Office Assistant Resume Examples in 2022

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The Bureau of Labor Statistics projects that employment opportunities for office assistants, also known as secretaries and administrative assistants, will decline 9% from 2019 to 2029. This equates to around 327,000 fewer jobs in the next decade. Advances in technology let many people prepare and file their own documents without the help of office assistants and also allow assistants to do more in less time. This scenario’s only exception relates to medical secretaries, where a 10% job growth is expected to support billing and insurance in the growing healthcare industry.

Competition for office assistant jobs may become fierce as the number of positions declines, so it’s important to have a resume that attracts attention. Below are downloadable resume examples for people entering the workforce as well as those with experience. You’ll also find tips on writing effective resumes and how to tailor your office assistant resume to the job description.

Downloadable Resume Examples

Entry-level
Office-Assistant_Entry-level.pdf

Example #1 Entry-level

Mid-career
Office-Assistant_Mid-career.pdf

Example #2 Mid-career

Senior-level
Office-Assistant_Senior-level.pdf

Example #3 Senior-level

Office Assistant Resume Examples

Years of Experience
  • Entry-level Entry-level
  • Mid-career Mid-career
  • Senior-level Senior-level

Wilson B. Frankel
(401) 000-1234 | [email protected] | 568 Dewberry Lane South, Apt. 3251, Cranston, RI 02823

Profile

Office Assistant with 2+ years of experience serving customers, managing social media, and providing administrative support. Firm grasp of various Microsoft applications and office equipment. Collaborate with team members to consistently hone processes and surpass client expectations.

Key Skills

  • Customer Service
  • Microsoft Office Suite
  • Social Media Management
  • Team Collaboration
  • Typing (65 WPM)

Education

Bachelor of Science (BS) — Marketing (minor in Public & Community Service Studies), Providence College, Providence, RI | December 2020

Member, Delta Sigma Pi Business Fraternity | Participant, Friar Leadership & Immersion Program

Coursework completed:

  • Data Applications in Business
  • Diversity, Community & Service
  • Foundations of Organizational Service
  • Legal Environment of Business
  • Managerial Accounting
  • Organizational Behavior
  • Promotional Strategy

Professional Experience

Office Assistant, Global Studies/Public and Community Service, Providence, RI | January 2018 to December 2020

  • Collaborated with the Administrative Coordinator and other student employees to maintain Peer Mentoring Program
  • Assisted office management with greeting visitors, answering phones, and organizing and filing documents
  • Helped other student employees draft monthly newsletters and update department website and social media page

Tyreece Rivers
(123) 456-7890 | [email protected] | 123 Main Road, San Francisco, CA 12345

Profile

Administrative Professional with 5+ years of experience. Skilled at planning and streamlining tasks to help achieve company goals. Offer advanced expertise in Microsoft Office Suite and calendar management. Equally effective working independently or on a team.

Professional Experience

Executive Assistant, Burke + Co, San Francisco, CA | October 2019 to Present

  • Efficiently support the Head of Investor Relations with operational and administrative tasks
  • Handle sensitive client data in line with data protection guidelines
  • Schedule meetings and manage travel bookings and itineraries

Administrative Assistant, Felton Institute, San Francisco, CA | August 2017 to September 2019 

  • Maintained productive phone and email correspondence with end users, colleagues, and vendors
  • Placed orders to vendors and processed invoices efficiently and accurately
  • Answered and forwarded phone calls, and carried out service user and management requests as needed
  • Checked invoice records for accuracy and completeness

Education

Bachelor of Business Administration, The Paul Merage School of Business, University of California, Irvine

Key Skills

  • Data Protection Practices
  • Event Planning & Organizing
  • Information Technology (IT)
  • Microsoft Office Suite
  • Process Streamlining
  • Record Maintenance
  • Report Generation
  • Team Collaboration
  • Time Management

Zoey Mia Kennedy
(012) 987-6543 | [email protected] | 123 Main Street, Tampa, FL 12345

Profile

Organized and tech-savvy Office Assistant with 10+ years of experience in a fast-paced environment. Consistently praised for 100% accuracy maintaining records and generating reports. Well-rounded skillset includes database management, customer service, and process streamlining.

Professional Experience

HR Office Assistant, Tech Systems USA, Tampa, FL | October 2016 to Present

  • Support company’s Senior HR Director by fielding calls and emails, maintaining weekly calendar, and drafting standard correspondence
  • Plan and coordinate department team activities and company events
  • Generate reports, charts, graphs, and diagrams for use in HR meetings

Office Assistant, JXR Corporation, Tampa, FL | August 2014 to September 2016 

  • Promptly and courteously responded to client calls and emails
  • Performed data entry tasks for all client orders
  • Designed surveys and tracked responses to gauge client satisfaction
  • Created a document organizing system that reduced clerical errors by 23%

Junior Office Assistant, Z & R Properties, Tampa, FL | June 2012 to July 2014 

  • Supported all staff including property agents, property managers, and accountants
  • Screened each rental application to ensure applicants met minimum requirements
  • Answered or forwarded phone and email inquiries to the correct staff member

Education

Bachelor of Arts (BA) Business Administration, The University of Florida, Tampa | 2005

Key Skills

  • Customer Service
  • Database Management
  • Editing & Proofreading
  • Efficiency Improvement
  • Microsoft Office Suite
  • QuickBooks
  • Team Collaboration

Common Key Skills and Action Verbs for Office Assistant Resume

Hiring managers use Applicant Tracking Systems (ATS) to identify potential job candidates. These programs scan resumes and evaluate them based on the number of keywords and phrases included and those that have a high number of matching words forwarded for further investigation. This means the more key skills and appropriate action verbs your resume highlights, the more likely your resume will get noticed, and you’ll be invited for an interview.

