resume job description for office assistant

Build my resume

• Build a better resume in minutes
• Resume examples
• 2,000+ examples that work in 2024
• Resume templates
• Free templates for all levels
• Cover letters
• Cover letter generator
• It's like magic, we promise
• Cover letter examples
• Free downloads in Word & Docs

7 Office Assistant Resume Examples [& Templates]

Office Assistant

Best for senior and mid-level candidates

There’s plenty of room in our elegant resume template to add your professional experience while impressing recruiters with a sleek design.

Resume Builder

Like this template? Customize this resume and make it your own with the help of our Al-powered suggestions, accent colors, and modern fonts.

Office Assistant Resume

• Office Assistant Resumes by Experience
• Office Assistant Resumes by Role

As an office assistant, you’re great at organizing and can communicate effectively with anybody. You’re the champion of calendars, schedules, and office supplies. Your job helps everything run efficiently, and the entire office flourishes when you do your job right.

But to land an office assistant job,  your AI cover letter and resume must show the hiring manager that you have what it takes to hold the office together . We’ve researched hundreds of successful resumes and compiled the  most effective resume tips  to help you land your next interview and, ultimately, your next job.

Take a look at these seven office assistant resume examples, and let us help you  build a resume !

or download as PDF

Why this resume works

• When including work experience outside your desired field, highlight strengths and characteristics that make you a good employee, such as teamwork, management abilities, and customer service skills—all of which you can dive into further in your office assistant cover letter .
• Although you should always include the name of the company you’re applying to and the role you’re seeking, the rest is up to you. We recommend including your years of experience and skillsets, but you can also write a two-to-three sentence narrative of one of your greatest successes. 

Entry-Level Office Assistant Resume

• An objective helps you convey your interest and qualifications, but you should only include one if you tailor it to each position to which you apply. A generic objective takes up space that could be used for work experience, so choose wisely.
• Don’t fall into the trap of adding fluff that doesn’t mean much; instead, increase the number of bullet points for each position so you can showcase more of your skills.

Senior Office Assistant Resume

• We recommend using the reverse-chronological format to help employers see a timeline of your career.
• Include metrics like how many customers you helped, how much your actions improved overall efficiency, and how many calendars you managed, to name a few examples.

Office Assistant Administrative Assistant Resume

• The deal’s simple: Show you know and have helped teams breeze through their daily administrative tasks. Even something as small as responding to emails will work. Just make sure you’re stating its importance like “Streamlined email communication with the senior management by categorizing and responding to 116+ daily emails, lowering response times by 34%.”

Medical Front Office Assistant Resume

• Prove your worth by adding quantifiable bullet points of the amount of data you’ve organized with precision. Another great addition is to mention how you’ve reduced communication delays using software like TigerNext to improve patient care.

Medical Office Assistant Resume

• When choosing what skills to include, check the  job description  first. The employer will likely have a host of skills they require from their applicant, and you can pick from their list.
• Of course, only include skills that you actually possess. Lying on your resume isn’t a good way to start a new job!
• Avoid words that don’t mean much, like “helped” or “assisted.” Instead, include direct verbs that relate to your position as a medical office assistant, such as “coordinated,” “communicated,” and “implemented.”

Front Office Assistant Resume

• This is a great way to elevate your front office assistant resume since it shows your dedication to furthering your career and growing your skills.
• It may seem a bit personal, but adding your interests gives employers a sense of your personality and skills in a way that work experience can’t quite accomplish.
• For example, if you like reviewing classic films, hiring managers will conclude you have an analytical mindset and strong communication skills, which are both major green flags.
• Choose your hobbies carefully, though—playing video games might be your favorite pastime, but will it inspire employers to hire you?
• Sometimes it can help to read the company’s website to get a feel for what they value. That way, you can include hobbies you love that also resonate with the employer, boosting your chances of an interview.

Related resume guides

• Office Administrator
• Front Desk Receptionist
• Executive Assistant
• Administrative Assistant

Office Assistant Resume Examples and Templates for 2024

• Resume Examples
• Resume Text Examples

How To Write an Office Assistant Resume

• Entry-Level
• Senior-Level

Office Assistant Text-Only Resume Templates and Examples

Wilson B. Frankel (401) 000-1234 | [email protected] | 568 Dewberry Lane South, Apt. 3251, Cranston, RI 02823

Office Assistant with 2+ years of experience serving customers, managing social media, and providing administrative support. Firm grasp of various Microsoft applications and office equipment. Collaborate with team members to consistently hone processes and surpass client expectations.

• Customer Service
• Microsoft Office Suite
• Social Media Management
• Team Collaboration
• Typing (65 WPM)

Bachelor of Science (BS) — Marketing (minor in Public & Community Service Studies), Providence College, Providence, RI | December 2020

Member, Delta Sigma Pi Business Fraternity | Participant, Friar Leadership & Immersion Program

Coursework completed:

• Data Applications in Business
• Diversity, Community & Service
• Foundations of Organizational Service
• Legal Environment of Business
• Managerial Accounting
• Organizational Behavior
• Promotional Strategy

Professional Experience

Office Assistant, Global Studies/Public and Community Service, Providence, RI | January 2018 to December 2020

• Collaborated with the Administrative Coordinator and other student employees to maintain Peer Mentoring Program
• Assisted office management with greeting visitors, answering phones, and organizing and filing documents
• Helped other student employees draft monthly newsletters and update department website and social media page

Tyreece Rivers (123) 456-7890 | [email protected] | 123 Main Road, San Francisco, CA 12345

Administrative Professional with 5+ years of experience. Skilled at planning and streamlining tasks to help achieve company goals. Offer advanced expertise in Microsoft Office Suite and calendar management. Equally effective working independently or on a team.

Executive Assistant, Burke + Co, San Francisco, CA | October 2019 to Present

• Efficiently support the Head of Investor Relations with operational and administrative tasks
• Handle sensitive client data in line with data protection guidelines
• Schedule meetings and manage travel bookings and itineraries

Administrative Assistant, Felton Institute, San Francisco, CA | August 2017 to September 2019 

• Maintained productive phone and email correspondence with end users, colleagues, and vendors
• Placed orders to vendors and processed invoices efficiently and accurately
• Answered and forwarded phone calls, and carried out service user and management requests as needed
• Checked invoice records for accuracy and completeness

Bachelor of Business Administration, The Paul Merage School of Business, University of California, Irvine

• Data Protection Practices
• Event Planning & Organizing
• Information Technology (IT)
• Process Streamlining
• Record Maintenance
• Report Generation
• Time Management

Zoey Mia Kennedy (012) 987-6543 | [email protected] | 123 Main Street, Tampa, FL 12345

Organized and tech-savvy Office Assistant with 10+ years of experience in a fast-paced environment. Consistently praised for 100% accuracy maintaining records and generating reports. Well-rounded skillset includes database management, customer service, and process streamlining.

HR Office Assistant, Tech Systems USA, Tampa, FL | October 2016 to Present

• Support company’s Senior HR Director by fielding calls and emails, maintaining weekly calendar, and drafting standard correspondence
• Plan and coordinate department team activities and company events
• Generate reports, charts, graphs, and diagrams for use in HR meetings

Office Assistant, JXR Corporation, Tampa, FL | August 2014 to September 2016 

• Promptly and courteously responded to client calls and emails
• Performed data entry tasks for all client orders
• Designed surveys and tracked responses to gauge client satisfaction
• Created a document organizing system that reduced clerical errors by 23%

Junior Office Assistant, Z & R Properties, Tampa, FL | June 2012 to July 2014 

• Supported all staff including property agents, property managers, and accountants
• Screened each rental application to ensure applicants met minimum requirements
• Answered or forwarded phone and email inquiries to the correct staff member

Bachelor of Arts (BA) Business Administration, The University of Florida, Tampa | 2005

Certification

Certified Administrative Professional (CAP), International Association of Administrative Professionals | 2021

• Database Management
• Editing & Proofreading
• Efficiency Improvement

As an office assistant, your resume plays a critical role in showcasing your skills , from contract management and phone systems to administrative tasks. It also highlights your qualifications and suitability for new job opportunities. Serving as your professional introduction, your resume presents a snapshot of your abilities and experiences to potential employers. To stand out from the crowd, you’ll need to write a compelling resume that impresses and persuades readers. See real office assistant resume examples, expert advice, and actionable tips explicitly tailored for office assistants. You’ll learn what it takes to create an outstanding office assistant resume that catches the attention of hiring managers and opens doors to exciting career prospects.

1. Write a brief summary of your office assistant qualifications

When crafting your resume profile, your goal is to write a concise and impactful introduction that immediately grabs the reader’s attention. In two to three sentences, highlight your key qualifications, relevant skills, and years of experience in providing administrative support. Showcase your achievements while demonstrating your ability to handle diverse tasks and contribute to organizational success. As you write, incorporate keywords that align with the job description and emphasize your proficiency in office software, communication, organization, and multitasking. Consider including an impressive statistic or achievement related to streamlining workflows, reducing costs, or enhancing customer service. Hook readers and keep them engaged, enticing them to explore your resume further.

Senior-Level Profile Example

Organized and tech-savvy office assistant with over 10 years of experience in a fast-paced environment. Consistently praised for 100% accuracy in maintaining records and generating reports. Well-rounded skill set includes database management, customer service, and process streamlining.

Entry-Level Profile Example

Office assistant with more than two years of experience serving customers, managing social media, and providing administrative support. Firm grasp of various Microsoft applications and office equipment. Collaborate with team members to consistently hone processes and surpass client expectations.

2. Showcase your office assistant experience

Show employers how you’ve contributed to previous roles and brought value to your work through an accomplishment-driven professional experience section. Focus on how you executed your responsibilities instead of generating a long list of duties. Quantifying your experience is a great way to demonstrate your impact. Use metrics as evidence of your success, such as the number of projects you managed, the volume of correspondence you handled, or the percentage of time you saved through efficient organization. In addition to quantifying your experience, using action verbs adds a dynamic element to your bullet points, making your accomplishments more compelling. Choose verbs that align with the responsibilities and skills expected of an office assistant.

Senior-Level Professional Experience Example:

Office Assistant, JXR Corporation, Tampa, FL | August 2014 to September 2016

Entry-Level Professional Experience Example:

• Collaborated with the administrative coordinator and other student employees to maintain Peer Mentoring Program

3. Outline your education and office assistant-related certifications

Listing your education and certifications in relevant fields assures employers you have the foundational knowledge and skills necessary for the role. It validates your capabilities and shows that you have undergone formal training. Starting with your highest level of education, provide the degree name, institution, location, and graduation date.

Create a separate section to highlight certifications you may have. List relevant credentials, such as Microsoft Office Specialist (MOS), Certified Administrative Professional (CAP), or any industry-specific office management or administrative skills certifications. Format this section similarly, listing the certificate title, issuing organization, and date received.

• [Degree Name]
• [School Name, [City, State Abbreviation] [Dates Enrolled]
• Bachelor of Science (BS) — Marketing (Minor in Public and Community Service Studies)
• Providence College, Providence, RI | December 2020

Certifications

• [Certification Name], [Awarding Organization], [Completion Year]
• Certified Administrative Professional (CAP), International Association of Administrative Professionals, 2021

4. Outline your most useful office assistant skills and proficiencies

Highlighting your professional skills allows you to showcase your ability to perform essential tasks and duties as an office assistant. Align your resume with the role you’re applying for by tailoring your skills section to reflect the key qualifications and competencies mentioned in the job description. Show that you understand the role and have the skills to excel. Below, we compiled some examples of the types of skills you could use on your office assistant resume:

How To Pick the Best Office Assistant Resume Template

Another vital part of the resume-writing process is laying a solid framework for your content with a resume template. The best template for an office assistant is clean, organized, and visually appealing. It should highlight your most relevant professional accomplishments and key skills, making it easy for hiring managers to assess your suitability for the role. Consider templates with a professional and polished look. A well-designed template can help you present your information clearly, ensuring your resume is easy to read and navigate. Choose a template that aligns with the industry and company culture you’re applying to, as different organizations may have specific preferences.

Mina Stallworth - Professional and Administrative Recruiter at Express Employment Professionals, LinkedIn

Meet our Expert: Mina is a professional and administrative recruiter with over nine years of experience in the complex world of talent acquisition, where she guides professionals from all walks of life seeking their path in the workforce and organizations striving to assemble exceptional teams.

1. What are the most in-demand skills for office assistants that should be featured on a candidate’s resume? -

• Strong technical skills (industry-based software is always a plus; otherwise, Microsoft, Adobe, and Google products are a must-have) 
• Strong communication skills — written and verbal 
• Excellent internal and external customer service skills 

2. What work experience and other accomplishments are hiring managers looking for in an office assistant? -

• Office-based internship is always a plus 
• Some experience utilizing their technical skills 
• Customer service (hospitality, retail, service related) 
• Some exposure/experience working in an office setting 
• Experience composing correspondence

3. What else, in addition to a resume, should an office assistant candidate be prepared to provide hiring managers? -

They should be prepared to take company-based personality or cognitive assessments (DiSC, Predictive Index, Strengthsfinder, and such). Also, they should also be prepared to take technical-based (Word, Excel, Outlook, and so on) or data entry assessments (typically assessing their speed and accuracy).

4. What advice would you give an office assistant candidate about their job search? -

Office assistant positions are typically a gateway into a candidate’s first “office job.” So, although they most likely bring minimum or entry-level experience, they should be able to sell themselves by being articulate, decisive, and engaging. They should be prompt during the interview communication process with consistent and strong follow-up. Their customer service and soft skills will be evaluated and assessed throughout the interview process outside the structured interview setting. Always bring your best self to the table at every interaction.

Frequently Asked Questions: Office Assistant Resume Examples and Advice

What are common action verbs for office assistant resumes -.

Crafting the professional experience section of a resume can be challenging, especially when it comes to finding the right words to convey your responsibilities and achievements. We have compiled a thorough list of common action verbs to assist you in overcoming this obstacle. By incorporating action verbs into your resume, you can bring a dynamic and engaging quality to your descriptions, captivating potential employers. Action verbs help to convey your proactive approach, strong work ethic, and ability to handle a wide range of administrative tasks. Consider using some of these powerful words in your office assistant resume:

How do you align your resume with a job description? -

Employment for office assistants is projected to decrease by 8% between 2021 and 2031. Over the decade, office assistant positions will be on the downturn, but professionals can count on retirees and industry transfers to open up opportunities. This tough competition will require an outstanding resume, especially if you're going after a specific position.

Tailoring your resume is a great way to stand out as a qualified candidate. To achieve this:

1. Carefully review the job description and requirements provided by the employer. 2. Identify key skills, qualifications, and experiences sought by the company and strategically incorporate them into your resume. 3. Customize your professional summary, feature relevant accomplishments, and align your bullet points with the responsibilities outlined in the job description.

What is the best office assistant resume format? -

When choosing a resume format for office assistants, the chronological format is generally the most suitable option. This format highlights your work history in reverse chronological order, showcasing your career advancement and relevant experience. It's a practical choice for office assistants with a consistent employment history who want to emphasize job stability and growth.

However, a functional or combination format may be appropriate in some instances. The functional format focuses on your skills and qualifications, making it helpful in changing careers or navigating limited work experience. The combination format combines elements of both the chronological and functional formats. It presents a summary of your skills and qualifications, followed by a detailed work history. Ultimately, the choice of design should depend on your specific situation and career goals.

Craft your perfect resume in minutes

Get 2x more interviews with Resume Builder. Access Pro Plan features for a limited time!

A well-crafted cover letter can significantly enhance your chances of securing an interview in your job search. The best way to create a compelling cover letter is to tailor your document to the organization you're applying to. We invite you to read our cover letter guide to create your own. You can also explore our other cover letter guides for the related positions of secretary and administrative assistant .

Jacob Meade

Certified Professional Resume Writer (CPRW, ACRW)

Jacob Meade is a resume writer and editor with nearly a decade of experience. His writing method centers on understanding and then expressing each person’s unique work history and strengths toward their career goal. Jacob has enjoyed working with jobseekers of all ages and career levels, finding that a clear and focused resume can help people from any walk of life. He is an Academy Certified Resume Writer (ACRW) with the Resume Writing Academy, and a Certified Professional Resume Writer (CPRW) with the Professional Association of Resume Writers & Career Coaches.

Check Out Related Examples

Administrative Assistant Resume Examples and Templates

Office Manager Resume Examples and Templates

Receptionist Resume Examples and Templates

Build a Resume to Enhance Your Career

• Applicant Tracking System Tools for Job-Seekers Learn More
• How to Write a Resume Summary in Six Easy Steps Learn More
• Should You Include a Picture on Your Resume? Learn More

Essential Guides for Your Job Search

• How to Land Your Dream Job Learn More
• How to Organize Your Job Search Learn More
• How to Include References in Your Job Search Learn More
• The Best Questions to Ask in a Job Interview Learn More

Office Assistant Resume Sample + How-to Guide for 2024

You’re an office assistant. 

You perform clerical duties to keep the office running smoothly.

Well, once you get the job…

There are dozens of other applicants in the way.

But how can you persuade the recruiter to choose you, and not them?

Well, you need to show how much of a valuable asset you will be to the office.

This is done by creating a job-winning office assistant resume, which we will take you through in this guide. 

• An example of a finished office assistant resume that works
• How to write an office assistant resume that’ll fill up your interview diary
• How to make a office assistant resume stand out [with top tips & tricks]

Before we get into the details, here’s an office assistant resume example, created with our very own resume builder :

Looks neat, right?! Follow the steps below to create an office assistant resume that get results, just like the above example.

Considering applying for a different position? We can help you craft the perfect new resume - check out our related resume examples here:

• Administrative Assistant Resume
• Executive Assistant Resume
• Consultant Resume
• Career Change Resume
• Accountant Resume
• Bookkeeper Resume
• Business Analyst Resume
• Financial Analyst Resume
• Bank Teller Resume
• Banking Resume

How to Format an Office Assistant Resume

Before you can reveal your office assistant skills, you need pick the correct format.

Doing so will allow your best qualities to be seen at glance.

The resume format that we recommend office assistants start with is called “ reverse-chronological” , and it’s for good reason. Essentially, it allows the office manager to immediately see how your skills and experience can help in the office. 

