Office Assistant Resume Examples

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

No Experience

Example #1 No Experience

2-3 Years

Example #2 2-3 Years

5-10 Years

Example #3 5-10 Years

10+ Years

Example #4 10+ Years

Office Assistant Resume Examples

Years of Experience
  • No experience 0
  • 2-3 Years 2-3
  • 5-10 Years 5-10
  • 10+ Years 10+

Lisa Brown
(123) 456-7890
[email protected]
555 Main Street, Cincinnati, OH 67890

Profile

Organized and adaptable office assistant. Able to manage multiple priorities without compromising accuracy and works well independently and as part of a team. Proficient in general office skills, including expert knowledge of Microsoft Office programs. Maintains professionalism during tight deadlines and is adept at problem-solving and planning. Work requires little or no checking.

Key Skills

  • Proficient in MS Office including Word, Excel, PowerPoint and Outlook
  • Outstanding clerical skills
  • Strong verbal and written communication skills
  • Highly organized
  • Superb attention to detail

Education

High School Diploma
West High School, Cincinnati, OH September 2016 – May 2020

Coursework completed:

  • Computer applications
  • Introduction to Business
  • Accounting
  • Personal Computer Keyboarding

Professional Experience

Office Assistant, Family Eyecare Center, Cincinnati, OH
June 2020 – Present

  • Greets and welcomes new patients and visitors
  • Instructs patients on the completion of necessary forms
  • Pulls patient charts in advance to prepare for the next day’s schedule
  • Accurately and efficiently inputs demographic and insurance information from patient forms
  • Maintains filing system and makes copies when required
  • Orders office supplies

Office Assistant Summer Intern, Animal Care Center, Cincinnati, OH
May 2019 – August 2019

  • Greeted clients and answered phones
  • Called customers to confirm upcoming appointments
  • Ran errands and provided administrative support as needed
  • Cleaned and kept the waiting room tidy

Certifications

  • Certified Administrative Professional (CAP)
  • Microsoft Office Specialist (MOS)
  • Driver’s License

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

Profile

Energetic, detail-oriented Office Assistant with over two years of experience serving customers, managing social media and providing administrative support. Self-motivated and highly familiar with Microsoft applications and office equipment. Skilled in interacting and collaborating with clientele and team members to exceed expectations, streamline processes and boost office morale.

Key Skills

  • Teamwork
  • Organizational skills
  • Microsoft Office and Social Media
  • Typing Speed: 65 WPM
  • Customer Service

Education

Bachelor of Science in Marketing with Minor in Public and Community Service Studies
Providence College, Providence, RI, September 2016 – December 2020

  • Member, Delta Sigma Pi business fraternity
  • Participated in the Friar Leadership & Immersion Program and the Friar Four Career Core
  • Coursework completed:
    • Data Applications in Business
    • Organizational Behavior
    • Managerial Accounting
    • Promotional Strategy
    • Legal Environment of Business
    • Foundations of Organizational Service
    • Diversity, Community and Service

High School Diploma
St. Patrick Academy, Providence, RI, 2016

Professional Experience

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

  • Collaborated with the Administrative Coordinator and other student employees to maintain Peer Mentoring Program
  • Assisted office management with greeting visitors, answering phones, organizing and filing documents
  • Helped other student employees put together 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

Experienced and dedicated professional adept at planning and streamlining administrative tasks to achieve company targets. Excellent organizational skills and attention to detail when working to tight deadlines. Clear communicator with the ability to work independently and in collaboration with colleagues. Highly skilled in Microsoft Office Suite and managing calendars and events.

