Secretary Resume Examples

Updated April 9, 2021

The Bureau of Labor Statistics expects the number of employment opportunities for secretaries and administrative assistants to drop by 9% between 2019 and 2029, a loss of approximately 327,400 jobs. Much of the decline can be attributed to automation, which reduces the need for human intervention in processes like transcribing audio files, booking meeting rooms, and scheduling appointments.

As the number of jobs available decreases, you’ll be competing with more applicants for every opening, especially the desirable situations. One way to make yourself stand out from the crowd is to prepare a strong resume that effectively communicates your knowledge, skills, abilities and work experience to hiring managers. Below you’ll find downloadable resume templates for entry-level secretaries and secretaries with years of experience. You’ll also find helpful tips for tailoring your resume to each job description to improve your chances of landing an interview.

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

Secretary Resume Examples

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

Shanna Garcia
(123) 456-7890
[email protected]
678 First Avenue, Charlotte, NC 89012

Profile

Hardworking recent business administration graduate with excellent organization and scheduling skills. Motivated self-starter with the ability to work efficiently under own initiative and contribute meaningfully to team efforts. Articulate communicator with a warm and courteous telephone manner. Thorough understanding of business administration practices and software, including Microsoft Excel.

Key Skills

  • Punctual and reliable
  • Excellent time-management skills
  • Adept at working independently and with teammates
  • Organized and self-motivated
  • Competent at using Microsoft Office Suite software, including pivot tables, data filters and VLOOKUP. Familiar with basic shortcut keys.

Education

Associate of Applied Science in Business Administration
CENTRAL PIEDMONT COMMUNITY COLLEGE Charlotte, NC, September 2018 – June 2020

Coursework completed:

  • Principles of Financial Accounting
  • Human Resource Management Applications
  • International Business
  • Training and Development

Professional Experience

Server, Marriott International, Charlotte, NC
December 2019 – Present

  • Greet and seat guests and provide prompt, efficient table service
  • Assist with stocktaking activities and ensure a steady supply of clean tableware and condiments
  • Handle cash and card payment using the point-of-sale system and maintain accurate transaction records
  • Work as part of a team under time pressure and prioritize tasks according to importance and urgency
  • Answer telephone and email inquiries and check and update the online booking system

Server, Olive Garden, Charlotte, NC
June 2018 – December 2019

  • Maintained thorough knowledge of menu items and explained ingredients and allergens clearly to customers
  • Managed the restaurant table bookings system to ensure it remained well-organized error-free
  • Performed regular sanitization and kept the dining area tidy, ordered, and inviting
  • Handled special requests and communicated guest requirements to the kitchen team

Jerry Jackson
(123) 456-7890
[email protected]
123 Main Street, Tampa, Florida, 33609

Profile

Technically skilled and highly professional secretary with a business administration degree from the Florida Institute of Technology. Exceptional computer skills, including MS Office, Outlook Mail, CRM systems, and client booking systems. Aptitude for customer service, communication in-person and over the phone,  problem-solving, and administration. Also has 2 years of industry secretarial experience, including working for two well-established accountancy firms. Dedicated to business success and improving working efficiency

Key Skills

  • IT proficiency, including Microsoft Office (data sorting, validation, and filters)
  • Knowledge of CRM and client booking systems
  • Office management
  • Administration
  • Diary management
  • Knowledge of CRM and client booking systems
  • Excellent communication skills

Education

Bachelor of Arts in Business Administration
FLORIDA INSTITUTE OF TECHNOLOGY Melbourne, FL, August 2015 – July 2018

Professional Experience

Secretary, Pitcher and Company Tampa CPA Firm, Tampa, FL
January 2020 – February 2021

  • Responsible for filing and scanning client’s legal documents
  • Scheduled client travel arrangements, meetings, and interviews
  • Managed and updated all calendars and diaries for managerial staff
  • Answered incoming emails and telephone calls
  • Organized and filed all office paperwork and documents

Secretary, Walter S Sanders & Associates, Tampa, FL
July 2018 – January 2020

  • Scheduled meetings and drafted meeting agendas
  • Arranged travel and hotel bookings for senior members of staff
  • Performed basic bookkeeping tasks, including issuing invoices to the firm’s clients
  • Responsible for organizing the office and incoming paperwork
  • Answered all incoming telephone and email inquiries

Certifications

  • Certified Administrative Professional by The International Association of Administrative Professionals, July 2018

Sarah Clark
(123) 456-7890
[email protected]
123 Main Street, Cape May, NJ 08204

Profile

Business-minded and success-driven secretary with a Business and Technology degree from the Stevens Institute of Technology. Impressive administrative and IT competency, including experience using Microsoft Office and complex customer relationship management systems. Excellent aptitude for customer service both in-person and over the phone and a track record of improving administrative team efficiency. Impeccable ability to remain calm under pressure, work productively in a fast-paced environment and provide efficient solutions to problems.

