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Entry-Level Administrative Resume
This resume example demonstrates the organizational skills and project management expertise of career changers, making it an ideal choice for those entering the administrative field.
Why this resume works:
A strong academic foundation shows the candidate is well-prepared to transition into this role.
Mid-Career Administrative Resume
This administrative resume example is perfect for individuals with a solid foundation in office management who are eager to elevate their careers and take on more specialized roles.
Why this resume works:
Mid-career administrative professionals can highlight achievements such as improving client satisfaction by 20% through service enhancements.
Experienced Administrative Resume
This administrative resume example is perfect for seasoned professionals aiming to elevate their careers into senior management roles or leadership positions.
Why this resume works:
Leadership roles and advanced certifications underscore the ability to manage complex scenarios.
Looking for something else?
Create Your Standout Resume Today
Use our resume examples for inspiration on organization, color, and design—and learn how to summarize your administrative skills and experience with confidence.
How to Write an Administrative Resume
Learning how to write a resume is important for showcasing your unique value in an administrative role, rather than just listing your credentials. By emphasizing your skills and experiences, you can create a narrative that stands out to potential employers.
In the following sections, we will guide you through each step of crafting an effective resume. You’ll discover essential resume tips on formatting, highlighting relevant experiences, and presenting your qualifications in the best light possible.
Start with your contact info
The header section contains all your contact information, prominently displayed at the top of your resume. Begin with your name in a bold, larger font to ensure it captures attention immediately. Consider using a clean and professional font style that is easy to read, as this sets the tone for the rest of your resume.
Next, include vital contact details such as your email address, phone number, and location; city and state are sufficient. This information is essential for recruiters to reach you quickly and facilitates applicant tracking systems (ATS) in identifying suitable job seekers based on geographic criteria.
Additionally, consider incorporating links to relevant certifications or training programs, as well as a personal website or online portfolio if applicable. These resources can improve your profile by providing deeper insights into your skills and experience, making you stand out in the competitive administrative field.
Write a strong professional summary
A professional summary is a brief overview of your qualifications and skills. It appears right below your contact details, making it one of the first sections recruiters see when they view your resume summary examples.
This section should highlight your key strengths and demonstrate enthusiasm for the administrative role you're pursuing. Tailoring your summary to reflect the specific requirements of the job can significantly increase your chances of catching a recruiter's eye by using resume summary examples as inspiration.
To craft a powerful summary, consider reviewing effective resume summary examples. These can provide valuable insights into how to structure your own and what information to prioritize.
Strong vs weak administrative summary
Strong
"Organized administrative professional with over eight years of experience in office management and support roles. Proven track record in optimizing workflow processes, improving operational efficiency, and managing budgets with a focus on cost reduction. Skilled in data analysis, project coordination, and customer relations, certified in Microsoft Office Suite. Recognized for implementing innovative solutions that boost team productivity."
Why this example works: This summary outlines the applicant's extensive experience, highlights measurable accomplishments such as cost reduction and efficiency improvements, emphasizes key skills like data analysis and project coordination, and integrates relevant keywords commonly found in administrative job descriptions.
Weak
"Administrative professional seeking a position where I can contribute my skills. I have experience in office settings and enjoy working with others."
Why this example doesn't work: This summary is weak because it is too general, failing to highlight specific skills, experiences, or achievements relevant to an administrative role.
Craft a personal mission statement that highlights your organizational skills and commitment to efficiency in the workplace. Align this statement with the values of your employer to showcase how you can contribute positively beyond just fulfilling job responsibilities.
Share your work history
Listing your work history in reverse chronological order is essential as it showcases your most recent and relevant experience first. This format allows hiring managers to quickly assess your qualifications and career development. Additionally, it emphasizes the skills you have acquired over time, making your resume more effective.
When listing your work history, focus on:
- Job title and organization name
- Employment dates (month and year)
- Daily responsibilities (What tasks did you perform regularly?)
- Noteworthy accomplishments (Did you improve workflows or improve office efficiency?)
- Quantifiable results (For instance, "increased productivity by 30%.")
Finally, use strong action verbs to convey your contributions and make your achievements stand out.
Strong vs weak administrative work history
Strong
Administrative Assistant, ABC Corporation
2018–2023
- Managed scheduling and appointments for a team of 15, improving efficiency and reducing conflicts by 25%.
- Implemented a new filing system that decreased document retrieval time by 40%, improving overall productivity.
- Produced weekly reports on departmental performance, contributing to strategic planning meetings and resulting in a 15% increase in project delivery speed.
