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Entry-Level Administrative Assistant Resume
This resume example is effective for recent graduates and career changers as it clearly demonstrates relevant administrative skills and achievements that highlight adaptability in diverse office environments.
Why this resume works:
This resume is ideal for administrative assistants entering the field, returning to work, or switching careers, as it highlights key abilities such as office management, scheduling, and communication.
Mid-Career Administrative Assistant Resume
This resume example is ideal for administrative assistants with substantial experience seeking to advance their careers by showcasing their organizational skills and leadership abilities in a dynamic office environment.
Why this resume works:
Mid-career administrative assistants can demonstrate their value by citing quantifiable achievements such as reducing scheduling conflicts by 35% through effective calendar management.
Experienced Administrative Assistant Resume
This administrative assistant resume example highlights extensive experience and achievements that appeal to seasoned professionals aiming for higher-level administrative positions.
Why this resume works:
Extensive experience in administrative roles and advanced certifications underscore the ability to manage complex scenarios.
Looking for something else?
Create Your Standout Resume Today
Use our resume examples for inspiration on organization, color, and design—and learn how to summarize your administrative assistant skills and experience with confidence.
How to Write an Administrative Assistant Resume
Learning how to write a resume is essential for administrative assistants as it allows you to showcase your unique value beyond just listing your credentials. A well-crafted resume highlights your skills and experiences that make you an asset in the workplace.
In the upcoming sections, we'll provide you with clear, step-by-step resume tips on crafting your resume. This guidance will include advice on formatting, what information to include, and how to tailor your resume to stand out in a competitive job market.
Start with your contact info
The contact information section should be clearly visible at the top of your resume. Start with your name in a larger font to ensure it stands out. Consider using bold text or a different font style to make it even more prominent, as this is the first detail recruiters will notice when reviewing applications.
Following your name, include essential contact details: email address, phone number, and a general location (city, state). These components are vital for communication and help applicant tracking systems (ATS) sort applicants based on geographic relevance. Keep in mind that an accessible format makes it easier for potential employers to contact you.
Lastly, if relevant to your role as an administrative assistant, consider adding links to professional certifications or a personal website showcasing your skills. This can provide additional context about your qualifications and experience, improving your application by demonstrating your expertise and commitment to ongoing professional development.
Write a strong professional summary
A professional summary serves as your introduction on an administrative assistant resume. It appears right beneath your contact details, making it the first thing potential employers notice after your name.
This section should highlight your qualifications and key skills while expressing your enthusiasm for the role. Customizing this summary to fit the specific job description can significantly improve its impact.
To gain inspiration, look at various resume summary examples that illustrate effective ways to structure and formulate your own unique introduction.
Strong vs weak administrative assistant summary
Strong
"Organized and proactive administrative assistant with over four years of experience supporting executive teams in fast-paced environments. Demonstrated ability to streamline office operations, resulting in a 30% increase in productivity through effective time management and prioritization of tasks. Proficient in Microsoft Office Suite and data entry, with exceptional communication skills that foster positive relationships with clients and colleagues. Certified in project management fundamentals."
Why this example works: This summary describes the applicant's experience, highlights measurable achievements such as increased productivity, emphasizes essential skills relevant to the role, and incorporates important keywords commonly found in administrative job descriptions.
Weak
"Administrative assistant seeking a position to use my skills and support the team. I have experience in office settings and enjoy helping others."
Why this example doesn't work: This professional summary is vague and lacks specific details about the applicant's relevant skills, accomplishments, or experiences that would highlight their suitability for the administrative assistant role.
Highlight essential interpersonal skills like teamwork and adaptability on your administrative assistant resume. Use specific examples from your experience to show how these abilities improved collaboration or streamlined office processes, making you a valuable asset to potential employers.
Share your work history
The work experience section of your resume is important as it showcases your professional journey. Listing your roles in reverse-chronological order allows employers to see your most recent and relevant experiences first. This format highlights your growth and the skills you’ve developed over time.
When detailing each position, include:
- Position title and organization
- Employment dates (month and year)
- Main duties (What were your daily tasks?)
- Notable achievements (What did you accomplish? Did you streamline operations or improve service quality?)
- Quantifiable outcomes (Include metrics when applicable, like "increased office efficiency by 20%.")
Keep in mind that using action verbs can significantly elevate the descriptions of your responsibilities and accomplishments.
Strong vs weak administrative assistant work history
Strong
Administrative Assistant, Tech Innovations Inc.
2018–2023
- Managed scheduling for four executives, optimizing calendars to improve time management by 25%.
- Coordinated company-wide events, leading to a 40% increase in employee engagement scores.
- Streamlined office procedures that reduced supply costs by 15% through effective vendor negotiations.
Why this example works: This work history section includes specific metrics and achievements, such as reducing supply costs by 15%, that demonstrate organizational skills, a proactive approach, and the ability to improve workplace efficiency.
