resume job description for office assistant

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 

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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

Or download these resume samples in PDF at the bottom of this page for free

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

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Office Assistant resume examples & templates

Job prospects

How do you land an office assistant job that sounds like your perfect match? With an excellent office assistant resume, of course.

Resume.io can help you achieve that result. Our job-winning resources include more than 350 occupation-specific resume samples , alongside corresponding advice and tips.

This guide, along with resume examples for an office assistant, will cover:

• What an office assistant does
• How to write an office assistant resume, including making sure it’s not filtered out by automated tracking systems
• Advice for each resume section: header, summary, work history, education and skills
• Resume layout and design hints, geared to the type of company you’re applying to.

What does an office assistant do?

If a company is a well-oiled machine, then office assistants are the nuts and bolts that hold it all together. That’s because they are responsible for much of the company’s inner organizational flow. Everything from filing papers and making copies to sorting mail and entering data. The position is a great part-time or entry level post for young people interested in moving into HR and managerial roles. It’s also an excellent way to get your foot in the door of your field of study, and gain an insider perspective of a business you admire.

Office assistants, who work in the administrative field, are sometimes called office clerks. Their work is similar to receptionists, although the latter is a slightly more outward facing position. Office assistants are jacks of all trades, responsible for the care and keeping of not only paperwork but the schedules and occasional lunch orders of the office staff. 

There are so many names that could encompass the work of an office assistant. The U.S. Bureau of Labor Statistics (BLS), for example, labels this role as general office clerk . Other businesses may have their office assistant and receptionist rolled into one. Administrative assistants , while a title with fancy alliteration, encompasses much of the office assistant role as well, although executive assistants tend to work with both the personal and professional lives of upper level management. Office assistants may be tasked with just about anything the office needs. Sometimes, that could include the occasional cleaning role, coffee run or even planning a weekend getaway for your bosses 10th wedding anniversary. 

For many young professionals, jobs like these are a viable (and higher paying) alternative to the intern position. Numerous top-level executives in the business world started out as assistants, observing the inner workings of companies or shadowing experienced managers.

Treat this not only as an early job to pay the bills, but also as a learning opportunity (and convey this through the detail-oriented tone of your resume), and you’ll go far!

While these might seem like menial tasks, office assistants should take pride in making their company run smoothly, and use their proximity to the company’s inner workings to learn more about the particular industry. A willingness to learn and a positive attitude will be key factors to convey on your resume. If your office assistant position also involves dealing with clients, you’ll benefit from some customer service experience. Regardless, excellent interpersonal skills will be essential, since you won’t only be dealing with papers but plenty of office staff.

The modern office assistant also needs top-notch skills for the 21st century. Many aging bosses and upper level executives don’t want to bother keeping up with the latest office technology, so they expect their office staff to be up-to-date on softwares and scheduling programs. Office assistants may also need to understand the company’s branding, growth strategies and leadership structure when drafting memos or planning events. The ability to demonstrate all these qualities on your resume will boost your chances of securing a competitive position.

The BLS projects the number of jobs in this field to decline by about 2% between 2020 and 2030. The Bureau attributes this to increased digital automation in offices which allows other staff members to do a lot of the work previously handled by dedicated office assistants. File sharing software and electronic systems also mean less organizational work.

But it’s not all bad news – despite the decline, the BLS expects job prospects to remain high due to the field’s large workforce and the number of aging workers who will retire.

But it’s not all bad news – despite the decline, the BLS expects job prospects to remain high due to the field’s large workforce and the number of aging workers who will retire.According to the U.S. Bureau of Labor Statistics, just under 3 million people work as general office clerks, meaning there will be room for new hires from previous staff turnover.

How to write an office clerk resume

The basic framework outlined below makes this writing task seem less overwhelming. Keep in mind that these components should fit on a single page.

• Employment history

 The ATS affair

Hiring managers at large companies with big teams often don’t have time to sort through the hundreds of applications they might receive for an office assistant position. Instead, they let Applicant Tracking Systems, or ATS, do some of the work for them. These systems scan resumes for keywords used in the job description and then rank the resumes against the rest of the application pool. Only the strongest resumes make it to the hiring manager’s desk. So how can you make sure your resume ends up in that pile?

