Administrative Personal Assistant Resume Samples

Description :

1. Provided general administrative support to the President and two Senior level executives.
2. Handled telephone coverage including screening calls and interacting with all staff levels.
3. Managed several extensive and frequently changing calendars and coordinated all aspects of appointments.
4. Managed all business and personal expense record keeping and submission to the accounting department and family office for five different people.
5. Coordinated with personal staff and staff at other family homes to manage any potential conflicts between work and personal commitments.
6. Maintained online filing system of meeting notes, tracking projects and important documents.
7. Compiled weekly research materials that were distributed to senior investment staff.
8. Arranged all travel plans for both business and personal trips both domestic and international (commercial and private travel) including hotel reservations with special requests/preferences, car reservations, passport renewal and visa applications, cash and currency requests and providing complete itineraries.
9. Handled all tech requests/troubleshooting: Outlook, Gmail, Laptops, iPads, and iPhones.
10. Maintained stock of office and tech supplies for the office and residence.
11. Liaison between contractors, office/domestic staff, trainers, various property managers, and drivers.

Experience

7-10 Years

Level

Management

Education

BA

Description :

1. Providing high-level administrative support to the CEO, Executive Vice President, General Counsel and Chief of staff.
2. Scheduling and coordinating the calendar management including meetings, webinars and conference calls (domestic and international) using Outlook 2013.
3. Coordinating detailed corporate and personal domestic travel and accommodations.
4. Preparing and completing expense reports as well as managing outsourced legal fees among various entities.
5. Responsible for the maintenance of 180 corporate entities including formations, dissolutions, state registrations, withdrawals, statutory filings and maintaining sensitive officer and director information by the entity.
6. Building and maintaining organizational charts Visio for new deals and structure changes.
7. Drafting and preparing closing documents for the purchase and sale of hotels.
8. Processing and supervising over 100 liquor renewals yearly, including payment and processing of state, city and county renewals.
9. Responsible for the submission of franchise applications and amendments.
10. Transferring liquor, business, hotel and sale permits for 50 hotels into new corporate entities.

Experience

2-5 Years

Level

Entry Level

Education

BA

Description :

1. Organizing special dates and deadlines for each engineering supplier in Excel. Highlighting the specific line and pasted it into an email to send to each individual supplier.
2. Excel was the most efficient way to keep track of correspondence in the notes section and which suppliers were the highest priority.
3. Managing appointment schedule and initiated follow-up calls/reminders to the clients.
4. Managing daily telephone calls and updating detailed information into the client database (e.g., recording service provided, appointment length and all other personal information).
5. Organizing and maintaining filing systems and filing archiving processes calls.
6. Assisting the HR department with accounting-related duties, payroll and expense reports.
7. Resolved customer dissatisfaction and communicated with department supervisors and managers to reassure customers needs were achieved.
8. Developed the following skills: performance integrity and accuracy, time-management, multi-tasking, typing, clerical, administrative, planning, problem-solving, verbal and written communication, and customer service skills.

Experience

2-5 Years

Level

Junior

Education

BA

Description :

1. Monitored social media platforms for Instagram, Facebook, and the Website.
2. Coordinated travel itineraries for domestic trips which included plane fare, shipments, etc.
3. Provided administrative support including management of mail, phone calls, filing, etc.
4. Maintained corporate records as directed in conjunction with the projects of the owner.
5. Provided executive-level support including greeting visitors, hosting meetings, execution of the owner personal tasks, maintaining confidentiality, etc.
6. Created and updated time & action calendar for production with the time frame, events, and due dates.
7. Assisted in hiring employees through an interview process resume, portfolio, and other work at hand.
8. Merchandised the floor layout plan and product line for PGA Merchandise Show- Orlando and New York Capsule Show.
9. Worked on cads sketches for the line sheet using Adobe Illustrator and Photoshop.

Experience

0-2 Years

Level

Fresher

Education

BS

Description :

1. Scheduled, arranged, and coordinated the daily appointments and workflow to maximize product output and company success.
2. Took initiative in managers absence, assured discreet handling of all business for safety and confidentiality of owner and business.
3. Handled all inquiries within my capacity including Inventory Control and Quality Assurance.
4. Arranged meeting facilities and travel to ensure financial and personal availability of management/owner.
5. Handled administrative detail for all projects in accordance with the owner standards.
6. Answered telephones and transferred to the appropriate staff member, monitored and assisted with maintenance of the organization website.
7. Opened, sorted and distributed the incoming correspondence, including faxes and email.
8. Performed general clerical duties to include, but not limited to, bookkeeping, copying, faxing.
9. Handled large amounts of cash on a daily basis to maintain company financial reports.