There are two other formats that you may want to try:

• Functional Resume – If your office skills are stronger than your actual experience, then this resume format is recommended. It’s ideal for those who lack experience in an office setting or who have employment gaps.
• Combination Resume – Combining both “Functional” and “Reverse-Chronological”, this format focuses both on your office skills AND work experience. In opposition to the functional resume, you may want to use a combination resume if you have previously worked in an office.

Once you’ve chosen a format that suits your specific situation, you need to then organize your resume layout .

Use an Office Assistant Resume Template

An office assistant’s job requires attention to detail on all types of documentation.

As such, you need a professional-looking resume that shows you can walk the walk. 

A cluttered resume with formatting errors just won’t cut it. 

That means avoiding Word, which can result in your resume falling apart with every simple change.

Want to skip formatting issues? Use an office assistant resume template. Any of the following resume templates can be tailored for a perfect office assistant resume.

What to Include in an Office Assistant Resume

The main sections in an office assistant resume are:

• Work Experience
• Contact Information

Want to go a step further? You can also add these optional sections:

• Awards & Certification

Interests & Hobbies

That sounds great, but what do we write for each of these sections? 

Read on to learn how.

Want to know more about resume sections? View our guide on What to Put on a Resume .

How to Correctly Display your Contact Information

Like that important document you need to photocopy, your contact information resume section doesn’t need any creative flare.

However, the information must be kept brief and accurate.

You could create the best office assistant resume ever seen, but if you list the wrong phone number, then your chances of getting an interview are virtually zero. 

The contact information section must include:

• Professional Title – In this case, “Office Assistant”
• Phone Number – Check this carefully
• Email Address – Use a professional email address ([email protected]), not a personal one ([email protected])
• Location - City/Country
• Optional - Relevant social media
• Max Smith - Office Assistant. 101-358-6095. [email protected]
• Max Smith - Office Hero. 101-3598-6095. [email protected]

How to Write an Office Assistant Resume Summary or Objective

Did you know that recruiters spend less than a minute glancing over each resume?  

This fact highlights the importance of immediately hooking the recruiter.

To do this, use a resume summary or objective .

These are short, powerful paragraphs that introduce the rest of your resume. 

But what is the difference between the two sections?

A resume summary is a 2-4 sentence summary of your professional experiences and achievements.

• Experienced office assistant seeking to leverage advanced office skills for improved efficiency at Media XYZ. 5+ years of industry experience includes decreasing data entry mistakes by 23%, decreasing negative feedback by 11%, and giving insights into creating paperless office environments.

A resume objective is a 2-4 sentence snapshot of what you want to achieve professionally.

• Motivated English Literature graduate seeking an office assistant role at Media XYZ. Experience includes temp administrative jobs, which involved data entry, answering phone calls, and filing paperwork. Received praise for consistent positive attitude and willingness to work.

Which resume format should an office assistant choose?

Generally, we recommend going with a summary if you have lots of experience as an office assistant. An objective is more weighted to showing your goals, so is better suited to those who have never worked as an office assistant (graduates, career changers, or those still studying).

How to Make Your Office Assistant Work Experience Stand Out

The work experience section is where most jobs are won and lost.

You see, it reduces the risk of hiring the wrong person for the job.

After all, recruiters need to be confident that you can do the job.  

Luckily, you can build a job-winning office assistant work experience resume section with just a few tips and tricks.

• Read the job description to discover what the company requires
• Note down your most notable achievements
• Use bullet points to list the achievements that align with the job description

Here’s the best way to structure your work experience section:

• Position name
• Company Name
• Responsibilities & Achievements

Office Assistant

03/2018 - 04/2021

• Helped action a paperless office environment, which reduced labor hours by an average of 14 hours per month
• Monitored daily customer emails, which led to an increase in customer retention by 22% from March 2019 to September 2020
• Input data for all sales orders – decreased errors by 12% compared to the previous office assistant

As you may notice, the above examples focus on the candidate’s achievements, rather than their daily tasks. 

For example, instead of saying:

“Sent emails”

“Monitored daily customer emails, which led to an increase in customer retention by 22% from March 2019 to September 2020”

Now, do you think that the first statement will impress the recruiter?

Of course not!

It shows that you responded to emails, but it doesn’t show the results of your work.

The second statement shows that your work directly improved office-efficiency , which is something the potential employers will LOVE.

What if You Don’t Have Work Experience?

Are you a graduate looking for your first office job?

Or maybe you have experience in an office, but never as an assistant?

Now, you can try to win the recruiter over by pleading your dreams and aspirations…

But that won’t work.

It's a better idea to display any overlapping experiences from your non-office-assistant jobs.

For graduates, you can draw upon any experience from your educational setting. Talk about how you had to meet deadlines, maintain your files, and make photocopies – amongst other things.

Are you a recent graduate? Make sure to check out our student resume guide!

Use Action Words to Make Your Office Assistant Resume POP!

You want your resume to outshine the competition, which means using power words to make your achievements stand out:

• Facilitated
• Coordinated

How to Correctly List your Education

Next, it’s time to talk about your education.

There’s nothing too complicated with this section, just simply enter your education history in this format:

• Degree Type & Major
• University Name
• Years Studied
• GPA, Honours, Courses, and anything else you might want to add

B.A. in Business Administration

Boston State University

Relevant Courses: Business Communications and Academic Skills, Introduction to Work and Organisations, Contemporary Management, Managing Organisations, Management and Strategy, Contemporary HRM

Still need answers? If so, allow us to answer some of the most frequently asked questions:

What if I haven’t completed education yet?

• Regardless of whether you’re a marketing graduate or still studying, you should still mention every year of education to date

Should I include my high school education?

• The general rule is to only include your highest education. So, include your high school education if you don’t have a relevant degree

What do I put first, my education or experience?

• Experiences are the priority, so those go first. If you’re a recent graduate, you will likely need to start with education

Need more advice? Check out our guide on how to list education on a resume .

Top 10 Skills for an Office Assistant Resume

Is the recruiter looking for anything as they glance over your resume?

Well, yes… they want to see the correct office resume skills .

These skills show that you have what it takes to handle any task that comes your way.

You can fill your resume with the best office assistant resume skills by following these simple steps:

• Look at the job description and other job offers online
• Highlight all the skills they are looking for
• List all highlighted skills and any more you can think of

Here are some of the most common office assistant skills:

Hard Skills for an Office Assistant Resume:

• Microsoft Office
• Answering phones
• Office equipment

Soft Skills for an Office Assistant Resume:

• Communication
• Reliability
• Team Player
• Time Management 

Here’s a more comprehensive list of 100+ must-have skills this year.

What Else Can You Include?

Congrats – you have now covered every essential resume section .

But don’t clock out of the office just yet.

You need your resume to really impress!

Doing a good job at the above sections should be enough to get you shortlisted, but adding extra sections can be the major factor in whether you secure an interview or not.

Awards & Certifications

Have you ever earned an employee of the month award?

Have you completed any courses to improve your office skills?

If you have something to be proud of, make sure to mention it in your resume!

Here are some example:

• Employee of the Year 2018 – Tiston Inc
• Microsoft Office Certified Specialist
• Learning How to Learn – Coursera Certificate
• Excel Skills for Business – Coursera Certificate

Even though it may not be a requirement on the job description, being able to speak a second language is an impressive skill that could always come in handy. 

As such, feel free to add a language section if you have space.

Rank the languages by proficiency:

• Intermediate

Next up, a section about what you like to do on the weekend…

You’re likely wondering about the purpose of this section.

Well, it isn’t a vital part of your resume, but it does allow the hiring manager to learn more about you as a person.

So be sure to include your hobbies, especially if you enjoy social activities. 

Here’s which hobbies & interests you may want to mention.

Include a Cover Letter with Your Resume

It’s a common mistake to think that your office assistant resume will work on its own.

Now, a well-written resume will get you onto the shortlist, but including a cover letter creates an unforgettable application that will attract interview after interview. 

You see, a cover letter allows you to start a conversation.

Unlike the pile of resumes on the recruiter’s desk, your application includes a personalized piece of content that shows you’re prepared to go the extra mile.

Here’s how to create an office assistant cover letter that converts:

You should complete the following sections:

Personal Contact Information

Your full name, profession, email, phone number, and location

Hiring Manager’s Contact Information

Full name, position, location, email

Opening Paragraph

It’s no secret that recruiters skim through resumes and cover letters. As such, you need a powerful opening paragraph. Use concise language to mention:

• The position you’re applying for
• Your experience summary and best achievement to date

With the recruiter now intrigued to know more, you can get deeper into the following specifics:

• Why you chose this specific school
• What you know about the school’s philosophy 
• How your top skills are relevant to the teaching position
• Which similar industries or positions have you worked in before

Closing Paragraph

Don’t just end the conversation abruptly, you should:

• Conclude the points made in the body paragraph
• Thank the hiring manager for the opportunity
• Finish with a call to action. This is a great way to continue the conversation. A simple “At your earliest opportunity, I’d love to discuss more about how I can improve office efficiency…” will work.

Formal Salutations

Finish the letter with a professional closer. We would recommend something like “Kind regards” or “Sincerely.”

For more inspiration, read our step-by-step guide on how to write a cover letter .

Key Takeaways

Followed all of the advice above?

Then you may want to get prepared for your upcoming interview...

Let’s quickly summarize everything we’ve learnt today:

• Format your office assistant resume in the best way. We recommend starting with the reverse-chronological format, and then using a professional content layout
• Use a resume summary or objective to highlight your best qualities
• Focus on your best achievements from your work experience, not your daily responsibilities
• Make your application personal with a convincing cover letter 

To provide a safer experience, the best content and great communication, we use cookies. Learn how we use them for non-authenticated users.

Office Assistant Resume Sample & Writing Guide

When you are seeking a job as an Office Assistant, it is essential to first check out a top-notch Office Assistant resume sample. You want to make sure your resume stands out from the rest by being both informative and compelling to read without bombarding the recruiter or hiring manager with irrelevant information.

Office Assistants can work in a variety of industries and also in small, medium or large companies. Other job titles you can look out for under the Office Assistant category include Administrative Clerk, Administrative Assistant , Clerical Aide, Clerical Assistant, Clerk, General Clerk, Office Clerk , Office Manager , Office Support Assistant.

What you can read in this article

Office Assistant Resume Sample

Office Assistant Resume Writing Guide

Resume sections.

1. Contact Information : Name, Address, Phone Number, Email. Be sure to include alternative contact channels, as well as your LinkedIn profile.

2. Profile Summary : This introduction to your resume must make an impact on the reader. Include a broad overview of your background, years of industry experience and the industry sectors of interest. You should be specific and state which job you are applying to (1-3 sentences max).

3. Qualifications Summary: Provide accurate details about the certifications and qualifications you have completed with the institution, qualification name, and dates. Don’t forget to include qualifications you are currently completing too. For Office Assistant roles, a high school diploma is often the only requirement, but some job openings may need post-school certifications too. You may also want to list the short courses, workshops, and in-house training you have received to provide more credibility to your resume.

4. Relevant Office Experience : Clearly state your employment history by giving details regarding the last ten years of experience, up until your current position. Use punchy sentences with bullet points to list your most important office administration activities.

5. Other Employment Experience : This will consist of permanent work history outside of office duties, but still in an administrative environment or temporary and vocational jobs where you were involved in office duties. Only elaborate on these with job descriptions if you have less than five years of administration experience. Otherwise, just list job title company and duration as to make sure there are no gaps in your employment history.

6. Skills Summary/Key Skills : Incorporates keywords from the job posting and your specific skill set. This adds much-needed credibility to your resume.

7. Education/Licenses/Certifications/Relevant Coursework/Training : Start with post-school diplomas or accreditations if applicable. List any professional development courses, workshops or programs you completed that better prepared you to work as an Office Assistant such as database management, virtual filing systems, switchboard applications, conflict resolution techniques, office etiquette, and time management.

What to Highlight in an Office Assistant Resume

Regardless of your experience as an Office Assistant, there are a few vital things that recruiters and managers need to know about you to ensure that you are the right fit for their team.

Firstly, Office Assistants often double-up as receptionists answering telephones, directing calls, and taking messages.

The second aspect to highlight is the scope of your role in the office. Office Assistants are responsible for client support duties such as messaging distribution, scheduling appointments and sending information emails to clients. These duties may include answering inquiries and providing information to the general public, customers, visitors, and other interested parties regarding activities conducted at the establishment. Often you may be required to play the role of a “human Google Maps assistant” to provide directions and addresses regarding the location of departments, offices within the organization.

Furthermore, an Office Assistant is responsible for operating office machineries such as photocopiers and scanners, facsimile machines, voice mail systems, and personal computers and PABX systems. In this section be sure to mention the systems and applications you are familiar with like Outlook, Calendly, Acuity, Zoom, Webex, VoIP, Clarity, and Agile CRM (these are mere examples).

Next comes the admin support duties such as maintaining and updating filing inventory, mailing, and database systems. This may include compiling, copying, sorting, and filing records of office activities, business transactions, and other activities.

Office assistants are also responsible for opening, sorting, and routing incoming mail, answer correspondence, and prepare outgoing mail.

Finally, ad-hoc duties such as preparing work schedules, managing calendars, and arranging appointments, running errands, buying groceries, typing minutes and proofreading documents may also form part of an Office Assistant’s daily tasks.

*Cool Tip for a stellar resume

You can really create an excellent first impression by creating a top 3 wow factor list and include this on the first page of your resume in a separate section. This wow factor is different from the accomplishments you will include later in your resume. Think about what you are most proud of or what you did in your career that had a definite positive impact. Now, describe the duty/action/project, then provide a result and then explain the benefit/value that followed.

For example:

• Created a more efficient database with Word templates for most used company documentation like invoices, contracts, newsletters and proposals (this is the ACTION part).
• The availability of these templates decreased document preparation time by 20% (this is the RESULT ).
• Because all the documents are not standardized, users spent less time in preparing proposals, and the templates ensured brand consistency and accuracy which improved client perceptions of our product (this is the BENEFIT/VALUE ).

Make sure to include the following details:

• The locations or regions you are willing to work in
• Many Office Assistant positions require employees to work during weekends, holidays and for extended hours in the early evening if the company operates on 24hour schedules. You need to state your willingness to the outside of regular office hours or workweeks.
• An Office Assistant needs to be on par with the latest office management technologies and applications for example: scheduling software (Calendy), word processing software (MS Office Suite), accounting software (Sage), enterprise resource tools (SAP), project management tools (Asana), collaboration applications (Skype), and human resources (Workforce).

Office Assistant Career Summary

Hiring managers have large numbers of resumes to screen and limited time to read them all in detail. Keep your career summary concise and to the point. Add the most relevant information first to capture their attention while they’re quickly scanning your resume. They want to see immediately that you can handle multiple tasks simultaneously and provide excellent support services to managers, employees, and customers.

Start your career summary with your years of experience in the industry and the primary duties you performed. Use the job description as your guide when deciding on which tasks to add. The more your resume relates to the job description of keywords, the better fit you will seem.

Next, add a line that showcases any outstanding qualities that will add value to the company. A hiring manager would be interested to know if you have “strong people skills, creative engagement abilities, excellent multi-tasking abilities and that you are pro at handling difficult customers.” It’s important to note that these qualities should be proven with examples in the professional experience section to re-enforce your message.

Career Summary examples:

‘Highly skilled Office Assistant with more than three years of experience in data capturing, scheduling, and team support services. Holds a Certified Administrative Professional qualification and an Advanced Diploma in Bookkeeping.'

‘Professional, detail-oriented Office Assistant with 12 years’ experience in scheduling, data entry, and customer service. Coordinate and manage a Law Office of 25 individuals. an accomplished speed reader with a typing speed of 120/wpm.'

‘Experienced Office Assistant with 4+ years experience in a distribution office environment. Apart from general admin support, duties include bookkeeping, hr administration, travel arrangements, and organizing office events. Currently pursuing a Bachelor’s in Sociology and completed an Advanced Technical Writing Certificate.'

Office Assistant Job Descriptions, Responsibilities and Duty Examples

An employer would expect to see the following proven foundational duties and skill sets within an applicant’s resume. Herewith a few examples of primary Office Assistant duties in various industry environments.

An Office Assistant at a Law Firm may:

• Prepare basic motions and other legal disposition documentation for attorneys' review and approval
• Conduct fact-checking and proofreading activities for pleadings and briefs
• Prepare draft client bills, maintain docket calendar and schedule appointments
• Organize litigation files
• Order office supplies such as stationery and groceries
• Manage petty cash, accounts payable and monthly bank statement reconciliations

An Office Assistant at a Construction Company may:

• Handle 20-35 customer calls per shift regarding bill amounts, flat rates, and new customers queries
• Enter daily work hours for the payroll of 40 workers using Excel Spreadsheets
• Create invoices, receive payments (cash, checks, and credit), and record deposits
• Use PayPal to process customer credit cards for payments.
• Order office supplies and organizes staff events
• Take minutes during meetings and distributing memo’s
• Schedule site visits for construction managers
• Handle customer inquiries, complains, billing questions and payments
• Utilized MS Excel, Word, PowerPoint and electronic e-mail applications

An Office Assistant at a Medical Facility may:

• Provide administrative support to Hospital Director, Chief of Staff and other departmental managers
• Worked with an ER system titled Waiting Room to input new and current patients into the office scheduling database.
• Maintain hospital kitchen inventory by checking stock to determine supply levels, expedite orders and allocate stock
• Answering calls, forwarding messages and confirming appointments as necessary
• Update patient information and capture new patients onto the CRM system
• Compose, prepare, edit, and distribute correspondence and other department documents to the relevant contacts
• Maintain a calendar for conference rooms and coordinate relevant set up and clean up activities

An Office Assistant at an Auto/Vehicle Licensing Department may:

• Keep the inventory data of 500 dealership vehicles
• Prepare tax documents for the procurement of vehicle tags and number plates
• Handle all accounts payable and receivable grossed $190,000 for the year
• Manage the paperwork generated by partner dealerships for car sales including financing and insurance contracts
• Calculate the taxes on tags and complete transfers for titles on all sold vehicles

An Office Assistant at a Distribution Center may:

• Answer high volumes of inbound phone calls from suppliers, couriers and client depots
• Screen calls, direct calls and take messages
• Open incoming mail and distribute to recipients
• Stamp, code, and capture invoices into Excel spreadsheets
• Coordinate and schedule all corporate business travel and accompanying itineraries
• Maintain and update the vacation roster for all employees

Highlight Your Accomplishments

You may be tempted to copy and paste the list of duties you performed under your accomplishment section. The drawback to doing this though is that you won’t stand out from the other applicants with similar experience.