Professional Experience

Secretary, Gibbons & O’Neill, Cape May, NJ
January 2017 – February 2021

  • Responsible for managing and updating diaries and calendars for senior staff members
  • Trained junior members of the team to improve working efficiency by 45%
  • Responded to all telephone and email inquiries
  • Managed CRM systems
  • Scheduled all meetings and interviews
  • Work in Excel daily performing data calculation, and creating formulas, charts, and graphs

Secretary, Cape Bookkeeping Tax & Insurance Center, Cape May, NJ
April 2014 – November 2017

  • Drafted all meeting agendas and kept notes during meetings
  • Responsible for organizing and storing office paperwork
  • Issued and created invoices for clients and improve invoicing time by 70%
  • Provided administrative support to the company directors
  • Responsible for answering all incoming phone calls.

Education

Bachelor Of Science in Business and Technology 
STEVENS INSTITUTE OF TECHNOLOGY Hoboken, NJ, September 2010 – April 2014

Key Skills

  • Diary and calendar management
  • Updating and managing CRM systems
  • Office administration and management
  • Excellent communication skills via telephone, email, and in-person
  • Impeccable computer skills and knowledge of relevant computer systems
  • Friendly and professional customer service manner

Certifications

  • Universal Class Certified General Secretary, 2016, by the New Jersey State Secretary Association

Alice Hanson
(123) 456-7890
[email protected]
555 Second Street, Huntington Beach, CA 01234

Profile

Self-driven secretary with over 11 years of administrative experience supporting management and office staff. Highly efficient, dependable team player that is also adept at leading projects and working independently. Can follow directions closely while being flexible enough to adapt to changing priorities at a moment’s notice.

Professional Experience

Administrative Secretary, J&J Products, Huntington Beach, CA
December 2016 – Present

  • Provides administrative support for two directors and six managers by maintaining calendars, making travel arrangements, preparing invoices, and completing various other tasks as required
  • Oversees data management to ensure accurate databases and forms management
  • Perform master excel level calculations, including VLOOKUP, pivot tables and data work
  • Increased efficiency and improved accuracy by 10% in 2019 by leading the sales team to successfully transfer paper filing systems to electronic data
  • Negotiated new vendor contracts to reduce the sales department budget by over 15% annually in 2020

Secretary, Behavioral Health Services, Newport Beach, CA
June 2010 – December 2016

  • Greeted incoming clients, answered multi-line phone system, and directed callers to appropriate departments
  • Performed clerical duties including copying, printing, scanning, mailing, and organizing medical charts
  • Managed office equipment and ordered supplies as needed

Education

Associate of Applied Science in Administrative Assistance
LONG BEACH COMMUNITY COLLEGE Long Beach, CA, September 2008 – June 2010

Key Skills

  • Excellent verbal and written communication skills
  • Proficient at Microsoft Office Suite (Word, Excel, and PowerPoint)
  • Ability to work independently or as a team player
  • Highly organized with superb time management abilities

Certifications

  • Professional Administrative Certificate of Excellence (PACE), ASAP, 2017

Common Skills and Action Verbs for Secretary Resumes

Hiring managers don’t have a lot of time to review each application. The easier you make it for them to see that you meet the minimum requirements for a secretarial job, the more likely it is that you’ll be interviewed. Using action verbs at the beginning of each bullet point makes it easy for hiring managers to see what you’ve done and what kind of skills you have.

Many employers also use applicant tracking systems (ATS), which are programmed to search for keywords that relate to each job opening. Including these action verbs in your resume can help you make it past the automated screening.

Key Skills & Proficiencies
Arithmetic Call routing
Communication skills Discretion
Documentation Meeting planning
Organization Problem-solving
Scheduling Time management
Word processing
Action Verbs
Administer Analyze
Assist Calculate
Collate Collect
Compose Coordinate
Create Distribute
Evaluate Execute
Greet Implement
Manage Operate
Organize Plan
Resolve Review
Route Schedule

Tips for Writing a Better Secretary Resume

Showcase your computing skills and technical knowledge

Whether you work for a manufacturing company or a service-based business, you must be able to use a computer to prepare correspondence, create spreadsheets, conduct internet research, and perform other secretarial duties. Depending on the job requirements, you may even need to know how to create PowerPoint presentations, perform 10-key data entry, use desktop publishing software, or update your company’s website.