Experience

7-10 Years

Level

Management

Education

College

Description :

1. Provided administrative support to departmental personnel including answering telephones, maintaining personal schedules, coordinating meetings, preparing expense reports and managing consequences.
2. Coordinated, confirmed and tracked the employee travel or lodging arrangements.
3. Made travel arrangements and accommodations for attendees, preparing conference rooms and arranging meals.
4. Copied, typed, sent/received and distributed emails, sorted, distributed and responded to the mail, sent certified mail, screened calls, greeted visitors, answered phones, set up and maintained file system, inter-office mail, overnight mail, frequently check out box and process work, etc.
5. Researched and compiled reports, proposals, and presentation materials.
6. Answered and screened needed executive level calls for urgency, set priorities, take accurate messages and channel them to the proper contact individual.
7. Planned, coordinated and participate as directed in meetings and other off-site meetings.

Experience

0-2 Years

Level

Fresher

Education

College

Description :

1. Providing administrative support for Chief Executive Officer/ Chairman of the company, and serving as a personal assistant.
2. Managing incoming and outgoing correspondence, including mail, email, and faxes.
3. Screening telephone calls and inquiries and directing them as appropriate in a friendly and professional manner.
4. Organizing personal and professional calendars and supply reminders of upcoming meetings and events.
5. Executing all event planning and coordination for meetings, conferences, and business dinners.
6. Managing and updating company websites and social media sites to provide the highest level of visibility.
7. Providing information and guidance for visiting business associates to facilitate a pleasant visiting experience.
8. Instituting transition of manual filing system to the computerized database, thereby increasing overall productivity.
9. Coordinating domestic and international travel, including transportation, and creating complex travel itineraries.
10. Set up and update projects and client information in CRM and assist with ongoing maintenance.

Experience

10+ Years

Level

Senior

Education

BA

Description :

1. Handled incoming/outgoing mail, e-mail, and faxes noted necessary follow-through.
2. Prepared all domestic/international FedEx/UPS shipments, arrange deliveries/pick-ups.
3. Responsible for inventory and ordering of office and break room supplies.
4. Assisted the sales and shipping departments with meeting the delivery dates.
5. Authorized approval of sales based on clients credit limit and payment terms.
6. Kept track of all customer returns/exchanges, proof of deliveries, proper credits.
7. Made collection calls to delinquent customers and those who have gone beyond their credit limit.
8. Managed all correspondence via mail, e-mail, phone or fax with A/R customers.
9. Coordinated/communicated with selling/listing agents, inspectors, closing attorneys, vendors, etc.
10. Maintained full responsibility for credit card and cash purchases, kept detailed records and receipts.

Experience

10+ Years

Level

Consultant

Education

BS

Description :

1. Assisting the photographer on location with the setup and tear down making shoots more efficient, so the client gets the most out of the photographers time.
2. Handling inbound and outbound calls in a courteous and professional manner.
3. Directing the clients in the right direction based on their individual needs.
4. Set appointments for clients. Entering the clients into the Outlook for their scheduled appointment time so that the photographer can keep up to speed on her monthly schedule.
5. Providing the highest level of efficiency while making travel arrangements, therefore, keeping the photographer on time and prepared for her travel.
6. Maintaining a digital filing system for her photography and invoices in efforts to help the photographer find what she is looking for quickly so that she may present her work to the client in a timely manner.
7. Using Excel for billing records. Keeping accurate records and finding any discrepancies in billing and invoices in efforts that the photographer can successfully keep her focus on the task at hand.
8. Put together powerpoint presentations for the photographer to show her potential clients her work and all the aspects of what she can provide for them.

Experience

2-5 Years

Level

Junior

Education

College

Description :

1. Flexibility in adapting to being able to perform a variety of office functions, during unexpected bursts of projects, while meeting all deadlines with no exceptions.
2. Navigating extensive software and internet skills to produce conducive and detailed research.
3. Assisting in income tax return processing and preparing, inputting accurate data into Microsoft Word documents and Excel spreadsheets, and engaging in any and all opportunities to self­start assignments.
4. Receiving immense repetition and one­on­one training to gain an excellent eye for detail, to ensure an accurate completion of all work.
5. Liaising with operations in compiling expense reports, inputting POs, and managing bills.
6. Scheduling meetings which involve coordinating meeting logistics such as conference room reservations.
7. Preparing client-ready reports, memos, and letters, as well as, formatting reports and presentations.
8. Answering all email and telephone inquiries for customer support regarding the company software.