Your goal is to think about what sets you apart, what you are most proud of, or what you achieved in your previous roles. Now communicate these through action-packed statements that grab the reader’s attention.

Flat, Simple Duty (WRONG):

• Administrative duties include typing, copying, handling the switchboard, faxing, emailing and scheduling

Accomplishment Statement (GOOD):

• Extensive experience in Windows/Apple OS experience, Office/Outlook and able to type 88 wpm. Handle a PABX system with 120 extensions.

Quantifying Your Resume

When writing your resume, you should be answering questions like “How much?” or “How many?” It would be best if you include numbers which provide a ‘’proof of work’’ element to your resume. For instance:

• How many calls to you take daily?
• How often do you proofread documents?
• How many manager diaries are you responsible for?

Example 1 – Assisted and arranged meetings between EVPs and their 200+ departmental employees, and handled all payroll activities for 60+ employees.

Example 2 – Proofread and type up to 20 insurance contracts per day with an average typing speed of 80 words per minute. Answered incoming calls (avg. 40/day)

Example 3 – Trained new administrative staff members and coordinated diaries and travel arrangements for a department of 30 employees.

Office Assistant Education Section

The education section forms an integral part of your resume even if you do not have a degree. Office Assistants these days also have access to career development training. In short, indicate What, Where and When regarding your qualifications, certifications or courses or workshops completed. The name of your qualification, institution, and date of completion is more than sufficient.

Completed Secondary and Tertiary Education must be listed as follows:

Start with the commencement- and completion date for diplomas, associate degrees, and bachelor degrees. For courses, you can just list the date of completion. Next comes the full name of the qualification, then the full name of the institution and then the City or abbreviated State name. List your high school diploma details similarly, but only include this when you have less than five years of working experience.

Here are some examples of an Office Assistant Resume in terms of education:

2016-2018 Diploma in Office Administration, Purdue University Global, MI

2012-2013 Medical Office Assistant Certificate, Lincoln Technical College, IN

2010 – Certified Administrative Professional (CAP), International Association for Administrative Professionals (IAAP), MO

2010 – Office Procedures Course, Technical College for Secretaries, MI

Office Assistant Resume Skills Section

Although the reception field requires specific technical skills, employers also consider soft skills. These are the personality traits or skills that indicate to your fit as an Office Assistant who will add value by meeting set out KPI’s, has adequate knowledge, and sufficient experience answer customer queries or direct them to the appropriate contact person. Incorporate these into your summary, or profile, and into your accomplishment statements.

Technical Skills Examples

• Educational Attainment : A university degree is not generally required to become an Office Assistant, but you may list diplomas, short courses or workshops you have completed.
• Technical Aptitude : Office Assistants usually work with Customer Information Management (CRM software) often unique to the industry that they are in. Examples are SAP, Zoho, Medicare, Automate. You also need to be familiar with email platforms like Gmail or Outlook (most companies have their in-house email software which should be easy to learn). Other applications included Accounting Management Software, Document Management Tools and Enterprise Resource Planning Software.

Soft Skill Examples

• Approachable
• Communicator
• Attention to Detail
• Clerical Skills
• Client Relations Skills
• Communication
• Computer Competence
• Customer Focus
• Directing Visitors
• Organizational Skills
• Interpersonal Skills
• Providing Information
• Punctuality
• Reliability
• Self-motivated
• Telephone Etiquette
• Time Management
• Validating Parking Passes
• Verbal Communication
• Word Processing
• Written Communication
• Well Groomed

Qualifications/Certifications associated with Office Assistants

Action Verbs for your Office Assistant Resume

Professional Information for Office Assistants

Sectors: Various Career Type: Administration, Support, Back Office, Client Relations, Person type: Communicator, Engager, Supporter, Organizer Education levels: High School Diploma to Post School Diplomas Salary indication: From $28k to $38k per year Labor market: Estimated -1% growth between 2016 – 2026 Organizations: Unlimited

Nothing Found

Jobscan > Resume Examples > Administrative Resume Examples > Office Assistant Resume Examples, Skills, and Keywords

Office Assistant Resume Examples, Skills, and Keywords

Writing an office assistant resume becomes much simpler when you understand what employers want and how they find it. Read more to learn what an office assistant resume looks like and how you can structure it effectively.

Jobscan users have been hired by:

Office Assistant Resume Sample

An office assistant offers essential support to a busy office workplace by taking on tasks like inventory management and directing visitors. Businesses want office assistants to have a strong work ethic, independence, and excellent organizational abilities, along with technological competence and interpersonal skills .

‌ A great office assistant resume will explain how you have demonstrated those skills in the past. You’ll need to highlight hard skills like technical knowledge, soft skills like verbal communication, and your previous experience. Remember, your office assistant resume is a one-page opportunity to convince hiring teams you’re the perfect applicant for the job.

‌ This office assistant resume example demonstrates a nice balance of hard and soft skills while still putting the candidate’s experience in the spotlight.

Chicago, Illinois • (555) 555-1234 • [email protected] • linkedin.com/in/j-anderson

Office Assistant

Event planning and administrative support expert, leveraging comprehensive knowledge of administrative operations and strong business acumen to provide support at the executive level and facilitate end-to-end coordination of large-scale, international corporate events.

Apply creativity, proactive planning, and strong organizational skills to ensure smooth event execution, with a focus on every detail to meet the needs of each attendee and foster an environment of learning and participation. Expert in managing facilities, schedules, travel, and accommodations on an international scale, while balancing priorities and meeting tight deadlines.

Project Management | Administrative Support | Event Planning & Coordination | Calendar Management | Vendor Negotiations | Travel Coordination | Purchasing & Procurement | Sales & Marketing | Cost Review & Containment | Corporate Communications | Corporate Branding | Customer Service

Manage and structure the organization’s mission and coordinate large-scale international meetings for this global organization representing co-operatives and the co-operative movement worldwide, covering Norway, Sweden, Italy, Egypt, Pakistan, Switzerland, Germany, the United Kingdom, the United States, and Canada.

• Collaborated with the Web Coordinator in Canada to manage the organization’s website and Facebook presence and communicate the CHI mandate, providing information on issues, upcoming events, legislation, etc., to CHDI member housing co-operatives.
• Organize all aspects of two international Board of Directors meetings annually, including the CHI meeting held in conjunction with the International Co-operative Alliance Global Conference. Coordinate registrations for the meeting and workshops, book hotel rooms, secure travel information, including visas and other travel documentation pertaining to the laws of the host country, and research currency exchange rates. Prepare board packages and forward to each member prior to the meeting.
• Partner with graphic designers to create the information brochure that communicates event educational opportunities, registration fees, locations, and times, etc. Edit and proofread the brochure before printing and distribution to the member co-operatives and upload to the organization’s website.
• Coordinate the educational program of CHDI’s large-scale, 5-day Annual Meeting with up to 800 attendees. Review travel/hotel arrangements for workshop leaders and forward all information. Edit PowerPoint presentations by the workshop leaders, for quality and adherence to the organization’s brand.

Resume written by Erin Kennedy, CPRW

Why this resume works

Office Assistant Resume Skills and Keywords

Administrative positions like office assistant jobs often receive many applicants in a short period. Hiring managers use tools to check for office assistant resume keywords in these applications. If your resume contains those keywords, the filter assumes you have the resume skills that make you a worthwhile choice for personal attention. Using the correct terms in your resume can help you increase your chances of being seen.

Top Office Assistant Resume Skills

• ‌Organization
• ‌Time management
• ‌Microsoft Office
• ‌Flexibility
• ‌Written communication
• ‌Verbal communication
• ‌Problem-solving
• ‌Attention to detail
• ‌Creativity
• ‌Google Suite
• ‌Digital file organization
• ‌Data entry
• ‌Bookkeeping
• ‌Phone etiquette
• ‌Prioritization
• ‌Scheduling
• ‌Report and document preparation
• ‌Records management
• ‌Transcription
• ‌Resilience
• ‌Interpersonal skills
• ‌Active listening
• ‌Call routing
• ‌Positivity
• ‌Inventory management

5 Resume Writing Tips for Office Assistants

After you’ve identified the strengths and skills you can offer potential employers, you can develop an excellent resume by following these five guidelines:

1. Use your summary effectively

Traditional resume structure includes a first paragraph known as a resume summary . This summary is your opportunity to describe in two to three sentences why you’re the right fit for the position. Your summary may be the only thing a hiring manager reads, so it’s important to make it count.

‌ Your resume summary explains your work experience, your primary skills, and your objective or goal. An office assistant resume example summary might be, “Enthusiastic office assistant focused on using organizational and communication at Brown Co. 2 years of experience includes assisting a 5-person office, managing a 4-line phone system, and improving office efficiency by 15%.”

‌ This summary is great for two reasons: it gives examples of how the applicant succeeded in the past and explains what they want to do at their new position. That offers the reader a clear idea of what this candidate may achieve in their business.

2. Clarity is king

If you haven’t had much experience in administrative work, you may not have had many specific responsibilities at past jobs. It’s still worth the time to describe what you actually did, even if it wasn’t in your job description.

‌ For example, “answering phones” is vague. “Answering patron questions, directing calls, and scheduling appointments” is a more specific description of the same work. It shows you understand the details of what’s expected of you and allows you to use more keywords filtering systems can pick up.

‌ Use hard numbers to add clarity to your resume, too. Quantifiable data lets hiring managers directly compare your accomplishments to those of other applicants. If you answered 50 or more calls a day, say so. Additionally, if you use numerals instead of written-out words, your accomplishments will catch the reader’s eye.

3. Include an office assistant skills section

A skills section is a valuable addition to your resume. Most hiring managers will skim the majority of resumes they receive, and a skills section is a great way to make resumes skim-friendly. You can list your office assistant resume skills all in one place, so the reader doesn’t need to sift through your work history to spot them.

‌ Skills sections also give you the chance to add more office assistant resume keywords to your application. Suppose your Microsoft Office skills haven’t been relevant to past positions. In that case, you can list them under skills without having to shoehorn them somewhere they don’t fit.

4. List education and certificates separately

There are certifications and programs you can complete that help you build the skills to be a successful office assistant. If you’ve taken these programs, list them under their own section apart from education. If working in assistant roles is your second career, your education may not directly relate to the field. Showing that you’ve taken the time to learn skills in your new area demonstrates your dedication.

‌ Like your work history, list education and certifications in reverse chronological order. This puts your most recent and most advanced learning at the top of the list. Readers will see your most important qualifications, and they can skip the rest if they’re in a rush.

5. Showcase your communication skills

Many administrative positions require excellent communication skills , both written and spoken. Your resume is the perfect opportunity to showcase your ability to write well.

‌ The easiest way to do this is to use active, straightforward language. “Make” and “handle” are generic verbs. Instead, use action words like:

‌ ‌These words describe more precisely what you did. They also show that you can communicate well.

‌ Finally, always proofread your resume before you send it out. You may even have a friend or an online tool check your work for you. Typos and mistakes work against you in many administrative positions. An error-free resume is more likely to get you an interview than a document with grammar problems or misspellings.

Build an ATS-friendly resume for free

Many resume builders are advertised as free, but they often charge a fee to download your resume. Jobscan's online resume builder has no hidden costs and it’s ATS-compatible.

Optimize your resume

• • Managed daily clerical tasks, including sorting and distributing 200+ pieces of mail weekly, ensuring timely and accurate delivery.
• • Implemented a new digital scheduling system that reduced appointment scheduling time by 25%, resulting in improved client satisfaction.
• • Coordinated with department heads to maintain an inventory of over 500 office supplies, reducing costs by 15% through effective vendor negotiations.
• • Organized and maintained a comprehensive filing system for over 1,000 documents, increasing file retrieval efficiency by 30%.
• • Welcomed and directed over 50 visitors weekly, ensuring a professional and positive first impression, leading to a 10% increase in client retention.
• • Handled over 100 phone calls daily, efficiently directing calls and taking accurate messages, resulting in improved internal communication.
• • Assisted in managing the office calendar, scheduling over 200 meetings per month, ensuring seamless coordination across departments.
• • Developed a system for monitoring and reordering office supplies, which led to a 20% reduction in unnecessary purchases and stock shortages.
• • Maintained accurate records of office expenses and supplies, contributing to a 10% reduction in monthly office overhead.
• • Facilitated the onboarding process for 30+ new employees, ensuring all necessary paperwork and supplies were prepared in advance.
• • Streamlined the process of internal communications by organizing information sessions and distributing memos, resulting in a 15% increase in employee awareness and engagement.

5 Office Assistant Resume Examples & Guide for 2024

An Office Assistant plays a crucial role in ensuring the smooth operation of daily office tasks and providing support to team members. When crafting your resume, be sure to highlight your experience with scheduling, managing correspondence, and maintaining filing systems. Including abilities such as proficiency in office software, strong organizational skills, and effective communication will enhance your profile. Finally, mentioning your capacity for multitasking and your commitment to teamwork will clearly demonstrate your contributions to the workplace.

All resume examples in this guide

Entry-Level Office Assistant

Senior Office Assistant

Medical Office Assistant

Front Office Assistant

Resume guide, office assistant resume sample, resume format.

Resume experience

Resume no experience

Office assistant resume skills

Education and certifications

Resume summary

Additional sections

In conclusion

By Experience

Stepping into the role of an office assistant is like being the conductor of an office orchestra—every day brings a new symphony of tasks, from filing and scheduling to representing your boss in high-stakes meetings.

As of July 2024, there are approximately 16,000 people employed in office and administrative support roles  in the US, reflecting a dynamic and growing sector.

With such a large workforce, your resume needs to shine with precision and adaptability. Whether you're an organizational guru or a strategic thinker, tailor your resume to showcase your unique abilities in managing the varied demands of this dynamic role. After all, in this job, you're not just assisting—you're orchestrating success.

Key takeaways

• Choose the reverse-chronological resume to list experiences clearly, starting from the most recent.
• Opt for a concise, one-page resume in a two-column format.
• Focus on achievements in the experience section, like improving office processes or enhancing efficiency.
• Emphasize skills, academic achievements, and volunteer work when lacking direct experience.
• Outline hard skills separately and weave soft skills into experience or summary sections.
• Highlight education and additional training relevant to office administration to demonstrate dedication and organization.

Let’s examine a sample resume to understand what it should look like.

Use Joan’s office assistant's resume as a template for your own, or create one from scratch using the Enhnacv builder .

Joan Anderson Administrative Assistant [email protected] | @LinkedIn | Jacksonville, Florida

Summary Detail-oriented and proactive Administrative Assistant with over 5 years of experience in supporting office operations and managing administrative tasks in fast-paced environments. Adept at improving processes, maintaining organized records, and enhancing overall efficiency. Known for exceptional communication skills and the ability to manage multiple tasks while maintaining high levels of accuracy and professionalism.

Experience Office Assistant Lockheed Martin, Jacksonville, FL June 2018 – Present

• Efficiently handle sorting and distribution of mail, ensuring timely delivery and accuracy.
• Manage inventory of office supplies, including timely ordering and budget tracking.
• Coordinate logistics for meetings and appointments, supporting a team of 15+ staff members.

Administrative Assistant Bank of America, Jacksonville, FL January 2016 - June 2018

• Supported daily clerical tasks, contributing to a 20% increase in operational efficiency.
• Organized files and documents, reducing retrieval time by 30%.
• Assisted in coordinating office events and schedules, enhancing communication and workflow.

Education Associate of Arts in Business Administration Florida State College at Jacksonville Graduated: 2015

• Relevant Coursework: Office Management, Business Communication
• Academic Achievement: Dean’s List for four consecutive semesters

Certifications

• Certified Administrative Professional (CAP)
• Microsoft Office Specialist (MOS)
• Clerical Expertise
• Inventory Management
• Record Keeping
• Meeting Coordination
• Mail Handling
• English (Native)
• French (Intermediate)

How to format an office assistant resume

For an office assistant position, the reverse-chronological format  is particularly effective. It prioritizes clarity by detailing your work experience from the most recent job first and then moving backward, offering a straightforward view of your career progression. Such a structured layout  helps present your qualifications neatly and professionally, making it easy for potential employers to envision you as their organized and welcoming first point of contact.

Top sections on a resume

The fundamental resume sections  include:

Contact information

• Summary/objective statement
• Work experience
• Skills and abilities

Keep reading for more details on each.

Resume design tips

• List important information concisely with a one-page resume , which is ideal given recruiters' busy schedules.
• Optimize space on your resume by adopting a two-column format .
• Maintain margins of 0.5” to 1”  on all sides to ensure your resume is easy to read.
• Use color on your resume  and a modern font , like Lato, to draw attention to key points.
• Separate information with resume lines .
• Think of your resume header  as the calling card neatly placed at your desk. It should contain essential contact information , such as your name, job title, and professional email address .
• Since this is a customer-facing position, a photo might be requested . We usually advise candidates to omit them, but always check with the specific job posting.

Contrary to popular belief , our tests showed that fonts, colors, columns, and resume length don’t affect Applicant Tracking Systems  parsing. Focus on matching job description language and formatting details like dates and bullet symbols as those may affect your application.

File formatting

• Whichever resume template  you choose, the most popular format to keep all elements in place is the  PDF document .
• A classic naming convention  is: FirstName_LastName_JobTitle.

Test your existing resume against our AI-powered resume checker !

Is your resume good enough?

Drop your resume here or choose a file . PDF & DOCX only. Max 2MB file size.

With the format established, we can now focus on articulating your work experience.

How to write your office assistant resume experience

For your experience section , turn daily tasks into a story of your professional growth. Explain how you've used innovative methods to improve processes and highlight projects where your organizational skills stood out. Mention the praise you’ve received from peers and bosses alike.