• By understanding what qualities make a great office assistant and what companies are looking for during the hiring process and
• By using the most pertinent keywords from the job description throughout your resume, especially in the profile summary and skills section .

Choosing the best resume format for an office assistant

The most commonly used chronological format will likely work just fine for your office assistant resume. It’s the easiest way for hiring managers to review your work history, as listed in reverse chronological order from current/most recent position and employer to earliest. 

For entry-level job seekers, or those whose job history does not follow a linear path of employee positions, there are other options. A functional resume format may be suitable for job seekers with wide-ranging types of experience, or who have worked independently as consultants. Relevant qualifications are presented in relation to projects, clients or specialized skills. Hybrid (combination) resume formats offer versatility by including both chronological and functional elements. 

Let’s get started.

Resume header

A well-designed resume header, sets the stage for hiring managers to pay attention in the most inviting and reader-friendly sense. Besides getting your application noticed right away for the right visual reasons, there are practical advantages to prominently displaying your name, occupation and contact information. Who your resume belongs to is instantly apparent, and there’s no need for duly impressed recruiters to look far when they’re ready to get in touch with you.

Make your resume and cover letter match by making the visual elements consistent throughout. This will first be apparent in the identical header designs.

Resume summary example: upbeat and ready

The summary — sometimes called profile or personal statement — is the gatekeeper of your resume, and just like a good office assistant, it can handle a little bit of everything. That means your strongest skills, educational background, a touch of your experience and just enough personality to make you stand out. You’ll want to start by listing your strongest qualities — maybe you’re efficient or an expert multitasker. Also make sure to include how many years of previous experience you have. If you’ve yet to work as an office assistant, you may also state your intention for the position and back it up with a few examples of relevant experience you have completed.

You’ll be leaning on your soft skills no matter what, especially if you’re new to this type of work. And don’t underestimate them – employers are interested in people who will make a great addition to the office atmosphere (as soft skills mostly relate to interpersonal and communication abilities). Don’t forget those juicy keywords, too, taken from your analysis of the job listing and research of the employer’s website/social media. Just make sure your profile summary is something a human would want to read. Even if you are applying to a local company and emailing your resume directly to a hiring manager, it never hurts to give employers exactly what they’re looking for.

Word cloud services like Wordle or worditout.com can help you give your resume a fighting chance against the ATS, if the job listing seems too vague or confusing (or if you’re predominantly a visual person). Just input the job description and these services will give you a visual representation of the most important words so you know what the employer is after — easy!

Below is a research assistant resume example summary you can customize.

Enthusiastic and committed office assistant with 18 years of experience  providing superior organization and support to offices. Hardworking and diligent in fulfilling a full range of administrative tasks to optimize results. 

Employment history sample: It’s all lined up

Your employment history is essential to showing employers you have the professionalism and commitment needed to work in their office. 

It’s a good idea to quantify your experiences, using facts, achievements, projects and figures wherever possible.

For instance:

• Managed files for over 100 cases in a busy family law firm with four partners.
• Routinely cleaned office kitchen, organized office library and created a pleasant waiting room experience for clients.
• Planned and executed six office events for prized clients and executives with about 30 attendees at each.
• Managed daily lunch orders for office staff of 15.

If you are applying for your first job, it’s important to list at least two examples on your resume that are related to office work or customer service. For an entry level position in a local business, volunteer experience may even qualify. It’s important to mold these related activities to show how you cultivated the same skills you’ll use as an office assistant.

For example:

• Working as a retail employee may have taught you organizational skills.
• Working as a server in a busy restaurant may have taught you time management and customer service.
• Working as a research assistant may have taught you good listening and communication skills.
• Working as a local tour guide may have taught you public speaking and social skills.

Below is an office assistant employment history resume sample you can modify.

Office Assistant,The DHB Building Group, Scottsdale January 2016 - Present

• Maintained organization in a busy office and assisted four associates in ways that streamlined procedures for improved efficiency..
• Sorted and distributed office communications in a timely manner.
• Monitored office supplies, managed orders, and communicated with vendors to build dependable relationships and prevent stock shortfalls.
• Assisted the director of accounting with various bookkeeping tasks, including budget and report preparation.
• Implemented efficient organized filing systems that achieved a 30% reduction in paper usage within four years.
• Greeted and assisted onsite guests.
• Acted as the point of contact between executives and employees/clients.
• Oversaw clerical tasks of five staff members in three departments and ensured that office procedures ran smoothly.