Experience

0-2 Years

Level

Fresher

Education

BS

Description :

1. Travelled with the surgeon 5 days a week while coordinating the schedule for about 20 offices in Palm Beach, Broward and Miami county.
2. Assisted the surgeon with materials and instruments requested, during the surgeries.
3. Prepare prescriptions and followed up with the pharmacies, making sure that the patient would receive the refills and medications.
4. Set up for laser surgeries, took care of surgical instruments and made sure that the everything is set up properly for surgeries.
5. Participated in all the meetings with other potential future partners ( doctors or managers) to negotiate the terms and conditions of a potential partnership, also with companies reps to acquire the best instruments and materials on the market.
6. Managed the surgeon personal tasks needed, based on the schedule including everyday errands.
7. Assisted the surgeon with all the personal tasks needed, including paying personal bills and all the tasks that may come during the day.

Experience

5-7 Years

Level

Executive

Education

BS

Description :

1. Enabling the owner to be as productive as possible by taking on all administrative duties.
2. Being the primary point of contact and communicating comfortably but professionally with clients, employees, subcontractors and vendors.
3. Managing customer expectations through regularly scheduled communication.
4. Facilitating and coordinating marketing efforts through various platforms, including email, social media, and printed materials.
5. Conducting and attending various marketing and networking meeting to promote business.
6. Coordinating and arranging meetings, preparing agendas, reserving and preparing facilities.
7. Reviewing and updating the client bank information to ensure changes are accurately made at vendor levels.
8. Reviewing the appraisers and brokers initial efforts and providing additional training or coaching, as needed.
9. Training the new appraisers and brokers on the use of the website and online completion of orders.

Experience

2-5 Years

Level

Junior

Education

BS

Description :

1. Reconciled bank statements, entered deposits/invoices, and paid bills using quick books.
2. Prepared company documents such as personal financial statements, letters, and memos.
3. Obtained and maintained surety bonds from start of project to completion.
4. Updated Excel spreadsheets with data from homeowners, bonds, cell phone billing, and company address book.
5. Managed owners calendar, e-mail, phone calls, and personal properties.
6. Responsible for scheduling personal appointments, ordering medications, and running errands for owner.
7. Conducted all errands, scheduled and supervised the maintenance, and organized the personal and professional calendars.
8. Handled all application processes and documentation, contracts and leases, interviews with owners/landlords.
9. Managed partners and office administrator social media professional outlets and business website.
10. Represented attorneys by communicating and obtaining information; following-up on delegated assignments.

Experience

10+ Years

Level

Consultant

Education

High School

Description :

1. Providing administrative support to the chief executive officer and backup coverage for the executive assistant.
2. Answering and directing the phone calls on the main line, EAs line, and CEO line.
3. Scheduling and managing all the meetings and appointments, both business and personal, for CEO using Outlook.
4. Arranging and book travel (transportation, meals, hotels, etc. ) and create itineraries for trips.
5. Working independently to research, collect information, and contact companies and individuals regarding investment opportunities, products, and home services on behalf of the CEO.
6. Handling administrative tasks such as scanning, faxing, filing, and ordering supplies.
7. Ensuring all the necessary paperwork is completed prior to the commencement of any job search or other change in status 
8. Ensuring all the paperwork directed to Payroll is delivered in a timely manner.
9. Responsible for ordering office supplies, name tags, and any other requests.
10. Participating in Training, including new employee orientation, as necessary.

Experience

0-2 Years

Level

Fresher

Education

BA

Description :

1. Worked directly with the media and sales director of luxe interiors + design magazine.
2. Designed invitations, booked venues, all vendors, caterers, photographers, entertainment etc.
3. Planned and supervised all personal travel arrangements including air travel, ground transportation, and accommodations.
4. Efficiently handled incoming and outgoing correspondences, including mail, email, and faxes.
5. Screened telephone calls and inquiries and directed them as appropriate.
6. Typed documents, updated websites, and compiled information for meetings.
7. Maintained the employee directory and related data pertaining to employees assigned to the unit.
8. Tracked the paid-time-off hours charged and maintained a schedule of future hours to be taken. 
9. Originated correspondence and reports not requiring the personal attention of the immediate supervisor.
10. Answered telephone, taking and relaying messages. Receives, sorts, and distributes mail. 

Experience

7-10 Years

Level

Management

Education

BS