Administrative Assistant Resume Example

Polish your resume and make it shine for your next job opportunity!

Katerina Frye
Written by Katerina Frye • Last updated on Jun 08, 2021
Administrative Assistant Resume Example
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Administrative Assistant Resume Example & Template

Administrative Assistants ensure that the office or business runs smoothly by handling customer inquiries and supporting other administrative personnel. They are the glue that keeps everything together!

And like any good glue, you need to be strong and sturdy. So let’s toughen up that resume. 

In this article, we’ll discuss

  1. Which format is right for your resume
  2. How to write a resume summary 
  3. Describing your work experience
  4. Listing your skills
  5. Including your education 
  6. Naming your certifications
  7. Choosing the right template

Administrative Assistant Sample Resume 

Administrative Assistant, Grey LLC

  • Answered telephones and emails in a prompt manner, taking messages and transferring calls as needed
  • Trained 3 office assistants on office etiquette and procedures 
  • Scheduled appointments and meetings for office staff and C-suite executives
  • Updated calendars to reflect staffing changes and special office events
  • Arranged weekly staff meetings
  • Prepared invoices, memos, and other reports
  • Handled mail, email, and faxes
  • Performed basic bookkeeping
  • Maintained electronic and paper databases and filing systems with utmost accuracy
  • Purchased office supplies and managed stock room inventory
  • Produced and distributed correspondence memos, letters, faxes and forms to office personnel 
  • Assisted in the preparation of regularly scheduled reports for clients
  • Booked travel arrangements for C-suite executives
  • Submitted and reconciled office expense reports averaging $20,000 a month
  • Provided information to clients by answering general questions and requests
  • Took dictation and typed the reports accurately and efficiently 
  • Ensured operation of equipment by completing preventive maintenance requirements; Called for repairs when needed
  • Carried out administrative duties such as filing, typing, copying, binding, scanning etc.
  • Wrote letters and emails on behalf of other office staff
  • Booked conference calls, rooms, taxis, couriers, hotels etc.  
  • Covered the reception desk when required
  • Handled sensitive information in a confidential manner
  • Recorded accurate minutes of meetings
  • Coordinated office procedures and updated staff on any changes

Office Assistant, Wallflower Wonders

  • Answered the phone, took messages, and directed incoming calls to the correct individuals
  • Received and distributed all internal mail
  • Handled customer complaints in a sympathetic and efficient manner
  • Provided administrative support to the General Office Manager
  • Opened and closed the office every day 
  • Responded to customer emails in a professional and prompt manner
  • Ensured that all staff followed proper customer service etiquette
  • Ordered office supplies and stocked the supplies upon arrival
  • Responsible for petty cash supply
  • Maintained cleanliness of the lobby and front office area
  • Responded to customer billing and financial inquiries, and directed customers to appropriate departments, as necessary

1. Choose the Right Format for an Administrative Assistant Resume

The first step to drafting your resume is deciding which resume format to use. This depends on your career experience and skillset. 

You have 3 main options for your resume:

  1. Reverse-Chronological -- this is the most commonly used resume format. With this structure, place your most recent jobs first, followed by the next most recent job, and ending with your oldest position. 
Tip: only include jobs relevant to the position to which you’re applying, so leave out any former jobs that don’t fit. For example, include prior work experiences like Office Assistant, Executive Assistant, and Concierge
  1. Functional -- this format is best for people who have been out of the workforce for a while, perhaps because they had to care for children or an elderly parent. This format will have headers like “Computer Skills” and “Administrative Support” with their respective skills listed in bullet points below. At the very end of the resume, include a brief snapshot of your work experience.  
Tip: Read our advice on How to Explain Employment Gaps on a Resume
  1. Hybrid / Combination -- this format is a mix of both Functional and Reverse-Chronological. It provides more detailed work experience descriptions that would typically be seen in the latter, while still offering a bulleted list of skills.  
Tip: When in doubt, choose the Reverse-Chronological resume format. For more details, check out our guide on How to Write Your Resume in Reverse-Chronological Order

The best format for an Administrative Assistant is either the Reverse-Chronological resume format or the Functional Resume format. 

