Becoming an administrative assistant is a versatile and rewarding career path that provides you with a critical entry point into the world of business and office administration. Aside from these prospects, this administrative position also comes with appealing perks, such as competitive salary that ranges from more than $40,000 to $50,000 annually.
Additionally, the US Bureau of Labor Statistics (BLS) anticipates that approximately 316,000 positions for secretaries and administrative assistants will become available in the upcoming years. As a result, there will be fierce competition for this position. And in order to thrive in this sector, it’s crucial to know how you can effectively present yourself to potential employers.
In this blog, we will explore the specifics of the administrative assistant position, lay out the requirements to become one, and offer insightful advice on creating a perfect resume that will set you out in this highly competitive employment market.
What is an Administrative Assistant?
Administrative assistants, also known as office assistants, are support professionals who provide clerical support to an organization. They are often found in a variety of industries, including education, finance, insurance, healthcare, and legal services. Their expertise lies in managing paperwork, data organization, and ensuring the seamless operation of daily tasks.
Apart from office functions, they are also well-versed in the company’s policies, processes, and workflows, and they often report to senior-level managers or the head of the administrative department. These professionals are masters of multitasking, time management, and effective communication, all of which contribute significantly to the overall productivity of the workplace.
What are the Duties of an Administrative Assistant?
Aside from maintaining order and efficiency within a company, the roles of an administrative assistant encompass a wide array of responsibilities. To provide a clearer understanding of what they do, here are some additional duties and obligations frequently performed by administrative assistants:
- Handle the preparation and organization of documents, reports, and correspondence into a filing system.
- Take charge of managing schedules and calendars for executives and other teams, while coordinating appointments, meetings, and events as needed.
- Efficiently answers incoming calls, emails, and messages on behalf of their supervisors, while directing them to the appropriate parties as needed.
- Assist in planning meetings, conferences, and events, from preparing agendas, distributing materials, booking venues, and arranging catering if necessary.
- Act as a focal point of contact for clients, visitors, and vendors.
- Manage basic financial tasks such as processing invoices, tracking expenses, and maintaining budget spreadsheets.
- Maintain a high level of confidentiality and discretion in handling both internal and external communications.
How Do You Become an Administrative Assistant?
Success as an administrative assistant requires a variety of skills, including adaptability and the capacity to thrive under pressure. In addition to these traits, obtaining particular degrees and abilities is necessary before pursuing a career in this field.
Below, we outline the essential steps to take in order to become a skilled administrative assistant.
1. Obtain a high school diploma.
The majority of administrative assistant occupations normally require a high school diploma or GED as the minimum educational requirement. Therefore, if you are considering applying for such a position, make sure to complete your high school education.
2. Earn a post-secondary education or any degree if possible.
While not always required, finishing a certificate or associate degree program in administrative assistant, office administration, or similar field might increase your edge over other applicants.
3. Gain relevant experience.
Although it’s not a strict requirement for entry-level roles, having a background in administrative work can significantly enhance your qualifications. Participate in voluntary work, part-time jobs, or internships to learn more about this role. Doing so will help you stand out from other applicants and provide you with practical skills that prove advantageous in various professional settings.
4. Acquire certification or attend training and workshops.
To strengthen your credentials and possibilities for employment, consider earning additional credentials, such as the Certified Administrative Professional (CAP) certificate. You might also want to attend other training programs or workshops to broaden your administrative knowledge and skills.
5. Learn current software and computer systems.
The role of an administrative assistant is continually evolving. So be sure to stay updated on the latest technical applications to remain competitive in the job market.
What to Include in Your Administrative Assistant Resume
An administrative assistant is a key member of any organization, providing critical support to leaders and teams. To be considered for this position, your resume must demonstrate your broad skill set and proficiency with a variety of administrative activities. But how can you write a resume that will catch the attention of hiring managers?
Below are some of the key components that will aid you present a comprehensive overview of your qualifications. Use these in your administrative assistant resume to increase your chances of impressing hiring managers.
