An effective office manager or administrative assistant keeps everything in the office in order, from schedules to supplies, and so much more. Often, people in this role are fixers: If they don't know the answer to a question, they know who can help. They are also skilled at solving problems (along with preventing them). Office managers may supervise staff as well.
What to Include in an Administrative Assistant Resume
There are many types of resumes, and ways to format the document. Consider which options make the most sense for you. In general, a chronological resume will usually be the best choice—if you do not have a great deal of experience, however, or have been away from the work world for awhile, a functional resume may be preferable.
- All resumes should include sections for contact information, experience, and education.
- Since you'll want to make sure to emphasize both soft and hard skills, it can be helpful to include a skills section. That way, you can make sure to namecheck your software knowledge.
- You may also want to include a profile, summary, or objective section at the top of your resume. This is a good way to give an overview of your relevant experience and talents when it comes to the role at hand.
You'll want to use your resume to sell yourself as a candidate. Make sure that every section is working toward that goal, helping to show how you have the skills and experience needed to perform well in the role.
Tips for Writing Your Resume
Overwhelmed? Here's what to keep in mind as you put together your resume:
- Consider your skills: You can write down a list to start off. Also, look at job advertisements to get a sense of what's in demand.
- Quantify your accomplishments: Aim to go beyond describing your day-to-day work in roles. Instead, frame job descriptions on your resume in terms of what you were able to accomplish (e.g., overhauled the invoicing system, successfully launched an internal communications newsletter, etc.). Whenever possible, use numbers and percentages to quantify these experiences.
- Proofread carefully: Once you have completed a draft of your resume, proofread it carefully. You'll want to make certain there are no typos or errors and that all of the formatting is consistent. It can be helpful to have a friend or family member review as well for a second set of eyes.
Review a Resume Example
Here is an example of a resume for an office manager or administrative assistant. Do not copy the resume precisely; instead, use it as inspiration while writing and formatting your own version.
Writing a resume—especially if you're starting from scratch—can be a challenge. Reviewing this sample resume will show you how to organize information as well as illustrating what kinds of details to share.
After reading the sample resume, you'll find a list of administrative assistant keywords, which you can use in the skills section and elsewhere in your resume. Here are tips on how to include these keywords.
Administrative Assistant / Office Manager Resume Example
123 Main Street
Albany, NY 12345
(111) (111 -1111)
National Painting Society, New York, NY
June 2020 - Present
Maintain office library, including cataloging, distribution, and record keeping. Maintain inventory and order tools for office functionality. Manage members, including email reminders, member roster, and records of financial dues; assist with planning and execution of all society events.
- Co-developed an improved, streamlined webpage for new users, receiving positive feedback from all users polled.
- Managed summer interns, including interviewing, tasks delegation, and scheduling.
Saratoga Springs City Hall, Saratoga Springs, NY
September 2015 – June 2020
Assisted hundreds of clients daily via email, phone, and in person; responsible for directing clients to appropriate department and answering all general questions. Performed filing and data management, as well as drafting and editing short office memos. Assisted with all other office administrative duties.
- Researched and led acquisition of new office management software that significantly streamlined administrative processes.
Registrar, ABC College, Saratoga Springs, NY
September 2014 - May 2015
Inputted all data into registrar database. Scheduled appointments and assisted students with registration and finding information.
- Received award for outstanding work ethic in April 2015.
ABC College, Saratoga Springs, NY
Bachelor of Arts in English, department honors
Minor in Business Administration
- Experience with maintaining office budget
- Ability to work with several operating systems, including Windows, Mac OSX, and Linux
Administrative Assistant Keywords for Resumes
Use these keywords and keyword phrases when writing your resume and cover letter to help ensure your application gets noticed by hiring managers.
Position yourself to assume supervisory responsibility by mentioning a few of the following leadership skills in your resume and cover letter:
- Controlling Expenses
- Enhancing Quality
- Prioritizing Tasks
- Problem Solving
- Task Assignment
- Quality Control
- Saving Money
- Taking Initiative
Here are the most common administrative skills that employers seek in their job candidates:
- Attention to Detail
- Creating Attractive Presentation Slides
- Creating Complex Macros
- Graphic Design
- Identifying Optimal Suppliers
- Maintaining Confidentiality
- Managing Databases
- Microsoft Access
- Microsoft Excel
- Microsoft PowerPoint
- Microsoft Word
- Producing a High Volume of Work
- Proofreading Documents
- Web Design
The ability to organize files, data, schedules, processes, and projects is the hallmark of a talented administrative assistant or office manager. Try to list some of these skills in your job application, accompanied with examples:
- Always Reporting for Work on Time
- Anticipating the Needs of Supervisors
- Consistently Meeting Deadlines
- Highly Organized
- Juggling Competing Priorities
- Learning New Technology Quickly
- Orchestrating Events
- Organizing Meetings
- Serving Multiple Supervisors
- Streamlining Processes
- Time Management
Administrative assistants must be able to communicate, in both speech and writing, across organizational levels and with customers. Sought-after language and interpersonal communications skills include:
- Calming Dissatisfied Clients
- Composing Effective Correspondence
- Customer Service
- Excellent Command of the English Language
- Explaining Clearly
- Greeting Visitors Warmly
- Personable Phone Manner
- Resolving Complaints
- Screening Calls and Visitors
- Verbal Communication
“Soft skills” are the personal and interpersonal talents that enable people to work well with others. Unlike the “hard skills” discussed above, they are typically innate rather than acquired, although you can certainly strengthen one’s soft skills with practice.
Important soft skills for administrative assistants and office managers include: dependability, friendliness, flexibility, meticulousness, precision, professional dress and demeanor, a solid team orientation, the ability to thrive under pressure, unflappability, comfort in working independently, and a positive attitude.