List your computer skills as bullet points under your previous employment experience or group them together in a section titled “Key Skills.” To make an even bigger impact, make sure your resume lists all the computer skills mentioned in the job description.

Example #1

Good


Advanced skill in using Microsoft Excel to perform a variety of spreadsheet functions, including pivot tables, charts and graphs, Hlookup and Vlookup, conditional formatting and filters

Bad


Experience with Microsoft Excel

Example #2

Good


More than 15 years of experience using Microsoft Word; advanced knowledge of how to use Word to create templates, apply formatting styles, track edits from multiple authors, perform mail merges and create footnotes and endnotes for professional documents

Bad


Experience with Microsoft Word

Include all relevant professional certifications

Obtaining a professional certification indicates that you’ve mastered a specific set of skills, helping hiring managers better understand your ability to do the job. To make a good impression, include all relevant certifications on your secretarial resume. If you don’t have any specific secretarial certifications, include certifications related to your computer skills or other skills required for success in the secretarial field. Be sure to include the official name of the certification, the certifying organization and the date you received the credential.

Example #1

Good


Obtained the Microsoft Office Specialist (Excel) certification from Microsoft Corporation in 2019, demonstrating advanced proficiency in using Microsoft Excel for office applications

Bad


Excel certification

Example #2

Good


Received the Certified Administrative Professional designation from the International Association of Administrative Professionals in 2020

Bad


Administrative certification

How to Align Your Resume With the Job Description

Hiring managers often receive more than 100 applications for a single job opening, which means they typically skim resumes instead of reading them line by line. If you want to grab their attention right away, it’s important to review the job description carefully and use the same language in your resume.

If you’re not sure which skills and experience to highlight in your resume, read the job description several times. Hiring managers usually put the most important qualifications in the first paragraph; they may also repeat essential skills two or three times. Compare your resume to the job description and make sure it includes every essential qualification. Instead of copying and pasting, use action verbs to make it clear that you’re qualified for the job.

Example Secretary Job Description


Mercy Hospital was recently ranked one of the top hospitals in Arizona due to its focus on clinical excellence. Put your secretarial skills to work in the hospital’s CAP-accredited pathology department, which processes more than 100 specimens per day. Utilize your typing and data entry skills as you transcribe dictations and prepare reports for physicians. This position requires excellent organizational skills and the ability to collaborate with team members to solve problems.

Responsibilities:

  • Transcribe pathology reports based on the content of physician dictations
  • Prepare correspondence to be sent to reference laboratories, medical specialists and patients
  • Support the chief of the department by scheduling meetings, creating presentation slides and locating research materials
  • Order and distribute office supplies
  • Schedule pathology department conferences and educational events
  • Process paperwork for department interns and medical students

Qualifications:

  • High school diploma; secretarial certification preferred
  • Extensive knowledge of medical terminology
  • 2-3 years of experience as a secretary or administrative assistant
  • Proficient in using Microsoft Word to prepare correspondence, memos and reports
  • Excellent verbal and written communication skills
  • Minimum typing speed of 65 WPM
  • Minimum 10-key data entry speed of 10,000 KPH

According to the job description, the ideal candidate should possess the following qualifications:

  • Verbal and written communication skills
  • Proficiency in Microsoft Word
  • Advanced typing and data entry skills
  • Knowledge of medical terminology
  • Experience as a secretary or administrative assistant
  • Transcription capabilities

To strengthen your resume, take what you highlighted in the job description and incorporate it into your resume. The following example shows you how to make sure your resume matches the language of the job description.

Secretary Work Experience Example


Medical Secretary

Jones Memorial Hospital, August 2018 – Present

  • Transcribed operative reports, discharge summaries, progress notes and other documents
  • Typed memos, reports, letters and other documents with an averaging typing speed of 72 WPM
  • Used knowledge of medical terminology to verify the accuracy of medical reports
  • Displayed excellent verbal communication skills when interacting with patients, medical professionals and vendors
  • Utilized Microsoft Word to create transcription templates and prepare documents for mailing
  • Prepared presentation slides for medical conferences (Microsoft PowerPoint)