Table of Contents
- What is The Best Resume Format for an Administrative Assistant?
- How to Make Your Resume Stand Out for Administrative Assistant
- What NOT to Include in an Administrative Assistant Resume
- How to Tailor an Administrative Assistant Resume
- Keywords to Use in a Resume for Administrative Assistant
- Resume Examples for Administrative Assistant
- FAQ
The best resume format for an administrative assistant is the reverse-chronological one with a consistent and relevant work history. Making a resume stand out for an administrative assistant position is essential to catch the attention of employers and increase the chances of landing an interview. A stand-out administrative assistant resume requires tailoring the resume to the job description, highlighting relevant skills and achievements, and crafting a compelling resume headline.
The resume headline for an administrative assistant is a short and compelling phrase generally located at the top of the resume. The contact information section on an administrative assistant's resume is vital for potential employers to get in touch quickly. A resume objective or summary for an administrative assistant must succinctly highlight the applicant's qualifications, skills, and career aspirations. Having a compelling work experience section on a resume is crucial for administrative assistance candidates because work experience proves to potential employers that the applicant has the necessary competencies, relevant skills, accomplishments, and contributions. It's essential to include relevant educational qualifications in the education section of an administrative assistant's resume and any additional training or coursework to enhance the candidate's suitability for the role. A resume for an administrative assistant position has to highlight soft and hard skills and any relevant technical skills. The certification section on the resume indicates documents or certificates awarded by accredited associations or boards. It's a great idea to include an award section on a resume as an administrative assistant to highlight accomplishments and recognition.
Tailoring an administrative assistant resume involves customizing the content, skills, and experiences to closely align with the specific job description and the prospective employer's needs, reordering the work experience section to prioritize roles and achievements most relevant to the administrative assistant position while also highlighting technical skills and certifications that match the job requirements.
Keywords are specific terms or phrases used in a resume that directly relate to the job. Sprinkle these relevant keywords throughout the resume to increase the chances of getting noticed by ATS and potential employers.
What is The Best Resume Format for an Administrative Assistant?
The best resume format for an administrative assistant is the reverse-chronological one with a consistent and relevant work history. The reverse-chronological format for administrative Assistants is advisable for effectively showing the candidates' career growth and stability if they have a solid track record of administrative roles or relevant experience.
There are three common types of resume formats: reverse-chronological, functional, and combination (or hybrid). Each format serves a different purpose, and choosing the right one for an administrative assistant position depends on individual circumstances.
- Reverse-Chronological Resume: Reverse-chronological resume format lists career and work experience in reverse chronological order, starting with the most recent job and working backward. It emphasizes professional career progression and demonstrates the most recent experiences first.
- Functional Resume: The functional resume format highlights skills and accomplishments rather than emphasizing work history. It organizes information into skill-based sections, making it ideal for applicants with employment gaps or those changing careers. The functional resume suits administrative assistants looking to transition into the role or who have limited direct administrative experience but possess transferable skills from other jobs. A functional resume administrative assistant works well if the candidates want to emphasize specific administrative skills and abilities without drawing attention to patchy work history.
- Combination (Hybrid) Resume: The format combines reverse-chronological and functional formatting. A hybrid resume presents skills and achievements in a prominent section while providing a reverse-chronological work history. The combination resume format is often a good choice for administrative assistants with a strong work history and relevant skills to highlight. It allows the opportunity to showcase administrative accomplishments and provides context by including your work experience chronologically.
How to Make Your Resume Stand Out for Administrative Assistant
Making a resume stand out for an administrative assistant position is essential to catch the attention of employers and increase the chances of landing an interview. A stand-out administrative assistant resume requires tailoring the resume to the job description, highlighting relevant skills and achievements, and crafting a compelling resume headline. Here are some strategies for creating an attention-grabbing resume for an administrative assistant.