The key info you should put in this section covers:

• The companies you worked for, your roles, and the period you spent there.
• The way you dealt with office assistant duties.
• Specific types of office software and tools you worked with.
• Measurable results–illustrate your impact with numbers and percentages.

Let’s look at a real office assistant job description. We’ve bolded the parts we’ll later target in an example experience section:

Office Assistant

Position overview

The office assistant’s primary goal is to support our firm by providing outstanding support to our administrative team. The office assistant also sets the tone for a caller’s experience with us. You must be able to multi-task and think on your feet while making smart decisions, often under strict time pressures. Success in this position requires the right combination of communication skills, empathy , and the ability to investigate the root of our (potential) clients’ problems.

Responsibilities

• Implementing, improving, and ensuring adherence to the Firm’s policies and procedures to reflect the firm’s high standards, while embracing attention to detail, transparency, and accountability.
• Conveying confidence in person and on the phone, demonstrating exceptional communication skills and an ability to develop rapport with prospective clients, current clients, and referral sources.
• Directing the caller to the appropriate team member, consistent with the Firm’s key administrative policies.
• Creating a positive and professional first impression on behalf of the Firm, making visitors comfortable, offering beverages, etc.
• Treating a client or task at 4:45 P.M. on a Friday with the same care and compassion as one Monday morning at 9:15 A.M.
• Assisting our attorneys with calendar management.
• Copying, scanning, file creation/maintenance/closure (physical and electronic filing), and categorizing the firm’s expense receipts.
• Data entry using common web-based formats to help maintain and keep updated a tracking system to monitor and report on progress with leads, prospective new clients, and referral sources.
• Office maintenance, including keeping the Firm’s existing plants thriving.

Requirements

• You have at least 1 year of experience as a Company Secretary or Executive Assistant / Virtual Assistant role, ideally within the Professional Services industry.
• You’re organized and have good interpersonal skills.
• You can work with minimal supervision and multi-task effectively.
• You have good computer skills (MS Word, Excel, PowerPoint).

Create a targeted resume

To increase your chances of securing an office assistant role, it's crucial to customize your resume for the specific job listing.

You can accomplish this by:

• Incorporating keywords and phrases  from the office assistant job description throughout your resume.
• Beginning bullet points  with action verbs  to capture the attention of hiring managers.

This approach will show you’re an ideal candidate for that particular office assistant position. Below is an example of an experience entry tailored to match  the requirements of the job posting above.

• • Enhanced document management by implementing a new filing system, reducing retrieval time by 30% and boosting the efficiency of administrative tasks.
• • Managed calendars for 5 senior partners, coordinating over 300 appointments annually and ensuring seamless daily schedules with no overlaps.
• • Streamlined data entry processes using MS Excel and proprietary web-based tracking systems to monitor client engagements and referral source interactions.
• • Improved office procedures to adhere to firm standards, resulting in a 20% increase in compliance with updated policies over a 6-month period.
• • Delivered high-quality client service, maintaining positive relationships which led to a 15% increase in client retention and satisfaction rates.
• • Oversaw office maintenance tasks including plant care, contributing to a 95% survival rate of the office’s green spaces.

It’s effective because it:

• Directly addresses the job requirement for strong organizational skills and attention to detail.
• Tackles the need for excellent communication skills and the ability to develop rapport.
• Shows an additional layer of responsibility and care for the workplace environment.

Next, we’ll explore how to quantify this experience to make your achievements stand out.

How to quantify your experience on a resume

As an office assistant, quantifying achievements  will help recruiters navigate your resume more swiftly and impress them with real results. Remember to illustrate the numbers with concrete situations.

Take a look at these examples:

• Adding details on any changes or suggestions you implemented that resulted in a noticeable increase in office efficiency.
• If you've been involved in negotiating contracts with suppliers, briefly mention how this saved your previous employer money.
• If you implemented or upgraded an office filing system that resulted in time savings, be sure to include this.
• If you've been praised for your customer service skills or helped resolve major client issues, providing a percentage of increased client satisfaction would be impactful.
• If your attention to detail and quality control measures resulted in a decrease in errors and reworks, list the relevant percentage.

For those with less experience, the following section will guide you on leveraging what do you have to build a compelling resume.

Resume for an office assistant with no experience

Being an office assistant is usually an entry-level job , so it's perfectly normal to have little to no prior experience . As you prepare your application, you might find yourself wondering what a resume is . Essentially, it's a valuable tool that allows you to highlight your strengths.

If you're unsure about what to feature in your resume, consider consulting the following checklist:

Put this on your entry-level office assistant resume

• List your highest educational attainment at the top, noting any relevant coursework  or honors.
• Emphasize transferable skills  like organizational capabilities, attention to detail, and communication.
• Showcase your experience organizing events like school fundraisers or concerts to accentuate your project management and public-facing skills.
• Underline multilingual abilities if applicable.
• Include projects that show initiative and task management.
• Add any certifications relevant to office management, like Microsoft Office proficiency.

When you have little or no work experience, listing these extra components is essential.

Regardless of your experience level, a personal profile  at the top of your resume is a must, as it gives recruiters information on where you stand and what your goals are. Choose a resume objective  to describe your goals and abilitie. Keep it short—up to 3 sentences, and focus on what you can give to the company.

Transitioning from your experience, we’ll now highlight the hard and soft skills that employers are actively seeking.

In office assistant roles, your capability to manage multiple tasks and adapt to unexpected changes is crucial, even if you're relatively new to the field. Underline your proficiencies in the skills section  of your resume.

Always be truthful about your abilities . Transparency boosts your trustworthiness.

Hard skills  on your resume refer to specific abilities you can learn through education, training, or work assignments. They can be easily measured and tested, and emphasize to potential employers that you're prepared to provide excellent administrative support from the start.

Here are our suggestions:

Best hard skills for your office assistant resume

• Microsoft Office Suite proficiency
• Data entry skills
• Google Workspace proficiency
• Office equipment operation
• Database management
• Typing speed and accuracy
• Bookkeeping skills
• Adobe Suite proficiency
• Business correspondence
• Spreadsheet management
• Inventory management
• Project management software skills
• Customer Relationship Management (CRM) software proficiency
• Scheduling and calendar management
• Basic HTML and CSS knowledge
• File management software skills
• Professional emailing
• Document and report creation
• Knowledge of cloud storage systems (Dropbox, OneDrive)
• Teleconferencing technology proficiency

Soft, or people skills, are the ones you develop through interaction with others. While they can’t be measured or quantified, they’re fundamental to your success in different roles. Give your resume a personal touch by sharing stories that show off your soft skills  in action. This is much more effective than plainly listing your people skills without context. 

Try incorporating some of these throughout your experience section:

Best soft skills for your office assistant resume

• Time management
• Organizational abilities
• Attention to detail
• Multitasking
• Problem-solving skills
• Communication skills
• Flexibility
• Customer service
• Prioritization skills
• Reliability
• Decision-making skills
• Active listening
• Negotiation skills
• Empathy  
• Professionalism

Having detailed relevant skills, it's time to enhance your resume with your education and any professional certifications you’ve earned.

How to list your certifications and education on your resume

A background in business administration, communication, human resources, or office management could be highly beneficial for your role as an office assistant. Even if your degree is in another area, including it on your resume demonstrates your commitment to completing substantial challenges.

When detailing your education , be sure to outline:

• Your degree and major , mentioning any relevant minors.
• The institution you attended, which supports the credibility of your degree, particularly if it’s well-regarded.
• The year you graduated, or if your degree is in progress , your expected completion date .
• A few points on pertinent courses or academic accomplishments that relate to the role.
• • Relevant Coursework: Business Communication, Office Management, Information Systems
• • Honors: Graduated Cum Laude, Dean's List (2001-2004)

This entry effectively highlights the candidate's qualifications by detailing the degree, institution, and time frame. Adding relevant coursework, like business communication and information systems, further aligns with the office assistant role. It also emphasizes academic excellence and commitment through honors like graduating Cum Laude  and being on the Dean's List .

Certifications on your resume

Listing certifications  is another way to point out your eagerness to become a professional and excel beyond standard educational requirements.

Consider adding these to your document:

Best certifications for your office manager resume

• Certified Professional Secretary (CPS)
• Certified Information Professional (CIP)
• Project Management Professional (PMP)

With your educational background set, let’s pull all the information we’ve got so far into a compelling resume summary.

How to write your office assistant resume summary

A cohesive and engaging summary on top of your resume  will give recruiters a clear picture of what you’ve done so far and what you’re eager to do in the future. Use 3-4 sentences, active voice, and the indispensable advice of one of our coaches:

Here's the key point: always tailor your resume summary to the job posting. This helps you bypass ATS and catch the recruiter's attention, ideally by sharing quantifiable metrics or data. The most important thing is to tell them what they want to hear, which is usually in the top part of the job posting. Focus on how you can contribute to the business, rather than just highlighting your own achievements. Many job applicants miss this, but it's crucial for making a strong impression.

Silvia Angeloro, Executive Coach at Enhancv

Let’s take a look at a successful office assistant summary targeting the job posting  above:

This entry effectively displays the candidate's ability to handle the pressures and demands of an office assistant role, with specific mentions of their experience and skill set. It emphasizes their knack for organization, strong communication skills, and a consistent commitment to professionalism. This makes them an ideal candidate for fostering efficient office operations and positive client interactions.

Finally, we’ll explore the additional sections you might include to further personalize and strengthen your resume.

Additional sections for an office assistant resume

In roles that prize meticulousness and detail, exhibiting your multifaceted skills through optional sections on your resume can significantly enhance your appeal as a candidate. These additions not only underline your qualifications but also underscore your commitment to personal and professional growth, setting you apart in a competitive job market.

• List relevant volunteer work  that shows your commitment to the community and your ability to manage tasks and events, which translates well into office environments.
• Add membership in organizations  like the International Association of Administrative Professionals to highlight your active involvement in the professional community and ongoing learning.
• If you’re multilingual, detailing the languages you speak  can be a major advantage in diverse and international office settings.
• Describe specific projects  you’ve managed or contributed to that demonstrate your organizational, planning, and execution skills.
• Adding personal interests  can give a glimpse into your personality and how you might fit into a company's culture, especially if your hobbies align with the company’s values or industry.

By following the provided guidance, you can create a resume that truly reflects your experience, education, and skills as an office assistant. These strategies will not only highlight your strengths in managing administrative tasks but also position you as a standout candidate for potential employers.

Office Assistant resume examples

Explore additional office assistant resume samples and guides and see what works for your level of experience or role.

Like most healthcare positions, the role of a Medical Office Assistant requires both technical and empathetic skills. Both of these areas should be emphasized in your job application.

Showcase any qualifications or experience in healthcare administration. Include skills that are relevant to medical coding, medical billing, patient records management, appointment scheduling, and insurance processing. Rather than just listing these skills, connect them back to tangible results or improvements in past roles.

Don’t neglect your people skills. Medical office assistants interact closely with patients, so customer service skills are vital. Highlight any relevant experiences in managing patient interactions, resolving concerns, and maintaining confidentiality.

80% of communication in a healthcare setting is non-verbal. Highlight any related skills or experiences, such as patience, empathy, active listening, or body language reading.

Front Office Assistant positions are often seen in various industries, thus relevant skills will come from broad administration experience and excellent interpersonal abilities.

Firstly, showcase any background in general office duties. Whether it's controlling office supplies, handling mail or managing files. Connecting these skills to a particular achievement, such as streamlining office procedures to increase efficiency, will make your application stand out.

Highlight skills in communication and customer service. A Front-Office assistant is often the first point of contact for clients, so these skills are key.

Emphasise scheduling and planning skills. A large part of this role involves scheduling meetings and organising calendars.

Finally, include any skills you have in specific software used in office management, such as MS Office, Google Workspace or any CRM tools. Show examples of how your efficiency with these tools positively impacted your previous roles.

Looking to build your own Office Assistant resume?

• Resume Examples

VP of Marketing Interview Questions & Answers

Why does my resume look different when i upload it, how to answer "how would your co-workers describe you" interview question, 10 cv mistakes you need to avoid, how to let a recruiter down easy when you've got another job offer, how to beat the applicant tracking system.

• Create Resume
• Terms of Service
• Privacy Policy
• Cookie Preferences
• Resume Templates
• AI Resume Builder
• Resume Summary Generator
• Resume Formats
• Resume Checker
• Resume Skills
• How to Write a Resume
• Modern Resume Templates
• Simple Resume Templates
• Cover Letter Builder
• Cover Letter Examples
• Cover Letter Templates
• Cover Letter Formats
• How to Write a Cover Letter
• Resume Guides
• Cover Letter Guides
• Job Interview Guides
• Job Interview Questions
• Career Resources
• Meet our customers
• Career resources
• English (UK)
• French (FR)
• German (DE)
• Spanish (ES)
• Swedish (SE)

© 2024 . All rights reserved.

Made with love by people who care.

• Career Blog

The Professional Office Assistant Resume Example for 2024

As a professional office assistant, your resume is your first chance to make a strong impression on potential employers. A well-crafted resume not only showcases your skills and qualifications but also sets you apart from the competition.

In this article, we will provide you with an example of a professional office assistant resume, highlighting the key sections and essential components that employers look for. We will go through each section in detail, providing tips and examples to help you create a compelling resume that can land you your dream job.

But before we dive into the details, let’s define what a professional office assistant resume is and why it’s crucial to have one.

Definition of a Professional Office Assistant Resume

A professional office assistant resume is a document that summarizes your work experience, education, skills, and achievements. It serves as your introduction to potential employers and should be tailored to the job you are applying for.

A well-crafted resume does more than just list your qualifications. It presents you as a professional and reliable candidate who can help companies achieve their goals.

Importance of Having a Well-Crafted Resume

Your resume has the power to open doors to new opportunities or to slam them shut. Given that many employers receive hundreds of resumes for each job posting, your resume needs to stand out from the rest.

A well-crafted resume showcases your professional strengths and shows why you are the best person for the job. Your resume is your brand, and a strong brand can help you land an interview and ultimately the job.

Resume Formatting

A well-formatted resume is key to landing your dream job as a professional office assistant. Here are some tips to help you choose the right format and effectively format your resume to stand out to potential employers:

Choosing the Right Resume Format

There are three main types of resume formats: chronological, functional, and combination. As a professional office assistant, you’ll want to stick with the chronological format that lists your work experience in reverse chronological order (most recent job first).

This format allows hiring managers to easily see your career progression and accomplishments, which is crucial for landing a job as an office assistant. Avoid using a functional or combination format as they require a lot of explanation, making it difficult to highlight your skills and achievements.

Tips for Effective Resume Formatting

Remember, your resume should be easy to read and visually appealing. Here are some tips for effective formatting:

• Use a legible font such as Times New Roman or Arial in 10-12 pt size
• Keep margins at a minimum of 0.5 inches to ensure your resume looks clean and organized
• Bold or capitalize important sections, such as your name or job titles, to make them stand out
• Don’t use fancy graphics or images
• Use bullet points to break up longer paragraphs and make it easier for hiring managers to skim your resume

Section Breakdown and their Order in the Resume

Here’s the recommended section breakdown and order to follow when formatting your professional office assistant resume:

• Contact Information: Include your full name, phone number, email, and LinkedIn profile (if relevant)
• Summary/Objective: A brief statement describing your skills and experience as an office assistant
• Work Experience: List your previous jobs starting with the most recent one. Include your job title, company name, dates of employment, and bullet points describing your responsibilities and accomplishments.
• Education: List your educational background including degrees, certificates, and licenses.
• Skills: Include any relevant technical or soft skills that you possess such as proficiency in Microsoft Office or excellent communication skills.
• References: If requested, you can include a separate page with your references.

Remember, the order of these sections can be adjusted based on your personal preference and the specific requirements of the job you’re applying for.

By following these formatting tips and including the recommended sections in the right order, you’ll be on your way to creating an effective professional office assistant resume that stands out to potential employers.

Contact Information and Objective Section

The Contact Information and Objective Section of a Professional Office Assistant Resume is one of the most important parts of the resume, as it helps the employer to contact the candidate easily and explains the candidate’s job objective. In this section, job seekers need to include their correct and relevant contact information, such as their name, address, phone number, and email address.

Correct and Relevant Contact Information

The correct and relevant contact information section is important because it helps the employer to communicate with the job seeker easily. The candidate’s name should be placed on the top and should be in bold letters along with their position title. The address should follow the name, which may include the street address, city, state, and zip code. Candidates should also list their phone number, including the area code and a professional email address. It is recommended to avoid listing a personal email address or a nickname.

Writing the Objective Statement

The objective statement is essential because it informs the employer of the candidate’s job goal. The objective statement should include a brief summary of the candidate’s skills, experiences, and future career goals. It should be written in a way that captures the employer’s attention and highlights the candidate’s attributes. Avoid writing long and complicated sentences that may confuse the employer. Keep it concise, direct, and focused.

Objectives that Stand out to Employers

As an experienced copywriter, I recommend job seekers to tailor their objective statement to the position they are applying for, using relevant language and skills specific to the job. It is vital to make the objective statement stand out, as employers can get many resumes for one position. The objective statement should be used to showcase the candidate’s unique qualities and skills. For example, let’s take a look at these two objective statements:

• Seeking an office assistant position that will utilize my skills and experiences gained through previous administrative work.
• To attain a challenging office assistant position where I can proficiently use my computer, communication, and organizational skills in a fast-paced environment.

The first statement is vague, and the employer may not get interested in reading further. However, the second statement is specific, mentioning the candidate’s essential skills, which the employer is looking for. It also includes the word “challenging,” which shows the candidate’s willingness to take on new responsibilities. Using specific keywords related to the job also helps the resume to rank better in the Applicant Tracking System.

The Contact Information and Objective Section of a Professional Office Assistant Resume are crucial to making a lasting impression on employers. It provides employers with the necessary information to contact the job seeker easily and informs them about their career objectives. Therefore, job seekers must pay attention to writing a strong and well-crafted objective statement.

Professional Summary Section

The professional summary section is a brief statement of your skills and qualifications that serves as an introduction to your resume. Its purpose is to grab the attention of the employer and entice them to read through the rest of your resume. It should be short, sweet, and to the point, highlighting your most impressive accomplishments and strengths.