Key Skills & Proficiencies
Administrative support Appointment setting
Communication skills Computer skills
Contract management Customer service
Data processing and filing Financial reporting
Front desk operations Invoice processing
Mail distribution Message taking
Microsoft Office Suite Minute taking
Office supply inventory Organizational skills
Paperwork Phone systems
Screening and directing calls Teamwork
Technology skills Time management
Travel arrangements Vendor management
Word processing
Action Verbs
Administer Answer
Arrange Assign
Communicate Direct
File Invoice
Manage Message
Organize Process
Proofread Scan
Schedule Screen
Solve Support
Type Write

Tips for Writing a Better Office Assistant Resume

Highlight your office technology skills

Emphasize any experience you have with software for online scheduling, invoicing, project management, and customer relationship management. Also emphasize your experience with hardware like scanners, copiers, and phone systems. By highlighting your office tech knowledge, you’ll show hiring managers you bring relevant skills to the job and can quickly learn new ones.

Examples:

Oversaw implementation of a PBX phone system for seamless call answering and forwarding

Kept the office organized and efficient by using many software programs, including QuickBooks and Microsoft Office Suite.

Quantify your office assistant experience

When you give specific numbers and results, hiring managers can better grasp the scope and impact of your work. Within each bullet point of your Experience section, see if you can include answers to the questions “How much?” or “How many?” If you don’t know the exact number, you can use the tilde (~) symbol to indicate an estimate or average.

Examples:

Assisted ~130 customers by phone and email per day, and scheduled 50 appointments for sales staff per week

Provided high-level support to 4 executives by booking travel for ~80 conferences and meetings annually

Keep a forthright tone

For nearly any piece of regular writing, it’s important to choose language that sets and maintains a clear tone or “voice”. That principle also applies to resumes, which call for a formal yet forthright tone (as opposed to the more casual tone of a LinkedIn profile and the eager, confident voice of a cover letter).

To achieve a forthright voice on your resume, use simple sentences and straightforward descriptions of your experience. Keep this advice in mind especially when writing your Profile section, since you may be tempted (or think you need) to use overly “promotional” terms like “Outstanding at” when a more direct, straight-shooting term like “Skilled in” is better.

How to Align Your Resume with the Job Description

Hiring managers need to look at a lot of resumes to find a candidate who fits their needs. Companies use job descriptions to define those needs, and matching your skills and experience to what’s listed in the job description can help you stand out from other applicants.

Job descriptions generally list the most important requirements first or mention them multiple times, so start there when deciding what to feature in your resume. Make sure the skills and attributes you highlight show the hiring manager how you can meet the company’s main priorities. Generic resumes often get overlooked, so avoid copy and pasting and focus on notable achievements to help catch the hiring manager’s eye.

Example Office Assistant Job Description


ABC Ltd. is seeking an experienced office assistant to provide clerical support to our sales team. As the first contact our customers have with the company, you must provide friendly and helpful interactions via phone, email, and in-person. You will also be responsible for office administration, including managing files, updating documents, processing invoices and other general office tasks. The successful candidate will have strong communication skills, proficiency with spreadsheets and databases, and the ability to work as part of a team

Responsibilities:

  • Greet customers and visitors in a friendly and welcoming manner
  • Answer or redirect queries made via phone, email or in-person
  • Update sales and customer details into company database
  • Process invoices, refunds and accounts payable
  • Update, maintain and type documents, as required
  • Manage filing system
  • Maintain office equipment and supplies
  • Perform general office tasks and errands

Qualifications:

  • Associate degree in office administration or related field preferred
  • Experience as an office assistant
  • Friendly personality and strong communication skills
  • Ability to work as part of a team
  • Expertise with databases and spreadsheets
  • Excellent customer service skills
  • Knowledge of basic office administration processes

The job description shows that the hiring manager will be looking for the following skills and experience:

  • Teamwork
  • Friendly and helpful
  • Communication skills
  • Filing
  • Customer service
  • Databases and spreadsheets
  • Process invoices
  • General office tasks

Build your resume around the skills and attributes you highlighted in the job description. See below for an example of how to include them to your advantage.

Office Assistant Work Experience Example


Office Assistant, RPT Training

December 2018 – Present

  • Provided friendly and efficient customer service to students and corporate clients and answered or redirected queries made by phone, email or in-person
  • Worked with a team of lecturers to communicate enrollment processes, class times and curriculum information to students
  • Processed invoices and refund requests for students and corporations and kept student databases and tracking spreadsheets up-to-date
  • Performed general office tasks to keep the company organized, including filing, ordering supplies, maintaining office equipment and scheduling appointments