Administrative Assistant Resume Template

Each line of professional work has its own set of particulars and established guidelines for resumes. You simply can’t take a one size fits all approach to writing your resume. Every profession has certain requirements for training, education, abilities, skills and knowledge that an applicant simply must stress on a resume for it to be effective. Certainly this is the case in a business support capacity such as administrative assistant. Often overlooked, administrative assistants are the backbone of every successful organization, supporting core processes and business areas throughout the organization. Knowing the importance of such a vital support role, human resources professionals and supervisors will closely scrutinize the resume of any applicant for an admin opening.

The job of administrative assistant is an exacting occupation where attention to detail, particularly in the areas of documentation and business communication, is a must. A resume of an administrative assistant applicant isn’t just the tool you will use to get a foot in the door; it’s a preview of your work and an example of your written communication skills. It’s essentially an audition. As such, it’s so important that an administrative assistant resume be neat, concise and covers all the key points succinctly. An applicant for an administrative assistant opening can be sure that their resume will be scrutinized closely.

Considering the particular importance of a great resume in the administrative assistant field, it’s crucial to follow certain resume writing guidelines. Each resume is different and every profession does have its certain areas to cover on a resume, but there are true general guidelines to adhere to when writing a resume. Chief of these rules is that you must focus every resume you send to the specific job and company. Administrative assistant job applicants need to examine their experience and skills and match them with the requirements outlined in the job posting and even the characteristics of the company in question. You need to constantly be mindful of the fact that that a resume foremost a sales pitch designed to sell the product that is YOU to them. Since this is the case, you understand that you must never take the easy way out with a general resume that you will just send to everybody. This “form letter” approach is the fastest way to ensure your resume lands in the dustbin instead of the hiring official’s desk.

Second, resume writers need to play to their strengths in a resume. For administrative assistants, this means deciding between a chronological resume and a functional resume. If you have work experience and are seeking an administrative assistant job at a different firm, then it’s important to stress work history up front, in reverse chronological order with your current you listed first, previous job second and so on. If you’re changing careers and don’t exactly have administrative assistant experience, it’s better to write a functional resume, which puts the focus on the skills you have from previous jobs that are transferable to your new line of work. Below you’ll find two examples of these resume formats in order to give you a feel for how they work.

Here is an example of the chronological format that an experienced administrative assistant:

Sandra Wilson
125 Morrison Ave,
Melbourne
VIC 3000, Australia
Phone: (02) #### ####
Email: YourEmail [@] YourISP.com

Objective: To obtain an administrative assistant position working for a managing partner in a strong, growing law firm where I can utilize the legal admin skills I have attained throughout my career.

Work Experience:

Robinson, Wilkins and Ward
Legal Administrative Assistant
August 2009 – Present

  • Started at firm working for Junior Associates, I increased my abilities and proved myself and now I am the administrative assistant to a partner in the Firm.
  • Maintained law files, organized case data and handled all correspondence for five associates in a busy products liability department.
  • Assisted Junior Partners in administration of the Summer Associates/Intern program for the past two years. During this time, the amount of positive feedback from interns increased by 25%.
  • Organized quarterly partner meetings and leadership conferences.

Hamilton and Olvera
Legal Secretary and Paralegal Coordinator
November 2005 – August 2009

  • Answered phones and took care of all correspondence, files and legal paperwork for three associates in a fast paced medical malpractice department.
  • Reviewed resumes, made hiring recommendations and conducted orientation for new paralegals.
  • Coordinated meetings with clients and fellow associates.
  • Started as an intern during senior year at University assisting administrative department.

Skills:

  • Proficient in all Microsoft Office products from Office 2000 to current generation.
  • Excellent written and verbal communication skills.
  • Pleasant, professional telephone manner.
  • 80 – 90 WPM typing skill.

Education:

  • Bachelor of Science with a focus on Business Administration, Melbourne University, 2006

In the example above, you see that Sandra has a degree with a specialization in business, but what’s more important than that is her experience in the field, working from an intern all the way up to the position of administrative assistant working for a partner. With this amount of experience, it’s not even a question of what needs to be listed first. You also can see an example of listing quantifiable accomplishments when you can instead of just noting job duties. What sounds better, “Assisted Junior Partners in administration of the Summer Associates/Intern program for the past two years. During this time, the amount of positive feedback from interns increased by 25%” or “Assistant Intern Program Coordinator?” Results always work better than dry statements of tasks performed.

If you’re changing careers, here’s an example of a functional resume that stresses skills over experience:

Sandra Wilson
125 Morrison Ave,
Melbourne
VIC 3000, Australia
Phone: (02) #### ####
Email: YourEmail [@] YourISP.com

Objective: to secure a job as an administrative assistant with a company where I can show my enthusiasm and professionalism in a positive, growing environment.

Skills:

  • Excellent written and verbal communication skills.
  • Proficient in all Microsoft Office products from Office 2000 to current generation.
  • Skilled in customer relations.
  • Team player who treasures the opportunity to collaborate and learn from peers and superiors.
  • Attention to detail in recordkeeping, scheduling and organization.
  • 80 – 90 WPM typing skill.
  • First-rate problem solving ability.
  • Trustworthy and responsible.

Experience:

Veterinary Assistant
Melbourne Animal Clinic
August 2009 – Present

  • Organized patient records and assisted accountants in rebuilding and reorganizing records system.
  • Helped shift supervisor create and maintain work schedule.
  • Tracked and coordinated kennel and pharmacy stock to ensure proper supply levels.
  • First line of communication for clients: patient intake and telephone appointment verification.

Retail Sales Associate
Retro Clothing
Melbourne Express Shopping District
May 2008 – August 2009

  • Helped store manager organize inventory
  • Customer service
  • Store opening/closing cashier

Education:

  • Bachelor of Arts with a focus on Jazz Piano, Melbourne School for the Arts, 2008

In this example, Sandra has a very good career object that stresses her enthusiasm and then goes on to list her skills that she gained elsewhere that are transferable to an administrative assistant position. Her work experience details, while not related to this new field, back up the skills she listed.

It doesn’t matter if you’re an experienced administrative assistant trying to move up or a job changed looking to get into the field; you will be on your way when you follow the guidelines and examples here.