Weak
Administrative Assistant
XYZ Corp
- Handled office tasks and paperwork.
- Assisted with scheduling meetings.
Why this example doesn't work: This work experience entry is weak because it lacks specific details about the tasks performed, such as the types of office tasks or the nature of the meetings, and doesn't underscore the impact of responsibilities or achievements.
Showcase your leadership skills on your resume by including phrases like "Managed office supplies and equipment for a team of 10" or "Trained new hires in administrative procedures." These examples highlight your ability to support and lead within an office environment.
Highlight your key skills
The skills section of your resume is important for highlighting your strengths and qualifications as an administrative assistant. Here's a rundown of essential skills and their importance in making you a standout applicant:
- Soft skills are personal attributes that demonstrate how you collaborate with others — including organization, communication, and problem-solving. For administrative assistants, qualities such as attention to detail, multitasking, and interpersonal communication play a key role in ensuring smooth office operations while fostering positive relationships with colleagues and clients.
- Hard skills are specific abilities you acquire through training, education, or experience as an administrative assistant. Examples include skill in Microsoft Office, data entry accuracy, scheduling management, and customer service techniques.
- Technical skills for an administrative assistant involve skills with various tools and software. Key examples include Microsoft Office Suite (Word, Excel), Google Workspace (Docs, Sheets), and scheduling platforms like Calendly or Asana.
For new administrative assistants, place your skills section near the top of your resume to highlight your abilities despite having less experience. Conversely, if you have significant experience, position the skills section after your work history to showcase how your background reflects those skills.
Top 15 skills for your administrative assistant resume
When crafting your resume as an administrative assistant, it's essential to select skills that highlight your qualifications and appeal to potential employers. Focus on a mix of soft skills, such as communication and organization, alongside hard skills like Microsoft Office skills. Don't forget to include transferable skills, which can demonstrate your versatility across various roles.
Below is a list of the top 15 most popular skills for administrative assistants, gathered from the experiences of JobHero users. These skills reflect what hiring managers seek and can improve your resume's effectiveness in landing job interviews.
Build your education section
When crafting your resume, the education section largely hinges on your experience and industry. For seasoned professionals with extensive work history, it is advisable to highlight your roles and achievements prominently. In such cases, the education section can be minimized or placed towards the end of the resume.
On the other hand, if you're early in your career or venturing into a specialized field, education takes center stage. Recent graduates should position their educational background near the top of their resumes, showcasing relevant degrees and coursework that align with job requirements.
20 action verbs to add to your resume
Using action verbs on your resume as an administrative assistant significantly improves its impact. These powerful words convey your experience clearly and create a compelling narrative that captures the attention of hiring managers.
Focus on selecting action verbs relevant to administrative tasks, such as "organized," "managed," or "coordinated." Align these verbs with the skills highlighted in job listings to demonstrate your qualifications.
- Organized
- Scheduled
- Facilitated
- Streamlined
- Executed
- Corresponded
- Updated
- Prepared
- Coached
- Directed
- Oversaw
- Trained
- Resolved
- Improved
- Supported
- Assured
- Guided
- Promoted
- Contributed
- Cared
Consider additional resume sections
While your core resume provides the most critical information, adding targeted sections can showcase your unique qualifications. These sections help hiring managers quickly identify your skills, experiences, and achievements beyond standard resume sections.
Here are optional sections we tend to see on administrative assistant resumes:
- Technical skills: Highlight software skill (e.g., Microsoft Office Suite, CRM systems) and other technical skills that improve your administrative capabilities.
- Professional development: List workshops, seminars, or courses that illustrate your commitment to continuous improvement and staying updated in the field.
- Volunteer experience: Include relevant volunteer work that demonstrates leadership skills, community involvement, or expertise outside of traditional job roles.
- Awards and recognitions: Detail any accolades you have received for outstanding performance in previous positions or contributions to projects.
- Languages spoken: Indicate any additional languages you speak fluently that could benefit workplace communication.
5 Tips for Formatting Your Resume
Proper resume formatting is important for job seekers as it ensures clarity and professionalism, which can capture a recruiter's attention. Using ATS-friendly resume templates not only improves engagement but also increases the chances of passing through automated filters.
1. Space your lines and margins
Proper spacing helps your resume look clean and organized. It improves readability and draws attention to key information. Achieving the right balance is essential for a professional appearance.
- Set margins between 0.5″ to 1.0″ for optimal use of space.
- Maintain single spacing within sections and paragraphs.
- Use 1.5″ or double-spacing to separate different sections clearly.
2. Use a professional font
Choosing the right resume font for your resume is important because it reflects your professionalism. Consider these established fonts:
- Helvetica
- Garamond
- Verdana
- Trebuchet MS
- Book Antiqua
- Century Gothic
Consider using a bolder or larger font for your name at the top to improve visibility and make a memorable first impression.
