Top 15 Executive Assistant Skills (2024)

15 executive assistant skills for your resume and career

1. PowerPoint

PowerPoint is a Microsoft program used to create presentations. Executive assistants use it in various ways. They create presentations for meetings, conferences, and retreats. They also assist in preparing reports and other materials for management and board meetings. They use PowerPoint to display data and statistics in an organized and visually appealing way. They also use it to create handouts and marketing instruments.

Here's how executive assistants use powerpoint:

Managed senior leadership schedules, correspondences and day-to-day operations; coordinated meetings and appointments, and constructed job-related PowerPoint presentations.
Organized marketing presentations using PowerPoint and information packages for distribution and conferences; created project descriptions and operating plans.

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2. Customer Service

Customer service is the ability to provide assistance and support to customers in a polite and professional manner. Executive assistants use customer service skills every day to help their team and external clients. They may answer phones, schedule appointments, and address customer inquiries, all while ensuring a high level of customer satisfaction. They also provide administrative support, like managing databases and coordinating projects. As one executive assistant puts it, "Provided sales support, customer service assistance and office support for a technology manufacturer."

Here's how executive assistants use customer service:

Managed heavy phone volume with superior customer service skills including lead tracking between borrower and loan specialist and broker-to-lender correspondence.
Respond to general inquiries utilizing exceptional communication and customer service skills in an ever-growing fast paced and high energy environment.

3. Phone Calls

Phone calls are an important part of an executive assistant's day-to-day work. They screen and prioritize phone calls for executives, manage international travel schedules, and handle confidential communications. They also answer calls, take messages, and direct callers to the appropriate parties. Executive assistants use phone calls to manage meetings, respond to inquiries, and communicate with customers.

Here's how executive assistants use phone calls:

Demonstrated efficiency and professionalism in handling phone calls, attending executive meetings and delivered internal administrative communications to various functional teams.
Prepared financial and sales reports; drafted correspondence; screened internal/external telephone calls; reviewed and prioritized incoming mail.

4. Calendar Management

Calendar management involves arranging appointments and meetings, managing schedules, and coordinating travel logistics. Executive assistants use calendar management to support executive leaders, including extensive meeting coordination and travel arrangements. They also perform administrative tasks such as typing correspondence, arranging international travel, and tracking expenses. They ensure that executives' schedules are balanced and adequate, and collaborate with them to manage their time effectively.

Here's how executive assistants use calendar management:

Provide calendar management for executive leaders including extensive meeting coordination, both internally and with executives and assistants at other firms.
Direct targeted assistance to Divisional SVP of Marketing and Director team including calendar management and coordinating all external meeting travel logistics.

5. Administrative Tasks

Administrative tasks involve supporting the day-to-day operations of a business. Executive assistants use administrative tasks in various ways, such as coordinating travel arrangements, managing expediting travel claims, conducting research, and gathering and reporting information. They also handle confidential information, manage schedules, and perform word processing to compose complex and confidential correspondence. They support executives in achieving business objectives, facilitate support to various departments, and ensure security guidelines and procedures are followed. They also practice organizational skills by maintaining inventory, bookkeeping, scheduling, and other administrative needs.

Here's how executive assistants use administrative tasks:

Coordinated travel arrangements for the District Commander and Assistant District Commander and assisted with expediting travel claims and other administrative tasks.
Assist in assessing and prioritizing administrative tasks, including office inventory maintenance, calendar coordination, and workload adjustments as needed.

6. Financial Reports

Financial reports are documents that provide information about a company's financial performance. Executive assistants use financial reports to manage schedules, coordinate meetings, and assist in the preparation and distribution of data. They also use these reports to analyze and summarize account information, manage facilities, and handle purchasing and security. As one executive assistant put it, "Learned and was given responsibility for several daily and monthly confidential financial reports."

Here's how executive assistants use financial reports:

Coordinate mission meal for department including engaging volunteers, assigning responsibilities, updating inventory, and preparing & submitting financial reports.
Generated financial reports and presentations, client reference material, training handbooks as well as crafting property specific marketing materials.

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7. Project Management

Project management is the process of planning, organizing, and supervising the execution of a project. Executive assistants use project management by working closely with project managers to coordinate the execution of projects. They help prioritize tasks, manage calendars, and ensure that deadlines are met. They also use project management software to keep track of progress and communicate with team members.

Here's how executive assistants use project management:

Worked closely with project management to coordinate the reconfiguration and build-out of internal and external department moves within time restraints.
Project Manager for Validation Plan for Regulatory and Quality Assurance (utilizing Project Management software) encompassing the entire organization.