Why this example works: This work history highlights specific accomplishments with measurable outcomes and showcases your ability to improve processes while supporting team dynamics.
Weak
Administrative Assistant
Generic Corp
- Handled office tasks and answered phones.
- Managed schedules for some people.
Why this example doesn't work: This entry is weak due to its lack of specificity regarding the type of administrative work performed, the absence of employment dates, and vague descriptions that could apply to any role.
To improve your career opportunities, add your resume to LinkedIn. Focus on showcasing your administrative skills and relevant experiences while actively participating in industry discussions to attract the attention of recruiters seeking efficient professionals.
Highlight your key skills
The skills section of your resume is essential for demonstrating your strengths in administrative roles. Here's a rundown of various skill types and their significance in improving your candidacy:
- Soft skills are personal attributes that reflect how you collaborate with others, such as organization, communication, and problem-solving. In administrative roles, qualities like attention to detail and time management play an important part in ensuring smooth operations and effective support within an organization.
- Hard skills are specific abilities acquired through training or experience, playing a important role in administrative roles. Examples include skill in office software, data management, scheduling, and document preparation.
- Your technical skills involve essential tools and software in the administrative field. Examples include Microsoft Office Suite (Excel, Word), project management platforms like Asana, and customer relationship management systems such as Salesforce.
For those new to administrative roles, position your skills section near the top of your resume to highlight your abilities despite limited experience. If you have a robust background, place it after your work history to showcase how your experience reflects those competencies.
Top 15 skills for your administrative resume
When updating your administrative resume, it’s important to select skills that align with the roles you are targeting. Focus on a mix of soft skills like organization and teamwork, along with hard skills such as skills in office software. Including transferable skills can also improve your appeal across different administrative positions.
Here’s a list of the 15 most popular skills for administrative roles, based on what JobHero users have found effective. These skills highlight what employers value and can help you create a standout resume that captures attention.
Build your education section
For seasoned administrative professionals, the emphasis should be on work experience and skills over education. If your roles don't require specific degrees, place the education section lower on your resume or omit it if redundant. Highlight significant achievements in past positions instead.
Recent graduates entering the administrative field should showcase their educational background prominently. Place the education section near the top to emphasize relevant coursework, certifications, and any academic honors that align with job requirements.
Those transitioning into specialized administrative areas must balance both experience and education. While your expertise is important, including relevant training or certifications related to the specialization can improve your appeal. Tailor this information to reflect industry-specific needs effectively.
20 action verbs to add to your resume
Using action verbs in your resume improves its strength by conveying your experience and creating an engaging tone. This approach captures the attention of hiring managers, demonstrating your accomplishments and contributions clearly.
When crafting your resume for administrative roles, focus on action verbs that align with essential skills from job postings. This targeted strategy highlights your qualifications and ensures relevance to the position you are applying for.
- Organized
- Facilitated
- Scheduled
- Executed
- Oversaw
- Drafted
- Streamlined
- Guided
- Promoted
- Administered
- Trained
- Optimized
- Coordinated
- Evaluated
- Supported
- Researched
- Communicated
- Resolved
- Improved
- Collaborated
Consider additional resume sections
While your core resume provides the most critical information, adding targeted sections can showcase your unique qualifications. These sections help hiring managers quickly identify your administrative skills, certifications, and achievements beyond standard resume sections.
Here are optional sections we tend to see on administrative resumes:
- Technical skills: List software proficiencies (e.g., Microsoft Office Suite, project management tools) that demonstrate your technical capabilities.
- Certifications and training: Detail any relevant certifications (e.g., Certified Administrative Professional) or specialized training that improve your qualifications.
- Professional development: Highlight workshops, seminars, or courses you've taken to show your commitment to improving your administrative skills.
- Achievements: Describe specific projects or initiatives where you improved processes or contributed to organizational goals.
- Professional memberships: Include affiliations with professional organizations related to administration that reflect your engagement in the field.
5 Tips for Formatting Your Resume
Proper resume formatting is important for capturing the attention of recruiters and ensuring your application gets noticed. Using ATS-friendly resume templates can help you pass automated filters while presenting your qualifications in a clear, engaging manner.
1. Watch your line spacing and margins
Proper spacing helps your resume look clean and organized, making it easier for hiring managers to read. Well-structured whitespace guides the eye and emphasizes key information. Here's what works best:
- Set margins between 0.5" to 1.0" for a balanced layout.
- Use single spacing within sections for clarity and readability.
- Increase space to 1.5" or double-space between different sections to create clear distinctions.
