Navigating the path to crafting a compelling Administrative Assistant CV or resume doesn’t have to be a perplexing journey. Whether you’re stepping into the role for the first time or are a seasoned professional looking to make your next move, your CV is the key that unlocks new opportunities. In this article, we’ll walk through the essentials of putting together a CV that not only highlights your skills and experiences but also stands out to hiring managers. With practical advice and tangible examples, we aim to simplify the CV writing process, ensuring that your professional journey is presented in the best light possible. Let’s dive in and explore how to create a CV that speaks volumes about your administrative prowess and professional journey.
- 1 Read The Job Description / Advert
- 2 Research The Company
- 3 Find A Good CV Template
- 4 Write 2 Or 3 Bullet Points As A ‘Professional Summary’
- 5 Detail Your Employment History
- 6 Detail Your Education History
- 7 CV Structure
- 8 WHAT NOT TO DO
- 9 Administrative Assistant CV Tips – Recap
- 10 Administrative Assistant CV Sample
Read The Job Description / Advert
The first step is, of course, to read the job description. We need to know what the firm is looking for so that we can properly highlight these characteristics in our CV. So read back over the job description and try to pinpoint the important points. A lot of times a firm will call things “required”; if you see this, you need to make sure you include that in your CV. Similarly, if certain things are repeated throughout the advert, this indicates they are of high importance, so we will want to make sure our CV shows that as well.
When performing this analysis, take care to copy the ‘exact’ words and phrases that are being used by the hiring manager. We will want to pepper these into our CV later.
Administrative Assistant Job Description Example
Join Our Team: Seeking a Detail-Oriented Administrative Assistant
We are on the hunt for a dedicated Administrative Assistant to become a vital part of our dynamic team. If you are someone who thrives in fast-paced environments, can juggle various tasks with ease, and provides unwavering support to team members, we want to hear from you!
In this role, you will be the backbone of our daily operations, ensuring that our office runs smoothly and efficiently. From managing schedules to handling communications, you will be pivotal in ensuring that our team is well-coordinated and supported.
- Manage and coordinate schedules, appointments, and bookings.
- Handle incoming and outgoing communication and correspondence with a professional demeanor.
- Assist in preparing and organizing documents, reports, and presentations.
- Maintain and manage files, records, and databases to ensure they are up to date and accurate.
- Provide general support to visitors and coordinate hospitality services as needed.
- Assist in organizing internal and external events, meetings, and workshops.
- Perform general clerical duties including photocopying, faxing, mailing, and filing.
- Coordinate and manage office supplies and inventory.
What We’re Looking For:
- Proven experience as an administrative assistant or in a similar role.
- Proficiency in MS Office (MS Excel and MS PowerPoint, in particular).
- Excellent time management skills and the ability to prioritize work.
- Strong organizational skills with the ability to multitask.
- Attention to detail and problem-solving skills.
- Excellent written and verbal communication skills.
- A proactive approach to tasks and the ability to take initiative.
- A team player with a positive attitude and strong interpersonal skills.
In return, we offer a supportive and collaborative work environment, opportunities for professional development, and the chance to be a part of a team that values your contributions and hard work.
If you are ready to take on a role that is both challenging and rewarding, and you have the skills and experience we’re looking for, we invite you to apply and embark on a fulfilling career journey with us.
We are an equal opportunity employer and welcome applicants from all backgrounds to apply.
Research The Company
Time to put on your detective hat and do some research on your target company. Look at their website, LinkedIn, Twitter, Facebook, and other platforms. You are looking for any piece of intel that will give you the leg up.
- Find out about recent work/projects they have undertaken or will be embarking on (highlight your experience in these areas on your CV)
- Find out what software/processes they use and make sure you include your proficiency in them in your CV
- Learn what interview questions you might expect should you make it that far
See if you know anyone who works there and/or connect (LinkedIn) with people ahead of the interview. A little nepotism could never hurt, and you might be able to glean more information about the role/hiring process in the meantime.
Find A Good CV Template
When selecting a CV template, it’s essential to opt for a simple design and structure. Not only are straightforward layouts more compatible with Applicant Tracking Systems (ATS), but they also make it easier for recruiters and hiring managers to quickly identify and understand key details. A clutter-free and organized CV ensures that your most important information stands out, facilitating a smoother review process for potential employers.
Write 2 Or 3 Bullet Points As A ‘Professional Summary’
A handy approach is to craft three sentences: the first highlighting your qualifications and experience, the second showcasing your biggest professional achievement, and the third detailing your most recent experience.
Administrative Assistant Professional Summary Example
- With over 8 years of experience as an Administrative Assistant and holding a diploma in Business Administration, I have honed my skills in managing office operations, coordinating administrative activities, and providing seamless support to executives and teams in fast-paced corporate environments.
- Recognized for successfully managing a team of four junior administrative staff in streamlining office operations, which resulted in a 30% increase in efficiency and a notable improvement in team productivity and morale within a year.
- Recently served as a Senior Administrative Assistant at a multinational corporation, where I was responsible for coordinating international travel and accommodations for executives, managing complex schedules, and organizing large-scale meetings and events, ensuring meticulous attention to detail and adherence to budget constraints.
Detail Your Employment History
Begin by listing your employment history in reverse chronological order, starting with your most recent role. This allows potential employers to see your recent experience upfront, which holds greater value. Keep in mind that brevity is key.
