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How to Format Your Cover Letter

Visit our helpful cover letter format and writing guide for additional advice on how to customize your application or read on to find administrative-related advice.

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  • Contact information:

    • Make sure your professional cover letter header matches your resume for a cohesive look. Include your name, phone number and email. 

       

  • Date and recipient's mailing information:

    • Visit the company’s directory to research the hiring manager and contact info. Add the date of writing, followed by the manager’s name, job title and professional mailing address. 

       

  • Greeting:

    • Begin the letter with a professional salutation. We prefer the following formal greetings: “Dear Mr./Ms. Last Name,” “Hello, Mr./Ms. Last Name,” or the last resort, “To whom it may concern.”

       

  • Introduction:

    • Add the name of the position and company, how you learned about it, and one administrative skill or accomplishment to advertise your suitability in this opening paragraph.

       

  • Body:

    • Use one or two paragraphs to elaborate on one or two accomplishments listed on your office administrative assistant resume. The goal is to quantify your training further and prove your proficiency.  

       

  • Closing statement:

    • In the final paragraph, reiterate your interest and qualifications. Express your eagerness to discuss your candidacy in an interview further.

       

  • Signature:

    • End the letter with a formal closing followed by your full name and, if applicable, your professional titles or certifications. Acceptable signatures include “Salutations,” “Best,” or “Regards.”

Use skills to personalize your office administrative assistant cover letter

These resume skills and accomplishments are the foundation to building a strong office administrative assistant cover letter. Highlight your soft, hard and technical skills to enhance office efficiency and support the achievement of organizational goals.

1
Calendar management:

Proficiency in efficiently organizing and maintaining executive or team schedules, appointments and meetings.

 

2
Data entry:

Accurate and rapid input into various computer systems, databases or spreadsheets.

 

3
Email management:

Skill in effectively managing and prioritizing incoming emails, responding promptly and sorting messages for efficient communication.

 

4
File organization:

The ability to establish and maintain well-organized physical and digital filing systems for easy retrieval of documents.

 

5
Office software:

Proficient computer skills such as using Microsoft Office (Word, Excel, PowerPoint), Google Workspace or other industry-specific applications.

 

6
Phone etiquette:

Excellent communication skills and telephone manners, including courteous and professional handling of incoming and outgoing calls.

 

7
Record keeping:

Accurate and organized documentation of office activities, transactions and correspondence.

 

8
Meeting coordination:

Expertise in arranging, scheduling and coordinating meetings, including booking venues and preparing materials.

 

9
Travel planning:

Skill in arranging and coordinating travel itineraries, including flights, accommodations and transportation.

 

10
Expense reporting:

Proficiency in managing expense reports, tracking expenditures and ensuring compliance with company policies.

 

11
Database management:

Ability to create, update and maintain databases, ensuring data accuracy and security.

 

12
Document preparation:

Skill in drafting and formatting documents, reports and presentations with attention to detail and consistency.

 

13
Office equipment:

Competence in operating and troubleshooting office equipment, including copiers, fax machines and printers.

 

14
Multitasking:

Capacity to handle multiple tasks and responsibilities simultaneously while maintaining accuracy and productivity.

 

15
Technical troubleshooting:

Proficiency in resolving basic technical issues related to computers, software and office equipment or promptly escalating complex issues to IT support.

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PRO TIP:

Don’t overstuff your cover letter — limit yourself to one or two skills so you can adequately highlight your accomplishments. Prioritize skills or achievements requested on the job advertisement to score well on applicant tracking systems (ATS). Visit our ATS resume article to learn more about these tools.

Free Office Administrative Assistant Cover Letter Example

Dear Ms. Davis:

As an experienced administrative professional, I am pleased to present the enclosed resume in response to your posting. With a broad knowledge base in efficient office operations, executive-level support and customer service, I am prepared to excel as your next Office Administrative Assistant.

Successfully developing office policies, coordinating schedules and travel, and performing basic bookkeeping tasks have made me well-versed in the nuances of extensive administrative functions. I adeptly manage and complete many responsibilities while delivering outstanding customer service. 

Consider the following highlights of my experience:

  • Facilitating administrative efficiency through expertise in time management, communication, cross-team coordination and organization skills. 
  • Performing accurate, detailed accounts payable/receivable operations within fast-paced offices.
  • Leveraging outstanding interpersonal skills to forge beneficial and lasting relationships with customers and peers, resulting in productive and profitable environments.
  • Earning distinction as “Employee of the Month” on five separate occasions — awarded by the company CEO — in recognition of superior overall performance.
  • Attaining comprehensive knowledge in various computer programs, including Microsoft Office Suite and QuickBooks.

My proactive nature and ability to effectively collaborate with other team members offer additional skills essential to this position. I would be an immense asset to your team, and I look forward to hearing from you to discuss how I may contribute to your goals. 

Thank you for your time and consideration.

Sincerely,

April C. Decker

This cover letter combines a professional introduction, relevant experience, specific achievements, technical and soft skills and a proactive attitude. It demonstrates enthusiasm for the position and readiness to contribute to the organization.

Add a Resume as a Foundational Base

A cover letter helps promote your resume — but your resume acts as an essential building block for your job search. This concise summary helps hiring managers trace your training, experience, skill development and accomplishments. The following help articles, online tools and samples can help you improve your resume.

 

Office Administrative Assistant Cover Letter FAQ

Do applicant tracking systems (ATS) scan office administrative assistant cover letters, and how can I optimize mine for ATS?

Yes, ATS often scans cover letters. To optimize yours, include relevant keywords from the job description, keep formatting straightforward, and submit it as a PDF or Word document, as some ATS may struggle with other formats.

 

 

Why are action verbs important in an office administrative assistant cover letter?

Action verbs like “organized,” “coordinated” and “managed” make your accomplishments more impactful. They showcase your proactive approach and ability to drive results, which is crucial in an administrative role.

 

 

 

 

How can I tailor my office administrative assistant cover letter to a specific job posting?

Tailor your cover letter by reading the job description carefully and aligning your skills and experiences with the specific requirements. Highlight relevant achievements and demonstrate how your background aligns with the role’s needs to stand out as an ideal candidate.

Is mentioning computer skills in an office administrative assistant cover letter necessary?

Yes, it’s essential to highlight your proficiency in relevant software and tools such as Microsoft Office Suite, database management or any industry-specific programs. It demonstrates your readiness to handle essential office tasks.

Should I include references in my office administrative assistant cover letter?

No, references should be on a separate page, not in the cover letter. Mention that references are available upon request, but save the details for when the employer asks for them.