The Reverse-Chronological format shows the trajectory of your career -- how you’ve grown professionally and expanded your work experience and knowledge base. For example, you could include that you worked as a cashier before moving up to receptionist and then finally your current position as an Administrative Assistant. 

Tip: Review our guide on How to Show Your Job Promotions on a Resume to see how and where you should list your previous positions. 

On the other hand, the Functional Resume format groups your skills by type. You’ll include sections like “administrative support” and “computer skills,” where you’ll list your talents below. 

Tip: Instead of writing “proficient in scheduling,” make it more specific and quantifiable by adding details like “scheduled 30+ appointments a week, ensuring adequate time for preparation beforehand.” 

 2. Write a Strong Administrative Assistant Resume Summary

A resume summary is one or two sentences at the top of your paper that summarizes your entire resume. It’s the punch line that gets the resume reviewer wanting to know more.

While this is certainly an optional section, your resume summary is one of the best ways to capture the hiring manager’s interest.

For an Administrative Assistant career, include the following points in your summary

  • The amount of time you’ve worked in an office environment
  • Your administrative and organizational abilities
  • Your computer savviness and anything that sets you apart from the crowd, such as a special skill, niche knowledge, or certificate
  • An adjective or two conveying your personality, such as “organized,” or “detail-oriented”

Here is an example of a bad resume summary: 

Experienced administrative assistant with excellent organizational abilities. Previously worked for a Fortune-500 company. 

This is a bad resume summary because it is very vague -- there is absolutely no sense of who you are as an individual. It also reads as generic. As for the Fortune 500 company, that part is unnecessary, because the hiring manager will be wowed by the company when they see it on the resume a few lines below!

Here is an example of a good resume summary: 

Organized administrative professional with 5 years of experience smoothly managing an office, handling confidential business information, and writing internal communications.  

This is a good resume summary because it describes a bit about you -- you’re “organized” and a “professional” -- and it describes some of the duties you’ve performed. 

For more information, checkout our guide on How to Write a Killer Resume Summary. Or, browse our Resume Summary Examples

3. Describe Your Work Experience as an Administrative Assistant

The next step to drafting your resume is to list your work experience. This includes the name of your position (See: The Right Way to List Job Titles on a Resume), the name of the location at which you worked, and the length of time in which you worked. 

It is important to use strong action verbs at the beginning of each bullet point. Try not to repeat or over-use the same verb -- there are plenty to pick from! These verbs will show the hiring manager that you are capable of performing concrete actions from “creating” to “evaluating” to providing.”

Consider incorporating the following verbs:

  • Arranged
  • Booked
  • Coordinated
  • Covered
  • Created
  • Edited
  • Ensured
  • Handled
  • Handled
  • Maintained
  • Ordered
  • Performed  
  • Updated
  • Updated
  • Wrote

You should also quantify your resume whenever possible. This means adding a number -- such as a dollar amount or percentage -- to your accomplishments. Quantifying your resume gives the hiring manager a more concrete idea of your workplace performance. For example, say that you “trained 2 employees,” “improved customer satisfaction by 20% by sending weekly emails with business updates,” or “saved the business $30,000 by switching scheduling software.”   

You don’t always need a hard number or percentage. You could also state that you “scheduled weekly meetings,” “wrote monthly emails” or “conducted annual financial reports.”

Tip: Another way to quantify your resume is by listing your accomplishments and awards

For more information on how to format your work experience, check out our guide on How to Describe Work Experience

Don’t have any work experience? We have a guide for Writing a Resume with No Work Experience!

4. List Your Skills

Skills show the hiring manager what you can do for the company -- without taking up too much space in the “work experience” part of your resume.

There are two types of skills -- soft and hard. “Soft” skills are those that are not quantifiable and are more indicative of your personality. Examples include leadership, problem-solving, and communication. In contrast, “hard” skills are those that are learned through formal education. Examples include computer technology, programming languages, and certifications.  

