Resume

Administrative Assistant Resume

Administrative assistants are the workhorses of an office—they’re the ones who keep things running smoothly while their bosses are out making big plans, closing deals, and brainstorming new ideas. Administrative assistants are great at multitasking and are usually excellent communicators. They’re also organized, detail-oriented, and highly efficient. If you want to break into the administrative … Continued

Administrative assistants are the workhorses of an office—they’re the ones who keep things running smoothly while their bosses are out making big plans, closing deals, and brainstorming new ideas. Administrative assistants are great at multitasking and are usually excellent communicators. They’re also organized, detail-oriented, and highly efficient.

If you want to break into the administrative assistant role or just want to make a switch after years in another field, you’ll need a resume that showcases your skills and experience in a way that hiring managers will appreciate. Here are some tips and an example to help you craft yours.

James Smith
Chicago, IL | (123) 456-7891 | [email protected]
Summary

Driven and detail-oriented administrative assistant with more than 10 years of experience providing support to executives in fast-paced environments. Proven track record of successfully managing multiple tasks simultaneously and prioritizing work to ensure deadlines are met. Excels at creating and maintaining systems to ensure organizational efficiency.

Education
Harold Washington College Jun '10
A.A.S. in Business Administration
Experience
Company A, Administrative Assistant Jan '17 – Current
  • Maintained a detailed knowledge of the company’s products and services, pricing, and sales channels to provide accurate information in response to customer inquiries.
  • Provided administrative support for the Sales Manager by creating and maintaining contact lists, scheduling appointments with customers, preparing presentations as needed, copying documents using copier/printer or fax machine when necessary.
  • Assisted with preparation of quotes for new business opportunities including gathering data from various sources such as competitors’ prices and terms.
  • Prepared correspondence (e-mail & hard copy) for management review prior to sending out to ensure accuracy and completeness; prepared reports on daily activities utilizing computer software programs such as Excel and Word; assisted with special projects assigned by management as required; maintained office supplies inventory levels within budget guidelines; managed petty cash fund within established limits; performed other duties related to general office administration as requested by Management.
  • Performed other duties related to general office administration as requested by Management.
Company B, Administrative Assistant Jan '12 – Dec '16
  • Created and maintained filing system for over 100 documents, including contracts, invoices, receipts and proposals
  • Prepared weekly payroll reports and submitted them to the accounting department for approval
  • Maintained calendar of appointments and scheduled meetings with executives based on availability
  • Answered phone calls in a timely manner and directed callers to appropriate personnel when necessary
  • Assisted management team with travel arrangements (airfare, hotels, rental cars) as needed
Company C, Office Clerk Jan '09 – Dec '11
  • Answered and directed incoming calls, took accurate messages, and routed calls to the appropriate party.
  • Greeted and assisted visitors in a professional manner.
  • Maintained cleanliness and organization of the office space.
Certifications
  • Certified Administrative Professional
  • Certified Professional Secretary
  • Certified Legal Secretary
Skills

Industry Knowledge: Office Administration, Data Entry, Microsoft Office Suite, Customer Service
Technical Skills: Typing, Microsoft Office Suite
Soft Skills: Customer Service, Organization, Multi-Tasking, Attention to Detail, Phone Etiquette, Conflict Resolution

How to Write an Administrative Assistant Resume

Here’s how to write an administrative assistant resume of your own.

Write Compelling Bullet Points

The best way to make your resume stand out is to use specific examples and numbers. So rather than saying you “provided administrative support,” you could say that you “provided daily administrative support for 10+ employees, ensuring timely and accurate processing of expense reports, scheduling of meetings, and distribution of weekly schedules.”

The second bullet point is much stronger because it provides specific details about what you did and the results of your work. And it also includes a number to help quantify the level of responsibility and scale of the project.

Related: What Is an Administrative Assistant? How to Become One

Identify and Include Relevant Keywords

When you apply for an administrative assistant role, your resume is likely to be scanned by an applicant tracking system (ATS) for certain keywords. These programs look for specific terms related to the job, like “administrative skills” or “office management” in order to determine whether your skills and experience are a match for the job opening. If your resume doesn’t include enough of the right keywords, your application might not make it past the initial screening process.

The best way to make sure your resume contains the right keywords is to carefully read through each job posting and take note of the terms that are used most often. Then, use those same terms on your resume when you describe your experience and skills. Here are some commonly used administrative assistant keywords:

  • Administrative Assistance
  • Administration
  • Data Entry
  • Microsoft Access
  • Teamwork
  • Clerical Skills
  • Human Resources (HR)
  • Accounts Payable
  • Customer Service
  • Receptionist Duties
  • Team Spirit
  • Social Media
  • Office Administration
  • Payroll
  • Human Resources (HR) Practice
  • Organization Skills
  • Customer Satisfaction
  • Communication
  • Coaching
  • Filing
  • Leadership
  • Public Speaking
  • Management
  • Adobe Photoshop
  • Adobe InDesign
  • Accounting
  • Project Management
  • Research
  • Negotiation
  • Phone Calls

Showcase Your Technical Skills

There are a number of programs and systems that administrative assistants use on a daily basis to manage their work. Being proficient in the use of these programs and systems is essential to the job. Some of the most commonly used programs are Microsoft Office Suite (Excel, Word, PowerPoint), Google Suite (Gmail, Docs, Drive, Calendar), and social media platforms like LinkedIn and Twitter. Additionally, administrative assistants may be called on to use specific software programs relevant to their industry, so it’s important to be familiar with as many programs as possible.

Related: How Much Does an Administrative Assistant Make?

Remember The Basics

As you’re writing your resume, you’ll want to keep a few basic guidelines in mind.

Create Easy-to Scan Sections

There are a few things you can do to make your resume more readable and easier to scan. First, left-align your text and keep the font size consistent. You should also try to keep your bullets under 2 lines and use digits for numbers. Finally, leave some white space on the page to help the recruiter easily scan through your information.

Be Concise

There is no set length for a resume, but it is important to be concise and to get your point across quickly. A one page resume is ideal for recent graduates or those early in their careers, while a two-page resume is more common for those with more experience. When trimming down your resume, be selective about the information you include and remove any irrelevant details.

Proofread

Proofreading your resume is an important step in ensuring that it looks its best. There are a few key things to watch for: spelling mistakes, punctuation mistakes, and grammatical mistakes. You should also be aware of easily confused words, such as their/there/they’re and to/too/two. Spell checking your resume is a good start, but you should also have someone else proofread it for you to catch any mistakes that you may have missed.

Use a Summary

A resume summary statement can be a great way to introduce yourself to a potential employer. It can help to highlight your most relevant skills and experiences, and to explain why you’re a good fit for the role you’re applying for. When writing your summary, be sure to play up your soft skills, focus on your most highly transferable experiences, and clearly state your intentions. Keep your summary to just a couple of lines, and make sure it’s easy to read and understand.

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