Contact Information
This part is crucial since it gives the recruiting manager a way to contact you. So be sure to include your full name, postal address, contact information, and email address. For reference, you may also include links to any online accounts you may have, such as your personal website, LinkedIn profile, or applicable professional networking sites.
Specific Target Job Position
Also referred to as the career tag, this information is normally presented right after your contact details. This specifies your desired position to inform employers about the position you are seeking for.
Qualifications Profile
Qualifications profile, or resume summary, serves as a succinct yet effective overview of your qualifications and career objectives. This section gives you the chance to make a strong first impression and demonstrate your true interest for the role. So, try to create a brief statement that highlights your career goals and what you bring to the position, while tailoring this to match the specific job you’re applying for.
Core Competencies or Areas of Expertise
Commonly known as the skills section, this area of your administrative assistant resume allows hiring managers to quickly assess your skills and qualifications. Ensure that this section highlights your strengths and proficiencies related to administrative tasks.
If you’re uncertain about which skills to emphasize, here’s a list of hard and soft skills, along with technical abilities to consider featuring on your resume:
Hard Skills
- Office Administration
- Files Organization
- Reports Preparation
- Phone Handling
- Calendar Management
Soft Skills
- Interpersonal Communication
- Organizational Skills
- Time Management
- Problem-Solving and Critical Thinking
- Adaptability
Technical Skills
- Word Processor
- Google Work Space Administration
- Email Platforms Management
- Fax Machine, Projectors and Scanner Operation
- Database Administration
Professional Experience
The section of your resume is an integral part where you can highlight your work history. Meticulously detail your previous employers by including the firm names and locations, as well as the duration of your employment. List your duties to demonstrate your capacity to manage calendars, schedule meetings, handle a variety of administrative activities, and keep the office running smoothly.
Expert Tip:
When presenting your work duties, use bullet points. This will make it easier for you to briefly describe your duties and highlight your accomplishments within each role.
Education
Employers often take into account your academic background when evaluating candidates, so it’s important to present this information thoughtfully. Ensure you include key details such as the name of the institution where you pursued your education, the degree obtained, and the year of completion.
Apart from the abovementioned, consider incorporating any noteworthy academic achievements to enhance the strength of this section.
Professional Development
This is another important component of your administrative assistant resume, as it highlights your commitment to ongoing learning and improvement. In this section, mention any relevant training, certifications, or licenses that enhance your qualifications for the administrative assistant role.
Additional Sections
To make your administrative assistant resume stand out, consider including additional sections that provide more context about your skills and background. These could include:
- Professional affiliations: Any memberships in relevant associations or organizations.
- Activities: Participation in community or volunteer activities that demonstrate leadership or organizational skills.
How to Write Your Administrative Assistant Resume
The steps you take to put together a strong administrative assistant resume can vary depending on the situation, such as your level of experience, history in your field, and career objectives. But you can ensure that your resume is as effective as possible by following resume trends and a few straightforward measures, including the following:
1. Choose the Right Resume Format
Select the most appropriate resume format for your work experience and career goals. Common options include the chronological resume format, which emphasizes job experience; the functional format, which highlights skills and qualifications; and the combination format, which effectively presents both your work history and skills to potential employers.
2. Customize for Each Job Application
Make sure your resume is tailored to the particular position you’re applying for. Read the job description thoroughly and use its keywords and phrases in your resume. Doing so will increase your chances of impressing hiring managers and getting through applicant tracking systems (ATS).
3. Use Action Verbs
Increase the impact of your administrative assistant resume by starting bullet points with strong action verbs. Powerful action verbs will assist you describe your accomplishments and duties in a way that attracts potential employers.
4. Proofread and Edit
Make sure your resume is error-free by giving it a thorough read. Look for spelling and grammar errors, as well as formatting problems. To get extra input, consider having a trustworthy friend or coworker evaluate it as well.
Administrative Assistant Resume Example
To help you visualize what an effective administrative assistant resume looks like, here’s a sample written by one of our expert resume writers.
Download this administrative assistant resume example now.
Note: For more ideas, browse through our administrative assistant resume samples.
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