Executive Assistant 

(Female, Age 35) from St Petersburg, NY

This is a REAL-LIFE job profile written by a Female aged 35 who works as a Executive Assistant in St Petersburg, NY. We have removed all names and personal information in order to protect privacy. This professional kindly spent a bit of their time to complete one of our job profile surveys so that prospective job seekers like you could read their insights. Please excuse any punctuation or grammatical errors in this profile.

At a Glance

Current Job

Basic data on your current job

Job Title Executive Assistant
Salary $44,000
Other Compensation None Set
Company Size (not answered)
Location St Petersburg, NY
Years Experience 7 years

Career Ratings

Opinions on your CAREER overall (i.e. not just your current job)

Years in Career 0
Education (not answered)
Income Rating 0 / 10
Interest Rating 0 / 10
Work-Life Rating 0 / 10
Fulfilment Rating 0 / 10

Current job Q&A

Describe the type of organization you work for.
Non-profit, nationally recognized child care provider, health and wellness center, and social/community service outreach organization. Local branch with one main center, two community service outreach branches, and 23 before and after care school sites. Total employee: 325 (part-time and full-time) $7.5 million annual budget

Describe your job role and responsibilities.
Executive administrative support. IT liaison. Manage calendar of CEO. Coordinate Board meetings and all Board committee meetings. Oversight of 16 strategic plan objectives and coordination of related committee meetings. Prepare of some financial development and marketing materials. Chief Fun Officer and morale booster for staff body. Assist Leadership Team with overall management and forward movement of the Association. Recently designed and installed a 90 years of service to our community exhibit at the local history museum and a variety of promotional and civic events. I create a variety of reports, communications and presentations. I am the “go to girl” and “oracle” for the organization. Board members call me “Lady Y”. Then the next day I am introduced as our CEO’s secretary. Grrrr!

Please list an additional benefits (beyond compensation) that you receive.
30 PTO(paid time off) days annually; 12% annual retirement contribution by employer; medial/eye/dental insurance coverage and family plan available for additional purchase; we can choose between HMO and other types of insurance coverages

Do you feel you are under/over or well/fairly compensated at your current position?
I feel somewhat undercompensated as I continue to assume additional responsibilities for very limited wage increases – we experienced significant downsizing/more with less syndrome

Does your job entail you working with others on a daily basis? Is this something you like/dislike about your job? Please explain.
Yes I work with about 20 others in my office – which our corporate office suite. I work with guests, board members, and other staff throughout the day. I dislike that in our last relocation in 2009, I lost my private office. I now have a large desk that is outside of a 3-office suite including the CEO. I am in a “fishbowl” with significant distractions and no confidentiality while working.

Do you work collaboratively with supervisors/managers?

Do you work collaboratively with your co-workers?

Describe your work location (e.g., office, home, theatre, in the field) and what you like/dislike about working in it.
Downtown small city office suite. 2nd floor of building. Newly appointed office suite. Parking access is good. Variety of restaurants, shopping and cultural diversions within walking distance. I love the fun, energetic vibe. It suits our diverse community and we are accessible to families and members/volunteers who need to reach us.

Please rate each of the following aspects of your current job on a scale of 1-10 (10 being the highest/best):
Income: 2
Benefits: 4
Hours: 6
Co-Workers: 1
Supervisors: 3
Job Title: 8
Level of Responsibility: 5
The Actual Work: 7

A day in the life of…

Please describe a typical workday for you in your current job:

5am to 6am
6am to 7am
7am to 8am prepare for work and drive my daughter to school. Pick up cases of soda, bottled waters and ice for a board meeting at the local CVS. I have a company credit card and tax exempt certificate so I use these. Save receipt for report submission.
8am to 9am Arrive at work. Unload meeting supplies from car to breakroom refrigerator. Gather additional meeting supplies including table covers, scissors, pens, notepad, tape recorder, copies of handout materials. Meet with CEO to review the meeting agenda and discussion any last minute details. Assist CEO with presentation notes for Board CEO Report. Check mail box. Check email and respond to five messages from staff members and board members. Topics range from meeting time and location to schedule future individual meetings. Return a telephone call.
9am to 10am Periodically answer the main phone line as the receptionist position was never offically filled and the HR Assistant that sits at the front desk can’t do it all either. Revised Board meeting agenda and make copies for distribution. Contact caterer to confirm delivery of lunch for meeting. Meet briefly with Controller to finalize financial reports and make copies. Pop my head in to see the Child Care Director to see if he can attend the meeting. Relay the info to CEO that he will be there.
10am to 11am Field call for CEO and take message as he does not want to be disturbed in advance of the meeting. Respond to 3 more emails for meeting requests for Health & Well Being Committee. Email committee chair to identify possible meeting dates. Create and transmit MeetingWizard poll for committe members. Contact IT Department to request assistance on behalf of coworker. Assist the coworker with printer issue by crawling on the floor and testing cables. Run to the Server with IT on my cell phone to reboot the serve and correct the problem. Communicate fix situation to staff. Reload the car with supplies for meeting.
11am to 12pm Drive to Board meeting location at our outreach facility. Unload car of all supplies. Organize the room by setting up tables and chairs, placing table covers, decor. Placing printed materials at places. Meet the caterer and ensure all the food is in order. Greet Board members as they arrive and distribute name tags.
12pm to 1pm Take meeting minutes of the complete Board meeting including all decisions, votes and other pertinent details. Occasionally provide administrative insight to questions by staff and/or board member volunteers.
1pm to 2pm Gather name tags from departing board members. Obtain signatures on relevant documents and check payments for bookeeper. Clean up meeting space. Reload car with remaining supplies. Drive back to office.
2pm to 3pm Unload car of supplies. Respond to all voicemail messages. Relay a call to CEO. Check email and respond to 10 messages including 2 meeting requests. Follow up with Development Director on my efforts as the Staff Chair for the Annual Fundraising Campaign. Meeting with the CEO as a debriefing of the meeting and develop chart of work based on meeting outcomes.
3pm to 4pm Compose letter draft for CEO regarding annual report. Do onling research and review sample materials for inspiration. Schedule a SALT (Strategic Alignment Leadership Team) meeting via Meeting Wizard to poll available. Schedule meeting space. Begin preparation of meeting agenda and related materials.
4pm to 5pm Meet with Facility Executive Director to determine need of strategic plan initiaitive development progress. Recommendation for committee meeting to revise initiatives and coordination of measureables. The initial work did not provide for data collection specifics.
5pm to 6pm Begin planning of signature event such as the Annual Prayer Breakfast or Business Community fundraising event. Create materials, develop logistics matrix, develop event program, contact committee volunteers, etc.