2. Use a professional font
Selecting the right font for your resume is important as it impacts readability and first impressions. Aim for a resume font that looks professional, such as:
- Helvetica
- Garamond
- Verdana
- Trebuchet MS
- Futura
- Book Antiqua
Consider using a slightly larger or bolder font for your name to improve visibility and create a memorable header.
3. Organize your resume sections
A resume for an administrative professional should be clear and easy to navigate. Use bullet points to present your duties and achievements succinctly. Start each bullet point with a strong action verb, emphasizing specific tasks and outcomes.
For example, "Managed office supply inventory, reducing costs by 20% through strategic vendor negotiations," showcases your impact.
Highlighting measurable accomplishments can significantly improve your appeal as a job seeker. Consider statements like, "Coordinated company-wide events attended by over 200 employees, improving team morale and engagement," which illustrate both your role and the positive results achieved.
To ensure your resume is ATS-compatible, use an ATS resume checker. This tool can help identify formatting issues or missing keywords that could hinder your application from getting noticed in automated screenings.
4. Use colors and design
Using color and design elements in your resume can make it stand out while communicating your professional image. A well-structured resume not only showcases your skills but also captures the attention of potential employers.
Begin by selecting a suitable template that aligns with how you wish to present your information. The combination resume format is particularly effective, as it allows for a colored section that highlights your skills next to your work history.
When choosing a color scheme, opt for shades that project professionalism—think soft blues, greens, or even muted grays. These colors can create an elegant look when applied to headings or borders.
Be cautious with bright or overly vibrant colors, as they may detract from the content and hinder readability. Avoid using colors associated with competitors or those that could be seen as unprofessional. A thoughtful approach to color and design will ensure your resume leaves a positive impression while clearly conveying your qualifications.
5. Keep your resume length to 1-2 pages
Resumes should typically be one page to ensure clarity and focus. Recruiters have limited time, often spending only seconds on each resume. A concise format helps you highlight your most relevant skills and experiences. Include only recent roles that showcase your qualifications for the position you're targeting.
There are exceptions where a two-page resume may be appropriate, such as for applicants with extensive experience seeking senior-level positions or those in academia who might need a CV to detail their publications and research contributions. In these cases, ensure every entry serves a purpose and adds value to your application.
FAQ
Do I need to include a cover letter with my resume?
Writing a cover letter is an excellent opportunity to showcase your qualifications, even if it's not explicitly required. It allows you to provide context about your experiences and skills, making you more memorable to potential employers.
To help you get started, explore our collection of cover letter examples that cater to various industries and roles for inspiration. When you're ready to create your own, our Cover Letter Builder offers step-by-step assistance to ensure your document highlights your strengths.
What is the best resume format?
Choosing the right resume format depends on your career stage and goals. The three main formats are chronological, functional, and combination.
The chronological format is ideal for experienced professionals as it emphasizes work history. New job seekers might prefer the functional format since it highlights skills and education instead. For mid-career individuals or those changing fields, the combination format offers a balanced approach between skills and experience.
How long should my administrative resume be?
When crafting your administrative resume, aim for a concise one-page format. Hiring managers often sift through numerous applications, so presenting your qualifications clearly and succinctly is key to making an impression.
Highlight your most relevant experiences, such as office management roles or specific administrative skills that align with the job description. Focus on recent positions and measurable achievements. Remove outdated skills or extensive details about past jobs that do not relate directly to administration.
Consider a two-page resume only if you have significant experience in senior-level roles or specialized expertise that adds value to your application. In these cases, the extra length can effectively showcase your accomplishments and breadth of knowledge.
How far back should my work history go?
When updating your resume, aim to include work experience from the last 10 years. This guideline helps keep your application focused and relevant.
If you’ve held diverse administrative roles or have significant experience, consider excluding older positions that do not relate to the job you're applying for. Highlight roles that demonstrate your skills and achievements in administration to strengthen your candidacy.
Build a custom resume in minutes with our professional templates and expert tips.
Natalia Merced
CPRW, Career WriterNatalia is a Certified Professional Resume Writer (CPRW) and member of the Professional Association of Resume Writers & Career Coaches and has worked in the career industry for more than two years providing comprehensive guidance on resume writing and job search strategies for individuals across diverse career paths. She holds a master's degree in counseling psychology and a bachelor's degree in public relations and advertising and is passionate about helping job seekers present their professional story effectively through well-crafted resumes and cover letters that demonstrate their value, skills, and experience to potential employers. Some of her work has been featured on JobHero's resume examples career center.
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By Gabriela Barcenas | CPRW, Career Writer
By Gabriela Barcenas | CPRW, Career Writer
By Natalia Merced | CPRW, Career Writer
