An executive assistant/office manager specializes in administrative support tasks within an office or an organization. One of their primary responsibilities includes assisting the director or head of an office by responding to calls and inquiries, handling correspondence, arranging appointments and meetings, managing schedules, and reporting necessary updates. They must also monitor inventory and procure necessary supplies, process documentation, and perform other tasks to support staff. Furthermore, an executive assistant/office manager may take part in the preparations and approval of the payroll, budget, and other necessary databases concerning employees and departments.

Executive Assistant/Office Manager Responsibilities

Here are examples of responsibilities from real executive assistant/office manager resumes representing typical tasks they are likely to perform in their roles.

  • Manage insurance claims, EOBS, AR, collections and billing.
  • Manage all accounting: AP, AR, commission payments, deposits, wire transfers, invoicing, and monthly reconciliations.
  • Manage the SVP's calendar with emphasis on proactive planning as well as change and flexibility to accommodate changing client needs.
  • Manage employee rate/benefits calculation tables and calculate employee PTO accounting.
  • Manage e-mail for SVP by reviewing and identifying critical areas requiring attention.
  • Restructure the financial operation aspects of the entire FCS organization accomplish by QuickBooks and other technologies.
  • Coordinate team meetings and events; maintain team/department SharePoint site and organizational charts.
  • Prepare PowerPoint presentations to be used during executive brainstorming initiatives and annual, national real estate agent tours.
  • Coordinate all documentation for insurance benefits, including medical, dental, vision, cobra and 401k.
  • Support HRIS analyst in processing confidential information, including employee contracts, salary data, hires, and terminations.
  • Maintain an HRIS database; tracking incoming and outgoing sailors and all pertaining personnel records including pay, vacation and benefits.
  • Improve payroll processing efficiency by reducing data entry time and error rates in tracking PTO hours and flexible spending account reimbursements.
  • Collect, review and secure personal assistance/homemaker worksheets and daily logs, while driving compliance with company policy and HIPPA guidelines.
  • Develop and maintain SharePoint sites for cross-department collaboration on projects.
  • Perform all administrative oversight and budget adherence and assist in contract negations.

Executive Assistant/Office Manager Skills and Personality Traits

We calculated that 10% of Executive Assistant/Office Managers are proficient in Customer Service, Financial Reports, and Office Equipment. They’re also known for soft skills such as Writing skills, Interpersonal skills, and Organizational skills.

We break down the percentage of Executive Assistant/Office Managers that have these skills listed on their resume here:

  • Customer Service, 10%

    Performed high-priority dispute-resolution customer service functions.

  • Financial Reports, 8%

    Prepared complex weekly and monthly financial reports for management, detailing monthly expenditures, income and financial ratio analysis.

  • Office Equipment, 6%

    Managed daily facility operations including liaison with landlord, office contracts, vendor activities, office equipment maintenance and supply ordering/inventory.

  • PowerPoint, 6%

    Assist in preparation of materials for Board Meetings, including PowerPoint presentations, preparing individual binders and ensuring their timely delivery.

  • Office Management, 5%

    Implemented effective office management techniques, including maintaining filing systems, purchasing office supplies, performing bank reconciliation and preparing correspondence.

  • Office Operations, 5%

    Maintain office services by organizing office operations and procedures, preparing payroll, controlling correspondence, assigning and monitoring clerical functions.

Most executive assistant/office managers list "customer service," "financial reports," and "office equipment" as skills on their resumes. We go into more details on the most important executive assistant/office manager responsibilities here:

  • Arguably the most important personality trait for an executive assistant/office manager to have happens to be writing skills. An example from a resume said this about the skill, "secretaries and administrative assistants write memos and emails when communicating with managers, employees, and customers" Additionally, other resumes have pointed out that executive assistant/office managers can use writing skills to "author of the company newsletter, writing and editing company press releases. "
  • Another commonly found skill for being able to perform executive assistant/office manager duties is the following: interpersonal skills. According to a executive assistant/office manager resume, "secretaries and administrative assistants interact with clients, customers, or staff." Check out this example of how executive assistant/office managers use interpersonal skills: "experienced new customer service skills while working with a different type of customer, the alumni, and developed interpersonal skills. "
  • Executive assistant/office managers are also known for organizational skills, which can be critical when it comes to performing their duties. An example of why this skill is important is shown by this snippet that we found in a executive assistant/office manager resume: "secretaries and administrative assistants keep files, folders, and schedules in proper order so an office can run efficiently." We also found this resume example that details how this skill is put to the test: "prepared organizational budget, ar/pr, and monthly financial reports utilizing quickbooks. "
  • See the full list of executive assistant/office manager skills.

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    Executive Assistant/Office Manager Resume
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    Executive Assistant/Office Manager Resume
    Executive Assistant/Office Manager Resume
    Executive Assistant/Office Manager Resume
    Executive Assistant/Office Manager Resume

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    What Office Leads Do

    An office lead is responsible for performing complex administrative tasks, especially in front office operations, managing staff performance, and providing high-quality customer service by responding to visitors' inquiries and concerns and directing them to the appropriate department. These leads monitor daily business transactions, write business reports, and manage the information in the system database. They also schedule appointments, business travels, and company meetings and ensure that the plans meet the allocated budget and requirements of the management.

    In this section, we compare the average executive assistant/office manager annual salary with that of an office lead. Typically, office leads earn a $21,131 higher salary than executive assistant/office managers earn annually.