Resume Headline for Administrative Assistant
The resume headline for an administrative assistant is a short and compelling phrase generally located at the top of the resume. The resume headline is the first impression a hiring manager gets of an applicant's abilities as an administrative assistant. An administrative assistant resume headline summarizes the applicant's skills, qualifications, and experience as an administrative professional. A well-crafted resume headline grabs the attention of hiring managers and makes them want to learn more about their candidacy. Tailoring the resume headline to the specific administrative role applicants are applying for is recommended. Using relevant keywords and phrases from the job description to demonstrate that the candidate possesses the skills and qualities the employer seeks is fundamental.
It is best to keep resume headlines short and to the point. One line or a few words must succinctly capture an individual's value proposition. Resume headlines must start with the personality adjective to convey a sense of accomplishment and proactivity. Using action words makes resume headlines for administrative assistants more dynamic and engaging.
Examples of Effective Resume Headlines for administrative assistants:
Organized Administrative Professional with Exceptional Multitasking Skills
Tech-Savvy Administrative Associate proficient in MS Office Suite
Experienced Executive Assistant adept at Streamlining Operations
Detail-Oriented Administrative Specialist Supporting Team Success
Contact Info
The contact information section on an administrative assistant's resume is vital for potential employers to get in touch quickly. The contact details area must be visually distinct and easy to read. The contact info section for an administrative assistant resume typically includes the full name, phone number, email address, physical address, and, optionally, the LinkedIn profile. Having accurate and up-to-date contact information is essential for seamless communication and potential interviews.
Contact Information example.
Ratchel Green
Administrative Assistant
Contact Info
Address: 135 Front Street, Anytown, USA
Phone: (555) 123-4567
Email: [email protected]
LinkedIn: linkedin.com/in/ratchelgreen
Resume Objective And Summary for Administrative Assistant
A resume objective or summary for an administrative assistant must succinctly highlight the applicant's qualifications, skills, and career aspirations. It serves as an introduction to the rest of the resume, offering a snapshot of the candidate's suitability for the administrative role.
Resume objective administrative assistant suits entry-level candidates or those transitioning to a new industry or role. The resume objective focuses on the candidate's career goals and the position they are seeking.
Resume objective example for administrative assistant.
Detail-oriented and motivated recent graduate with a degree in Business Administration. Seeking an administrative assistant position to leverage strong organizational skills, effective communication, and proficiency in office software to support and streamline daily operations in a dynamic work environment.
A resume summary comprehensively overviews the candidate's relevant experience, accomplishments, and impact in previous administrative positions. The resume summary provides a snapshot of the essential skills and achievements.
Resume summary example for administrative assistant.
Experienced administrative assistant with a proven track record of 7 years in efficiently managing office tasks and providing exceptional support to executive teams. Proficient in coordinating schedules, handling correspondence, and organizing meetings. Demonstrated expertise in using various office software, including Microsoft Office Suite and Google Workspace. Highly skilled in maintaining confidentiality and handling sensitive information.
Work Experience
Having a compelling work experience section on a resume is crucial for administrative assistance candidates because work experience proves to potential employers that the applicant has the necessary competencies, relevant skills, accomplishments, and contributions. The work experience section on the administrative assistance resume involves job title, company name, location, and employment dates. Candidates are eligible to enter full-time, part-time, temporary, internship, or volunteer work, depending on their background and experiences.
Administrative Assistant Resume NO Experience
A resume for an administrative assistant without work experience must highlight the relevant skills, education, and extracurricular activities demonstrating transferable skills. Highlighting quick learning ability, attention to detail, organizational skills, and proficiency in office software and tools is important. Administrative assistant candidates with no experience have to remember to keep their resumes clean, well-organized, and error-free. It is important to portray their potential and willingness to learn in the administrative assistant role, even though they do not have direct work experience.
