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How to Format an Administrative Assistant Resume
The format you choose for an administrative assistant resume should be based on the circumstances of your job search. Some candidates will benefit from putting their work history front and center with a chronological resume, while others will want to highlight their skills and abilities with a functional resume. The applicants below show how to execute the different approaches.
Candidate A has been working as an administrative assistant in the entertainment industry for five years, spread across two different companies. Candidate B recently graduated from college and has only been employed as an assistant for about a year. Let’s see how their resume approaches differ.
1. Candidate A - Chronological Resume
Candidate Info
- 5 years in workforce
- 2 years in current role
- BA Psychology
Work Experience
- Handles confidential information with discretion and demonstrates customer focus with professionalism.
- Collaborates with the management team to create and post weekly and monthly reports for leadership and administrative teams; Acts as liaison between all departments to ensure they follow proper communication and reporting practices.
- Plans and coordinates successful corporate meetings and promotional events exercising the ability to improvise, improve procedures and meet demanding deadlines, as well as using software like Microsoft Office and Google Workspace.
- Manages communication with executives, including taking and making phone calls, reviewing and prioritizing mail, composing and typing correspondence, maintaining files and making travel arrangements.
2. Candidate B - Functional
Candidate Info
- 1 year in workforce
- AAS Administrative Assistance
Areas of Expertise
Collaboration
- Coordinates corporate meetings and promotional events, helping teams meet deadlines and improve procedures.
- Collaborates with the management team to generate weekly and monthly reports across departments, ensuring they follow consistent and professional communication and reporting practices.
- Handles confidential information with the utmost care.
Technical Skills
- Microsoft Office software
- Data entry and rudimentary data cleaning
- Google Workspace
Administrative Assistant Resume Samples
No results found
Candidate Info
years in workforce
years at this job
Business Administration
Administrative Assistant I
Provided administrative support to administrative coordinator, Chief of Staff, Director of [company name] and Fulton County Board of Health
- Answered multiple console telephone system
- Greeted and directed appointments, vendors and office visitors
- Composed, prepared, edited, and distributed correspondence and other department documents
- Maintained conference rooms calendar for 12 health centers
- Data entry of MIFS (Multi Purpose Information Forms)
- Ordered and distributed office supplies.
Candidate Info
years in workforce
years at this job
Nursing
Medical Assisting
Administrative Assistant
Worked with FoxPro database to keep inventory of 200 dealership automobiles
- Prepared tax documents for the purchase of automobile tags and titles
- Handled all accounts payable and receivable for dealership that grossed $170,000 for the year
- Managed all paperwork generated by sales staff for car sales to customers including financing contracts for high dollar automobiles such as Mercedes Benz, [company name]
- Calculated all taxes on tags and completed transfers for titles on all automobiles sold on the property
Candidate Info
years in workforce
years at this job
Administrative Assistant
Provided administrative support for Dermatology Marketing Director, Product Managers and Segment Marketing Manager
- Executed set-up and tracking of Stiefel USA Marketing Projects using PCT and Planner
- Managed monthly calls with various agencies and vendors to track billing versus contracted budget
- Oversaw calendar maintenance, appointment scheduling and expense report preparation
- Provided all travel coordination (international/domestic) support for business meetings/trips
- Prepared itineraries, transportation arrangements and expense reports
- Arranged conference rooms and facilities for meetings as required
- Mentored new administrative assistant resulting in a GSK Bronze Spirit Award
Candidate Info
years in workforce
years at this job
Education
Executive Administrative Assistant
Used a variety of software applications to prepare presentations, reports, and correspondence.
- Extracted information from registrations, applications and executed contracts, contract information and action memoranda. Inputting relevant contract data into the Department's information system.
- Formatted visual presentations for speeches and meetings using state-of-the-art applications and equipment.
- Managed information requests received by the Department that may be made by telephone, letter, email, or in-person visits to the office.
- Arranged for conferences and meetings.
- Edited and formatting draft correspondence prepared by staff members.
- Served as backup travel coordinator for the department.
