assistant
provided administrative support to a team of 10+ managers within the human resources department
generated expense reports and processed contracts
drafted correspondence both in letters and emails to clients, supervisors, and vendors
EDUCATION
Graduate Degree in Management, Major in Accounting
University of New York, Class of 2018
CERTIFICATIONS
Google Suite Certified (2017)
MS Office Certified (2015)
Microsoft Dynamics 365 Certified (2008)
SKILLS
English (native), German (conversational), MS Excel (advanced), MS Word (advanced) Outlook (proficient)
How to format a perfect executive assistant resume?
Despite the old saying that 'you shouldn't judge a book by its cover,' in resumes, first impressions are everything.
This means formatting your executive assistant resume is one of the most important elements to get right to ensure it helps you put your best foot forward.
Here are the most important tips to make it right:
Choose the right resume format. A well-structured executive assistant resume helps you stand out among other applicants, and the reverse chronological format is the best one to use, as most employers prefer it. To learn more, read the complete guide on resume formats.
Polish the formatting. The visual element of your resume is the first thing readers will notice, even before they read a word off it. Select professional fonts and colors, and make sure you're using white space effectively.
Declutter the layout. A cluttered look with too many design elements makes a resume difficult to read. Keep the layout clean and professional. To stand out, go one extra mile and use a professional resume template made in line with resume best practices.
How to write an executive assistant cover letter?
Even though some people consider the cover letters to be more of a formality, well-written cover letters can give candidates a competitive edge.
Follow these tips to stand out:
Research the company and the role. Write down some keywords from their company website, focusing on values, mission, and vision. Also, highlight repeat keywords in the job description. Find a way to incorporate them into your cover letter.
Explain why you're a perfect fit. Discuss your soft and hard skills and how they are beneficial for the position. Focus on how you have been an asset to the company in which you worked previously and how this would equate to being a strong candidate. Highlight your most impressive achievements and elaborate on them.
Proofread your cover letter. It's important to proofread your job application before submitting it for review. Check for spelling mistakes, grammar errors, and typos.
Pro tip: There is a simple, yet effective way to stand out from the rest. It's by addressing the cover letter personally. So do your research and find out the name of the recruiter - or better yet the hiring manager, and add it into the greeting to instantly showcase you've taken the time and effort to customize your application.
And that's about it -- your job application is ready to go!
Executive assistant resume writing guide summary
Everyone can use a bit of help when writing their resume, even the best executive assistants. To create a professional executive assistant resume, you need to:
Start with the job description. Identify the key job requirements. Highlight the most important keywords, as you will need them to write your resume content.
Add contact information. Make sure they are clear, correct and professional.
Write a tailored resume summary. Fill it with relevant keywords to tailor your resume and optimize it for the applicant tracking system. Use one of our ready-made executive assistant resume summary examples.
List your previous employment and describe your professional experience in bullet points by using action verbs and focusing on achievements.
Optionally, add a skills overview to your resume.
Polish up the formatting, including resume fonts, colors, margins and white space.
These resume tips can help you create a resume that outshines the competition and puts in the top 1% of all applicants. We wish you a lot of success with your new resume!
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Go that one extra mile to impress employers!
select a professional resume template
edit the template by adding your work history, skills and qualifications
save and apply for your dream job
You only have one chance at impressing recruiters or hiring managers. Make it count!
Use our resources to speed up your job search, get more interviews and land a dream job faster. Go through the resume cheat sheet to perfect your resume, explore resume examples and use a professionally designed resume template to upgrade your job application.
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Ana Colak-Fustin
Hi—I'm Ana! A recruiter, HR consultant, and founder of ByRecruiters.com. My career advice and job search tools have been featured in Yahoo News, The Muse, Jobscan, A Better HR Business, and other global media. Over 8,000 professionals have used my resume templates to land new jobs and power up their careers. Ready to join them? Your success story starts here.