Qualifications of an Administrative Assistant in Resume
The qualifications of an administrative assistant in a resume must be presented in bullet points under the work experiences. It's necessary to emphasize key responsibilities, accomplishments, relevant skills, certifications, and the impact made in each role to showcase capabilities effectively and highlight successful projects handled, detailing their scope, objectives, and outcomes. The candidates must demonstrate problem-solving abilities, effective decision-making processes, and adaptability to changing circumstances.
An administrative assistant resume example for work experiences & qualifications.
Work Experiences
Administrative Assistant | Alpha Company | New York, NY | Jan 2023 - Present
- Coordinate and manage executive calendars, scheduling meetings and appointments efficiently.
- Streamline office procedures, resulting in a 20% increase in team productivity.
- Handle sensitive and confidential information with discretion and professionalism.
- Assist in organizing company events, ensuring smooth execution and positive participant feedback.
Administrative Assistant | Glass Corporation | Los Angeles, CA | Mar 2019 - Dec 2022
- Provide administrative support to a team of 15 managers, handling correspondence and document preparation.
- Manage travel arrangements for executives, optimizing travel expenses by 15%.
- Conduct data analysis, generate reports for senior management, and aid in strategic decision-making.
- Implement an efficient filing system, reducing document retrieval time by 30%.
Administrative Assistant | Sun Industries | Chicago, IL | Jun 2017 - Feb 2019
- Act as clients' first point of contact, maintaining high professionalism and excellent communication.
- Assist in organizing training programs for staff, resulting in improved efficiency and skill development.
- Manage office inventory and supplies, optimizing procurement processes and reducing costs by 10%.
- Collaborate with cross-functional teams to streamline administrative procedures and enhance workflow.
Administrative Assistant Job Description for Resume
An administrative assistant is a highly versatile and indispensable team member who contributes significantly to an organization's efficiency and success. Their exceptional organizational skills, strong attention to detail, and proactive problem-solving abilities ensure that daily operations run smoothly and that the entire team is free to focus on their core responsibilities to achieve business objectives.
A well-crafted job description for an administrative assistant on a resume must provide a comprehensive overview of their responsibilities, achievements, and contributions in previous roles. It's necessary to organize the information using bullet points to enhance readability, making it easier for prospective employers to identify key details. Start each bullet point with an action verb to convey a sense of proactivity and effectiveness. Employ industry-specific terminology to demonstrate familiarity with administrative procedures and tasks. Maintain clarity in the work experience section while offering sufficient detail.
Here are examples of an administrative assistant job description resume.
- Optimize resource utilization and time management by efficiently managing executive calendars, appointments, meetings, and events.
- Communicate effectively with incoming communications, such as emails and phone calls, responding promptly and ensuring effective communication channels.
- Prepare and proofread reports, presentations, and correspondence for management, demonstrating a keen eye for detail and professionalism.
- Manage documents and records to facilitate quick retrieval and improved office efficiency, and calculate mathematical functions to support different budget documents.
- Assist in coordinating travel arrangements for company executives, planning meticulously and looking for cost-saving opportunities, and working with databases using Microsoft Access.
Education
It's essential to include relevant educational qualifications in the education section of an administrative assistant's resume and any additional training or coursework to enhance the candidate's suitability for the role. Administrative assistants must start with their most recent educational attainment and organize in reverse-chronological order.
To write the education section, include the institution's name, degree or diploma earned, major (if applicable), and graduation date.
The education section of resume templates for administrative assistants.
Education
Associate Degree in Office Administration
Community College, City, State
Graduation: MM, YY
Additional Training/Coursework (Optional)
Including GPA is optional and only recommended if it's relatively high and adds value to your application. Example of the education section of the administrative assistant resume.
Education
Bachelor of Science in Business Administration
Albany State University, Georgia, Albany
Graduation: July 2019 I GPA: 3.53
It's important to remember to keep the education section concise and relevant. The education section is vital if candidates lack work experience. The applicant must highlight any coursework, projects, or relevant achievements during their studies, demonstrating their ability to excel in an administrative assistant role.
