How To Write a Secretary Resume
Your resume is a powerful tool to showcase the unique skills and qualifications that make you an indispensable asset in an administrative setting. Whether you’re a seasoned professional or just starting in the field, we aim to equip you with the knowledge and strategies to create a standout resume. In this guide, we’ll provide valuable resume-writing insights, advice, and real secretary resume examples. We’ll also walk you through the importance of aligning your resume with your career goals and the specific job you’re targeting. Let’s dive in and create a standout resume that opens doors to exciting administrative career opportunities.
1. Write a compelling profile summarizing your qualifications
You’ll need to create an impressive and engaging resume profile to make a strong first impression on hiring managers. Keep it concise, using 2-3 sentences to highlight your key qualifications, skills, and achievements. To tailor your profile to the position you’re interested in, incorporate keywords from the job description that align with your abilities and experiences. Customize it to show your expertise in office management, calendar coordination, and communication skills. Emphasize your ability to maintain confidentiality, multitask efficiently, and provide excellent administrative support. The focus of your resume profile should be to demonstrate how your skills and years of experience will contribute to the company’s success.
Senior-Level Profile Example:
Reliable Secretary with 12+ years of administrative experience supporting managers and staff members. Equally efficient working independently or on a team. Adapt readily to new work challenges, conditions, and priorities.
Entry-Level Profile Example:
Secretary with three years of experience. Skilled in Microsoft Office, Outlook Mail, CRM, and client booking systems. High aptitude for customer service, problem-solving, and administration. Dedicated to advancing business success and raising operational efficiency. Certified Administrative Professional.
2. Add an accomplishment-driven professional experience section
Instead of listing off everything you were responsible for in previous roles, demonstrate your value and experience through what you accomplished. To achieve this, focus on quantifying your experience by using specific numbers and measurable outcomes to highlight your achievements. For example, mention the number of meetings you coordinated, the volume of correspondence you managed, or the number of reports you prepared. Additionally, using action verbs is a great way to illustrate how you executed your responsibilities. Start each bullet point with an action verb to add energy to your writing and feature your proactive approach to performing tasks.
Senior-Level Professional Experience Example:
Administrative Secretary, J&J Products, Huntington Beach, CA | December 2016 to Present
- Support two directors and six managers by maintaining calendars, booking travel, and preparing invoices
- Perform master Excel-level calculations, including VLOOKUP, pivot tables, and data work
- Increased efficiency and accuracy by ~10% by leading the sales team to transfer paper filing systems to electronic data
- Negotiated new vendor contracts to reduce the sales department budget by 15%+ in 2020
Entry-Level Professional Experience Example:
Secretary, Walter S. Sanders & Associates, Tampa, FL | October 2019 to August 2020
- Scheduled meetings and drafted meeting agendas
- Arranged travel and hotel bookings for senior staff members
- Performed basic bookkeeping and invoicing functions
- Organized incoming paperwork
- Answered all phone and email inquiries
3. Include relevant education and certifications
Provide employers with valuable insights into your knowledge and expertise by including relevant degrees, coursework, training, and certifications. These academic accolades further prove your qualifications and dedication to staying up to date. Start with your highest level of education and list the degree name, institution, and completion date.
Including a certification section on your resume bolsters your credibility and helps you stand out as a qualified and competent applicant in a competitive job market. Credentials such as Certified Administrative Professional (CAP) or Microsoft Office Specialist (MOS) will validate your proficiency in office management or software applications. Format this section similarly, providing the certificate’s name, issuing organization, and completion date.
