You are not just an admin.

To discover the respect, value and power of the administrative profession you must have a resume that sets you apart.

Administrative assistants are the powerhouses of the office. Without the admins, the gears that keep the office running smoothly would stutter and eventually come to a halt.

Skilled administrative assistants are masters of multitasking, discretion, and time management. To the greatest extent possible, you need to come up with examples of these traits to show in your resume.

Here's where you start:

What is an administrative assistant resume?

An administrative assistant is the office’s one-person special operations unit. You run the office like clockwork.

The key to successfully landing a job you love is to create a resume that helps you stand out from the crowd. Administrative assistant positions often require a high level of attention to detail and superb communication skills.

Therefore, it is imperative that your resume clearly conveys your most relevant skills and abilities. You may study resume samples as an effective way to prepare for developing your own winning document.

Who should use an administrative assistant resume?

If you're in the administration field, you probably want a resume that reflects your knowledge, skills and experience according to the position you're looking for.

An administrative assistant resume is often helpful for a candidate when s/he is looking to reflect the following responsibilities:

  • Providing administrative and clerical support (mailing, scanning, faxing, copying, filing)
  • Maintaining electronic and/or hard copy filing system
  • Opening, sorting and distributing mail to various professionals in the office
  • Assisting in resolving problems
  • Running errands to post office, office supply store, etc
  • Answering phone calls and taking messages
  • Preparing and editing documents like letters, reports, memos, and emails
  • Scheduling and coordinating meetings, appointments, and travel arrangements for other professionals
  • Taking dictation and maintaining store of office supplies
  • Recording minutes of meetings
  • Handling requests from other professionals
  • Strictly adhering to office policies and procedures, especially regarding confidentiality
  • Acting as a point of contact for clients
  • Tracking accounting information
  • Helping the reception when necessary
  • Coordinating between professionals and departments

When to use an administrative assistant resume?

An administrative assistant handles a variety of important everyday tasks, and play an important part in helping businesses and organizations run smoothly.

Different companies have different needs, and therefore there is no single item that every Administrative Assistant employer is looking for on a resume.

Some specialized businesses may require certain kinds of knowledge and experience, but for most positions, simply having education or experience in the business world will give your resume a leg up.

Aim to prove this through either highlighting your past experience or detailing your relevant education. An Associate’s in a business-related field, for example, would certainly make you equipped for the job!

Interested in an administrative assistant role? The resume examples below are geared specifically for a range of administrative assistant positions, including secretaries, executive assistants, personal assistants, and more. Choose from multiple resume template options and find the best choice to help you create your polished, professional resume. Click on any of these resume examples to get started.

Why should you use an administrative assistant resume?

Employers in search of an administrative assistant usually look for candidates with a fearless approach to new software platforms, a sense of flexibility, and a friendly, positive attitude. So as you hit the job market, you’ll need to find a way to show off these specific traits in your resume. Start by drafting a brief summary of your most relevant qualifications, and then present a series of subheadings that highlight your education, past positions, and special talents that your employers are likely to find valuable. Don’t skip any capability related to event planning, communication, or budget and schedule management. Use this administrative assistant resume example as your guide.

Administrative-Assitant-Example-1

Writing a great Administrative Assistant resume is an important step in your job search journey. When writing your resume, be sure to reference the job description and highlight any skills, awards and certifications that match with the requirements. You may also want to include a headline or summary statement that clearly communicates your goals and qualifications.

How do you write an administrative assistant resume?

To create a resume that helps position you as the most attractive candidate out of a group, it’s critical you are both thorough and concise. Take care to emphasize your most applicable skills and experience and use key terms that an application tracking system will pick up. It is also important that you format your resume properly and make sure it is easy to read, as administrative responsibilities often include creating, proofing, and disseminating a large quantity of important documents. A messy or incoherent resume can make you appear unprepared for the task. If you get stuck, refer to our administrative assistant resume samples for help.

