Executive Assistant Resume Guidance

An executive assistant (EA) resume should highlight your relevant skills and experience, and demonstrate your ability to keep an office running smoothly. An executive assistant is the communication point between executives, partners, employees, and clients. 

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1. CV Layout and Structure

Ensure your CV is neat, well-structured, and easy to read. Here’s the typical layout:

• Font: Use a clean and professional font such as Arial, Calibri, or Times New Roman (size 10-12 for text).
• Length: Keep your CV to 1-2 pages, depending on your experience.
• Sections: Include the following sections: Contact Information, Professional Summary, Key Skills, Professional Experience, Education, Certifications (if applicable), and Volunteer Experience (optional).

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2. Contact Information

At the top of your CV, include your contact details:

• Full Name
• Phone Number
• Email Address
• LinkedIn Profile (Optional but recommended)
• Professional Website/Portfolio (Optional, if relevant)

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3. Professional Summary

The Professional Summary is a concise paragraph at the top of your CV that highlights your experience, key strengths, and what you bring to the table as an Executive Assistant.

Example: “Resourceful and highly organized Executive Assistant with over 6 years of experience supporting senior executives and enhancing operational efficiency. Proficient in calendar management, travel coordination, and office administration. Adept at handling confidential information, organizing large meetings and events, and ensuring smooth day-to-day operations. Recognized for exceptional communication skills, attention to detail, and the ability to prioritize tasks in high-pressure environments.”

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4. Key Skills

The Key Skills section should emphasize both technical (hard) and interpersonal (soft) skills that are essential for an Executive Assistant role. Tailor these skills to match the job description when applying.

Examples of Key Skills:

• Calendar and Schedule Management
• Travel Coordination
• Meeting and Event Planning
• Project Management
• Document Management and Filing
• Expense Reporting and Budgeting
• Confidentiality Handling
• Microsoft Office Suite (Excel, PowerPoint, Word, Outlook)
• Communication and Interpersonal Skills
• Time Management and Multitasking
• Customer Relationship Management (CRM) Systems
• Problem-solving and Critical Thinking

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5. Professional Experience

This section should detail your professional roles in reverse chronological order. Focus on achievements and responsibilities that demonstrate your effectiveness as an Executive Assistant. Use bullet points to highlight key accomplishments and responsibilities, and wherever possible, quantify your achievements.

Example:

Executive Assistant
[Company Name], [City, State]
Month/Year – Present

• Provide high-level administrative support to the CEO and leadership team, including managing complex calendars, meetings, and travel arrangements.
• Coordinate executive travel, including flights, hotels, and logistics, ensuring cost-effectiveness and efficiency.
• Act as a liaison between executives and clients, managing communication and fostering relationships.
• Prepare and proofread correspondence, presentations, and reports, ensuring accuracy and professionalism.
• Track expenses and process reimbursements, ensuring adherence to company budgets and policies.
• Organize board meetings, ensuring smooth logistics, preparing agendas, and following up on action items.
• Streamlined office processes, reducing scheduling conflicts by 20% and improving workflow.

Administrative Assistant
[Company Name], [City, State]
Month/Year – Month/Year

• Supported senior managers with office administration tasks, including phone management, scheduling, and correspondence.
• Prepared reports, meeting minutes, and presentations, ensuring accurate documentation.
• Coordinated office events, from team-building activities to client meetings.
• Managed office supplies, inventory, and vendor relationships, maintaining cost-effective solutions.

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6. Education

List your highest level of education, including the degree, institution, and graduation year. You can also add relevant courses or training if applicable.

Example:

Bachelor of Arts in Business Administration
[University Name], [City, State]
Graduated: Month/Year

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7. Certifications

Include any certifications that are relevant to the role, such as administrative support, project management, or software proficiency certifications. Certifications can strengthen your CV, especially if they align with the skills mentioned in the job description.

Examples:

• Certified Administrative Professional (CAP) — [Year]
• Microsoft Office Specialist (MOS) — [Year]
• Project Management Professional (PMP) — [Year]

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8. Volunteer Experience (Optional)

If you have volunteer experience that demonstrates your organizational, leadership, or administrative abilities, include it here. This section can be helpful if the experience is related to executive support or project management.

Example:

Volunteer Coordinator
[Organization Name], [City, State]
Month/Year – Month/Year

• Organized and managed events for a local nonprofit, including coordinating volunteer schedules and managing event logistics.
• Maintained positive relationships with donors, volunteers, and attendees, ensuring smooth event operations.

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9. Languages (Optional)

If you speak more than one language, this is valuable, especially if the job requires communication with international clients or stakeholders.

Example:

• Spanish — Fluent
• French — Intermediate

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10. References

You can either state that “References are available upon request” or list your references directly on the CV (though the former is generally preferred to save space).

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General Tips for Executive Assistant CV:

Use professional language and tone: Avoid jargon or overly casual language. Your CV should reflect the level of professionalism expected in an executive role.

Tailor for the job: Always customize your CV to match the specific job description. Use relevant keywords and focus on the skills that the employer is seeking.

Quantify your achievements: Where possible, use numbers to show your impact (e.g., “Managed travel for a team of 10 executives” or “Reduced scheduling errors by 15%”).

Highlight organizational skills: Emphasize your ability to manage multiple priorities, keep executives on track, and keep operations running smoothly.

Showcase your adaptability: Executive Assistants often work in dynamic environments, so it’s important to show you can handle changing priorities and unexpected challenges.

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