Certifications
Template: [Certification Name], [Awarding Organization], [Completion Year]
Example:
- Universal Class Certified General Secretary, New Jersey State Secretary Association | 2016
Education
Template:
[Degree Name]
[SCHOOL NAME], [City, State Abbreviation] [Dates Enrolled]
Example:
Bachelor of Science (BS) Business & Technology
STEVENS INSTITUTE OF TECHNOLOGY, Hoboken, NJ | 2014
4. List relevant key skills and proficiencies
Including a list of key skills on your resume will highlight your capabilities and expertise in supporting administrative functions. These skills demonstrate your capacity to excel in the role and contribute to the smooth operation of the office. Remember, including relevant professional skills in your resume is an opportunity to showcase your strengths and demonstrate to hiring managers that you can contribute to their success. So, customize your skill section to meet the needs of the employer. Here’s a list of examples to give you some ideas:
| Key Skills and Proficiencies | |
|---|---|
| Calendar Management | Communication Skills |
| Confidentiality | Customer Service |
| Data Entry | Document Management |
| Email Correspondence | Filing and Recordkeeping |
| Interpersonal Skills | Meeting Coordination |
| Multitasking | Office Equipment Operation |
| Organization | Problem-Solving |
| Project Management | Scheduling |
| Telephone Etiquette | Time Management |
| Transcription | Travel Arrangements |
How To Pick the Best Secretary Resume Template
A template lays the foundation and framework for your resume content, so you choose wisely. Although what you’ve written in your resume is the main attraction, how you present the information is equally important. The best resume template for a secretary is simple and organized, allowing your qualifications to shine. Opt for a template that has a simple design with plenty of white space, making it easy for employers to navigate your document. Choose classic fonts and a cohesive color scheme, avoiding overly decorative and flashy elements.
Secretary Text-Only Resume Templates and Examples
Years of Experience
- Entry-level
- Mid-career
- Senior-level
Jerry Jackson
(123) 456-7890 | [email protected] | 123 Main Street, Tampa, FL 33609
Profile
Secretary with 3 years of experience. Skilled in Microsoft Office, Outlook Mail, CRM systems, and client booking systems. High aptitude for customer service, problem-solving, and administration. Dedicated to advancing business success and raising operational efficiency. Certified Administrative Professional.
Key Skills
- Business Administration
- Client Booking Systems
- Data Sorting & Validation
- Information Technology
- Microsoft Office Suite
- Office Management
- Team Collaboration
Professional Experience
Secretary, Pitcher & Company Tampa CPA Firm, Tampa, FL | August 2020 to Present
- File and scan client’s legal documents
- Schedule client travel arrangements, meetings, and interviews
- Update all calendars and diaries for managerial staff
- Answer incoming calls and emails
- Organize and file all office paperwork and documents
Secretary, Walter S. Sanders & Associates, Tampa, FL | October 2019 to August 2020
- Scheduled meetings and drafted meeting agendas
- Arranged travel and hotel bookings for senior staff members
- Performed basic bookkeeping and invoicing functions
- Organized incoming paperwork
- Answered all phone and email inquiries
Education
Bachelor of Arts (BA) Business Administration, Florida Institute of Technology, Melbourne, FL
Certifications
Certified Administrative Professional, The International Association of Administrative Professionals
Sarah Clark
(123) 456-7890 | [email protected] | 123 Main Street, Cape May, NJ 08204
Profile
Secretary with high administrative and IT competency. Strong experience using Microsoft Office and complex CRM systems. Recognized for consistently raising standards of customer service and administrative team efficiency.
Professional Experience
Secretary, Gibbons & O’Neill, Cape May, NJ | January 2017 to February 2021
- Manage and update diaries and calendars for senior staff members
- Responded to all phone and email inquiries
- Managed CRM systems
- Scheduled all meetings and interviews
- Worked in Excel daily, performing data calculations and creating formulas, charts, and graphs
- Trained junior team members to improve efficiency by 45%
Secretary, Cape Bookkeeping Tax & Insurance Center, Cape May, NJ | April 2014 to November 2017
- Drafted all meeting agendas and kept notes during meetings
- Organized and stored office paperwork
- Issued and created invoices for clients
- Provided administrative support to company directors
- Answered all incoming calls
- Streamlined invoice operations, raising efficiency 70%
Education
Bachelor of Science (BS) Business & Technology, Stevens Institute of Technology, Hoboken, NJ | 2014
Key Skills
- Client Communications
- CRM System Updates
- Customer Service & Relations
- Diary & Calendar Management
- Office Administration & Management
Certifications
Universal Class Certified General Secretary, New Jersey State Secretary Association | 2016
Alice Hanson
(123) 456-7890 | a.hans[email protected] | 555 Second Street, Huntington Beach, CA 01234
Profile
Reliable Secretary with 12+ years of administrative experience supporting managers and staff members. Equally efficient working independently or on a team. Adapt readily to new work challenges, conditions, and priorities.