Candidate Info
years in workforce
years at this job
Sociology
Administrative Assistant
Utilized excellent customer service skills while acting as the liaison between employees and customers
- Calculated hours and submitted payroll to ensure timely distribution of funds
- Created invoices weekly using Excel spreadsheets
- Filed documents to maintain an organized and efficient office environment
- Trained new administrative assistant
- Performed HR functions
Candidate Info
months in workforce
months at this job
Medical
Medical
Business Administration
Benefit Administrative Assistant
Provided administrative support to Branch Managers in reference to administrative duties
- Composed, typed and proofread correspondence, screened telephone calls, scheduled meetings, arranged tickler files and made travel arrangements
- Established payroll, distributed incoming mail, xeroxed, faxed and maintained all division records
- Created a filing system exclusively for all sensitive information used throughout the agency
- Ordered and maintained supplies for the division
Candidate Info
years in workforce
months at this job
High School Diploma
Human Resources/administrative Assistant
Performed administrative and clerical functions including managing calendars, screening calls, and organizing and filing payroll documentation
- Marketed company to potential clients via site visits
- Performed new hire orientations for CNA and LVN personnel
- Analyzed and reviewed quarterly and yearly employee evaluations
- Initialized and conducted background checks for potential employees
Candidate Info
years in workforce
years at this job
Administrative Assistant II
Provided administrative support to the two Partners, two Business Development Managers, and other Senior Management staff.
- Created status and result documents on concurrent and concluding engagements for the client meetings.
- Organized and presented staff chargeability, financial data, and quarterly billings reports for internal and client meetings, including Internal Audit Board meeting presentations.
- Planned and coordinated internal meetings, off-site events, and team building exercises, by selecting vendors and venues, managing budgets, and developing event plans.
Candidate Info
years in workforce
years at this job
Sociology
Administrative Assistant
Logged new contracts into company database, as well as closed old contracts.
- Maintained accurate personnel records for new and existing employees.
- Provided time sensitive documents to managers for daily review.
- Phoned contractors to sign new updated electronic contracts on-line.
- Composed information from the stock team to aid in weekly meetings in the New York division.
Candidate Info
years in workforce
years at this job
Technology
Administrative Assistant
Supervised staff and served as manager on duty when requested by other managers.
- Provided comprehensive administrative support for executive-level staff.
- Supported complex, deadline-driven operations, and resolved issues.
- Coordinated orientation for all new employees.
- Developed and maintained administrative process to achieve organizational objectives as well as to improve accuracy and efficiency.
- Managed accounts payable, receivable and payroll using ADP software while overseeing administrative budget as well as preparing expense reports.
- Completed daily reports for various information such as Census and staff hours.
- Performed collection calls on delinquent accounts and attempted to collect and work out payment arrangements.
- Utilized excellent communication and customer service skills to visitors.
Candidate Info
year in workforce
year at this job
High School Diploma
Public Relations And Copywriting
Executive Administrative Assistant
Self-directed, focused and possess excellent attention to detail in performing high-level functions. Proven talent for quickly acquiring expertise in new systems and procedures
- Collaborated with management team to create and post weekly and monthly reports for leadership and administrative teams and acted as liaison between all departments to ensure proper communications and reporting practices.
- Planned and coordinated successful corporate meetings and promotional events exercising the ability to improvise, improve procedures, and meet demanding deadlines.
- Plan and coordinate successful corporate meetings, and developed presentations for related on-site and off-site meetings.
- Prepared reports and contracts according to submitted Request For Proposals and winning company jobs.
Candidate Info
years in workforce
years at this job
Business Skills Training
Corporate Administrative Assistant
Restructured and implemented a new process for corporate accounts to prevent past due deadlines.
- Streamlined daily communications between Corporate Accounts Mgrs. and Territory Mgrs.
- Became a Notary Public and helped the company save $3000 in Parking Tickets
- Processed Daily and Monthly Sales reports with supporting documentation and budget indexes.
- Provided significant administrative support to 30 Territory Mgrs.