    Even though executive assistant/office managers and office leads have vast differences in their careers, a few of the skills required to do both jobs are similar. For example, both careers require customer service, office equipment, and powerpoint in the day-to-day roles.

    As far as similarities go, this is where it ends because an executive assistant/office manager responsibility requires skills such as "financial reports," "office management," "calendar management," and "event planning." Whereas a office lead is skilled in "data entry," "patients," "payroll," and "cash management." So if you're looking for what truly separates the two careers, you've found it.

    Office leads really shine in the manufacturing industry with an average salary of $88,206. Whereas executive assistant/office managers tend to make the most money in the real estate industry with an average salary of $72,968.

    Office leads tend to reach similar levels of education than executive assistant/office managers. In fact, office leads are 0.0% more likely to graduate with a Master's Degree and 0.2% more likely to have a Doctoral Degree.

    What Are The Duties Of a Manager's Assistant/Administrative Assistant?

    A manager's assistant, or administrative assistant, is responsible for providing support to the management by performing administrative and clerical tasks as needed. Some of the administrative assistant's duties include receiving and responding to customer's inquiries and concerns through e-mail, phone calls, and personal visits, scheduling meetings or important events, generating operations reports, keeping records of the company's expenses, and monitoring office supplies. An administrative assistant must have exceptional work ethics and time-management skills, as well as the ability to multi-task to perform multiple tasks under minimal supervision.

    The next role we're going to look at is the manager's assistant/administrative assistant profession. Typically, this position earns a lower pay. In fact, they earn a $15,215 lower salary than executive assistant/office managers per year.

    While the salary may be different for these job positions, there is one similarity and that's a few of the skills needed to perform certain duties. We used info from lots of resumes to find that both executive assistant/office managers and managers's assistant/administrative assistant are known to have skills such as "customer service," "financial reports," and "office equipment. "

    In addition to the difference in salary, there are some other key differences that are worth noting. For example, executive assistant/office manager responsibilities are more likely to require skills like "calendar management," "event planning," "real estate," and "office space." Meanwhile, a manager's assistant/administrative assistant might be skilled in areas such as "loss prevention," "purchase orders," "customer inquiries," and "travel arrangements." These differences highlight just how different the day-to-day in each role looks.

    Managers's assistant/administrative assistant may earn a lower salary than executive assistant/office managers, but managers's assistant/administrative assistant earn the most pay in the manufacturing industry with an average salary of $45,900. On the other side of things, executive assistant/office managers receive higher paychecks in the real estate industry where they earn an average of $72,968.

    When it comes to the differences in education between the two professions, managers's assistant/administrative assistant tend to reach similar levels of education than executive assistant/office managers. In fact, they're 0.2% less likely to graduate with a Master's Degree and 0.2% more likely to earn a Doctoral Degree.

    How an Office Manager/Administrative Assistant Compares

    An office manager, also known as an administrative ssistant, is responsible for overseeing the workflow in an office or department. An office manager's duties mostly revolve around performing clerical tasks, such as organizing and maintaining accurate schedules and documentation, obtaining office supplies and equipment, arranging meetings and appointments, preparing reports and evaluations, and handling calls and other forms of correspondence. Furthermore, an office manager serves as the contact person for different departments. Therefore it is crucial to maintain an active line of communication and coordination at all times.

    The third profession we take a look at is office manager/administrative assistant. On an average scale, these workers bring in lower salaries than executive assistant/office managers. In fact, they make a $20,334 lower salary per year.

    While looking through the resumes of several executive assistant/office managers and office managers/administrative assistant we discovered that both professions have similar skills. These similarities include skills such as "customer service," "financial reports," and "office equipment," but they differ when it comes to other required skills.

    There are many key differences between these two careers as shown by resumes from each profession. Some of those differences include the skills required to complete responsibilities within each role. As an example of this, an executive assistant/office manager is likely to be skilled in "calendar management," "office space," "property management," and "international travel arrangements," while a typical office manager/administrative assistant is skilled in "data entry," "travel arrangements," "purchase orders," and "expense reports."

    Interestingly enough, office managers/administrative assistant earn the most pay in the professional industry, where they command an average salary of $39,721. As mentioned previously, executive assistant/office managers highest annual salary comes from the real estate industry with an average salary of $72,968.

    Office managers/administrative assistant are known to earn similar educational levels when compared to executive assistant/office managers. Additionally, they're 1.8% less likely to graduate with a Master's Degree, and 0.0% less likely to earn a Doctoral Degree.

    Description Of an Assistant Executive Director

    An Assistant Executive Director helps the director in planning and monitoring the progress of the department. They ensure compliance with regulations and internal policies, participate in budgeting and monitoring expenses, and create reports and submit them to the director.

    Assistant executive directors tend to earn a higher pay than executive assistant/office managers by about $8,120 per year.

    While their salaries may vary, executive assistant/office managers and assistant executive directors both use similar skills to perform their jobs. Resumes from both professions include skills like "customer service," "financial reports," and "human resources. "

    Each job requires different skills like "office equipment," "powerpoint," "office management," and "office operations," which might show up on an executive assistant/office manager resume. Whereas assistant executive director might include skills like "healthcare," "oversight," "nursing home," and "state regulations."

    The average resume of assistant executive directors showed that they earn higher levels of education to executive assistant/office managers. So much so that the likelihood of them earning a Master's Degree is 14.8% more. Additionally, they're more likely to earn a Doctoral Degree by 2.1%.