Resume Skills for Administrative Assistant
An administrative assistant plays a vital role in maintaining the smooth functioning of an office environment. Administrative assistants are responsible for a wide range of tasks requiring diverse skills. A resume for an administrative assistant position has to highlight soft and hard skills and any relevant technical skills. Here's a breakdown of these skills.
Hard Skills
Hard skills refer to specific, teachable abilities necessary to perform the duties of an administrative assistant effectively. Hard skills are usually acquired through education, training, or work experience. The following are some essential hard skills for an administrative assistant.
- Computer Proficiency
- Typing and Data Entry
- File Management
- Data Analysis
- Scheduling and Calendar Management
- Reception and Front Desk Operations
- Database Management
- Calendar Management
- Proficiency with photocopiers, scanners, and projectors
- Inventory and supply management
- Editing and Proofreading
- Billing and record-keeping
- Business Knowledge
Soft Skills
Soft skills for an administrative assistant resume are personal attributes that enable an administrative assistant to work efficiently with others, solve problems, and adapt to various situations. These skills are valuable in maintaining a positive work environment and fostering strong relationships. Administrative assistants are expected to possess the following soft skills.
- Time Management
- Adaptability
- Problem-Solving
- Teamwork
- Communication
- Organization
- Problem-Solving
- Professionalism
- Positivity
- Ability and Willingness to Learn
Technical Skills
Technical skills for administrative assistants refer to specific abilities, competencies, and knowledge relevant to the job. Technical skills are typically related to using and understanding technology, tools, software, and equipment required to perform specific tasks successfully. Including technical skills on the resume helps demonstrate to employers that the candidates possess the expertise needed to succeed in the role you are applying for. Depending on the administrative assistant role's specific requirements, additional technical skills add value to the resume. The following are examples of technical skills.
- Customer Relationship Management (CRM) software
- Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, SharePoint)
- Google Workspace (Docs, Sheets, Slides, Gmail, Drive, Calendar)
- Dropbox, Salesforce, and Raisers Edge
- QuickBooks
- Xero
- SAP, Oracle
- Adobe Illustrator, Photoshop Fireworks
Certifications
The certification section on the resume indicates documents or certificates awarded by accredited associations or boards. Having one of these documents proves that the administrative assistant possesses a certain level of professional experience or is proficient in specific skills, such as AWS Certified Solutions Architect or Microsoft Certified Azure Developer.
A certification section on a resume for an administrative assistant position must include relevant certifications that highlight the skills and qualifications. Certifications demonstrate the applicant's dedication to professional development and ability to perform specific tasks related to administrative responsibilities. Write a certification section for administrative assistants, including the certification name, issuing organization, and relevant dates. Ensuring that included certificates are up-to-date and relevant to the job you are applying for is essential. Here's how to effectively present the certification section.
Certifications
Certified Bookkeeper I American Institute of Professional Bookkeepers (AIPB) I 2020
Certified Office Assistant I International Association of Administrative Professionals (IAAP)I 2023
Awards
It's a great idea to include an award section on a resume as an administrative assistant to highlight accomplishments and recognition. Highlighting awards sets the candidate apart from others and demonstrates their exceptional performance in the administrative assistant role.
Describe the awards section's content clearly and straightforwardly with a heading like "Awards" or "Recognition" and then list the awards so the awards stand out and are easily read.
It's essential to be specific about the award received. Start Including the name of the award, the organization or company that presented it, and the date or year when received. It's recommended to provide a brief context or description of why the award was given. Mention the accomplishments or contributions that led to the recognition.
Focus on awards relevant to the administrative assistant role or demonstrate skills valuable in this position. Award categories related to organizational skills, efficiency, communication, and problem-solving are especially relevant.
Awards
Customer Service Star - Deal Company, May 2020
Commended for outstanding customer service and strong client relationships.