Administrative Assistants need a solid combination of both soft and hard skills. Even if you have a hard skill that doesn’t quite fit, like photoshop, include it! This will set you apart from other applicants and once you’re hired you may be given new and exciting tasks, such as designing brochures. 

 Relevant Soft Skills

  • Communication
  • Critical Thinking
  • Customer Service
  • Detail-Oriented
  • Organization
  • Problem-Solving
  • Time Management

Relevant Hard Skills

  • Billing
  • Bookkeeping 
  • Calendar Management
  • Data Entry 
  • Google Suite
  • Math Skills
  • Microsoft Office
  • Record Keeping
  • Scheduling
  • Spreadsheets
  • Writing

If you want a more complete list of skills, read our guide on 100+ Key Skills for a Resume in 2021 with Examples for any Job.

5. Include an Education Section 

Administrative Assistants usually do not require a college degree (though an Executive Assistant will need one). However, a high school diploma or GED is a must. Most people learn the necessary skills on the job, such as instructions on office procedures, proper phone etiquette, and the use of office equipment. 

For those unfamiliar with computer programs, consider taking a course on typing or spreadsheet applications.

Still uncertain on what to include in this section? Review our guide on How to List Education on Your Resume in 2021

6. Mention Certifications Relevant to the Job

Certifications show employers that you’re expanding on your skills and diversifying your experiences. Not only are you more knowledgeable, but you’re also more employable. 

While certifications are not required to be an Administrative Assistant, they can set you apart from other applicants.

Certification programs include:

  • Certified Administrative Professional (CAP)
  • Organizational Management (OM) 
  • Professional Administrative Certification of Excellence (PACE) certification. 

For more information on certifications, check out our guide on How to Include Certifications on Your Resume the Right Way.

7. Pick the Right Template

Now it’s time for the fun part -- picking the aesthetics of your resume! 

Here at EasyResume, we offer several different templates. 

  • Academic: these resumes are professionally structured with minimal aesthetics in order to provide a clear and concise glimpse of your experiences. This is best for current students or those looking to pursue a career in an academic field as a researcher or teacher. 
  • Creative: these resumes are bold and colorful with eye-catching fonts to help you stand out from the crowd. This is best for those in creative fields like marketing and art. 
  • Elegant: these resumes are contemporary and stylish in a way that highlights you and your experiences. This is best for those in fields that prefer austerity, such as the healthcare and finance industries. 
  • Modern: these resumes have sleek designs that are fresh and bold with tasteful fonts and clean lines. This is best for individuals applying to startups or to companies with a young audience or product.
  • Professional: these resumes have a clean, crisp look that incorporates only one or two accent colors. The focus is solely on the text, pulling the recruiter into your experiences and accomplishments. This is best for individuals applying to straight-laced companies that mandate a suit-and-tie dress code.  

Your resume template should reflect the job to which you’re applying. For an Administrative Assistant, try a Professional, Minimalist, or Elegant format, as these will reflect the austerity of the office environment. On the other hand, if you’re applying to work for a startup or artsy company, try out our Creative or Modern formats. 

If you want to create your own template, read how with our Step-by-Step Guide on How to Create a Resume Template in Microsoft Word

8. Takeaways

We’ve done it! Almost. 

Now it’s time to get down to business -- actually creating the resume. 

Here’s what you need to do: 

  • Research the job description to locate keywords
  • Use a Reverse-Chronological or Functional resume layout
  • Write your resume summary, including the length of time you’ve worked in an office environment, an adjective or two describing your personality, and a snapshot of your administrative abilities
  • Include your education and relevant certifications
  • Write your experience section using strong action verbs. Talk more about the how and why of your responsibilities. Quantify your results.
  • Pick a resume template that fits the position to which you’re applying.

Start from our resume example to save time.

Good luck with the interview that is sure to come your way!

Katerina Frye
With a background in Psychology and Marketing, Katerina devotes her time to understand people, their careers, and their goals to help them succeed. She also has experience in social media, science writing, and fiction. When she isn't writing, she's hitting the gym, playing with her cats, or eating chocolate.
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