Administrative Assistant at Tezza Inc., Tucson April 2013 - December 2015

• Assisted in achieving sales goals of this busy kitchen and bath product supplier, including surpassed growth targets for profits, repeat business and new customers.
• Provided general office-wide administrative support including:photocopying, scanning, e-mailing, filing and data entry — often high volumes with short lead time.
• Greeted customers and visitors in a friendly and professional manner.
• Answered and directed incoming phone calls, averaging about 250 a day.
• Effectively managed inventory and orders, achieving reductions in delivery wait times of 23% and 33% fewer product returns.
• Assisted with special projects as needed, including client presentations and trade show exhibits.

Office assistant resume education example: making informed decisions

Office assistants aren’t usually required to have any formal education, but you can greatly increase your chances of getting hired for a receptionist or higher level administrative assistant job with a bit of higher education. 

Jobs in certain companies relating to your field of interest might be competitive among recent graduates looking to get their foot in the door. A winning resume can help you beat out the competition and put you on a path for advanced mentorship and educational opportunities. 

We recommend listing your education with the year first, followed by the name of the institution, the degree (if applicable) and followed by the location. Again, this information should be in reverse chronological order, from highest to lowest level of relevant experience. If you have a bachelor’s degree or higher, it’s not necessary to list your high school.

Below you can see the education section from an office assistant resume example

Bachelor of Arts in Public Relations, University of Arizona, Tucson September 2009 - May 2013

PR Intern at Phillips & Phillips Relations, Tucson October 2012 - March 2013

• Provided exceptional support to the Public Relations team through a variety of tasks and special projects.

CV skills example: time to shine

An office assistant with no skills is like a bicycle with no wheels – it just won’t work. But that’s good news for those just starting out in their careers. With the right attitude and a little bit of relevant experience to back it up, you’ll be able to craft a CV that will have you learning on the job in no time. 

In many jobs, including this one, skills can be broken into two categories: hard and soft. Hard skills are ones requiring a tool, object or applied/exact knowledge for practical actions. That includes scheduling programs and computer software. Soft skills are your innate personality traits and qualities – things like self-motivation, work ethic and a friendly disposition.

While office assistants may not deal with as many clients as receptionists do, in the U.S., a good grasp of another language, such as Spanish, can be helpful in situations where clients or patients are not native English speakers.

It’s a good idea to make a master list of skills that you possess and then cherry-pick only the most relevant to include on your resume. Brainstorm this list, and don’t be too modest or overly critical of yourself. The goal is to find as many tools in your toolbox as possible. This “master document” will probably change and grow over the course of your career. 

It’s also advisable to reread the job description before creating your skills section, since the employer probably specified certain skills they’re looking for. Both the ATS and human recruiter will thank you for including those (just make sure to not stay honest).

Check out a research assistant CV sample for the skills section below.

• Project Management Skills
• Multitasking Skills
• Excellent Customer Service Skills
• Diverse Administrative Support Skills
• Advanced Technology Skills
• Motivated Attitude
• Inventory Control Skills
• Strong Organizational Skills

Resume layout and design: your best first impression

An office assistant is a valuable part of a company’s day-to-day operations. That means employers are looking for someone who fits the vibe of the office. Your layout is a great place to tackle this challenge. A law firm may need a neat and tidy office assistant, while a local daycare center doesn’t mind someone a little more relaxed. Since you might be applying to different office assistant positions, you might want to change your format to match the feel of each employer.

So what’s the easiest way to do that? With resume.io's field-tested templates , you can choose between a variety of vibrant and organized options designed to highlight your experience and skills in the best way possible. For more serious companies, try the professional category. For casual workplaces, the modern templates will do the trick.

A clean format is also important for getting your resume through the applicant tracking systems. Simple formatting with commonly used fonts will be better understood by the software algorithms and preserve your visual style regardless of the device it’s being read on. Our resume templates make it easy to find just the right balance between stylish and sleek.

