Executive assistant resume: structure and guidelines for drafting

A manager's assistant is a person who is the boss's right hand, solves all organizational issues, has up-to-date information and demonstrates a willingness to resolve urgent matters. For many, such a position is a welcome step in their careers. A well-written resume will help to take it.

A resume of an assistant manager is a document that is a professional portrait of an applicant. The employer is evaluating not you yourself, but the text that should present you most favorably. For this, it must be structured.

The structure of a good resume.

• Personal information. At the very beginning of a business story about yourself, you should introduce yourself. Full name, year of birth, current contact information. The latter should be variable: mobile phone, home, email. Be sure to attach a photo. A small, high-quality photo in the right corner next to the item "Personal information" is not a required attribute of a resume, but it is desirable. Especially for the job seeker of the assistant general director, personal secretary.
• Education. If you intend to include a long list with different courses and workshops in this paragraph, it will be overkill. List only the main things: the university and, possibly, one of the key seminars, after which you received the appropriate certificate.
• Work experience. If you have changed a lot of jobs, it is not worth mentioning everything - only key or last 2-3 duty stations. Indicate the name of the company, years of work, position.If you have not worked anywhere before, mark in this paragraph the place where you did your internship while studying at the university.
• Professional quality. A personal secretary is a person who should be able to do a lot and, more importantly, learn a lot. Whatever professional skills you list, indicate the fact that you are ready to learn and develop within the framework of your position.
• Personal qualities. List here those qualities inherent in you that can help in professional growth: for example, perseverance, responsibility, scrupulousness, emotional stability, curiosity.
• Achievements... What can you add to your asset? Maybe you had no work experience, but at the institute you were the headman and successfully coped with this role. Or, for example, they organized a turnkey wedding for friends, which already speaks of good organizational skills.
• Motivation. Not a mandatory item, but it can become the main part of a resume. Write in literally two sentences why you want to become a manager's assistant or secretary. It may look like this: "I see my own professional growth in this position, I correlate my capabilities and strengths with the applicant's request, I can write down responsibility, purposefulness, and readiness for development as an asset."
• Additional information. Are you married, do you know a foreign language, do you have a driver's license, what are your hobbies.

The way the document is presented visually is also important. The information should be structured, readable, bright, expressive, and at the same time, it should not be "brute force". Using a lot of colors is an overkill tool for a resume. At the same time, it is not necessary to make your resume in black and white: choose a dark blue design: select paragraph titles in bold dark blue. Make sure the points are relatively proportionate.

Try to make all the text fit on one page. Leave no side voids: place items opposite each other. Use lists.

Filling out the sections correctly defines you as a person who knows how to accurately complete the task. This is the first test of the future assistant. A slender, meaningful text, consistent in the same style, informative and well presented - these are the properties of self-presentation that are necessary for an assistant manager.

As already noted, for those who like to study and stock up on "crusts", it is not at all necessary to mark them all. If you graduated from college with a degree in "Secretary-Assistant", and then a university in a specialty, for example, "Psychologist", be sure to indicate both education in this paragraph. You need to write the name of the university, faculty, specialty, years of study - preferably in this order. Courses, seminars, trainings, write only those where you received a certificate or certificate. Indicate the educational organization that issued the document to you.

In addition to the list of organizations where you have already worked, it makes sense to indicate the job duties that you performed there. An example of a list of job responsibilities:

• maintaining incoming and outgoing documentation;
• preparation of documents for signing;
• coordination of work schedules of employees;
• organization of press releases, meetings, protocol events;
• consulting clients by phone (initial consultation);
• maintaining social networks as platforms for advertising the company's services.

Only write what you actually did. Don't exaggerate your own capabilities. You should not write the functionality that you were doing on a voluntary basis, but which did not directly relate to your position. For example, you have a good command of a photo editor, graphic editor, and regularly develop business cards and brochures for a company.

Here you describe professional skills that you are confident in. The list may be as follows:

• confident PC user;
• possession of office equipment (transfer);
• experience with confidential data;
• knowledge of business etiquette, business correspondence;
• the ability to work with a large amount of information;
• ability to work in a multitasking environment;
• competent speech (oral and written);
• knowledge of records management;
• experience in collecting reporting documentation;
• correspondence handling skills;
• experience in organizing business meetings, negotiations;
• skills in the use of relevant methods of collecting information and its subsequent analysis;
• knowledge of the basics of the psychology of entrepreneurship.

It is not necessary to write just such a lengthy list. Indicate 5-6 key skills, the possession of which will not be an exaggeration. Use "living" phrases to describe your own skills: "the ability to do ...", "own this", "knowledge of this".

The employer reads this point especially carefully. Achievements include successful projects that you personally supervised and, of course, promotions, certificates, gratitude. Perhaps some of the initiatives put forward by you have become entrenched in the same place of work.

Even if it seems to you that achievements from the past do not apply to a new place of work, they can become additional markers of your professional portrait. This is especially true for organizational skills, which are valuable to the executive assistant.

Write literally 3-4 sentences that add brightness to your portrait. For example, an applicant is fond of running, annually participates in marathons. This may indicate your consistency, strong-willed qualities, commitment to a healthy lifestyle. Here you can also specify your marital status, the presence of children, driver's license.

This is a business document that must meet the requirements of business correspondence.

What the structure of the document looks like.

• Greetings. An impersonal document does not evoke acceptance, a personified at a subconscious level evokes approval. Informal appeals should be avoided. Write “Good afternoon!”, “Hello!”, All other calls are not so successful.
• Main part. Indicate from which source you learned about the job. Mention the position for which you are nominating yourself. Explain why the position is attractive to you as a professional. In a sentence or two, describe your experience that is important for this job.
• Final phrase... Thank the person who is reading the letter for the attention shown to you, note the willingness to meet to arrange an interview.
• Parting... It is enough to write "Yours faithfully, full name".
• Contact details. And although this information is in the text of the resume, it would not be out of place to mention it here.

Each paragraph starts with a new paragraph and cannot exceed 3 sentences. A cover letter is a concise, thesis document. Its strengths will be uniqueness and relevance.

A sample executive resume resume template will help you write your own white paper.

Chernova Yulia Igorevna

Vacancy: assistant manager

Personal data: place of residence -…, date of birth, marital status. You can also indicate your contact information here.

Education: Far Eastern Pedagogical University. Faculty - Foreign languages. Specialty "Teacher of English". 2008-2013 Courses: Higher School of Economics and Service, Moscow. Title of the course "Secretary - Clerk", 2017

Work experience: from 2017 to 2019 worked as a secretary of the "Smart House" company, Moscow. Prior to that, from 2013 to 2017, she worked as the secretary of the educational department of the Moscow Pedagogical College.

Responsibilities:

• planning and coordination of the manager's work schedule;
• organization of meetings, interviews, negotiations;
• control of incoming and outgoing documentation;
• technical assistance to the head;
• timely transfer of documents to the head;
• business correspondence;
• work with support staff;
• maintenance of electronic catalogs of internal company documentation.

Key skills:

• a high level of literacy (including computer literacy);
• knowledge of English perfectly, German - above average;
• knowledge of business etiquette.

Achievements: no more than 3 (certificates, gratitude, assigned categories, supervision of complex projects).

Personal qualities: no more than 5. For example: organization, self-confidence, benevolence, resourcefulness.

Additional Information: Driving experience (category B) - 6 years.