How to Write an Administrative Assistant Resume
Applying for a new job is exciting, and you want to do everything possible to stand out. One key way to do that is by writing a strong resume. Your administrative assistant resume should show you have the technical and organizational skills to assist a potential employer. Learn the secrets to crafting a great administrative assistant resume with the valuable information below.
1. Write a compelling profile summarizing your qualifications
The Profile section is where you give the hiring manager a concise summary of your skills and experience. It should highlight what makes you an excellent fit for the role and entice the manager’s interest so they keep reading. In most cases you’ll want to give the number of years of administrative experience you have. You may also want to mention your past work environment (such as a healthcare office or small business) if it aligns with your goals. This is also a good place to include a short list of your technical proficiencies, such as Microsoft Office or Google Suite.
Senior-Level Profile Example
Administrative Professional with 10+ years of advancement and experience. Diligent and organized assistant with expert Microsoft Office skills and a strong service mindset.
Entry-Level Profile Example
Recent college graduate with a background in business administration. Passionate about providing peerless service to both internal and external customers.
2. Add an accomplishment-driven professional experience section
Being an administrative assistant is all about streamlining tasks and taking daily duties off your boss’s plate. This means your Experience section should focus on how you raised office efficiency or contributed to the business’s overall goals. For example, if you recognized that the office’s calendar system was outdated and researched and presented better options to your manager, that shows you can problem-solve and take initiative.
Senior-Level Professional Experience Example
Administrative Assistant Manager
ABC Financial Services Corp, New York, NY | April 2015 to Present
- Oversee administrative assistants in specific business units, including scheduling and time card reporting
- Answer phones, organize visitor information, and direct clients to appropriate groups
- Manage digital and physical filing systems for all departments
- Perform ongoing clerical duties such as managing supply inventory, preparing presentations, organizing meetings, and arranging executive travel
- Support marketing efforts by assembling and distributing print and email communications about upcoming campaigns
Entry-Level Professional Experience Example
Admissions Office Receptionist
College Office of Admissions, New York, NY | August 2016 to December 2019
- Greeted prospective students, provided paperwork, scheduled tours, and coordinated interviews with admissions counselors
- Answered phones from prospective students and their families, providing information about application status and transferring calls as needed
- Processed student information, including sorting mail and entering data received into the applicant management system
3. Include relevant education and certifications
Administrative assistants are often required to know a little about a lot. You may need to manage phone and email communication systems, keep track of your manager’s calendar, and maintain an inventory of office supplies that need to be ordered — all in a day’s work. These skills can be hard to quantify, but you can use the Education and Certifications sections of your resume to show you took classes in Microsoft Excel and Access or obtained a certification in a certain software.
Certifications
Template:
- [Certification Name], [Awarding Organization] | [Completion Year]
Example:
- Certified Administrative Assistant, National Career Certification Board | 2022
Education
Template:
- [Degree Name]
- [School Name], [City, State Abbreviation] | [Graduation Month and Year]
Example:
- Bachelor of Arts (BA) – English
- The Ohio State University, Columbus, OH | May 2009
4. List relevant key skills and proficiencies
The Key Skills section allows a hiring manager to quickly tell if you meet the requirements for an administrative assistant position. Below are some of the common skills managers look for, so you can incorporate as many as are relevant to your experience and the job posting. If you have more than can fit in a brief list, sprinkle the others in your Profile or Experience sections.
| Key Skills and Proficiencies | |
|---|---|
| Adobe Acrobat | Appointment Scheduling |
| Bookkeeping & Accounting | Customer Service & Relations |
| Data Entry | Event Planning & Scheduling |
| Microsoft Office | Multi-Line Phone Systems |
| Process Streamlining | Rapid Problem-Solving |
| Reporting & Documentation | Task Prioritization |
| Team Collaboration | Time Management |
How to Pick the Best Administrative Assistant Resume Template
The best administrative assistant resume template focuses on your work experience and has room to list your technical and professional skills. The text should be in a clean and easy-to-read format, with headers and bullet points that allow quick scanning. Hiring managers only spend a few seconds on average per resume, so you need to catch their attention. In most cases, you’ll want separate sections for your Profile, Experience, Education, and Key Skills relevant to the job opening.
Administrative Assistant Text-Only Resume Templates and Examples
Years of Experience
- Entry-level
- Mid-career
- Senior-level
Jane Doe
(123) 456-7890 | [email protected] | 123 Address Rd, Anywhere, USA
Profile
Recent college graduate with a background in business administration. Passionate about providing peerless service to both internal and external customers.
