Administrative assistants generally are in a role to help a business with its day-to-functions. Depending on the type of of business, typical duties can range from general clerical tasks to those of an office manager.
Let’s take a look at a what a realistic applicant’s resume would look like and why.
What this writing guide will cover:
3394 Valley View Road, Moorhead, MN 56560
Administrative Assistant for 2+ years in a fast-paced worker’s compensation insurance office. Extremely organized and detail oriented. Looking to help improve current workflow of [COMPANY NAME] with my honed communication skills.
March 2014 – Current
Coordinate scheduling of all appointments and meetings for the 6-person management staff
Proficiently use Microsoft Outlook, PowerPoint, Word, and Excel to coordinate information sharing between departments and compile weekly and monthly reports
Update company website weekly with news and open position postings
Train interns on privacy compliance best practices
Front Desk Clerk
January 2013 – March 2014
B&M Fitness Center
Answered incoming calls and redirected callers when appropriate
Checked members’ ID’s and renewed expiring memberships
Sorted and delivered all incoming mail
Assisted management with upselling members closing an average of five upgrades a month
B.S. Business Administration
August 2010 – June 2014
Southwest Minnesota State University
Graduated with a 3.67 GPA
Co-founder of SMSU Entrepreneurship Club as a sophomore
One of the most difficult aspects in drafting your resume is that the title Administrative Assistant covers a whole heap of potential requirements. That’s why it’s extremely important to fine tune yours so that it matches the needs of the company to which you are applying.
Our applicant, Rebecca Sanchez, did just that. For example, take a look at her Career Objective.
Firstly, Rebecca specifically mentions the company by name. That’s the easiest way to let a hiring manager know you’re serious about the specific position they’re interviewing for.
Next, although she has acquired a plethora of skills over the last few years, she makes sure the wording she uses mirrors that of the job posting that caught her attention.
For example, if a job posting says something like:
"Position requires collaboration with different teams to build a communications and delivery of team progress to management."
You can use words like:
Really make it look like you are the perfect candidate for that position at their company. And, the best place to do this is right from the start in your Career Objective.
This applicant decided to use a conventional reverse-chronological format, because she has related job experience. No matter the type of format you pick, you want to get specific with the details you populate each section with.
The two best ways to do this are:
The first way Rebecca does this is she adds specific numbers about how many years of industry experience she has in her opening.
It’s a great way to show a hiring manager that you won’t need to be babysat if they invite you to join their company.
However, the best place to really get specific with your abilities is in the Work Experience section. Some jobs make this really easy, like a sale job, but other you need to dig a little. But, it’s worth it.
Let’s look at how Rebecca gets specific.
Most applicants would have used these statements without taking the extra effort to quantify the size of management staff, how often they make website updates, or how many upgrades they assisted with each month. That’s a huge mistake. By getting specific, it helpsframe the scope of your duties and range of your abilities.
Rebecca also went into detail about some of he computer skills.
Instead of giving the broad term of Microsoft Office Suite, she names the exact programs she uses that also match what the position she wants requires.
This serves two functions. First, it helps her push her resume get past any type of ATS (Applicant Tracking System), and second, it tells human resources representatives she has the exact skills the job requires.
After you have targeted the company and position, and gotten specific about your skill and experience that fit the position, you can round out your resume.
Since this position requires or prefers a college graduate, our applicant Rebecca adds her education to the end. In many instances, just including the university you graduated from, the degree you earned, and years you attended is adequate. But, since Rebecca was an all-star student, and because she was active with job relevant school clubs, she include some extra details.
A 3.67 GPA is great, and that’s something you’ll always want to highlight. If she had a GPA under 3.5, she would only have included it if the rest of her resume was lacking, such as not having a lot of experience.
Also, although being an administrative assistant doesn’t require entrepreneurial skills, they are skills that show leadership and team work ability, which is important in the position.
The main thing to take away from this sample resume for an administrative assistant is to target a company with each draft you write, and to get specific with your skills and experience. By simply doing those two thing you put yourself miles ahead of most of your competition.
Don't hope you get called back for an interview, make the hiring manager have to call you back.