Executive Assistant Resume Examples

Executive Assistant I — Acadia Healthcare, behavioral healthcare services provider and hospital operator

Nov 2025 – Present · 1 yr

• Coordinated recurring leadership meetings across Central and Eastern time zones for 2 directors, raising on-time meeting starts from 82% to 96% over 6 months by standardizing Outlook invitations, adding Zoom details, and distributing agendas and pre-reads 24 hours in advance
• Processed executive travel and monthly expense submissions in Concur with review from senior administrative staff: 38 expense reports completed with 0 returned submissions in the last 9 months
• Built a shared Google Drive structure for leadership meeting notes and follow-ups, cutting average document retrieval time from about 10 minutes to under 3 minutes for 5 team members
• Manage calendars, book domestic travel with itineraries, and handle conference room coordination, visitor coordination, and supply ordering as part of day-to-day support for operations and client services leaders

Executive Assistant — USG Corporation, building materials manufacturer with North American operations

Sep 2023 – Present · 3 yrs 2 mos

• Own complex calendar management, meeting prioritization, and daily schedule changes for 3 senior executives in operations and finance; reworked calendar triage and priority rules with standardized intake steps and buffer times, cutting double-bookings and avoidable conflicts from 9 per month to 2
• Managed end-to-end domestic and international travel, coordinating 64 trips in 12 months with 0 missed connections from itinerary gaps, including flights, hotels, ground transportation, and detailed itineraries tracked in Concur and Outlook
• Prepare expense reports in Concur, reconcile corporate card activity, and track invoices and purchase requests; standardized expense and card-reconciliation tracking with an Excel tracker across 3 cost centers, cutting average monthly closeout from 7 business days to 4
• Organize leadership meetings and cross-functional reviews with agendas, materials, minutes, and follow-up actions; delivered 22 executive meeting decks in 1 year with all materials circulated by deadline
• Introduced a meeting-notes and action-item template for cross-functional reviews, raising on-time action-item completion from 68% to 87% across 4 recurring meetings with a shared follow-up log and weekly Teams reminders

Administrative Coordinator — Alight Solutions, human capital and business process services company

Sep 2021 – Aug 2023 · 1 yr 11 mos

• Managed calendars, scheduling, and travel arrangements for 4 directors across client and internal workstreams, improving agenda distribution timeliness from 70% to 95% over 2 quarters by creating a recurring prep checklist and collecting materials from meeting owners earlier.
• Processed department leaders' expense reports end to end in Concur, submitting 110 reports in a 12-month period with fewer than 3 corrections by reviewing receipts for policy compliance before entry.
• Coordinated quarterly offsites and leadership sessions, delivering 6 events for groups of 25 to 60 employees on approved budgets, covering catering, room setups, presentation materials in PowerPoint, and attendee communications. Also assisted with invoices and purchase requests.

Senior Executive Assistant — Blue Owl Capital, alternative asset management firm

Mar 2022 – Present · 4 yrs 8 mos

• Redesigned calendar-planning routines for 2 C-level executives with standing internal, investor, and board obligations, cutting last-minute schedule reshuffles from 14 per month to 6 by introducing weekly sequencing reviews, priority tiers, and standardized handoff notes across New York and London stakeholders.
• Managed international travel end to end for executive trips across North America, Europe, and Asia: 41 multi-leg trips in 18 months with 0 missed investor meetings tied to travel breakdowns, built on detailed itineraries, backup rail and air segments, and real-time schedule monitoring.
• Led board and investment committee preparation workflows, improving on-time delivery of briefing materials from 78% to 98% across 12 board and committee cycles by setting submission deadlines, consolidating comments in Adobe Acrobat, and maintaining version control with legal and finance partners.
• Standardized executive-office expense review and budget tracking, cutting average expense approval turnaround from 5 business days to 2 with an Excel-based tracking process for submissions, approvals, and exceptions tied to Concur workflows.
• Mentored 2 junior administrative staff and introduced shared best-practice templates for deck standards, briefing-note structure, and meeting follow-up, reducing formatting rework on executive materials from 8 instances per month to 2.
• Partner with legal, finance, investor relations, and chiefs of staff to coordinate leadership priorities across the executive office.

Executive Assistant to Managing Director — Lazard, global financial advisory and asset management firm

Jan 2018 – Feb 2022 · 4 yrs 1 mo

• Coordinated investor and client meeting logistics across three regions, supporting more than 180 high-priority meetings per year by maintaining a detailed prep calendar and confirming participant changes across time zones; materials were delivered before deadline in 95% of cases.
• Built a standardized process for assembling presentation books and briefing materials using reusable PowerPoint and Word templates, cutting average prep time per meeting packet from 90 minutes to 55 minutes.
• Managed travel and expense support for senior leadership, processing over 200 Concur expense submissions annually with fewer than 5 resubmissions per year, and tracked action items and follow-ups after client meetings.

Senior Administrative Assistant — Moody's, financial data, analytics, and ratings company

Jan 2015 – Dec 2017 · 2 yrs 11 mos

• Coordinated recurring leadership-review meetings and document preparation, using a shared checklist and deadline tracker for contributors and approvals, improving on-time materials distribution from 76% to 93% over one year.
• Managed travel planning and schedule changes for senior leaders, supporting 70+ trips annually with zero missed internal review meetings caused by booking errors.