Key Skills
- Bookkeeping and accounting software
- Customer service
- Microsoft Office Suite
- Written and verbal communication
Job Experience
Admissions Office Receptionist, College Office of Admissions, New York, NY | August 2016 to December 2019
- Greeted prospective students, provided paperwork, scheduled tours, and coordinated interviews with admissions counselors
- Answered phones from prospective students and their families, providing information about application status and transferring calls as needed
- Processed student information, including sorting mail and entering data received into the applicant management system
Customer Service Representative, ABC Call Center, New York, NY | Summers 2014 to 2019
- Answered phones in a call center environment, speaking with customers nationwide to help solve product and service challenges
- Successfully addressed customer complaints to resolve service problems including shipping delays, incorrect shipments, and damaged products
- Named “Employee of the Month” in June 2019 due to excellent customer satisfaction ratings
Education
Bachelor of Business Administration, The Ohio State University, Columbus, OH | August 2015 to December 2019
- Academic experience in finance, accounting, communication, and statistics
Jane Smith
(123) 456-7890 | [email protected] | 123 Address Rd, Anywhere, USA
Profile
Administrative Professional with nearly a decade of experience supporting marketing and advertising operations at both Fortune 500 firms and startups.
Professional Experience
Administrative Assistant, Marketing Department, LMN Major Media Corp, New York, NY | August 2015 to Present
- Support the marketing department personnel at all levels
- Schedule meetings and company events
- Print and prepare marketing materials for review and distribution
- Answer the phone for key executives and provide information to callers both in and outside the company
- Track marketing performance for key campaigns to relay to management teams
- Partner with HR to announce job openings both internally and externally and coordinate interviews
Executive Assistant, XYZ Tiny Marketing Firm, New York, NY | June 2013 to July 2015
- Provided comprehensive support to the CEO, including calendar management, visitor tracking, food ordering, and managing phone calls
- Coordinated with other departments to solicit necessary information, including financial presentations and marketing metrics
- Organized and scheduled executive travel, including international trips to multiple countries
- Typed meeting minutes during staff and board meetings
Education
Associate of Arts — Business Administration, Broward College, Fort Lauderdale, FL
Key Skills
- Customer service, including answering phones, greeting guests, and providing facility tours
- Event planning and scheduling
- Office software including Adobe Acrobat and Microsoft Office
- Written and verbal communication
Bob Smith
(123) 456-7890 | [email protected] | 123 Address Rd, Anywhere, USA
Profile
Administrative Professional with 10+ years of advancement and experience. Diligent and organized assistant with expert Microsoft Office skills and a strong service mindset.
Professional Experience
Administrative Assistant Manager, ABC Financial Services Corp, New York, NY | April 2015 to Present
- Oversee administrative assistants in specific business units, including scheduling and time card reporting
- Answer phones, organize visitor information, and direct clients to appropriate groups
- Manage digital and physical filing systems for all departments
- Perform ongoing clerical duties such as managing supply inventory, preparing presentations, organizing meetings, and arranging executive travel
- Support marketing efforts by assembling and distributing print and email communications about upcoming campaigns
Administrative Assistant, DEF Hospital System, New York, NY | June 2009 to April 2015
- Greeted patients and their visitors and provided directions, information, and guidance
- Answered a multi-line phone system, quickly transferring callers to their desired department
- Maintained patient records while adhering to strict HIPAA privacy requirements
- Printed and distributed marketing materials, hospital flyers, and other information
- Prepared documents for health insurance billing, and coordinated with insurance providers for general inquiries as needed
Education
Bachelor of Arts (BA) – English, The Ohio State University, Columbus, OH | 2009
Key Skills
- Customer service
- Data entry
- Digital and physical file maintenance
- Office software, including Microsoft Office and Adobe Acrobat
- Scheduling in Google Calendar and Microsoft Outlook
Frequently Asked Questions: Administrative Assistant Resume Examples and Advice
What are common action verbs for administrative assistant resumes?+
Listing your professional experience with bullets for your job duties lets you show an employer you’re ready for the position and can contribute to their success. But it can be difficult to come up with a unique action verb for each bullet point. To help you fill any gaps, we’ve compiled this list of common action verbs for administrative assistant roles.
| Action Verbs | |
|---|---|
| Arranged | Assisted |
| Collaborated | Communicated |
| Conducted | Coordinated |
| Created | Drafted |
| Enhanced | Facilitated |
| Filed | Implemented |
| Liaised | Organized |
| Prepared | Prevented |
| Prioritized | Ranked |
| Recorded | Scheduled |
| Streamlined | Supported |
| Updated | Won |
How do you align your resume with a job posting?+
The Bureau of Labor Statistics is predicting a decline in open positions for administrative assistants over the next decade, which means competition for the jobs that are posted is likely to be strong. Once you’ve found a specific job posting that you want to apply for, you can increase your chances of an interview by tailoring your resume to it. Scan the position summary looking for key skills — hint: managers often put them in bullets — and try to add any that overlap with your expertise.
What is the best administrative assistant resume format?+
When you’re looking at administrative assistant resume templates, you’ll notice there are a few formats to choose from. If you have prior administrative experience, a combination or reverse-chronological format is usually your best choice. But if you’re changing careers or applying for an entry-level position, a functional resume lets you put more focus on key skills and other experiences, such as volunteer work.
Expert Advice: Include a cover letter with your resume
After you’ve put the finishing touches on your resume, don’t forget to write a cover letter. An administrative assistant cover letter template lets you emphasize your best qualifications and skills and can set you apart from other candidates. Use these examples to learn how to structure your cover letter and what to include.