A comprehensive and well-organized resume can make the difference between landing an interview or missing out on a job opportunity altogether. Ensuring that you include the most important features of a resume can help you put your best foot forward and increase your chances of securing a position you love. To craft a resume that helps you shine, follow the example of our administrative assistant resume samples. Include a summary statement that packs a punch and a thorough work history, skills, and education section.

Summary/ Objective

If you are either a fresh graduate or a career-changer you might want to go for the resume objective statement.

An effective career objective should not be generic. It should be short, sweet, and take no time in explaining why you should be hired for the specific position. It should begin by stating your years of experience and the main duties you performed during this time. Remember a great resume will be tailored to fit the job being applied for, so when listing these duties try to hit on the required responsibilities of that job.

Be selective when choosing which responsibilities to add and list only those that meet the requirements stated in the job you are applying for.

Next, tell the hiring manager your unique qualities that will help the company be successful. For an administrative assistant, having an adaptable personality is a good trait to have as you are the first impression for new visitors/clients to the office.

Lastly, end your career objective with your educational degrees, certifications, and language proficiency. While being bilingual is not usually required for administrative assistants, it may be a nice bonus for companies that work with international clients.

If you are an experienced administrative assistant write a resume summary. Your summary statement is often the first impression you will make on a potential employer, so you want to focus most on the skills, expertise, and characteristics that will impress them most. Write this section in first-person, but it is best to exclude pronouns. Limiting this section to three sentences or bullet points can make it more powerful, and note that it is acceptable to use sentence fragments. Remember that a weak summary statement may cause hiring managers to overlook or disregard your resume altogether. Reviewing our administrative assistant resume samples can help you make the most of this critical component.

Include the most relevant experiences and skills you have obtained as an admin assistant, tailoring each one to the functions of the job you are applying for. Mention any jobs you held in the past that were in a related field to the one you are applying for and suggest how those experiences would make you a good fit for the position. Admin assistant roles require a blend of soft skills and technical abilities, so your summary statement should include examples of both.

Skills

The key to an effective additional skills section is to fill it with skills that are required or relevant to the position. For instance, adding words per minute (WPM) to a truck driver’s resume won’t do much good as most of their job is done behind the wheel and not a computer.

However, adding WPM to an administrative assistant resume, as the applicant above does, will strengthen it. The additional skills section for an administrative assistant resume should also add skill in Microsoft Office.

More often than not, knowledge of Microsoft Office is required for administrative assistant positions. It’s also important to note that the applicant above does not list each Microsoft Office application as a single point, but instead combines them. The space on your resume is precious, so don’t waste it. Combine like points to save space.
Tip

Administrative assistant resumes should also consider adding skills in programs such as PhotoShop, Illustrator, and accounting software like Quickbooks to help strengthen your resume.

If you are a senior level applicant you may want to try adding a qualifications summary at the top of your resume to clearly and immediately communicate your skillset.

Microsoft Office (Word, Excel, Outlook, Powerpoint)
Database management
Calendar management
Quickbooks
Office equipment operation (copiers, fax machines, etc)
Accuracy
Data entry
Supply management
Inventory control
Editing and Proofreading
Billing
Business Knowledge

Professional Experience Section

When writing your professional experience section, it’s important to note that you should not list out your day to day responsibilities. (listing too much non-critical information is one way many resumes end up in the trash. Read about the 5 other resume killers here.) Be selective when choosing which responsibilities to add and list only those that meet the requirements stated in the job you are applying for. This will save the hiring manager time and garner interest for an initial interview.

The space on your resume is precious, so don’t waste it. Combine like points to save space.

Also, try to start each point off with an action verb that will liven up your professional experience section. Stay away from run-of-the-mill phrases like “responsible for,” or “worked on.” Instead use verbs that will catch the hiring manager’s eye like “maintained,” “coordinated,” and “increased.”

One last final point on your professional experience, make an effort to add a few quantifiable points. For example, the applicant above adds:

Increased office efficiency by introducing Wrike project management software to the company, thereby reducing labor costs by 5%.
Maintain and update up to 15 budget spreadsheets for all projects, reconciling any errors.