When crafting your professional summary, it’s essential to include your most relevant skills, experiences, and achievements that match the requirements of the job. You should also use action words and strong language to emphasize your value and potential to the company.

To make your professional summary stand out, think about how you can describe your unique qualities and strengths that set you apart from other candidates. Be specific, straightforward, and confident in your approach. If possible, try to incorporate any measurable results or impact you have made in previous positions to showcase your success.

In crafting a compelling professional summary, you should aim to keep it concise but informative, no longer than three to four lines. Don’t be afraid to tweak it for each job application to make it tailored to the specific role and company you’re applying to.

Remember, the professional summary section of your resume is the first impression you make on a potential employer. Make sure it’s powerful, impactful, and showcases your value as a candidate.

Skills Section

If you are applying for a professional office assistant position, then you need to showcase your essential skills that are relevant to the job. The skills section is one of the key elements of your resume that will help recruiters determine if you have what it takes to be an excellent candidate.

Essential skills for the professional office assistant position

Here are some of the essential skills that you need to highlight in your skills section:

• Communication: This includes both verbal and written communication skills. You need to be able to communicate effectively with colleagues, superiors and clients in a clear and concise manner.
• Organization: As an office assistant, you must be able to keep things organized, maintain order, prioritize tasks and meet deadlines.
• Attention to detail: This is a critical skill when it comes to documentation, record-keeping, filing, data entry and customer service. A small mistake in these areas could lead to costly errors.
• Technical proficiency: Having a strong understanding of basic office software (like Microsoft Office Suite), social media, email management tools and relevant office equipment, is a must.

Choosing the right skills to include

It’s tempting to list every skill you possess, but this is never the right approach. Instead, consider the job requirements and choose the skills that are specifically relevant to the position. For instance, if the job description requires a professional who is fluent in a second language, then mention your proficiency in that language. Be sure to prioritize between what the recruiter is looking for and the skills you have.

Tips for writing a standout skills section

The skills section can be tricky to nail, so follow these tips to ensure you stand out from other applicants:

• Keep it relevant: Stick to job-related skills only. Avoid adding hobbies or personal interests to this section.
• Use bullet points: Make your skills section easy to read and understand. Use bullet points instead of long paragraphs.
• Quantify your skills: Did you increase productivity? Boost sales? Save time or money for your previous company? If so, add this information to make your resume look more impressive.
• Be confident, but not arrogant: Don’t oversell yourself, but don’t downplay your achievements either.
• Get feedback: Share your resume with a trusted colleague or mentor before submitting it to recruiters. Ask for feedback to fine-tune your skills section, so it aligns with the job description.

Remember that your skills section is a snapshot of your qualification for the position, so take your time and make it stand out.

Work Experience Section

One of the most critical sections of your professional office assistant resume is your work experience section. Not only is it essential to include, but it’s important to provide a detailed overview of your work history.

The importance of detailing work experience cannot be overstated. Your potential employer needs to know precisely what your past roles and responsibilities entail. You must highlight your experience in a way that showcases how you can contribute to their organization. Providing context for each role will give hiring managers an understanding of the scope of your work and the results you produced.

To structure this section, you should list your work experience in reverse chronological order, starting with your most recent job. This format is the most natural way to present your professional history because it shows your most recent role and responsibilities first. It also helps employers to track your career trajectory and see how you’ve progressed or moved within the industry.

A key part of your work experience description includes action words and phrases that accurately convey your responsibilities and accomplishments. Be clear, concise, and use language that showcases your achievements. Use action verbs that begin with simple and present tense active verbs such as ‘managed’, ‘coordinated, ‘implemented’, or ‘supervised.’ Be sure to provide context and quantify your achievements with numbers where possible.

Effective action phrases to include would be, “Executed administrative work such as coordinating office activities and meetings,” “Responsible for ensuring that employees adhered to deadlines and requirements,” or “Created and implemented business strategies that resulted in a 15% increase in productivity.”

Ensuring your work experience section is informative and structured is critical to making a lasting impression on potential employers. Make sure you are using action words, and showcase your achievements to set yourself apart from other prospective candidates.

Education Section

The education section of a professional office assistant’s resume can make a significant impact on a hiring manager’s decision making. By listing relevant education and certifications, the candidate can showcase their qualifications for the position and highlight their dedication to professional development.

When including education in a resume, it is essential to highlight the points that are relevant to the position. For a professional office assistant, education in business, management, or administration is highly valued. If the candidate has a degree or diploma in one of these fields or relevant coursework, they should list it prominently in their resume’s education section.

In addition to traditional degrees, certifications can help a professional office assistant’s resume stand out from the competition. Certifications provide proof of the candidate’s expertise in a particular area and demonstrate their commitment to professional development.

For example, a candidate with a Certified Administrative Professional (CAP) certification from the International Association of Administrative Professionals can showcase their knowledge of office management, administrative practices, and business communication, making them a valuable asset to any organization.

Another certification that can make a candidate stand out is a Certified Electronic Health Record Specialist (CEHRS) from the National Healthcareer Association. This certification demonstrates a candidate’s knowledge of electronic health records and compliance, which can be valuable in an office environment that deals with medical records.

Apart from these mentioned certifications, any other relevant certifications such as Microsoft Office Specialist (MOS) certification can also catch a recruiter’s eye.

A well-crafted education section with relevant degrees and certifications can significantly increase the chances of a professional office assistant getting an interview or even a job. However, it is crucial to be careful about exactly which qualifications the candidate is highlighting and what lies relevant to the job description. By correctly demonstrating their abilities and skills, a professional office assistant can make their resume stand out in a highly competitive job market.

Additional Section(s)

As a professional office assistant, you understand the importance of having a well-rounded skill set. Including additional sections in your resume that highlight your volunteer work, internships, and foreign language abilities can give potential employers a better idea of your capabilities.

Volunteer Work and Community Service

Volunteer work and community service can demonstrate your dedication to helping others and your desire to make a positive impact in your community. Be sure to include any relevant experiences that showcase your leadership, teamwork, and communication skills. For example, if you organized a fundraiser or coordinated a group project, mention those accomplishments and the impact they had.

Internships

Internships are valuable experiences that can give you hands-on training and help you develop new skills. If you have completed any relevant internships, highlight the tasks you performed, the skills you acquired, and any notable achievements. This can show potential employers that you have practical experience in your field and are willing to go the extra mile to gain knowledge in your chosen field.

Foreign Language Skills

Having foreign language skills can be a major asset in today’s global economy. If you are fluent in any languages other than English, be sure to include them in your resume. This demonstrates that you have the ability to communicate with a wider range of people and can help you stand out in a competitive job market.

Including these additional sections in your professional office assistant resume can showcase your skills and experience, and give potential employers a more well-rounded view of your abilities. Keep in mind that while these sections can be beneficial, it’s important to tailor your resume to the specific job you’re applying for, and to only include experiences and skills that are relevant to that position.

Dos and Don’ts: Tips for Building an Effective Professional Office Assistant Resume

A resume is a crucial tool in securing employment, and it is often the first point of contact between the employer and the job seeker. As a professional office assistant, your resume is a reflection of your skills, experience, and qualifications. A well-crafted resume communicates your professionalism and attention to detail, making you stand out from other applicants. In this section, we’ll discuss some dos and don’ts for building a highly effective professional office assistant resume.

Things to do to make an effective resume:

Tailor your resume to the job description: Customize your resume to match the job description. Carefully read the job description and include specific qualifications, skills, and experience that the employer seeks.

Highlight your achievements: Rather than focusing on your job duties, emphasize how you have contributed to the success of your previous employers. Use metrics to quantify your achievements where possible.

Use bullet points: Write your resume using bullet points to make it easy for the employer to read and quickly identify your skills and experience.

Use action verbs: Use strong action verbs to describe your skills and experience, as they make your resume more dynamic and impressive.

Include your education and certifications: List your education and relevant certifications, including the name of the institution, the degree, and the graduation date.

Common resume mistakes to avoid:

Grammatical errors: Poor grammar and spelling mistakes are unacceptable on your resume. Proofread your resume multiple times and even ask a friend or family member to review it for errors.

Including irrelevant information: Focus on relevant experience and skills when crafting your resume. Avoid including irrelevant or outdated information that does not add value to your resume.

Generic resume: Writing a generic resume that does not align with the job description makes you appear uninterested in the specific job or employer.

Focusing solely on job duties: Focusing only on job duties instead of demonstrating achievements and skills shows a lack of initiative and creativity.

Lying: Lastly, it is critical to emphasize that lying on your resume is never acceptable. If caught, lying can tarnish your professional reputation and make it challenging to secure future employment.

By following the dos and don’ts discussed above, you can build a highly effective professional office assistant resume that showcases your skills, experience, and qualifications. Remember, your resume is your gateway to securing employment, so it’s crucial to ensure that it’s in top-notch shape.

Tailoring your resume for specific job postings

In today’s competitive job market, it’s important to stand out from the crowd. One way to do this is by tailoring your resume for each specific job posting. By doing so, you can highlight your skills, experience, and qualifications that match the requirements of the job. Here are some tips on how to customize your resume to suit the advertised position:

How to customize your resume to suit the advertised position

Read the job posting carefully: Before you start customizing your resume, read the job posting carefully. Make a list of the required skills and qualifications.

Choose the right format: Use a resume format that highlights your strengths and matches the job requirements. For example, if the job posting emphasizes teamwork, use a functional resume format that focuses on your skills and achievements rather than your work history.

Use keywords: Incorporate keywords from the job posting into your resume. This helps your resume get past applicant tracking software (ATS), which scans resumes for specific keywords.

Customize your objective statement: Use the objective statement to clearly communicate your career goals and how they align with the job posting.

Highlight relevant experience: Emphasize your relevant experience in your work history, highlighting your achievements and accomplishments that match the job posting.

The importance of emphasizing transferable skills

In addition to customizing your resume for each job posting, it’s also important to emphasize your transferable skills. Transferable skills are skills you’ve gained in one job that can be applied to another job. These skills are important because they show that you have the ability to adapt and learn quickly.

When emphasizing transferable skills, it’s important to show how these skills can be applied to the job you’re applying for. For example, if you’ve worked in customer service, you may have skills in communication, problem solving, and conflict resolution. These skills are transferable and can be applied to a range of jobs, including administrative positions.

By emphasizing your transferable skills, you demonstrate your ability to be a versatile and valuable employee. This can give you a competitive edge over other candidates who may not have as many transferable skills.

Tailoring your resume for specific job postings is an important step in landing your dream job. By customizing your resume and emphasizing your transferable skills, you can increase your chances of getting noticed by hiring managers.

Professional Office Assistant Resume Examples

This section provides two sample resumes for an office assistant position, along with an analysis of each resume in terms of formatting, skills, experience, and education section.

Sample Office Assistant Resume 1

Resume Formatting : The first sample resume follows a chronological format, starting with the candidate’s most recent work experience and education. The layout is clean and easy to read, with clear headings and bullet points that emphasize key skills and accomplishments.

Skills : The candidate lists strong organizational, communication, and multitasking skills, as well as proficiency in MS Office and data entry. They also highlight their ability to prioritize tasks, manage calendars, and handle confidential information.

Experience : The candidate has several years of experience in office administration and support roles, including managing calendars and schedules, coordinating events, and handling customer inquiries. They also emphasize their ability to work independently and as part of a team, and their adaptability to changing demands and priorities.

Education : The candidate has a degree in Business Administration, with a focus on office management and administration. They list relevant coursework and academic achievements, including a high GPA and several awards and honors.

Sample Office Assistant Resume 2

Resume Formatting : The second sample resume follows a functional format, highlighting the candidate’s key skills and accomplishments in separate sections. The layout is also clean and easy to read, with clear headings and bullet points.

Skills : The candidate lists strong administrative, communication, and problem-solving skills, as well as proficiency in MS Office and database management. They also emphasize their ability to manage projects, coordinate resources, and improve office procedures.

Experience : The candidate has several years of experience in office support roles, including managing office activities, providing customer service, and overseeing administrative tasks. They also highlight their ability to handle sensitive information and maintain confidentiality, as well as their experience with database management and record-keeping.

Education : The candidate has an associate degree in Office Administration, with a focus on business management and computer applications. They list relevant coursework and academic achievements, including a high GPA and several awards and honors.

Analysis of Sample Resumes

Both sample resumes demonstrate strong qualifications for an office assistant position, with a focus on administrative skills, experience, and education. However, there are some notable differences in terms of resume formatting and content.

Sample Resume 1 uses a traditional chronological format, which is ideal for candidates with a strong work history and clear career progression. The candidate clearly outlines their experience, skills, and education in a way that highlights their most relevant qualifications for the position.

Sample Resume 2 uses a functional format, which is ideal for candidates who want to emphasize their key skills and accomplishments over their work history. The candidate structures their resume in a way that emphasizes their administrative strengths, such as project management, customer service, and database management.

Related Articles

• Careers That Keep You Fit and Healthy in 2023
• Bank Customer Service Representative Job Description
• Listing Relevant Coursework on Your Resume in 2023
• Research Analyst Resume: Examples and Writing Tips
• Financial Advisor: Job Description, Salary, and Skills

Rate this article

0 / 5. Reviews: 0

More from ResumeHead

Resume Templates

Resume samples

Create and edit your resume online

Generate compelling resumes with our AI resume builder and secure employment quickly.

Write a cover letter

Cover Letter Examples

Cover Letter Samples

Create and edit your cover letter

Use our user-friendly tool to create the perfect cover letter.

Featured articles

• How to Write a Motivation Letter With Examples
• How to Write a Resume in 2024 That Gets Results
• Teamwork Skills on Your Resume: List and Examples
• What Are the Best Colors for Your Resume?

Latests articles

• How To Add a Promotion on LinkedIn: Steps and Example
• The Highest Paying Blue-Collar Jobs Offer Stability, While Nearly 300,000 Layoffs Are Blamed on AI
• How To Prepare Your Resume for a Promotion in 2024
• The Essential Guide To Giving Two Weeks’ Notice in 2024

Dive Into Expert Guides to Enhance your Resume

Office Assistant Resume Examples for Success in 2024

Use an Office Assistant resume example to create an excellent profile

Step into the office battlefield armed with the ultimate toolkit. Prepare to master the art of resume writing and secure your position on the front lines of the Office Assistant job market.

You’ll learn :

• Key features of entry-level and expert Office Assistant resumes.
• Top 10 hard skills every modern Office Assistant needs.
• Tips for tailoring your resume to match specific job ads perfectly.

In a hurry to write your resume? Use our step-by-step AI resume builder and be done in just a few minutes.

Entry-Level Office Assistant Resume

With around 316,000 job openings expected annually through 2032, many are eager to dive into this dynamic career field. Let’s start by looking at an entry-level Office Assistant resume sample to understand the essentials of writing an impactful job application in this field.

Janet Admin 000 Placeholder Ave, Suite 100 | Anytown, Anystate, 00000 Email: [email protected] | Phone: (000) 000-0000 LinkedIn: linkedin.com/in/janetadmin

Resume Summary

Organized and efficient Business Administration graduate with demonstrated ability to enhance office operations; spearheaded a digital filing initiative that resulted in a 40% increase in process efficiency during a six-month internship. Skilled in advanced office software and systems, eager to continue improving workplace productivity.

• Microsoft Office Suite (Word, Excel, PowerPoint)
• Google Workspace (Docs, Sheets, Slides)
• Database Management (Access, SQL basics)
• Scheduling and Calendar Management (Outlook, Google Calendar)
• Document Management Systems (SharePoint, OneDrive)

Professional Experience

Office Assistant Intern XYZ Corporation, Anytown, Anystate — January 2023 to July 2023

• Optimized document retrieval, reducing time spent by 40% through the strategic use of Google Drive.
• Managed complex schedules, enhancing scheduling efficiency by 25% for department heads.
• Reduced supply expenses, saving the company 20% by refining inventory tracking using Excel.
• Improved client relations, ensuring effective communication and prompt response times.

Bachelor of Science in Business Administration Metropolitan University, Anytown, Anystate — September 2018 to May 2022

• Graduated with a 3.6 GPA

Certifications

• Certified Administrative Professional (CAP)
• Microsoft Office Specialist (MOS) Certification
• Google IT Support Professional Certificate

Need a little help? Try our AI-powered resume builder and get personalized tips that will make you shine.

10 Must-Have Entry-Level Office Assistant Hard Skills 

When stepping into the office arena, equipping yourself with the right arsenal of skills is key to landing that coveted Office Assistant role. 

Below is a rundown of the top 10 must-have hard skills for entry-level Office Assistants in 2024:

• Microsoft Office 365 : Mastery in Word, Excel, PowerPoint, and Outlook.
• QuickBooks : Financial record-keeping and accounting tasks.
• Salesforce : Basics of managing customer relationships and sales tracking.
• Google Workspace : Collaboration and document management.
• Slack : Communication and coordination within teams.
• Asana : Task and project management to keep projects on track.
• Adobe Acrobat Pro : Creating and managing PDF documents.
• SAP Business One : Basics for handling business resource planning tasks.
• Zoom : Managing virtual meetings and webinars efficiently.
• ChatGPT : Utilizing AI for customer support, drafting emails, and other text-based tasks.

These Office Assistant resume skills ensure you’re a step ahead in the modern office environment.

Expert Office Assistant Resume

Explore this expert-level Office Assistant resume sample. It features the specialized skills and extensive experience needed for advanced administrative functions.

Samantha Expert 456 Advanced Road, Suite 304 | Techville, Techstate, 10101 Email: [email protected] | Phone: (555) 654-3210 LinkedIn: linkedin.com/in/samanthaexpert

Highly experienced Office Assistant with over 10 years of dedicated service, specializing in optimizing complex administrative operations. Successfully led a major digital transformation project, enhancing document management efficiency by 50% and reducing operational costs by 30% using advanced AI tools and cloud solutions.