3. Organize your resume sections
A resume should be scannable and easy to read. Use bullet points to detail your past experiences as an administrative assistant, making it straightforward for hiring managers to absorb your qualifications quickly. Start each point with robust action verbs like "organized," "scheduled," and "streamlined" to convey your proactive approach.
Highlight measurable accomplishments that reflect your contributions in previous roles. For instance, you could state, "Increased office efficiency by 30% through the implementation of a new filing system." Such specific achievements not only demonstrate your effectiveness but also set you apart from other job seekers.
Finally, ensure your resume is ATS-friendly by using an ATS resume checker. This tool can help verify that your resume meets industry standards, improving its chances of being noticed by potential employers in a competitive job market.
4. Use colors and design
Crafting a compelling resume as an administrative assistant means balancing professionalism with a touch of creativity through color and design. Start by selecting a template that resonates with your organizational style. The combination resume format is ideal here, featuring a dedicated skills section alongside your work history—making it easy for hiring managers to see what you bring to the table.
When choosing a color scheme, aim for colors that project professionalism and clarity. Soft shades like light blue or grey can create a calming effect, while darker hues such as navy or forest green can add elegance when used in headers or section dividers.
Be mindful of avoiding overly bright colors that could detract from your message and hinder readability. Additionally, steer clear of colors commonly associated with competitors to ensure your resume stands out in its own right. With these tips in mind, you’ll create a visually appealing document that showcases your qualifications.
5. Keep your resume length to 1-2 pages
Resumes should typically be one page long. This length helps ensure your most powerful experiences and skills are quickly noticed by recruiters, who often skim resumes in under 10 seconds. Focus on including only the most relevant positions you've held, highlighting achievements rather than listing duties.
While one page is ideal for most roles, there are exceptions. If you have extensive experience or are applying for higher-level positions, a two-page resume can be appropriate to showcase your significant contributions.
FAQ
Do I need to include a cover letter with my resume?
Writing a cover letter is essential, even if it’s not required for the administrative assistant position. This document allows you to personalize your application and present your skills in a way that a resume alone cannot. It helps you make a memorable impression on hiring managers.
To inspire your writing, explore our extensive collection of cover letter examples tailored for various roles and industries. These can provide valuable insights into how to communicate your strengths.
When you're ready to create your own, our user-friendly Cover Letter Builder will guide you through the process step by step, ensuring you include everything necessary to shine in your application.
What is the best resume format?
Choosing the right resume format depends on your unique situation and career goals. The three primary formats are chronological, functional, and combination, each serving different purposes for job seekers at various stages in their careers.
The chronological format is ideal for those with a solid work history, as it emphasizes past positions. The functional format is best suited for entry-level job seekers or those changing careers since it highlights skills over experience. The combination format strikes a balance between showcasing skills and relevant work history, making it effective for mid-career professionals.
How long should my administrative assistant resume be?
As an administrative assistant, your resume should ideally be one page. This length allows you to present your qualifications clearly and succinctly, making it easier for hiring managers to quickly see your skills and experience. Emphasize relevant administrative tasks, technical proficiencies, and any certifications that showcase your capabilities.
Highlight recent positions that demonstrate your organizational skills and attention to detail while omitting outdated roles or unnecessary details about unrelated jobs.
Consider a two-page resume only if you have extensive experience in various administrative capacities or if you're applying for senior roles such as office manager or executive assistant. In these situations, the extra space can help convey the breadth of your expertise.
How far back should my work history go?
Generally, you should include work experience from the last 10 years on your resume. This helps maintain relevance for potential employers. However, if you've held numerous relevant roles or have significant experience in administrative support, it’s acceptable to omit older positions that don’t showcase your skills. Focus on highlighting experiences that demonstrate your organizational abilities and skills in office tasks.
Should I use the same resume for every job?
No, using the same resume for all applications is not advisable. Customizing your resume is essential to showcase how your skills and experiences align with each specific job posting. Focus on integrating relevant keywords from the job description, as many companies rely on applicant tracking systems (ATS) that filter resumes based on these words.
Adjust sections like your work experience and skills to reflect what the employer values most. For example, if a job requires skill in certain software, make sure to emphasize your experience with those tools prominently. This tailored approach can greatly improve your chances of getting noticed and securing an interview.
Build a custom resume in minutes with our professional templates and expert tips.
Gabriela Hernandez
CPRW, Career WriterGabriela is a Certified Professional Resume Writer (CPRW) and member of the Professional Association of Resume Writers & Career Coaches and has worked in the career industry for more than four years providing comprehensive guidance on resume writing and job search strategies for individuals across diverse career paths. She holds a bachelor's in journalism and is passionate about helping job seekers present their professional story effectively through well-crafted resumes and cover letters that demonstrate their value, skills, and experience to potential employers. Some of her work has been featured on JobHero’s resume examples career center.
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