Resume Writing Tips for Secretary to General Manager

Introduction

The role of a secretary to a general manager demands a unique blend of administrative expertise, leadership, discretion, and multitasking prowess. A well-crafted resume is your first opportunity to demonstrate these qualities. It’s essential to balance detailing your technical abilities, interpersonal strengths, and measurable achievements to prove you’re the indispensable right hand that every general manager needs. Whether you’re entering the field or seeking advancement, understanding how to tailor your resume can dramatically increase your chances of landing interviews and, ultimately, your dream position.

1. Resume Summary

Your resume summary is the hook that pulls recruiters in. It should briefly convey who you are, your key qualifications, and what value you bring to the executive you’ll support.

Example: “Highly organized Secretary to General Manager with over 7 years of experience in executive support, calendar and travel management, and cross-functional communication. Proven track record of streamlining office operations to improve efficiency by 20% and managing confidential information with utmost discretion.”

2. Key Skills

Highlighting the right skills is vital for catching recruiters’ attention and ensuring your resume passes through ATS filters.

• Executive Calendar Management
• Travel and Expense Coordination
• Confidential Communication
• Office Workflow Optimization
• Meeting and Event Planning
• Document Preparation and Proofreading
• Stakeholder Liaison
• Time Management
• Multi-line Phone Systems
• Project Coordination

3. Achievements vs. Responsibilities

Rather than merely listing responsibilities, focus on tangible achievements that show your impact. This approach distinguishes your experience and illustrates how you contributed to your employer’s success.

Example: Instead of “Managed executive calendar,” say “Reduced scheduling conflicts by 30% through proactive calendar management and prioritization.”

4. Tailor to Job

Every job description varies. Customize your resume by incorporating keywords and specific skills mentioned in the posting. This not only improves ATS compatibility but also signals to hiring managers that your experience aligns perfectly with their needs.

5. Tools

• Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Google Workspace (Docs, Sheets, Calendar)
• Slack
• Trello
• Zoom and Microsoft Teams
• Concur for expense management
• Adobe Acrobat
• CRM software (e.g., Salesforce basics)
• Document management systems (e.g., SharePoint)
• Phone systems (e.g., Cisco IP Phones)

6. Metrics

• Reduced meeting conflicts by X%
• Improved travel cost efficiency by X%
• Managed scheduling for X+ meetings per week
• Maintained confidentiality for over X sensitive projects
• Implemented office process improvements saving X hours weekly

7. Education

• Associate Degree in Business Administration or related field
• Certifications such as Certified Administrative Professional (CAP)
• Ongoing training in office software and communication
• Professional development workshops on leadership or time management

8. Format

• Use clear, ATS-friendly fonts like Arial or Calibri
• Organize content with consistent headings and bullet points
• Keep section titles standard (e.g., Experience, Education)
• Use reverse chronological order to highlight recent roles

9. Concise

Be succinct but informative. Aim for two pages max, using brief bullet points focusing on results and skills rather than dense paragraphs.

10. Bonus

• Include a LinkedIn profile link showcasing endorsements and recommendations
• Incorporate action verbs like “coordinated,” “facilitated,” and “implemented” for dynamic descriptions

Examples

• “Coordinated over 50 executive meetings annually, managing logistics and improving attendee engagement scores by 15%.”
• “Streamlined expense reporting process, reducing approvals cycle time from 5 days to 2 days.”

Conclusion

In today’s executive support roles, showcasing your impact through leadership, analytical abilities, and efficient management is key. Your resume should not only reflect your responsibilities but also demonstrate how you drive positive outcomes and support your general manager’s success. By following these resume writing tips, you position yourself as a proactive, indispensable professional ready to excel in a demanding role.