As you go further back in time, reduce the level of detail to ensure your CV doesn’t exceed two pages. Employers are less likely to read lengthy CVs.
When jotting down your responsibilities on your CV, especially for an Administrative Assistant role, make it a point to highlight your accomplishments within those duties. Instead of simply stating “Managed scheduling and appointments,” try something like “Coordinated and organized over 300+ meetings and appointments in a year, ensuring no scheduling conflicts and enhancing executive productivity by 40%.” This not only shows you handled scheduling but also underscores your organizational skills and impact on executive efficiency. It’s all about turning your regular duties into achievements that catch an employer’s eye, showcasing not just what you did, but how well you did it. So, remember to spotlight the positive outcomes that came from performing your responsibilities.
Detail Your Education History
Keep your CV concise, aiming for a two-page limit. The education section can often be streamlined.
Highlight the most relevant qualifications. For instance, if you have a degree, your A-levels become less significant. Similarly, if you’re in the U.S., having an MBA overshadows your high school GPA.
Unless an older educational milestone is crucial for the job or highly pertinent, focus on showcasing your Bachelor’s degree, post-graduate studies, or professional certifications. If you lack these, mention your latest qualifications. Remember, having a Master’s suggests you’ve finished school, so no need to state the obvious. Only include your educational background if it’s pertinent to the job.
Tactically structure your CV to the ‘most wanted’ attributes of the job description. For example, if the job description values “qualified”, then place your qualifications first; if they want someone with RECENT experience, put your last job up top. If they want multiple years of experience, highlight your tenure.
We always recommend that you have a Professional Summary up top (after your name/contact info), as it will be the first thing that anyone reads. As discussed earlier, this should be tailored towards the job advert and showcase your experience and skills in what the employer is looking for.
A fairly typical structure would go:
- Name and contact info
- Professional Summary
- Current (or most recent employment)
- Education & Professional Qualifications
- Employment History
WHAT NOT TO DO
Now that we’ve discussed what you should be including in your CV, let’s look at some things that you should avoid doing.
- Do not include personal history or likes. Employers are not going to care about your hobbies, so unless you have some inside information that the hiring manager only hires people who play a particular sport, for example, then leave your extracurricular activities off your CV. This does not extend to things like volunteer or charity work. Definitely include that if you have the space.
- Do not list your skillset and the tools/applications you have experience with. It takes up valuable space and is often obvious (Skilled in Excel…?). Instead, include these in your achievements section (Example: “Used Asana to manage and coordinate tasks for a remote team of 25 members”).
- Do not include references or “references available on request”. If employers want a reference, they will ask you for them; otherwise, this is just wasted space on your CV.
- Do not include a photo of yourself unless specifically asked. In many countries, including the UK and US, you should not include a photo of yourself on your CV/resume. Companies don’t want you to do it, as it opens them up to liability, and there is absolutely nothing for you to gain by doing so – plus, you are making it easier for firms to discriminate against you, either implicitly or explicitly.
- Do not use any fancy graphic or artistic CV format. Most CVs come in a standard format, allowing Application Tracking Software, recruiters and hiring managers to easily pick out the key pieces of information they need quickly based on their experience. If you throw them a CV in an artistic format, they are more likely to get annoyed and throw your application away. This is not a situation where standing out is good. You want your skills/experience to be noted, not your CV format.
- Do not include your previous salaries. This will severely impact your negotiation abilities down the line.
Administrative Assistant CV Tips – Recap
1. Highlight Your Organizational Skills 🗂️
Administrative Assistants are the backbone of office operations. Ensure to spotlight your organizational skills, such as managing schedules, filing systems, and coordinating events. Use specific examples where your organizational prowess positively impacted the company.
2. Showcase Your Communication Skills 🗣️
Being the point of contact between departments or for clients, your CV should reflect your excellent communication skills. Mention instances where your communication abilities smoothed operations or resolved issues, and if you have experience in drafting emails or reports, be sure to include that as well.
3. Detail Your Technical Proficiency 💻
Administrative Assistants often need to be adept with various software – from MS Office to CRM systems. List the technical tools you are familiar with and provide context on how you’ve utilized them in your role to enhance efficiency or solve problems.
4. Demonstrate Problem-Solving Abilities 🧠
Highlight situations where you’ve had to think on your feet to resolve issues, whether it was handling a scheduling conflict or managing an administrative mishap. Employers value problem-solving skills, so showcasing this will be beneficial.
5. Include Quantifiable Achievements 📊
Whenever possible, use numbers to illustrate your achievements. For example, instead of saying “managed filing system,” you might say “organized and digitized a filing system of over 10,000 documents,” which gives a clearer picture of the scope of your responsibilities.
6. Mention Multitasking Capabilities 🔄
Administrative Assistants often juggle various tasks at once. Provide examples of how you’ve successfully managed multitasking, ensuring all administrative tasks were completed accurately and on time.
7. Highlight Time Management Skills ⏰
Showcase your ability to manage your time effectively, ensuring that tasks are completed and deadlines are met. Mention how your time management has positively impacted the team or the company as a whole.
8. Customer Service Orientation 🤝
If you’ve interacted with clients or stakeholders, highlight your customer service skills. Mention how you’ve gone above and beyond to ensure stakeholder satisfaction and maintain positive relationships.
Administrative Assistant CV Sample
Below is an example CV from someone with a number of years experience in the field. For an editable .DOCX version, click here.