Professional Experience

Executive Assistant, Burke + Co, San Francisco, CA
March 2016-Present

  • Efficiently support the Head of Investor Relations with operational and administrative tasks
  • Work independently on own initiative to challenging timeframes
  • 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
July 2013- March 2016

  • Communicated clearly and professionally with service users, colleagues, and vendors in person and via email and telephone
  • Placed orders to vendors and processed invoices efficiently and accurately
  • Answered and redirected phone calls and carried out service user and management requests as required
  • Checked invoice records regularly for accuracy and completeness

Education

Bachelor of Business Administration
The Paul Merage School of Business, University of California, Irvine, CA, September 2009- June 2013

Key Skills

  • Able to manage organizational processes to minimize errors and increase accuracy
  • Excellent time management and ability to work to tight deadlines
  • Strong teamwork skills
  • Record maintenance and report generation
  • Detailed knowledge of IT programs, including Microsoft Office Suite
  • Thorough understanding of data protection practices
  • Experienced in diary management and organizing events

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

Profile

Technology-savvy office assistant with 15 years of experience in a fast-paced office environment. Proven track record of accurately maintaining records and generating reports. Driven to ensure the success of the organization.

Professional Experience

HR Office Assistant, Tech Systems USA, Tampa, FL
December 2013 – Present

  • Answer phone calls and emails on behalf of the  Senior HR Director
  • Maintain the weekly calendar of the Senior HR Director by scheduling meetings and ensuring that no conflicts occur
  • Plan and coordinate department teamwork activities and company events
  • Prepare correspondence on behalf of the Senior HR Director
  • Produce or generate reports, charts, graphs, and diagrams to be used in HR meetings

Office Assistant, JXR Corporation, Tampa, FL
September 2009 – November 2013

  • Monitored and responded to client emails
  • Answered telephone inquiries in a professional manner
  • Performed data entry tasks for all client orders
  • Designed surveys and tracked responses to determine client satisfaction
  • Created a new document organizing system that reduced clerical errors by 23%

Junior Office Assistant, Z and R Properties, Tampa, FL
June 2005 -August 2009

  • Served as an office assistant to all of the staff, including property agents, property managers, accountants.
  • Screened rental application to ensure that applicants met the minimum requirements
  • Answered phone and email inquiries or directed the inquiry to the correct staff member.

Education

Bachelor of Arts in Business Administration
The University of Florida, Tampa, FL September 2001- June 2005

Key Skills

  • Customer Service
  • Punctual
  • Organized
  • Team player
  • Able to follow directives
  • Professional
  • Editing and proofreading
  • Microsoft Office Suite
  • Database Management
  • Quickbooks

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

Office assistants must adapt to new technologies, as companies regularly adopt innovative products that make them more efficient. Microsoft Office Suite is a popular program, but many positions require the use of databases, customer relationship management and invoicing software. Office assistants also need to be comfortable with different hardware, such as scanners, photocopiers, and phone systems. Highlighting the different types of technologies you can use, shows hiring managers you can bring relevant skills to the job and quickly learn new ones.

Example #1

Good


Oversaw implementation of a PBX phone system, helped trained staff in its use and utilized the system to answer and direct calls

Bad


Answered phones and transferred calls to appropriate people

Example #2

Good


Used a range of new software technologies to keep the office organized and running efficiently, including Microsoft Office Suite, QuickBooks, and scheduling software.

Bad


Used various software applications to carry out responsibilities

Quantify your office assistant experience on your resume

Using specific numbers in your resume to quantify your experience can help hiring managers understand your capabilities. Ask yourself “how much?” and “how many?” and use the answers to craft your resume’s professional experience section. Some figures that can be used in your resume include:

  • Calls answered
  • Managers assisted
  • Appointments scheduled

Example #1

Good


Assisted an average of 135 customers each day via phone, email and in-person and regularly scheduled 50 appointments for sales staff per week

Bad


Answered queries from customers in person and through phone and email and arranged appointments with sales staff

Example #2

Good


Provided high-level support for four company executives, including answering 50 calls per day, scheduling appointments and arranging domestic and international travel to upwards of 80 conferences and meetings annually

Bad


Provided administrative support for executive-level staff, including directing calls, scheduling appointments and arranging travel

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