• Microsoft Office 365 (Advanced)
• QuickBooks Pro Advisor
• Salesforce CRM
• Google Workspace (Expert)
• Slack (Advanced Integration)
• Asana (Project Management Professional)
• Adobe Acrobat Pro DC
• SAP Business One
• Zoom (Certified Administrator)
• ChatGPT (Advanced Applications in Administration)

Senior Office Assistant Tech Innovations Inc., Techville, Techstate — June 2013 to Present

• Led digital transformation, enhancing document management systems with SharePoint, achieving a 50% improvement in process efficiency.
• Managed financial operations, overseeing all departmental budgets and financial transactions using QuickBooks, reducing errors by 40%.
• Developed customer relations protocols using Salesforce, improving client satisfaction rates by 35%.
• Orchestrated comprehensive meeting schedules across global teams, improving coordination and productivity by 20%.

Bachelor of Arts in Administrative Management Prestige University, Techville, Techstate — September 2007 to May 2011

• Graduated Summa Cum Laude
• Microsoft Certified: Enterprise Administrator Expert
• QuickBooks Certified ProAdvisor
• Zoom Certified Administrator
• Bilingual English-Spanish

8 Soft Skills To Make a Difference as an Office Assistant

Soft skills are vital for Office Assistants, especially when describing experiences and achievements in the resume summary and Experience sections .

Effectively leveraging these skills involves illustrating how they’ve enabled you to manage tasks, collaborate, and drive office efficiency.

1. Effective communication

Ability to clearly convey information both verbally and in writing.

Spearheaded a weekly newsletter that improved internal communications by keeping the team informed and engaged.

2. Time management

Prioritizing tasks to meet deadlines while maintaining high-quality work.

Managed multiple scheduling tools to streamline appointment setups, reducing overlap and increasing meeting efficiency by 20%.

3. Adaptability

Quickly adjusting to new tasks or changes in a fast-paced environment.

Quickly adapted to the sudden shift to remote work, implementing new digital collaboration tools that maintained team productivity.

4. Problem-solving

Resolving issues that arise with minimal supervision.

Identified recurring issues in supply ordering and implemented a new system that reduced errors by 30% and saved costs.

5. Interpersonal skills

Building strong relationships with colleagues, clients, and management.

Fostered strong relationships across departments, which facilitated efficient project collaboration and enhanced workflow dynamics.

6. Organizational awareness

Understanding how your role fits within the broader company context to optimize your impact.

Aligned administrative tasks with company goals, contributing to a 15% increase in operational efficiency through strategic planning and resource allocation.

7. Emotional intelligence

Managing your own emotions and understanding others’ to enhance workplace dynamics.

Mediated conflicts within the office, leading to a healthier work environment and a 25% reduction in staff turnover.

8. Confidentiality and discretion

Safeguarding sensitive information, a crucial aspect of administrative roles.

Handled sensitive employee and client information, ensuring compliance with privacy laws and maintaining trust through discreet management of critical data.

Integrate these skills to show not just what you accomplished, but how your interpersonal and organizational finesse contributed to your achievements.

Tailor Your Office Assistant Resume: A Guide to Matching Job Ads Perfectly

Customizing your resume for specific job ads is crucial to highlighting your qualifications that align closely with the job requirements . 

This targeted approach can significantly enhance your chances of landing an interview.

Take a look at the following job advertisement.

Position: Office Assistant Location: Downtown TechHub, Metro City Type: Full-time

Role Overview:

Join our dynamic team at Innovative Tech Solutions as an Office Assistant. We are looking for a proactive and detail-oriented individual who thrives in a fast-paced environment. The successful candidate will manage daily administrative tasks efficiently and support our office operations to enhance productivity.

Key Responsibilities:

• Coordinate and optimize office schedules using Microsoft Outlook .
• Manage comprehensive office supplies inventory, liaising with vendors to ensure cost-effective purchasing.
• Utilize Microsoft Excel to maintain accurate records and reports.

Required Skills:

• Strong organizational and planning abilities.
• Proficiency in Microsoft Office Suite, with advanced skills in Excel and Outlook.
• Experience in vendor management and inventory control.

Preferred Qualifications:

• Previous experience in a fast-paced tech environment .
• Excellent communication and interpersonal skills.

Now see how the following Experience section matches the job’s description and responsibilities.

Office Assistant TechSolutions Inc., Metro City — June 2019 – Present

• Optimized office scheduling by expertly managing the executive team’s calendars using Microsoft Outlook , ensuring seamless coordination of over 30 weekly appointments.
• Reduced operational costs by 20% through strategic vendor negotiations and efficient inventory management using Microsoft Excel , which facilitated timely and under-budget supply procurement.

Supported a fast-paced tech environment , maintaining high standards in a dynamic workplace and effectively adapting office processes to enhance overall productivity.

This resume section has been carefully written to match the job ad’s requirements while optimizing for ATS filters :

• The explicit mention of skills such as “Microsoft Outlook” and “Microsoft Excel” directly addresses the job ad’s specific software requirements, essential for passing ATS screenings that prioritize resumes containing relevant keywords. 
• Describing actions like optimizing schedules and reducing costs with these tools aligns with the job’s operational demands, presenting the candidate’s practical application of these skills in a professional setting. 

This strategic keyword inclusion ensures higher visibility under ATS assessments and portrays the candidate as a strong fit for the job.

Top 3 Essential Certifications for Office Managers in 2024

These 3 certifications will sharpen your administrative prowess and secure your spot as a top-tier office manager in 2024 :

• Microsoft Office Specialist (MOS)
• Project Management Professional (PMP)

With these certifications in hand, you’ll master the office environment in no time—2024 is ready for you!

The duties and responsibilities of an Office Assistant typically include managing and distributing information within an office , which encompasses answering phones, taking memos, and maintaining files. They are also often responsible for sending and receiving correspondence, as well as greeting clients and customers. Additionally, Office Assistants may handle scheduling, bookkeeping, and even supporting other staff with various administrative tasks.

While Office Assistant resume summaries are now more favored by recruiters for their comprehensive and concise snapshot of a candidate’s capabilities, some entry-level candidates may still opt for an objective statement to express their career goals. If this is your case, take a look at this example for inspiration: “Aspiring Office Assistant seeking to leverage proven organizational skills and a 95% accuracy rate in data entry to contribute effectively to your team while gaining hands-on experience in a dynamic office environment.”

Struggling with Resume Writing?

Ease the process with our templates

Related Professions

Executive Assistant Highlight your relevant experience and win over any recruiter with a unique, professional executive assistant resume. Get tips, see examples, and more. Updated on December 28, 2023 Executive Assistant

Back Office Manager Management positions are highly sought after. Use our industry-savvy resume writing guide to craft a stand-out back office manager resume. Updated on December 27, 2023 Back Office Manager

DEI in 2024 is a more polarized topic than in 2020 – Check out our recent survey and get the insights Download the report

• HR Toolkit |
• HR Templates |
• Job descriptions |
• Administrative job descriptions |

Office Assistant job description

An Office Assistant is a professional who oversees clerical tasks, such as sorting and sending mail. They keep an inventory of office supplies and order new materials as needed to ensure that the workplace is neat and clean for visitors or clients.

Nikoletta holds an MSc in HR management and has written extensively about all things HR and recruiting.

Refreshed on

February 1, 2022

Reviewed by

Eftychia Karavelaki

Senior Recruitment Manager

This Office Assistant   job description sample covers the key qualifications, duties and responsibilities of an office assistant and it’s easy to customize for your company when hiring for admin positions.

Office Assistant Duties responsibilities include:

• Organizing the office and assisting associates to optimize processes
• Sorting and distributing communications in a timely manner
• Using “back-office” computer systems (ERP software)

Hiring an office assistant? Sign up for Workable’s 15-day free trial to post this job and hire better, faster.

Want to generate a unique job description?

Looking for a job.

We are looking for a competent Office Assistant to help with the organization and running of the daily administrative operations of the company.

What does an office assistant do?

The ideal candidate will be a hard-working professional able to undertake a variety of office support tasks and work diligently under pressure. This person will be comfortable working with a high degree of attention to detail and discretion as well as incorporating new and effective ways to achieve better results.

Responsibilities

• Organize office and assist associates in ways that optimize procedures
• Sort and distribute communications in a timely manner
• Create and update records ensuring accuracy and validity of information
• Schedule and plan meetings and appointments
• Monitor level of supplies and handle shortages
• Resolve office-related malfunctions and respond to requests or issues
• Coordinate with other departments to ensure compliance with established policies
• Maintain trusting relationships with suppliers, customers and colleagues
• Perform receptionist duties when needed

Requirements and skills

• Proven experience as a back-office assistant, office assistant, virtual assistant or in another relevant administrative role
• Knowledge of “back-office” computer systems (ERP software)
• Working knowledge of office equipment
• Thorough understanding of office management procedures
• Excellent organizational and time management skills
• Analytical abilities and aptitude in problem-solving
• Excellent written and verbal communication skills
• Proficiency in MS Office

Download the office assistant job description pdf sample for free.

Post this Office Assistant job to over 200 job boards at once.

Frequently asked questions, related job descriptions.

• Administrative Assistant job description
• Office Administrator job description
• Administrative officer job description
• Office Manager job description

Related Interview Questions

• Office Assistant interview questions and answers
• Administrative Assistant interview questions and answers
• Administrative Officer interview questions and answers

Related Topics

• How to Hire: 5 tips for hiring an administrative assistant
• Best job boards: The ultimate job sites list for 2021

Available in

Jump to section, share on mastodon.

Office Assistant Job Description, Key Duties and Responsibilities

This post provides complete information on the job description of an office assistant, to help you learn the work they do.

it highlights the key duties, tasks, and responsibilities that commonly make up their role.

What Does an Office Assistant Do?

Office assistants are mostly entry-level employees who joined the workforce after a period of absence, or people who have deferred further education in order to join the workforce.

As an entry level employee, the office assistant will essentially be working with other departments of the organization to achieve a smooth running of such organization.

The office assistant job description includes ensuring that all paperwork is handled appropriately with adequate attention, and is filed correctly; preparing and opening mails, answering the phone and running general errands for senior members of staff.

Since most firms or organizations make use of large and complex databases of departmental records and services such as Banner, the office assistant might be required to enter information and ensure the accuracy and completeness of the data entered, and in the same vein generates reports of outputs as needed.

Job Summary:

As an Office Assistant, you will perform ad hoc or administrative functions. You will work with operations manager, as well as with business or office managers.

Your role will also include overseeing office communications, and if need be, petty cash as well.

You will also be responsible for scheduling appointments, receiving walk-in guests, and answering emails. You may also work as a receptionist.

Office Assistant Job Description Example/Sample/Template

Here is an example of the job description office assistants usually execute.

• Greet customers or other personnel of the firm by phone, in person, or through electronic media, including email
• Assess the needs of customers and provide information concerning the services, procedures, and guidelines of the firm
• Handle requests and transactions, or direct the matter or person to the proper department
• Assist in resolving problems and complaint raised by unsatisfied customers
• Process applications or forms to ensure completeness and accuracy
• Compute and verify data, fees or payments
• Enter data and forward paperwork afterwards
• Use personal computer and a host of other office software applications, including word processing, email, and file management tools
• Prepare files and documents in MS-Word by using predefined templates or by creating them from the scratch
• Create and maintain files in Excel
• May be asked to make PowerPoint presentations and use databases or Access
• Operate office equipment like fax machines and printers
• Perform data gathering and research activities and provide reports or summaries of information collected
• Prepare or maintain reports of records and other statistical and quantitative data
• May act as receiver of mail and correspondence for the work unit or department
• Responsible for opening or reviewing correspondence and determining proper action to be taken
• Responsible for departmental supplies and inventories, including tracking status and orders
• File documents; develop and modify filing practices – this includes the usage of electronic in addition to paper records
• Coordinate and organize department activities and functions like meetings; schedule, obtain use of rooms, and set up the rooms and equipment to be used.

Office Assistant Job Description for Resume

A resume for the position of office assistant can be written using information from the sample job description given above.

The job description, which shows a list of vital duties, tasks, and responsibilities can be used in making the professional experience section of the resume as shown in the complete office assistant resume example here.

Office Assistant Requirements: Knowledge, Skills, and Abilities for Career Success

Here are important attributes employers normally request that applicants for the office assistant position should possess:

• Must be able to use database software (usually Access)
• Must be able to use spreadsheet software (usually Excel)
• Must be able to use presentation software (PowerPoint)
• Must be able to perform basic bookkeeping functions and tasks
• Ability to use the Internet and email facilities
• Must have telephone techniques.

Recommended:

This Site Uses Cookies

Privacy overview.

Office Assistant Job Description (Skills, Duties, Salary & More)

Jeff Gillis 0 Comments

By Jeff Gillis

One thing is true in all companies; it takes a team to thrive. While CEOs often get much of the glory, it’s the power of their workforce that creates that glory in the first place. And one of the often-unsung heroes in that workforce is the office assistant.

What’s one thing all businesses have in common? They have administrative tasks to handle. That’s where office assistants come in.

A core part of the office assistant job description is tackling these everyday tasks. They ensure that higher-ups don’t have to worry about paperwork piling up, scheduling appointments, and more. If you are wondering if the office assistant duties are right for you, come with us as we take a deep dive into what this critical position is all about.

What Is an Office Assistant?

Alright, let’s start with the basics; what is an office assistant anyway?

In the simplest terms, an office assistant is an administrative professional that handles a variety of basic tasks. They are the foundation of clerical support, managing a range of must-dos like organizing records, proofreading documents, and more.

An office assistant might support a single manager, an entire department, or even a whole company, if the business is smaller. Office assistant duties can vary dramatically, as a result, though they are almost always quite diverse.

It’s important to understand that office assistants aren’t necessarily the same thing as receptionists , administrative assistants , or executive assistants . Sure, there are instances where the duties overlap, but that doesn’t make them equal.

Typically, office assistants or receptionists are considered more entry-level roles. However, receptionists usually focus on front desk style duties, while an office assistant may spend more of their time on back-of-house tasks.

Administrative assistants usually fall closer to the middle in the hierarchy, requiring more skills or experience to ensure they can handle some complex duties. Executive assistants are a bit higher-level, often needing advanced capabilities, allowing them to address the needs of CEOs and other members of the leadership team without much guidance.

What Are an Office Assistant’s Duties/Responsibilities?

Now that you have a general idea of what an office assistant is, let’s dig a bit deeper into the office assistant job description. Often, a position’s responsibilities are the easiest way to get a real feel for a role, so let’s start there.

Now, the office assistant duties usually vary from one company to the next. Every business is going to have different needs, leading to some level of variation.

However, most office assistant jobs have certain things in common. Here’s a look at some of the office assistant duties a position usually includes:

• Manage records and files
• Update paperwork and databases
• Create documents, including correspondence and reports
• Book appointments
• Handle travel-related bookings
• Maintain supplies and order more when inventory is low
• Process mail
• Maintain office equipment
• Greet visitors
• Conduct research

What Skills Do Office Assistants Need?

Overall, many of the office assistant duties fall definitively into the clerical world. In many cases, they were likely responsibilities you’d expect for an entry-level administrative role.

But even if the office assistant job description isn’t surprising, that doesn’t mean it doesn’t take skill to do well. As with all jobs, the right capabilities and traits are a must. Otherwise, you won’t excel in the position.

First, let’s focus on hard skills. These capabilities focus on the kinds of expertise a person needs to handle the duties. For office assistants, here’s a look at what they need to bring to the table:

• Business correspondence
• Report creation
• Office equipment operation
• Filing best practices
• Computer operation
• Productivity software
• Calendar management and scheduling
• Travel booking
• Recordkeeping
• Multi-line telephone systems
• Call screening and routing

While that may seem like a lot, it’s only the tip of the iceberg. To be a great office assistant, it’s also critical to have the right traits. These allow them to navigate the workplace efficiently and effectively, ensuring they can handle their duties and coordinate well with other employees.

Here are some of the critical traits office assistants simply must have:

• Communication
• Attention-to-detail
• Time management
• Collaboration
• Interpersonal skills
• Multitasking
• Accountability
• Organization
• Problem-solving
• Critical-thinking

At times, leadership skills are also beneficial. This is especially true if an office assistant is essentially running a front desk, which can happen.

What Education, Training, Certification Is Required?

To get started as an office assistant, you don’t need any advanced education or training. Typically, a high school diploma or GED is enough, as long as you developed the necessary computer skills along the way.

However, that doesn’t mean some education can’t help. An Associate’s degree may help you stand out from the pack, for example, or it may allow you to qualify without any experience. Plus, some employers may consider an Associate’s degree a must-have, even for entry-level opportunities.

Additionally, some specialty office assistants may need some extra education. For example, a medical or legal office assistant might at least need some college coursework, if not an Associate’s degree or more.

Generally, there aren’t any office assistant certifications that you’ll need to worry about. However, there are skill-oriented certifications that can help, depending on the duties you want to take on.

For example, the Microsoft Office Specialist certifications let you showcase your know-how in specific pieces of software you’d likely use on the job. You can pick and choose which ones to get, allowing you to focus on just the ones that bring value to your career.

If you want to use an office assistant position as a first stop on a longer administrative career, then you might want to look at the Certified Administrative Professional (CAP) credential. It can be a great foundation that can help you move forward to more advanced positions.

Office Assistant Salary

If you think that the office assistant job description sounds pretty great, then you’re probably wondering how much you could make if you land a job. If so, you’re in luck. We’ve got your back.

Generally speaking, office assistants usually make about $37,568 a year. While that may not sound like a lot, it’s important to remember that this job can often qualify as entry-level. You don’t need any higher education or specific training to get started, so it isn’t necessarily going to pay as much as some other office-based roles.

Additionally, an office assistant position can be used as a stepping stone. You can use it to hone your skills, allowing you to move up into an administrative assistant or executive assistant role. At a minimum, you’ll gain valuable experience in an office, and that’s something that can benefit you if you decide to change fields later, too.

What You Need to Know for Your Job Interview

By now, you might be thinking, “This office assistant job description sounds pretty awesome, so what does it take to land one of these positions, anyway?” Well, usually, it takes a few things.

First, you need to make sure you have the skills and traits above. After that, it’s all about the interview.

By nailing the interview, you can stand out from other candidates. But how do you do that? With the right approach, of course.

First, do your research. Scour that office assistant job description for must-haves, allowing you to predict what you’ll need to talk about. Next, spend a little time on the company’s website , learning about its values , mission , and culture .