These points help to instill confidence in the hiring manger that you can perform the required functions of the position.

Back up the claims you made in your Career Objective with examples from your professional experience, listing them in a bullet format. Below, we’ve chosen the three strongest bullet points from the above sample resume for you to consider. We’ve also bolded the strongest parts of each bullet point:

    Developed new filing and organizational practices, saving the company $3,000 per year in contracted labor expenses

The above bullet point proves that the candidate is a skilled, competent, and motivated worker. She took the initiative to create a new organizational policy, and saved the company money. This makes her strong interview material.

    Trained 2 administrative assistants during a period of company expansion to ensure attention to detail and adherence to company policy

As shown above, the ability to train new employees also demonstrates competence and confidence, and also proves that she is trusted by management to handle sensitive tasks.

    Typed documents such as correspondence, drafts, memos, and emails, and prepared 3 reports weekly for management

Here, the candidate quantified the amount of reports she made weekly, giving the hiring manager a strong mental picture of the scope of her responsibility, and how much work she had to do. Preparing 3 reports weekly shows that she is an efficient worker who can process data quickly and manage time expertly.

The following action verbs are most competent with the role of an administrative assistant.

Arrange Spearhead Assist
Organize Generate Raise
Coordinate Prepare Record
Distribute Organize Schedule
Draft Oversee Streamline
Guide Champion Augment

Some people, when writing resumes, don’t know that they should be focusing on achievements that they accomplished at a job, instead of general tasks and duties that they did every day. These details are the things that will make your resume truly stand out!

Therefore instead of writing responsibilities like

  • Unlocked the office each morning
  • Wrote letters and emails

You may exemplify your achievements for your Administrative Assistant Resume

  • Reduced company expenditures by USD 1,500 per year by developing new organizational policies
  • Maintained puncutality by managing appointment calendar for 12 conference rooms

Education Section

Although administrative assistant positions don’t typically require a college degree, your educational background is still an important part of your resume. Degrees, continued education courses, and specific training can add appeal to your application. Keep this section as straightforward as possible by employing a few best practices. First, begin with your highest level of education and follow reverse chronological order from that point. If the job does require a college degree, you can omit your high school information. If it doesn’t require undergraduate coursework, include your diploma. Finally, don’t forget to list any designations or other certificates you have earned.

Addtional Tips

  1. Use your personal network. Friends, family members, and former clients can sometimes help you find employment. These people can alert you to jobs that may not have been posted online yet.
  2. Revamping your resume before a job search is always a great idea. Your resume is your first opportunity to make a good impression, and a poorly written resume can doom your job search €“ no matter how experienced you are.
  3. Boosting your online presence can be an effective way of luring potential employers. Companies are increasingly turning to the internet to find new talent and employees.
  4. Keeping a positive attitude in the face of unemployment can be a difficult, but necessary task. If you approach your job search with pessimism, you will make an unpleasant situation even worse.
  5. After losing a job, many people choose to become their own boss. Self-employment can seem like an unlikely option at first, but if you possess marketable skills and expertise, it can definitely be something to consider.

Format it

It's short and sweet.

Think about how many resumes hiring managers may skim through on a daily basis. If important administration information is difficult to find, why would they choose your resume? Make sure they see your information right away by utilizing phrasing on your resume and putting each phrase into bullet points.

It steers clear of fancy fonts.

ATS can have difficulty reading some fonts. In addition, a hiring manager may not find fancy fonts as easy to read. Instead, stay with common fonts such as Cambria, Calibri, or Times New Roman.

It has white space.

Each page of the resume should have sufficient white space around all four sides of the document. Also be sure not to push the margins to the edge. If and when a person prints the document, you want to make sure there are no technical challenges.

It uses a simple, organized layout.

Some people may think that fancy is better, but in the case of a successful executive resume, simple and professional is the way to go. Keep your layout organized, with clear breaks between sections and easy-to-find information.

Key Takeaways