Resume

Executive Secretary Resume Example & Writing Guide

Use this Executive Secretary resume example and guide to improve your career and write a powerful resume that will separate you from the competition.

As an executive secretary, you’re the go-to person for your boss. You keep things running smoothly by managing the day-to-day operations of your department or organization. You’re an integral part of the leadership team, keeping everyone on track with their projects and tasks. And you’re often the first person people see when they come into the office—so you need to have a friendly, welcoming demeanor.

If you’re looking for a new role as an executive secretary or want to make sure your resume is ready before you start applying for jobs, here are some tips and an example resume to help you write a compelling application.

David Moore
Phoenix, AZ | (123) 456-7891 | [email protected]
Summary

Seasoned executive secretary with more than 10 years of experience supporting C-level executives in fast-paced, high-pressure environments. Proven track record of anticipating and managing complex schedules, handling sensitive information with discretion, and providing world-class customer service.

Education
Phoenix College Jun '10
A.A.S. in Executive Secretarial Science
Experience
Company A, Executive Secretary Jan '17 – Current
  • Managed the executive calendar, meeting schedules and travel arrangements for the President & CEO.
  • Coordinated with staff to ensure that all meetings were scheduled in a timely manner and attended by appropriate personnel.
  • Maintained contact lists of external contacts such as donors, board members, etc., including mailing addresses, phone numbers and email addresses.
  • Assisted with preparation of reports required by various funding agencies or other organizations (e.g., audited financial statements).
  • Provided general administrative support to the office staff and assisted with special projects as needed.
Company B, Executive Secretary Jan '12 – Dec '16
  • Created and maintained filing system for over 100 client files, ensuring that all necessary documents were readily available to the appropriate personnel
  • Prepared travel arrangements for executives and their families, including booking flights, hotels and rental cars
  • Managed calendar of senior management team, scheduling meetings and conference calls as needed
  • Maintained records on current projects in progress, tracking budget expenditures against planned costs
  • Supervised daily operations of office staff (8 employees), providing guidance when needed
Company C, Office Clerk Jan '09 – Dec '11
  • Answered and routed incoming calls in a professional manner.
  • Received and processed incoming mail.
  • Maintained office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
Certifications
  • Microsoft Office Specialist
  • Certified Administrative Professional
Skills

Industry Knowledge: Executive Management, Budgeting, Scheduling, Filing, Customer Service, Data Entry, Travel Arrangements, Event Planning, Meeting Management
Technical Skills: Microsoft Office Suite, Travel, Microsoft Outlook, QuickBooks, WordPress, Photoshop, Illustrator, InDesign, Acrobat
Soft Skills: Customer Service, Interpersonal Communication, Attention to Detail, Time Management, Teamwork, Problem Solving, Writing, Editing

How to Write an Executive Secretary Resume

Here’s how to write an executive secretary resume of your own.

Write Compelling Bullet Points

The best way to make your resume stand out is to use specific, descriptive language. Rather than saying you “provided administrative support,” you could say you “managed daily schedules and calendars for executive team, ensuring all meetings and appointments were scheduled and attended according to schedule.”

The second bullet point is much more specific and provides more detail about what exactly you did and the results of your work. It also makes clear that you were responsible for scheduling meetings and appointments—a key duty of a executive secretary!

Related: What Is an Executive Secretary? How to Become One

Identify and Include Relevant Keywords

When you submit your resume for an executive secretary role, it’s likely that it will go through an applicant tracking system (ATS). This system will scan your resume for specific keywords related to the job opening. If your resume doesn’t include enough of the right terms, the ATS might automatically reject your application.

One way to make sure your resume makes it past the ATS is to include relevant keywords throughout all sections of your document. You can find some of the most commonly used executive secretary keywords below:

  • Executive Secretariat
  • Office Administration
  • Administrative Assistance
  • Microsoft Access
  • Administrative Management
  • Human Resources (HR)
  • Time Management
  • Customer Service
  • Social Media
  • Organization Skills
  • Public Speaking
  • Event Planning
  • Event Management
  • International Relations
  • Public Relations
  • Negotiation
  • Strategic Planning
  • Management
  • Teamwork
  • Travel Arrangements
  • Diary Management
  • Research
  • Communication
  • Team Leadership
  • Personal Administration
  • Secretarial Services
  • Coaching
  • Teaching
  • Clerical Skills
  • Interim Management

Showcase Your Technical Skills

Executive secretaries use a variety of software programs to complete their work, so it’s important to list any relevant technical skills you have. Programs like Microsoft Office Suite (Excel, Word, PowerPoint), Google Suite (Gmail, Docs, Drive, Calendar), and social media platforms like LinkedIn and Twitter are all commonly used by executive secretaries. Additionally, executive secretaries may be called on to use specific software programs relevant to their industry, so it’s important to be familiar with as many programs as possible

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