5:45pm/End of day. Clear desk. Review calendar for next day and brief CEO for his meetings. Shut off computer and exit.

6pm to 7pm
7pm to 8pm
8pm to 9pm
9pm to 10pm
10pm to 11pm
11pm to 12am

Table of Contents

How you got your job

How did you get your current job?
The former CEO became aware of my availability from a Board member – I had recently been laid off due to restructuring at a private funeral home that I had served as the Director of Community Outreach. It was a perfect fit. as we knew eachother from church and my children’s school for several years.

What was the application process?
Submitted resume in person, met with CEO, hired immediately

Did you have to interview for your current job? If yes, what did the interview process entail?
I interviewed once with the CEO (direct supervisor for the position) and was hired immediately

If you can remember, what questions were you asked during the interview?
Salary expectations, would I become bored with the position

Do you feel your employer properly prepared you for your job? Explain.
Yes, I was amply prepared for my position and it continually evolves with my skill set. I am currently attempting to attend specialized computer training to enable me to provide the organization with enhanced dashboarding for strategic planning.

Was there training for your current position? If yes, what did it entail?
I trained for 1 week with my predecessor. She was gravely ill, and did not have the capacity to provide much real training. However, I was very familiar with the majority of the initial duties so the learning curve was minimal. She stepped through the daily tasks and expectations of the CEO. We reviewed the monthly calendar and prepared meeting materials. I was toured at our facilities and introduced to all the staff and board members. The CEO worked with me to train on his expectations and preferences. I learned his “voice” for preparation of communications and composition of materials for him.

Do you feel your educational background prepared you for your job? Explain.
My degree provided me with a well rounded liberal arts background as well as specialized in-field learning in management and buiness marketing/communication. This has given me confidence in my work and I project that daily when assigned a wide variety of tasks well beyond the scope of a traditional administrative or executive assistant. I have brought a well-rounded skill set to the table to allow my posiiton to reflect my personality and interests as well as what the organization needs.

If applicable, do you feel your internship experience helped you prepare for your job?
I actually interned as a high school student as a secretary for IBM – so that first employment experience was an integral part of my pursuit of administrative professional positions.

If someone wanted to go about getting a job similar to yours, what would you recommend for him or her to do?
Prepare a well constructed and honest resume. Obtain training for top notch computer and technology skills. Training in project management and communication skills valuable. Be prepared to enjoy a very fast paced environment with multiple demands routinely changing throughout the day. Be flexible and open to changing roles and demands as strategic plan and mission evolve. Multi-tasking is critical.

What skills do you think a person should have if they want to pursue a position like yours?
Obtain training for top notch computer and technology skills. Training in project management, organization and communication skills valuable. Special events and/or meeting planning skills.

Do you feel that you need a certain level of education or training to be successful in your job?
Associate’s Degree at minimum but Bachelor’s Degree demonstrates the educational resources and commitment necessary to be succesful in this high-demand position

What advice would you give to someone who was about to start work in your position/ line of work?
Be organized, Stay On Top of your Game, Fight for training, don’t be afraid to ask questions or for relevant assistance. Try to avoid being pigeon-holed as the secretary making coffee. Seek out new projects and opportunities to collaborate with higher ranking staff.

Long-term career plans

Is your current employment part of your overall career plan? Why or why not?
Yes, I am hoping that my experience and dedication with be rewarded with advancement opportunities in the future. It is in line with my education and professional experience that adequately uses my skills. I need to find a balance between my desire for advancement with the limits I must set to maintain a healthy family/work balance.

What are your current career goals?
Advance to Director of Communication/Marketing when current employee departs in the future. I continue to assist this department in my current position so it’s a likely opportunity and my education is in-field. I received a promotion to Director of Special Events in January 2012 and am in consideration for the Communication position at this time!

Is there anything else you would like to share about your career?
My career path has afforded me with a wide-range of experiences and skills. I look forward to gaining additional knowledge and experience to provide additional advancement and continue working through retirement age.

Prior work history

Please list your most recent jobs prior to this current job:

Title Length Salary Description
Prior Job 1 Director of Community Outreach 9 months 35000 Coordinated all community outreach efforts. Provided oversight of all marketing and communications materials. Worked with a variety of organizations to promote the funeral home’s services. Assisted with special events and promotional activities. Represented the organization on several boards and community organizations. Facilitated employee special events and awards recognition activities.
Prior Job 2 Private College 3 years 34000 Manged the home of the institution’s president. Served as personal assistant to the President’s spouse. Coordinated all special events and campus ceremonies including commencement, board meetings, staff events, and student/faculty events.

Educational background

Please list your educational background:

High School GPA:3.8

GPA School Degree
College (Undergraduate)
or Technical/Vocational
4 Eckerd College Management/BS
Graduate or Professional
(Masters or Doctorate)

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