A trip to the company’s social media page can be helpful too. You’ll learn about recent achievements as well as more about its culture. That’ll give you a ton of details to work into your answers, showing you went the extra mile.

Alright, but what about those blasted behavioral interview questions ? What do you do for those? Well, first, don’t panic. With the right strategy by your side, you’ve got this.

Begin by taking a look at the STAR Method . Next, spend time exploring the Tailoring Method . Twist those two strategies together, and you’re set. You’ll be ready to create relevant, engaging answers that will keep the hiring manager interested in what you have to offer.

Putting It All Together

If the idea of becoming an office assistant sounds perfect, that’s great! You’ll be a crucial part of any workplace, ensuring administrative tasks are handled quickly and correctly. Make sure to use the information and tips above – particularly about nailing your interview – to your advantage. That way, you can have the career of your dreams.

Thanks for reading!

Co-founder and CTO of TheInterviewGuys.com. Jeff is a featured contributor delivering advice on job search, job interviews and career advancement, having published more than 50 pieces of unique content on the site , with his work being featured in top publications such as INC , ZDnet , MSN and more.

Learn more about The Interview Guys on our About Us page .

About The Author

Jeff gillis.

Co-founder and CTO of TheInterviewGuys.com. Jeff is a featured contributor delivering advice on job search, job interviews and career advancement, having published more than 50 pieces of unique content on the site , with his work being featured in top publications such as INC , ZDnet , MSN and more. Learn more about The Interview Guys on our About Us page .

Copyright © 2024 · TheInterviewguys.com · All Rights Reserved

• Our Products
• Case Studies
• Interview Questions
• Jobs Articles
• Members Login

How to Write a Resume Job Description (Examples Included!)

Hiring managers receive anywhere from dozens to even thousands of resumes and job applications daily. That's why a well-crafted resume is crucial to helping you stand out from the competition. And your experience section in particular—where your resume job descriptions live—really needs to shine.

This section highlights your previous experiences—whether in a formal job, internship , volunteer work , or other roles—demonstrating your achievements and capabilities.

To make an impact, you need to strategically tailor your experiences and skills to align with the job you’re applying for, showing recruiters that you’re a perfect fit for the role.

Below, you'll find key tips on how to write job descriptions for resumes and examples to guide you through it.

Get that resume out there! Browse open jobs on The Muse and find your dream job »

Job descriptions for resumes: Why does it matter?

When you apply for jobs , you'll see a description of the role and what the company is looking for. To really stand out, your resume should match those requirements as closely as possible. That’s where the job description section comes in handy. It’s your chance to highlight past experiences and make sure they align with the job you’re aiming for.

Your resume job description should include:

• Company name
• Date of employment
• Responsibilities and achievements

Of course, this section alone won't land you a job—your whole resume should be written to impress the recruiters. However, when you're an experienced professional, even if you're not a senior in your position yet, well-written job descriptions can at least guarantee you some interviews .

How to write a resume job description in 4 steps

The following tips will give you some insights into what this section of your resume should look like—and what hiring managers are looking for in candidates' resumes.

1. Start with a clear heading

If you're not new to resume building, you probably know that each section of the file should have a heading . It should be clear and concise, telling the recruiter exactly what they're going to read next.

Here are some examples:

Work Experience

• Professional Experience

2. Lay out basic info about your role

Next step is filling out the experience section —or whatever you decide to name it—with your professional background. You'll always start with basic information from each job (or internship, volunteer work, and such), like your title, the company name, location, and date of employment.

For example:

Sales associate

Orlando, FL

July 2022-August 2024

You can change the order as you see fit—for instance, putting the company name first and your title second. However, it's important to keep the same formatting throughout the resume, so be sure your choice works well for every experience.

There's no set amount of experiences you should include in your resume. But keep in mind that, ideally, it should only have relevant and recent experience, listed in reverse chronological order (from the most recent to the least recent). Additionally, most recruiters prefer a one- to two-page resume , max.

3. List achievements instead of tasks

Now, it's time to write the actual job descriptions. It's typically ideal to use bullet points and one to two sentences for each. As a standard, most resume templates have three to four bullet points for each experience, but you can use more (or less) as long as the information is relevant and you're not simply trying to fill out the page.

In describing your role, avoid falling into the trap of only listing job responsibilities. Muse career coach Andrea Gerson says that candidates should expand task-focused language into action-driven, accomplishment-oriented information.

For example, instead of writing “Performed X, Y, and Z,” try “Performed X, Y, and Z, which led to [achievements].” “This information showcases your capabilities—which is exactly what employers want to see,” Gerson says.

A commonly used formula to describe accomplishments within your roles is the context-scope-outcome strategy. You start with action verbs , show how you fulfilled each responsibility, and finish with an achievement that resulted from those actions. If possible, present your achievement with a quantifier , meaning metrics or numerical data that illustrates the impact of your work.

If you have a hard time identifying your impactful actions and accomplishments within your job responsibilities, Gerson suggests asking yourself these contextual questions:

• What was the setting I was working in?
• Was it a fast-paced pizzeria? If so, how many customers were served on a daily/weekly basis?
• If it's a smaller company that's not very well-known, what products or services did they provide?
• What was their scope of operations? Local, regional, global?
• Who was their target customer base?

4. Describe the company in the first bullet point

Your resume job description could also benefit from including some relevant context about the companies you previously worked for, such industry, size, or differentiating factors. You can add this info within the first bullet of a position—which is called an introductory bullet.

“These introductory bullets should highlight your most impressive or transferable responsibilities in the context of the company that you were working for,” Gerson says. The following job responsibilities templates show examples of introductory bullets you can adjust for your resume:

• “Contributed to [ achievement, outcome ] on behalf of [ company ]”
• “Managed key aspects of [ project responsibilities ] for [ company ]”
• “Assisted in [ a project ] on for [ company ]”

Here are examples of how these templates would look like filled out:

• “Billed 50 clients on behalf of the company's national and international enterprise clients ”
• “Managed key aspects of product development and management on for the national launching a hair care brand ”
• “Assisted in the development of the rebranding and repositioning of a dating app with 5+ million users for a international tech company ”

Bonus tip: Use keywords from the open job description

These days, most hiring managers use application tracking systems (ATSs) to segment and quickly scan resumes to select the best based on their similarity to the open job description. This similarity is determined by keywords .

Keywords are specific phrases or terms within a job description precisely used to describe or explain responsibilities, skills, abilities, and knowledge the employer is looking for. These terms usually repeat throughout the job listing, signaling their importance for that specific role.

For this reason, you should do your best to incorporate keywords from the open job description on your resume, wherever it accurately reflects your prior work experience. “It not only makes your resume stronger but encourages you to think deeply about what the position is asking for and how your skills match,” says Muse career coach Lauren Wethers .

Review the job description you want to apply for and segment phrases that explain the specific duties or skills required for the role, which could be technical skills or transferable skills. For example:

If the company's job description for an account manager says:

The employee responsibilities are:

• Creating a market specific sales plan that meets set sales goals
• Educate the community on the company's values
• Meeting regularly with sales market's customers to understand their needs
• Identifying local marketing needs to enhance presence and grow sales

You could write your job description like this:

• Created a market specific sales plan to meet company's set sales goals for a skincare brand
• Educated the community on the company's value by meeting regularly with customers to understand their needs
• Enhanced presence and sales by 20% by identifying local marketing needs and implementing a new sales strategy

Be sure to use the exact same language as is used in the open job description, because the ATS machine might not understand synonyms. “The computer doesn't know the difference between ‘coached’ and ‘advised’ on your resume—it's looking for one over the other,” Wethers says.

Resume job description: Examples

Here are some examples of job descriptions for resumes for different roles you can adapt for yourself:

Example #1: Cashier job description for resume

Head Cashier

Star Market

Oct 2021 - Jan 2024

• Streamlined checkout and return transactions on behalf of a multinational chain with 10+ locations in Florida working simultaneously
• Supervised and trained front-end cashiers for two consecutive years, enhancing 15% crew performance in PoS transactions and reducing shrink
• Provided excellent customer service and assistance to customers, processing 155+ transactions per shift while identifying selling opportunities for cross and up-sells
• Balanced cash drawers with a 98% monthly accuracy, handling $119,000 of annual revenue

Example #2: Server job description for resume

Restaurant Server & Crew Member

Blu Trattoria

Jan 2022 - February 2023

• Performed table management on behalf of a family-owned, award-winning Italian restaurant from downtown Denver
• Picked up and delivered patrons' orders from the bar and kitchen, satisfying +75 patrons per shift
• Collaborated with Head Chef to streamline order communication processes, inventory shortages, and event assistance, reducing 25% of overall waiting time
• Provided excellent customer service with a 96% NPS while calculating multiple patron’s accounts & payments through cash, PoS, and e-wallets

Example #3: Customer service job description for resume

Customer service representative

May 2017 - July 2022

• Responded to thousands of calls each month on behalf of one of the fastest-growing CMS companies worldwide, generating 15% in revenue or serving 5.000 customers each year
• Worked closely with the IT division to address and resolve a high volume of customer issues pertaining to software functionality and technical issues, achieving a 97% NPS score
• Contributed to the development and implementation of upselling and cross-selling strategies which led to over $35,000 in new annual revenue
• Leveraged CRM tools to improve response times by nearly 25%, impacting nearly 1.000 customers/accounts

Example #4: Sales associate job description for resume

Sales Associate

Blake Auto Co.

Portland, OR

Jun 2018 - April 2024

• Managed sales initiatives on behalf of Fortune 500 manufacturing companies generating over $12M in annual revenue, specializing in car sales
• Achieved 35% increase in lead conversion rates, working to qualify over 500 customers each month
• Negotiated contracts valued at up to $1 million, interfacing with 35+ major accounts

Example #5: Caregiver job description for resume

Senior Caregiver

Rainfall Care Nursing Center

Oct 2015 - March 2019

• Worked with over 50 adults on behalf of a specialized health center, focusing on cardiac patients
• Worked closely with patients and family members to ensure high quality of life, providing weekly reports on the patient's health status
• Contributed to 45% reduction in emergency room visits during tenure, closely monitoring patient conditions throughout short-term and long-term stays

Example #6: Housekeeping job description for resume

Apartment Housekeeper

Fresh Clean Agency

Raleigh, NC

Feb 2013 - Sep 2016

• Provided monthly housekeeping services on behalf of a specialized cleaning agency for apartments and small houses
• Cleaned over 150 apartments and houses resulting in a satisfaction rate of 97%
• Achieved a 95% rate of returning clients by performing cleaning and maintenance tasks, along with preferred requests solicited by clients
• Assured high-standard quality cleaning process on each property, decreasing by 15% the agency’s average apartment turnaround time

Bottom line

Writing resume job descriptions can seem difficult at first, but the key is going beyond responsibilities to list accomplishments , starting with a strong action verb (e.g. “implemented,” “created,” “managed”) and following up with quantifiable results. Remember to only include experiences that are relevant for the position you're applying for, use keywords from the job listing, and use a simple and clean formatting to make your resume ATS-friendly. That’s all there is to it—now go out there and get that dream job !

• CV Templates Simple Professional Modern Creative View all
• CV Examples Supermarket Student Cleaner Care Assistant Sales Assistant View all
• Cover Letter Templates Simple Professional Modern Creative View all
• Cover Letter Examples Care Assistant PhD Internship Cleaner Short View all
• Cover Letter Builder
• CV Examples
• Office Administrator

Office Administrator CV Examples & UK Templates

Choosing the right CV format for an office administrator

Include your contact information, make use of a summary, outline your office administrator work experience: career journey to date, include the relevant key skills that make a great office administrator cv, detail your education & relevant administrative certifications, pick the right cv layout and design for an office administrator cv.

Proactive office administrators ensure everyone stays on track in the office. These talented multi-taskers wear many hats, from fielding calls and preparing professional documents to managing office supplies and organising filing systems. 

Employers are looking for office administrators who can apply their skills, experience, and high standards to ensure the office runs like a dream! So, how can you convince them that you’re the administrator they should hire?

To land this key position, you’ll need a well-written CV that shows off your proactive outlook, top-notch organisation skills, attention to detail, and team-focused approach. Get ready to launch a successful job search with our office administrator CV that demands attention!  

CV guide for an office administrator CV

Accelerate success with Resume.io. Our guides and CV examples cover over 150 professions, and our CV builder makes creating a compelling CV easier than ever.

This CV guide and corresponding office administrator CV example will cover the following:

How to write an office administrator CV

• How to add your contact information
• Using summaries
• Adding your administrative experience
• Listing education and relevant experience
• Picking the right CV design/layout

The first stage in crafting a top-tier office administrator CV is to be clear about the structure you will use. Your CV should include these key components:

• The CV header
• The CV summary (aka profile or personal statement)
• The employment history section
• The CV skills section
• The education section

Office administrators often have a broad range of duties and responsibilities, which can be tricky to condense into a concise one or two-page document. In order to create an office administrator CV that will be successful, you’ll need to fully research the role and employer so that you can tailor your CV and highlight your most impressive administrative achievements.

What is your unique selling proposition? What makes you different from other job applicants? What value can you bring to the employer? The answer to these questions is what will set you apart in this competitive job market.

Try this formula to ensure you tick all the boxes on the hiring manager’s checklist:

• Quantify achievements rather than simply listing responsibilities in your work experience section . What have you achieved in past administrative roles? Perhaps you streamlined administrative processes or implemented new systems that boosted efficiency. If so, explain how you achieved this and any positive outcomes.
• Tweak your CV for each job opportunity. Use the job description as your guide and tailor your CV so that it fully meets the criteria of the advertised role.
• Ensure professional formatting and use bullet points to break up large sections of text so recruiters can easily read and digest your information. This tends to work best in the work experience section, where bullet points can help your achievements to stand out.
• Optimise your CV with appropriate keywords from the job description. This will help you get past applicant tracking systems that many companies now use.

Always optimize your CV for ATS

Applicant Tracking Systems (ATS) use algorithms to scan CVs for keywords that match the job description, ranking them according to keyword frequency. Those CVs that rank highly are likely to earn a review by a recruiter, whereas the rest will sink to the bottom of the list. 

Highlight keywords or terms that are emphasised as important or repeated in the job description, then sprinkle these terms across your CV. For example, an office administrator job posting may list the following essential requirements: 

• “Office Administrator”
• “Customer service”
• “MS Office”
• “Communication skills”
• “Attention to detail”

Your CV profile summary, when integrating these keywords, could read: 

“Energetic Office Administrator, with a solid foundation in providing optimal administrative support and customer service in fast-paced service environments. Skilled in office software, including advanced knowledge of MS Office. Eager to apply strong communication skills and attention to detail to facilitate smooth and effective office operations.” 

In most cases, the best CV format to use for your office administrator CV is reverse chronological. This format details recent work experience listed under dated employer headings, starting with your current or most recent job and working back to earlier roles. Most hiring managers expect to see this format and, as a result, find it easy to read.

If you’re just starting out as an office administrator, the functional CV format might offer a better solution. This structure prioritises skills and strengths, with little or no focus on any work experience. While this format tackles a lack of experience, it can be viewed a bit like smoke and mirrors by recruiters who may think you’re hiding something. ATS also struggle to parse a skills-based CV as keywords are in the “wrong” place. 

A good compromise is a hybrid (combination) CV format. Often considered the offspring of the reverse chronological and functional CV, this format places equal weight on skills and experience. Perfect if you’ve acquired a little work experience as well as transferable skills.

Your CV needs to be super organised, polished, and professional—also qualities of a great office administrator. Stick to a one-page, clean, crisp, and modern CV design that is straightforward for the hiring manager to read. 

Check out our CV templates if you need some inspiration and choose the format that best suits your situation. We also have several administration CV examples you can review. 

One way to distinguish yourself from other job applicants is with an eye-pleasing CV header that draws attention to your contact information. Essentially, this is your visual brand, so it needs to communicate that you’re the full package: positive, proactive, and professional.

Make sure you use the same header design for your cover letter. By presenting your CV and accompanying cover letter as a matching pair, you’re showing your regard for cohesiveness and the finer details. Here’s what you need to include: 

• Full name & title . List your first and last name in a large font and bold text, followed by the title of the role you are pursuing.
• Professional email address . Include a straightforward email address, such as [email protected] . Avoid anything quirky or unprofessional.
• Phone number . Share a phone number where you can be easily reached, complete with a professional voicemail message.
• Location . Your full address on a CV is no longer expected. Provide your city or general location or a ‘Willing to relocate' if applicable.
• LinkedIn . Include a link to your LinkedIn profile. Just check this is updated and consistent with the information on your office administrator CV.

Don’t include:

• Social media : Avoid including any personal social media accounts, such as Instagram, X, YouTube, or Facebook.
• Personal details : Personal details, such as marital status, number of children, date of birth, and your NI number, are not expected or required on your CV.

Teddy Bennett

Office Administrator 

07911 123 456

Norwich, UK

[email protected]

LinkedIn profile

Administrative Specialist 

07911123456

5 Alderstone Terrace, Norwich, UK

Your professional summary is your initial pitch to the hiring manager, so it needs to set the tone and introduce you as an efficient, reliable, and top-notch office administrator. 

How have you reached this point in your career? What are your passions and aspirations? How do these fit with the requirements of the office administrator role? Bottom line: what can you do for this company if hired? An impressive summary will highlight your administrative talents and give the hiring manager a good sense of the value you can bring to their company.

Stick to three or four key sentences that outline your core administrative experience, top soft skills (communication, organisation, and multi-tasking) and the unique value you can offer. This could include your ability to administer multifaceted operations, your commitment to delivering seamless client care, or your proven success optimising administrative systems and processes.  

You will, of course, go into more detail elsewhere in your CV but this will give hiring managers a quick insight into what you have achieved and can achieve in the future. 

Need inspiration for your summary? Check out our related CV examples : 

• Administrative assistant example
• Personal assistant example
• Administrator example

You can find adaptable placement CV example summaries below:

Detail-oriented professional, with valuable administrative and customer service skills gained via volunteer work for a local charity. Highly organised, with the ability to manage multiple tasks concurrently to exacting standards. Articulate and confident communicator.