8. Provides Administrative Support

Provides administrative support means giving help with the day-to-day operations of a business. Executive assistants use this skill by managing schedules, assisting with projects, and offering confidentiality. They also help various departments with administrative tasks and give support to project managers and engineers.

Here's how executive assistants use provides administrative support:

Own and operate small consulting company which provides administrative support to several firms simultaneously.
Practice highest level of confidentiality Provides administrative support for activities of the Executive Division.

9. Meeting Minutes

Meeting minutes are a written or recorded summary of a meeting's proceedings. Executive assistants use meeting minutes to record and distribute information discussed during meetings. They may also use them to track action items and follow up on tasks. They may even coordinate schedules, arrange travel, and prepare presentation materials.

Here's how executive assistants use meeting minutes:

Arrange meetings for management and coordinate presentation materials, develop and publish detailed meeting minutes and distribute to appropriate individuals.
Coordinated calendars, scheduled meetings, arranged management travel and prepared routine business correspondences including the summation of meeting minutes.

10. Event Planning

Event planning is the process of coordinating and managing every aspect of a gathering, such as a conference, convention, or party. Executive assistants use event planning to organize meetings, conferences, appointments, and logistical arrangements for leadership travel. They also arrange travel arrangements, hospitality, and other administrative needs. They handle operations within facilities, including historic tours, restoration efforts, and communicating with representatives from global companies regarding schedule and event planning.

Here's how executive assistants use event planning:

Scheduled and organized meetings, conferences, appointments, and event planning to include military leadership travel and logistical arrangements.
Provided administrative services including internal/external event planning, domestic and international travel arrangements, document translation and Human Resources support.

11. Conference Calls

A conference call is a meeting or discussion held over a phone or video call. Executive assistants use conference calls in a variety of ways, such as coordinating senior leadership meetings, quarterly and annual conferences, and managing calendars. They also schedule and arrange meetings, video conferences, and conference calls for high-level executives. Conference calls are an important tool for executive assistants, as they allow for efficient communication and coordination between different parties. For example, they may be used to coordinate company functions, internal and external meetings, and even international meetings.

Here's how executive assistants use conference calls:

Coordinate senior leadership meetings, quarterly and annual conferences by providing location, preparing agendas, presentations and scheduling conference calls.
Maintained appointment schedules and coordinated conference calls for managers, made travel arrangements/reservations, and prepared expense reports for Management.

12. Payroll

Payroll is the process of paying employees for their work. Executive assistants use payroll by managing employee data, processing payroll, and reconciling reports. They also troubleshoot payroll-related issues and ensure accuracy and timeliness. For example, they may compile weekly payroll reports, administer payroll, and manage scheduling and attendance.

Here's how executive assistants use payroll:

Compile an accurate weekly report of all manufacturing payroll transfers and differentials and troubleshoot with Payroll and Finance any related questions/problems.
Maintained department budget, administered payroll and reconciled bi-weekly reports * Facilitated monthly corporate-level senior leadership meetings.

13. Office Equipment

Office equipment includes things like printers, fax machines, and copiers. Executive assistants use office equipment to help them perform their administrative tasks. They manage purchases, maintain equipment inventory, and ensure all equipment is in good working order. They also use office equipment to do tasks like copying and faxing.

Here's how executive assistants use office equipment:

Managed office purchases, maintained database of all office equipment, performed consumable maintenance to hardware and maintained direct vendor relationships.
Coordinated and supervised all purchasing department Move/Add/Changes to ensure all telecommunications and office equipment were available on a timely basis.

14. Human Resources

Human resources is a department that manages a company's employees, including recruitment, benefits, and training. Executive assistants use human resources in a variety of ways, such as scheduling appointments, administering tests, and maintaining records. They may also help with recruiting, onboarding, and mentoring new employees. They often work closely with the human resources manager to organize interviews and distribute reports.

Here's how executive assistants use human resources:

Supported human resources processes by scheduled appointments; administering tests; conducted orientation; maintained records and information.
Modernized out dated human resources practices and procedures established through continuous improvement systems for all administrative functions.

15. Word Processing

Word processing is the act of typing and editing text documents. Executive assistants use word processing for a variety of tasks, such as creating and editing documents and presentations, managing databases, and organizing and scheduling travel arrangements. They also use it to solve frequent problems and provide support for other administrative tasks.

Here's how executive assistants use word processing:

Provided expertise in Microsoft products including word processing, spreadsheet, presentation software and database applications for frequent problem solving applications.
Handled confidential document production, word processing, travel and meeting arrangements, and other executive administrative duties as required.

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