Professional Experience
Administrative Secretary, J&J Products, Huntington Beach, CA | December 2016 to Present
- Support 2 directors and 6 managers by maintaining calendars, booking travel, and preparing invoices
- Perform master Excel-level calculations including VLOOKUP, pivot tables, and data work
- Increased efficiency and accuracy by ~10% by leading the sales team to transfer paper filing systems to electronic data
- Negotiated new vendor contracts to reduce the sales department budget by 15%+ in 2020
Secretary, Behavioral Health Services, Newport Beach, CA | June 2010 to December 2016
- Greeted clients, answered multi-line phone system, and directed callers to the appropriate department
- Performed clerical duties including copying, printing, scanning, mailing, and organizing medical charts
- Managed office equipment and ordered new supplies as needed
Education
Associate of Applied Science in Administrative Assistance, Long Beach Community College, Long Beach, CA | 2010
Key Skills
- Cross-Functional Collaboration
- Microsoft Office Suite (Word, Excel, PowerPoint)
- Reporting & Documentation
- Task Prioritization
- Time Management
Certifications
Professional Administrative Certificate of Excellence (PACE), ASAP | 2017
Frequently Asked Questions: Secretary Resume Examples and Advice
What are common action verbs for Secretary resumes?+
We understand that writing the professional experience section of a resume can sometimes be challenging. It's common to feel stuck and struggle to find the right words to describe your work. To assist you in overcoming this obstacle, we've compiled a comprehensive list of common action verbs. These words are powerful tools that can add dimension to your bullet points, capturing the attention of employers and showcasing your capabilities. Use them to begin each bullet point in your professional experience section to show how you performed your work. Consider using some of these action verbs to energize your resume:
| Action Verbs | |
|---|---|
| Administer | Analyze |
| Assist | Calculate |
| Collect | Compose |
| Coordinate | Create |
| Distribute | Evaluate |
| Execute | Greet |
| Implement | Manage |
| Operate | Organize |
| Plan | Resolve |
| Review | Schedule |
How do you align your resume with a job description?+
According to the Bureau of Labor Statistics, secretary and administrative assistant jobs are projected to see an 8 percent decline between 2021 and 2031. With this increase in competition for positions, you must stand out among the crowd to land the job you want. The best way to do that is to customize your resume. By aligning your resume with the job description, you can directly address the requirements and preferences of the hiring manager. Start by carefully reviewing the job description and noting the key qualifications, skills, and responsibilities mentioned. Then, incorporate relevant keywords and phrases throughout your resume.
What is the best Secretary resume format?+
The chronological format is often the most effective choice for secretaries. This format emphasizes your work history, listing your professional experience in reverse chronological order. Employers can better understand your career progression and quickly assess your past roles, responsibilities, and accomplishments. In some cases, a combination format can also be suitable for secretaries who want to showcase both their skills and experience. This format combines chronological and functional formats, allowing you to highlight key skills and qualifications while still providing a comprehensive overview of your work history. Alternatively, the functional format may be more appropriate for entry-level secretaries or those with employment gaps, enabling them to focus on their relevant skills and abilities. We recommend choosing the format that best suits your specific circumstances, experience level, and career goals.
Expert Advice: Include a cover letter with your resume
A well-crafted, complementary cover letter is a great way to increase your chances of securing an interview. To create a compelling cover letter, you must tailor it to the specific organization you’re applying to. We invite you to read our secretary cover letter guide to learn how to do this. Check out our related cover guide letters for office assistants and administrative assistants.
