When you apply for an administrative position, it’s important to highlight your most relevant qualifications for the job in your cover letter.
The employer will want to know how you're qualified to do the job, and there are specific details that are helpful to include in a cover letter for an administrative position.
What to Include in Your Cover Letter
Administrative personnel serve several different functions in the workplace. Duties often include assisting office managers, taking calls, managing calendars and travel plans, arranging meetings, and scheduling events.
In addition, an administrative assistant may need to prepare reports, perform data entry, train other employees, deal with customer relations, file documents, and welcome clients, customers, and third-party vendors. These could all be helpful to mention in your cover letter for an administrative job.
Skills to Highlight
Administrative positions require strong interpersonal and communication skills, leadership, computer and research competency, and the ability to work independently and with others from all levels of the organization.
It's essential for anyone in an administrative role to have top-notch teamwork skills. In addition, time management, and the ability to multitask and prioritize projects are paramount to the success of an administrative professional.
Based on the nature of the role and the level of personal interaction daily, administrative professionals should be able to communicate clearly both verbally and in writing. Be sure to highlight your ability to communicate with others.
What Employers Look For
You want to make a strong impression so be sure to include these top administrative skills in your cover letter, focusing on the ones that are the closest match to the job requirements of the position you’re pursuing. The easiest way to do this is to:
- Make a list of the qualifications listed in the job posting.
- Make a list of your top administrative skills.
- Match your qualifications to the requirements the employer has posted.
- Mention your strongest skills in your cover letter.
Sample Cover Letter for an Administrative Job
This is an example of a cover letter for an administrative job. Download the administrative cover letter template (compatible with Google Docs and Word Online) or see below for more examples.
Sample Cover Letter for an Administrative Position (Text Version)
123 Main Street
Anytown, CA 12345
September 22, 2020
Director, Office of the Registrar
123 Business Rd.
Business City, NY 54321
Dear Mr. Lee,
As my resume indicates, I have eight years of professional experience in an administrative capacity. I have worked as an assistant either to a department, single individual, or multiple individuals in separate departments. I am sure you are aware of the flexibility, focus, and diplomacy such positions require. I want to bring the knowledge and insight gained through these various experiences to the Office of the Registrar at GA University.
I have much to offer in the way of diversity of experience and profession in that I have worked in three major industries in the United States: staffing, law, and, currently, education. Within these industries, I have had the opportunity to learn human resource policies, procedures, and the protocol necessary to enforce them ethically and without liability. From my work in a law office, I have sharpened my organizational skills, attention to detail, and my ability to work with speed and accuracy.
In my past and current positions, I have gained experience in research, writing reports, designing high impact PowerPoint presentations, administrating grants, and much more. Combine all of this experience with my natural talents (i.e., writing, aesthetics, analytical problem solving, logistical planning, and research) and with my work ethic, and you have a well-rounded candidate you will be proud to have on your staff.
Finally, in all the previous positions I have held, I have approached them as opportunities for career advancement and discovery. I will bring the same entrepreneurial spirit and value-added vision to your office.
It is my sincere hope that we will meet for an interview to discuss any questions you may have and a future for me at the Office of the Registrar at GA University. Of course, please feel free to call (555-555-5555) or email (firstname.lastname@example.org) me to schedule an interview.
Thank you for your time and consideration.
Very truly yours,
Henry Applicant (signature hard copy letter)
How to Send an Email Cover Letter
These days, it’s common to send your cover letter via email or upload it online rather than sending it in paper letter form. The actual cover letter content is almost the same. However, there are a few formatting differences.
First, list both your name and the job title in the subject line of the email message. You want to get the attention of the hiring manager and avoid having the message look like spam. For example:
Subject: Your Name - Office Administrator Position
Your signature will list your typed name rather than an actual signature. Include your contact information, address, phone, and email address, below your signature.