Candidate Info
years in workforce
years at this job
Education
Executive Administrative Assistant I
- Provided administrative support to Vice President of Marketing and Sales
- Supported 3 Directors and 6 Field Sales-National Account Managers
- Prioritized work to meet department needs and exercised proper judgment in making decisions
- Scheduled appointments and maintained calendars, arranged conference rooms and facilities for meetings
- Handled confidential information with discretion and demonstrated customer focus with professionalism
Candidate Info
years in workforce
years at this job
Medical Claims And Billing Program
Administrative Assistant
Performed administrative functions
- Handled the management of communication to executives included taking and making telephone calls, reviewed and prioritized mail, composed and typed correspondence, maintained files, and made travel arrangements
- Prepared and submitted for manager's approval, supervisors travel expense reports
- Verified employees time-in sheets and data entered payroll (FI-46s)
- Supervised and coordinated the operation for the word processing unit
- Greeted claimants and attorneys at the reception area, data entered the claimant/attorney arrival time and other pertinent information required for the hearing, and would then notify the hearing officer of the claimant/attorney arrival
- Assigned and reviewed work, also, provided guidance and direction
- Performed quarterly and annual performance reviews for the staff
Candidate Info
years in workforce
years at this job
GED
Administrative Assistant
- Drafted correspondence, scheduled weekly executive meetings and travel arrangements
- Assisted contractors and project managers to ensure an efficient property conversion process
- Performed data entry and filing of invoices and reports
- Performed market research to continuously provide clients and tenants with fair prices
Candidate Info
years in workforce
years at this job
High School Diploma
Business Administration
Business Administration
Administrative Assistant
- Performed all administrative duties as assigned
- Coordinated all Marketing, promotions, and advertising efforts
- Conducted Customer Satisfaction calls to clientele to get feedback on their salon experience and ensure clientele satisfaction
- Conducted market surveys and industry studies to identify the need/demand for various salon products and services as well as new clientele.
- Assisted in preparing the operations and marketing budget to maximize the salon’s profits
More Administrative Assistant
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Administrative Assistant Resume Success Stories
Administrative Assistant Resume FAQ
How do you format an administrative assistant resume?
There are three types of resume formats: chronological, functional and combination. The format you choose will depend on your personal circumstances. For example, if you are an experienced administrative assistant looking for a better employer, the classic chronological resume is ideal because it puts work experience at the forefront. If you are new to the field, however, with no prior work experience, you may be better off using a functional resume. The functional resume format downplays work history in favor of skills and abilities. Meanwhile, if you’re changing careers or have a few years of experience, you can opt for the combination resume.
What should be included in an administrative assistant resume?
As a general rule, administrative assistant resumes should include the following:
- Header, including up-to-date contact information.
- Career summary or resume objective.
- Hard and soft skills as well as top qualifications.
- Work history with bullet points for each job.
- Education and professional certifications.
You can also share your experience as a volunteer if it’s relevant.
What skills should be included in an administrative assistant resume?
Administrative assistants possess a mix of hard and soft skills that help them succeed in the workplace. Let’s look at the most common skills in each category.
Top soft skills for administrative assistants include: flexibility, confidence, trustworthiness, communication and active listening.
Among the most common hard skills are: calendar management, database management, proficiency with email platforms (e.g., Gmail, Outlook), Quickbooks and knowledge of software applications like Microsoft Word, Excel and Powerpoint.
These lists aren’t exhaustive, and you should always take inventory of your work history to identify skills for your resume.
How do you create an administrative assistant resume with no experience?
If you don’t have any experience as an administrative assistant, you’ll want to use a resume format that downplays work history, such as the functional resume. Functional resumes, also known as skills-based resumes, emphasize your skills and abilities so you can showcase how your career goals align with the target job.
How can a builder help you create an administrative assistant resume?
Resume builders help in a number of ways. First, by taking the grunt work out of resume creation, they save you time. With a builder like JobHero’s you can create a resume in as little as 15 minutes. Second, builders make your resume look professional by offering dozens of templates, from simple and corporate to creative and unique. Finally, when you enter your previous jobs, builders generate prewritten bullet points. While you should always adapt the words to reflect your personal experience, you will no longer be staring at a blank page when you sit down to complete your resume.
