Executive Assistant Tasks & Responsibilities

While my official job was Admin Staff, many of my daily responsibilities, involved supporting and executive, which allowed me to gain experience similar to Executive Assistant. The following are some of my responsibilities in my previous job, which helped me develop strong organizational and multitasking skills, which are essential providing efficient and reliable support.

Monthly Sales Report - June 2025

As part of my role in my previous office job, I was responsible for compiling and organizing monthly sales reports from different customers. I used spreadsheets to input sales data accurately and applied formulas for auto-calculations and weekly summaries. I categorized entries by customer names, area, and total amount per week (4weeks total for the month). I prioritized supermarket accounts at my boss's request, as they consistently generate higher sales.





Operations Support - Delivery Schedule



As part of my tasks, I created a weekly delivery schedule using Google Calendar. I plotted each customer's delivery day and time to ensure all orders were well-organized and delivered on time. To manage the schedule more efficiently, I used a color-coding system: Sage for quick deliveries (short transaction) and blue for longer deliveries (bulk orders or far locations). This system helped avoid overlaps, minimize delays, and improve delivery flow.

Based on the schedule I create in Google Calendar, I prepare a more detailed daily schedule in Excel. This includes the customer's name, the assigned driver and two helpers. For bulk deliveries or when there are multiple drop-offs (two supermarkets and one market), I assign an additional helper-totaling three team members. Each day, I print and post the schedule outside our office so that all staff can see it clearly. 

Managing the schedule can be challenging, especially when someone is absent. I always remind the team to inform me ahead of time, but in case of emergency, I quickly reassign available staff from the warehouse to fill in. These situations helped me strengthen my decision-making and made me more confident in handling delivery operations smoothly. 

Note: All employee names were modified for privacy. 

Executive Support - Cheque Payment Handling

This sample demonstrates how I handle transactions when a customer makes a payment via cheque. I record the customer's name, total order amount, and list of any deductions applied (such as discounts, bad orders, CWT, parking fees, packaging tape). I also input the bank branch, cheque number, cheque date, and the total payment amount. 

I carefully check the total payment plus the deductions equals the total order amount, ensuring the records are balanced and accurate. Once verified, I send the completed file together with the deposit slip to accounting team (I'm using here a dummy account), as shown this sample, to stimulate how I forward payment details for proper recording.  



I designed this fictional employee as part of my graphic design practice for Virtual Assistant work. I used clean formatting and a simple layout to ensure clarity and professionalism. This mockup is ideal for internal use, and it also demonstrates my ability to create visually consistent designs aligned with brand identity.                                                

Sample layout for weekly delivery schedule – designed for internal use and task tracking.