Experienced, proactive office administrator, who acts with tact, discretion, and professionalism at all times. Skilled in complex diary management, events coordination, and general office management. Proficient in MS Office Suite and various office management software. 

Dynamic and reliable senior administrator, with 8+ years administrative experience in the FMCG sector. Superior organisation and communication skills, applied to ensure seamless office operations and lead the administrative team. Optimised office efficiency by 35% in current role via the introduction of automated systems.

The all-important work experience section is your opportunity to show employers that you’re the perfect administrator for their office. 

Using the job description as your guide, list your current (or most recent) job at the beginning of this section, then work back in reverse chronological order to earlier roles. Just include experience relevant to your target role, covering no more than 10-15 years.

Creating dynamic, concise bullet points under each employer and role heading will make your work history more impactful. Action verbs can build even more momentum. Verbs such as ‘organised,’ ‘handled,’ ‘maintained,’ and ‘revitalised,’ can be applied to create some impact.

As an office administrator, it can sometimes be difficult to include quantifiable information when it comes to detailing achievements on your CV. While you may not have been assigned specific targets, there are bound to be areas where you have gone above and beyond to achieve results. Avoid simply listing administrative responsibilities, for example:  

• Delivered excellent patient service
• Optimised internal systems and processes to enhance performance
• Supervised junior administrators

. Offer insight into what you can achieve by describing beneficial results, such as: 

• Recognised for customer-centric approach and strong problem-solving skills, leading to an increase in client satisfaction of 25%
• Directly contributed to the practice of securing AGPAL accreditation as part of the project team tasked with optimising internal administrative policies
• Successfully trained and mentored new employees to ensure smooth integration to the administrative team

Take a look at the office administrator employment history CV sample below:

Office Administrator at Aviva, Norwich  June 2018 - Present 

• Manage calendars, schedule appointments, and coordinate meetings for senior executives
• Handle incoming and outgoing correspondence, including emails, letters, and packages
• Maintain and update filing systems, ensuring easy retrieval of important documents
• Assist with the preparation of reports, presentations, and other materials
• Liaise with various departments to ensure effective communication and collaboration

Administrative Assistant at Kettle Foods, Norwich  April 2016 - May 2018 

• Provided comprehensive administrative support to the HR department
• Maintained employee records, processed new hire paperwork, and assisted with onboarding
• Coordinated travel arrangements and expense reports for staff
• Assisted with the planning and execution of company events and meetings

How to write an office administrator CV with no experience

Writing a CV is tricky enough, but what if you’re targeting an office administrator role with zero experience? In this situation, your CV needs to highlight your potential to excel in the role whether that is via relevant education, transferable skills or experience. 

Focus on your educational background. If you’ve completed a degree, diploma, or certificate in business administration or a related field then highlight this prominently on your CV. Any training, projects, or coursework that showcase administrative skills should also be included.

Even without direct experience, it’s likely that you’ll have used a range of administrative skills in other settings. For instance, you may have had a part-time job in a local shop or worked on a group project as part of your academic studies. Both of these situations require great organisational, communication, teamwork , and problem-solving skills. Reference these skills in action in your CV will help you fill in the gaps.

Extracurricular activities can also be a huge bonus. Sports teams, clubs, volunteer work, hobbies, or interests that are relatable to the role of an office administrator can also be used to address a lack of direct work experience. 

Don’t let a lack of experience deter you from applying for an office administrator job posting that catches your eye. Employers are increasingly focusing on skills when making hiring decisions and you have more skills than you think!  

Your skills section should speak the language of the job description by including terms that are repeated and emphasised as important. This includes both hard skills and soft skills . 

Highlighting your hard (administrative) skills, such as diary management, preparing professional documentation, or organising events, could really give you an edge over the competition.

Soft skills are equally important. Administrative roles typically require top-level organisation skills as well as strong customer service, communication, and collaboration skills.  

If you’re wondering how best to outline your skills, check out our CV builder which provides examples of key skills as well as proficiency levels you can adjust. You can also include your own unique skills to add that personal touch.

Here’s what the skills box looks like in our office administrator CV template. 

• Microsoft Office Suite
• Office Management Software
• Strong Communication and Interpersonal Skills
• Excellent Organisational and Time Management Abilities
• Detail-oriented and Adaptable

Skills are easy to list, but tangible evidence is much more enticing. When writing your office administrator CV, always think of examples to back up what you are stating. Link each key skill to specific situations and positive outcomes to pique the recruiters' attention.

For example, in your professional profile and work experience, highlight your: 

• Administrative skills by showcasing the level of your experience and whether you’ve worked in SMEs or large corporate organisations.
• Technical capabilities by highlighting knowledge of systems such as MS Office Suite Google Workspace. Gmail, Dropbox, Zoom, and Expensify.
• Teamwork by describing your success working in a cross-functional team in a demanding office environment.

Interviewers will want to hear about your administrative skills in action once you move to the next stage of the recruitment process, so it’s good to be prepared. 

Follow up once on a job application if you don’t hear anything back

Sometimes your application may be overlooked due to the sheer volume of responses a recruiter receives after posting a job advert. You have nothing to lose by sending a polite follow-up email a week or so after sending your initial application and this may just put you back on the radar. Set up a spreadsheet to track your applications.

Moving on to your education section. Keep this clear and direct, with relevant degrees or diplomas in reverse chronological order. If you’ve completed a degree, you don’t need to include your earlier education. Recruiters will understand the steps you’ve taken to reach this level. 

Beyond your degree, this section is a great opportunity to list any training and professional development activities as these will be of great interest to hiring managers:

• Professional courses and certifications . Courses, workshops, and seminars improve your admin skills and show your commitment to professional development.
• In-house training . Feature any company training programs covering administration, customer service, data management, technical skills, and leadership in your CV.

Check out the education section from our adaptable CV sample below:

Bachelor of Arts in Business Administration, University of East Anglia, Norwich 

• Graduated: June 2016

Recruiters receive hundreds of CVs on a daily basis, with often little time to read them fully, so having the right CV layout and design is critical. Similar to an organised stationery cupboard, you want the reader to easily find what they are looking for.  

While a splash of colour here and there is fine, avoid adding a lot of design elements and bright colours as this can be distracting. We recommend a modern format with clear sections, professional font , and the use of colour splashes sparingly. 

The office administrator CV sample below follows these principles and uses a two-column format which is visually appealing and also maximises valuable space. 

It’s not always easy to get your CV design right the first time, but with the help of our tried and tested CV templates , you should be able to create your very own masterpiece with ease.

Office administrator text-only CV example

Highly organised and efficient office administrator with over 6 years of experience in managing day-to-day operations, providing exceptional administrative support, and ensuring smooth functioning of office procedures. Adept at multi-tasking, problem-solving, and maintaining a professional demeanour in fast-paced environments. Proficient in Microsoft Office Suite and various office management software. Committed to fostering positive relationships with colleagues, clients, and stakeholders to drive organisational success.

Employment history

Key takeaways for building an office administrator CV

In order to land the best administrative opportunities, your CV needs to showcase your stellar organisation and communication skills, strong attention to detail, flexible approach, and ability to work with professionalism and discretion.

Showcase your skill-set and tailor your CV as much as possible to the specific office administrator role and company using the job description as your guide.

Make your life easier using our online CV builder to create your office administrator CV with adaptable templates and AI-powered content.

Attractive CV templates at your fingertips

For security reasons, we do not recommend using the “Keep me logged in” option on public devices.

This posting is locked only for district employees, in order to apply, you need to provide a password and click "Submit".

Are you sure?

For security reasons, we do not recommend using the “Keep me logged in” option on public devices. Click Continue to move forward with stay logged in.

Reset your password

Is this your email @ ?

Enter email address to retrieve your username and/or reset your password.

Verify Your Email Address

Email verification link sent.

An Email Verification link was sent to the email address . The verification link will expire in 48 hours. Please click on the link in the email you received to continue and complete the verification process.

If you do not see the email in your inbox after approximately 10-15 minutes, check your SPAM/Junk email folder(s) , thank you.

Student Services Assistant, Senior at San Diego Community College District

Application Deadline

9/20/2024 11:55 PM Pacific

Date Posted

Number of openings, length of work year, employment type.

Student Services Assistant, Senior

San Diego Community College District

Closing Date: 9/20/2024

Position Number: 00120575

Location: Continuing Education

Position Type: Classified

The Position:

Posting Details (Default Section)

Closing Date: 09/20/2024 Open Until Filled No Classification Title Student Services Assistant, Senior Working Title Recruitment Limits Location Continuing Education Pay Information Range 19 ($5,474.31-$6,069.47) per month based on the 2024 Classified salary schedule. New employees will begin on Step I(9) ($5,474.31). Step placement is non-negotiable. Promoted or transferred employees will be placed as specified in the CBA. This position is FLSA Non-exempt (may accrue overtime). Excellent Benefits are provided to all Contract employees with assignments greater than, or equal to, 50% (0.50 FTE) and all eligible dependents. A temporary probationary period will apply to the employee entering this assignment. The SDCCD Employment Web Page provides a link to employee collective bargaining agreements/handbooks and more information about terms and conditions of employment to include salary and benefits. Position Equivalent FTE: 1.0 FTE No. Months: 12 months Position Number: 00120575 FLSA Status Non-Exempt (accrues overtime) Position Type Classified Bargaining Unit AFT - Classified Professionals Range 19 Department Student Services The Position Applications are currently being accepted for Senior Student Services Assistant in the CalWORKs Department, located at Mid-City and Educational Cultural Complex Campuses. Hours are Monday through Friday 8:00 a.m. - 5:00 p.m. Selected candidate must be willing to adjust work days/hours based on the department's needs.

From San Diego College of Continuing Education President Dr. Tina M. King:

Established in 1914, San Diego College of Continuing Education (SDCCE) is among the oldest and largest noncredit institutions in the nation, serving approximately 20,000 students annually at seven campuses across the city of San Diego, at various community locations, and online. As the adult education arm of the San Diego Community College District, our students are among the most diverse in California—culturally, ethnically, and educationally-and our college is proud to be playing a preeminent role in alleviating poverty in our community.

San Diego College of Continuing Education commits to student success and community enrichment by providing tuition-free, accessible, equitable, and innovative quality education and support services to diverse learners in pursuit of lifelong learning, training, career advancement, and pathways to for-credit colleges. Our programs are specialized to address essential areas of adult education and workforce development, including short-term career training in priority industry sectors; English as a Second Language; basic skills; an Emeritus program for those 55 years old or older; and Disability Support Programs and Services. The San Diego College of Continuing Education's career training programs alone contribute a quarter-billion dollars to the San Diego regional economy each year. San Diego College of Continuing Education was one of the first noncredit institutions in the U.S. to be separately accredited by the Western Association of Schools and Colleges (WASC), recognized for its impactful community presence, innovative programs, and commitment to transforming lives through accessible education and career pathways.

At San Diego College of Continuing Education, we are committed to the principles of equal employment opportunity and to hiring qualified applicants who are dedicated to student learning and success. Joining SDCCE means becoming part of a dynamic team that is deeply committed to providing accessible, high-quality education to a diverse community. Candidates who believe that they can demonstrate this commitment are encouraged to apply.

To learn more, please visit:

Mission Statement: https://sdcce.edu/about/mission-statement

You Belong: https://sdcce.edu/organization/you-belong

President's Office: https://sdcce.edu/organization/president

Please note that an employee may be transferred to any site at the option of the Chancellor. Classification Description Click https://www.sdccd.edu/docs/humanresources/classification/descriptions/Office%20Technical/Student%20Services%20Assistant,%20Senior.pdf for description.

If you would like to open the link in a different tab or window, right click and select the option. Desired Qualifications Program Overview: The California Work Opportunity and Responsibility to Kids (CalWORKs) program is a vital state welfare initiative that offers comprehensive support to low-income families with children. The program provides cash aid, employment services, and essential resources to help participants achieve self-sufficiency through work, education, and job training. CalWORKs assists parents in overcoming barriers to employment by offering services such as childcare, transportation, and mental health support. Participants engage in approved work activities, including job searching, vocational training, and education, while receiving financial assistance to support their family's basic needs.

Position Overview: The CalWORKs department at the San Diego College of Continuing Education is seeking a dedicated and organized Senior Student Services Assistant to join our team. In this crucial role, you will support our students by ensuring they receive the comprehensive services they need to succeed. You will be an integral part of a dynamic team focused on helping over 2,000 students achieve their educational and career goals.

Key Responsibilities:

1. Case Management:

• Provide dynamic case management for a large and diverse student population.

• Collaborate closely with 10 counselors to ensure timely updates, follow-ups, and adjustments based on each student's evolving needs.

2. Enrollment Processes:

• Streamline and standardize enrollment processes to efficiently handle the increased volume of students.

• Ensure a smooth and welcoming experience for new applicants, particularly those facing language barriers.

3. Data Management and Reporting:

• Support the development and maintenance of efficient data management systems.

• Track student progress, evaluate program effectiveness, and meet reporting requirements for funding and accountability.

Qualifications:

• Experience in student services, case management, or a related field.

• Strong organizational skills and attention to detail.

• Ability to work collaboratively in a fast-paced environment.

• Excellent communication skills, particularly with diverse student populations.

• Familiarity with data management and reporting processes.

Why Join Us? At the San Diego College of Continuing Education, we are committed to fostering a supportive and inclusive environment where every student has the opportunity to thrive. As a Senior Student Services Assistant in our CalWORKs program, you will play a key role in empowering students to overcome challenges and achieve their goals. Join us and make a meaningful impact in the lives of our students and their families. Foreign Degree: Applicants with foreign degrees from colleges or universities outside of the United States must have their coursework evaluated by a professional association that is a member of the National Association of Credential Evaluation Services http://www.naces.org/members.html or Academic Credentials Evaluation Institute, INC.https://www.acei-global.org/evaluation-services/. A copy of the evaluation must be submitted with your online application. Commitment to Diversity: All applicants must have demonstrated cultural competency and sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty and classified professionals. Special Instructions to Applicants: To ensure full consideration, qualified candidates must submit a complete online application that includes the items listed (extraneous material will not be reviewed). References to resumes or other uploaded documents within the online application will be considered an “incomplete” application; please enter “N/A” if any section does not apply.

• Complete online application;

• Resume;

• Cover Letter; AND,

• Three (3) references listed within online application.

• Unofficial transcripts (optional).

• Foreign Degree Evaluation (if applicable).

Important : To ensure consistency and fairness to all candidates, please do not submit materials other than those requested (i.e., personal photo, articles you've written, etc). Please only upload requested documents using respective document name labels. Uploading extraneous materials, unless specifically requested within this posting, may result in your application not being reviewed. Only complete application packets will be forwarded to the committee.

• Application materials sent via mail, fax, or email will not be accepted.

• Note that correspondence, including interview invitations, will be sent to you via email.

• All inquiries, nominations and applications will be held in the strictest confidence.

Tentative Timeline (Subject to Amendments) Conditions of Employment: SELECTED CANDIDATE IS REQUIRED TO COMPLETE THE FOLLOWING PRIOR TO EMPLOYMENT:

• Submit “official” college transcripts as stated on application (even if a degree is not a requirement for this position);

• Provide a Certificate of Tuberculosis Exam for initial appointment (Note: The certificate must be renewed every 4 years as a condition of continuing employment);

• Have fingerprints taken by a Live Scan computer at the District's expense (Clearance must be received prior to first day of employment);

• Present original documents for proof of eligibility to work in the United States as required by the I9 Employment Eligibility Verification form ; AND,

• Attend a new hire processing appointment in People, Culture, and Technology Services located at the District Administrative Offices.

EMPLOYMENT AFTER RETIREMENT

If you accept a contract (permanent) position with SDCCD and are a retired annuitant with CalPERS or CalSTRS, you must reinstate from your retirement system. Please reference the https://www.calpers.ca.gov/page/retirees/working-after-retirement/reinstatement-from-retirement or http://www.calstrs.com/general-information/retirement-after-reinstatement-enhancements website for further information. Additional Information: EMPLOYEE BENEFITS

SDCCD provides a comprehensive fringe benefit package for its full-time classified employees. The District contributes toward the cost of the premium (including dependent coverage) for the medical insurance plan options. Additional benefits include dental, vision, sick leave, vacation and opportunities for professional development. Contract employees become members of the California Public Employees' Retirement System (CalPERS) upon appointment. Posting Number CL01696

Major Responsibilities:

Desired Qualifications:

Program Overview: The California Work Opportunity and Responsibility to Kids (CalWORKs) program is a vital state welfare initiative that offers comprehensive support to low-income families with children. The program provides cash aid, employment services, and essential resources to help participants achieve self-sufficiency through work, education, and job training. CalWORKs assists parents in overcoming barriers to employment by offering services such as childcare, transportation, and mental health support. Participants engage in approved work activities, including job searching, vocational training, and education, while receiving financial assistance to support their family's basic needs.

Why Join Us? At the San Diego College of Continuing Education, we are committed to fostering a supportive and inclusive environment where every student has the opportunity to thrive. As a Senior Student Services Assistant in our CalWORKs program, you will play a key role in empowering students to overcome challenges and achieve their goals. Join us and make a meaningful impact in the lives of our students and their families.

Pay Information:

Range 19 ($5,474.31-$6,069.47) per month based on the 2024 Classified salary schedule. New employees will begin on Step I(9) ($5,474.31). Step placement is non-negotiable. Promoted or transferred employees will be placed as specified in the CBA. This position is FLSA Non-exempt (may accrue overtime). Excellent Benefits are provided to all Contract employees with assignments greater than, or equal to, 50% (0.50 FTE) and all eligible dependents. A temporary probationary period will apply to the employee entering this assignment. The SDCCD Employment Web Page provides a link to employee collective bargaining agreements/handbooks and more information about terms and conditions of employment to include salary and benefits.

To apply, visit: https://apptrkr.com/5572307

All applicants must have demonstrated cultural competency and sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students and staff.

Copyright ©2024 Jobelephant.com Inc. All rights reserved.

https://www.jobelephant.com/

jeid-d146f974b6948248890ae42346897d55

Requirements / Qualifications

Calpers links.

• CalPERS Retirement Benefits

Session Expiring Warning

For your safety and protection, your session is about to expire. If you wish to continue your session, please click OK .