Stellar Support Award - Fox Corporation, September 2019
Recognized for providing exceptional administrative support during a critical project, ensuring its completion within the deadline.
What NOT to Include in an Administrative Assistant Resume
It is important to highlight skills, experiences, and achievements relevant to the position when creating an administrative assistant resume. However, there are certain elements that administrative assistant candidates must avoid including in their resumes. Here's a list of what NOT to include.
- Irrelevant Work Experience: The administrative assistant applicant must include work experiences relevant to the administrative assistant role. Exclude jobs that are unrelated or don't add value to your application.
- Personal Information: Avoid including personal details such as marital status, age, religion, or social security number. These details are not necessary for the application process and lead to potential bias.
- Unprofessional Email Address: Ensure that your email address is professional and straightforward. Avoid using nicknames or inappropriate handles.
- Salary Expectations: Avoid mentioning salary expectations on your resume. Save this discussion for later stages of the hiring process.
- Negative or Unprofessional Language: Keeping language positive, professional, and focused on accomplishments is essential. Avoid any negative comments about previous employers or colleagues.
- Unrelated Skills: Be selective about the skills you list. Include those relevant to the administrative assistant role, such as office software proficiency, organization, communication, etc.
- Long Paragraphs: Instead of lengthy paragraphs, use concise bullet points to showcase achievements and responsibilities in previous roles. Using bullet points makes it easier for recruiters to scan your resume.
- Resume photos: Including a picture on a resume is uncommon in most countries. Unless it's explicitly requested, refrain from including one.
How to Tailor an Administrative Assistant Resume
To tailor an administrative assistant resume, follow these step-by-step guides.
- Read the job description carefully. Take the time to read the job posting for the administrative assistant position interested in. Give attention to critical responsibilities, required skills, and qualifications in the job description.
- Identify relevant keywords. Take note of important keywords and phrases used in the job description. These relevant keywords are often specific skills, software, or qualifications the employer seeks in their ideal candidate.
- Customize the professional summary or objective to the job description. Craft a compelling professional summary or objective statement that directly reflects the job's requirements. Include relevant keywords and highlight the most relevant skills and experiences.
- Reorder the work experience on the resume. Arrange the work experience section, starting with the most recent job, and list positions most relevant to the administrative assistant role. Focus on roles that involve administrative tasks, office management, and organizational skills.
- Emphasize achievements and responsibilities clearly and quantitatively. The administrative assistant position's achievements and responsibilities of each relevant job must be highlighted. Use bullet points to make it easier for recruiters to scan and quickly identify your key contributions.
- Showcase technical skills more than soft skills. Include relevant software or technical skills in the skills section or under relevant job experiences if the job description mentions them.
- Include relevant certifications. Highlight any certifications related to administrative tasks (such as Certified Administrative Professional) separately or under education.
- Tailor the education section. Ensure that the education section emphasizes any coursework or degrees you have completed in an administration-related field. Focus more on your work experience and skills if education is outside of the domain.
- Use quantifiable results. Demonstrate your accomplishments with quantifiable results. Mentioning how the candidate improved office efficiency, managed budgets, or handled a specific number of daily tasks is recommendable.
- Make the resume one page long. It's best to have a single-page chronological resume that lists experience reverse chronologically. It's easy for recruiters to read (and scan) simple, straightforward resumes. Many job posting managers get hundreds of resumes, and they are unable to read through multiple pages or figure out complicated layouts.
- Review and Edit. Review the tailored resume before applying. Check for any typos, grammatical errors, or inconsistencies. Ensure the information presented is clear, concise, and directly relevant to the job application.
Keywords to Use in a Resume for Administrative Assistant
Keywords are specific terms or phrases used in a resume that directly relate to the job. The resume for an administrative assistant position must match the job posting or requirements. Incorporating relevant keywords into a resume is critical to catch the attention of applicant tracking systems (ATS) and hiring managers. Sprinkling these relevant keywords throughout the resume increases the chances of getting noticed by potential employers.
Sprinkle these relevant keywords throughout the resume to increase the chances of getting noticed by ATS and potential employers. However, keep the resume manageable with keywords and always prioritize clearly and concisely presenting your skills and experiences.
Hiring managers don't have time to read every resume individually. Instead, they use tools that scan for resume skills their company needs, like "Microsoft Excel" or "Customer Service." Including more resume keywords in the application helps the applicant get spotted by the people behind the process. Here are some important keywords to use in the administrative assistant resume.
- Microsoft Office
- Travel management
- Database management
- Filing
- Expense reports
- Event planning
- Adaptability
- Receipt management
- Multitasking
- Problem-solving
- Meeting minutes
- Office coordination
- Videoconferencing
- Bookkeeping
- Written communication
- Google Suite
- Responsibility
- Customer service
- Phone etiquette
- QuickBooks
- Attention to detail
- Social media
- Verbal communication
- Research
- Data entry
- Calendar management
- Microsoft Excel
- Teamwork
- Robert's Rules of Order
Resume Examples for Administrative Assistant
PRO TIPS:
- Keep it Concise: Aim for a one-page resume if possible, especially if you're early in your career. Focus on the most relevant information and avoid including irrelevant or outdated experiences. Use concise language and bullet points for easy readability.
- Showcase Relevant Experience: Focus on relevant administrative experience, including tasks like scheduling, document preparation, data entry, and customer service. If you have experience in a specialized area, such as legal or medical administration, be sure to highlight it.
Executive Assistant Resume
PRO TIPS:
- Highlight Key Skills: Administrative roles require a diverse skill set. Highlight key skills such as proficiency in Microsoft Office Suite, strong communication abilities, organizational skills, and attention to detail. Use specific examples to demonstrate how you've applied these skills in previous roles.
- Include a Professional Summary: Consider including a brief professional summary at the top of your resume to introduce yourself and highlight your key qualifications and career goals. This helps recruiters quickly understand why you're a strong candidate for the position.
Secretary Resume Examples
PRO TIPS:
- Emphasize Soft Skills: In addition to technical skills, emphasize soft skills like communication, time management, problem-solving, and adaptability. These are essential for success in administrative roles and can set you apart from other candidates.
- Proofread Carefully: Attention to detail is crucial for administrative assistants, so make sure your resume is error-free. Proofread carefully for typos, grammatical errors, and formatting inconsistencies. Consider asking a friend or mentor to review your resume as well.
Legal Assistant Resumes Examples
PRO TIPS:
- Quantify Achievements: Use metrics or numbers to quantify achievements. For example, instead of saying you improved filing efficiency, specify by what percentage. Quantifiable achievements make your contributions more tangible and impressive.
- Use Action Verbs: Start bullet points with strong action verbs to describe your accomplishments and responsibilities. Words like "managed," "organized," "coordinated," and "implemented" are powerful and demonstrate your proactive approach to work.
FAQ
Should I include references? If so, what's the best way to do that?
No, you do not need to include references on your resume. Instead, create a separate document titled "References" and provide it when requested by the employer during the hiring process. You must use that valuable resume space to highlight your relevant skills, qualifications, achievements, experiences, and accomplishments. Providing a separate reference page when requested demonstrates professionalism and respect for your potential employers' preferences.
How long should I wait to follow-up after I submit a resume for this job?
The appropriate time to follow up after submitting a resume varies depending on the specific circumstances and the employer's application process, but at least you must wait 2 weeks. After 2 weeks, you can email or call the company HR department to show interest. It's essential to be respectful, and following up after submitting a resume demonstrates your interest in the position and your proactive approach to the job search. However, it's essential to strike a balance and not follow up too soon or frequently, as it could be perceived as pestering. Use your best judgment and adapt to the specific circumstances of the job application.