You’ll probably be uploading your resume online. In that case, you’ll want to make sure that the formatting you created is the same one the hiring manager sees on the receiving end. The best way to ensure this is with a PDF. This file format is fixed whether you’re emailing, uploading or printing. It’s easy to download a PDF in just a few clicks with our easy-to-use resume builder tool . If the employer’s ATS only accepts Word files, we’ve got you covered too: resume.io has multi-format exporting for resumes!

Key takeaways for an office assistant resume

• While this vast occupational field is expected to shrink some due to office automation, office assistant job prospects remain strong.
• Office work is done by staff with a variety of job titles including office assistants, receptionists, clerks and administrative assistants. In all instances, the right balance of personality and organizational skills is required.
• Working as an office assistant is a great entry into advancement opportunities in the field you studied or are interested in.
• Your layout should match the look and feel of the company, which is easy to do using our customizable templates.

Now it’s time to get started! Good luck getting the office assistant job you’re after in no time.

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13 Administrative Assistant Resume Examples for 2024

• Administrative Assistant Resume
• Admin Assistant Resumes by Experience
• Admin Assistant Resumes by Role

Writing Your Admin Assistant Resume

Emma had spent the past few years working hard in NYC, building skills and qualifications as an administrative assistant, but one day she realized she really wanted to move back home to spend more time with her mom. Proud of her progress so far, Emma began looking online for jobs in her hometown and quickly realized she’d need to build a resume that reflected everything she’d learned.

“Where do I begin?” she stressed, whipping up a quick set of search results—including our useful resume tips , which caught her eye immediately. Thanks to her understanding of how to combine large and small tasks for peak organization, she was able to quickly develop a resume and generate a cover letter to impress!

With some determination and our hefty stock of administrative assistant resume examples at hand, soon you can be following up with your brand-new boss, just like Emma!

Administrative Assistant Resume Example

or download as PDF

Why this resume works

• Metrics are just numbers that provide evidence for your claims. They’re easy to read and great at demonstrating your abilities, so try to include numbers wherever you can.
• You can include how many people you collaborated with, how much you improved revenue, and how many staff calendars you managed, to name a few.
• Words like “Microsoft Office Suite,” “Quickbooks,” reporting,” and “organization” are great for assuring employers you’ve got the chops for your future administrative assistant role.

Senior Administrative Assistant Resume

• Luckily for you, there are many Word resume templates and Google Docs resume templates out there—just make sure you have a backup resume on hand in case the employer needs several copies with different layouts.
• Action verbs like “coordinated,” “prepared,” and “maintained” do an effective job demonstrating ownership within your senior administrative assistant resume .

Administrative Assistant II Resume

• Unlike a resume objective, a summary paragraph is a two-to-four-sentence overview of your achievements and successes in the field. 
• If your resume summary is strong enough, it can be the selling point of your entire resume, so it’s well worth spending extra time to make sure this section of your resume is perfect. 
• Focus on including a mixture of different types of metrics, including percentages, dollar values, and hard numbers (such as the number of executive schedules you managed, or the time you saved by streamlining invoicing systems).

Entry-Level Administrative Assistant Resume

• For example, did you lead a club? Volunteer somewhere? Complete a group project while in your classes? There are many options to showcase your leadership abilities!
• If you’re still working out  how to write a resume , just know it’s okay to include non-relevant work experience on your entry-level administrative assistant resume . No matter the role, it can still highlight soft skills like responsibility, time management, and document preparation.

Administrative Assistant No Experience Resume Example

• In your administrative assistant no experience resume, give precedence to achievements such as solving customer issues over the phone, boosting customer satisfaction, accelerating problem resolution, etc.

HR Administrative Assistant Resume

• Now’s the time to radiate a modern and fresh vibe with the Elegant template! Use colors that catch the eye of any reader at first sight. Next, secure the job by adding all the digital HR tools like BambooHR, JazzHR, and Google Workspace to stay ahead of the competition!

Construction Administrative Assistant Resume Example

• Flourish your construction administrative assistant resume with bullet points like “Managed site operations for a $10M+ infrastructure project” and “slashing misalignment errors by 13%” to highlight your ability to supervise large-scale projects and keep important metrics like misalignment errors at a minimum.

Real Estate Administrative Assistant Resume

• Draw attention to your abilities to solve client problems, streamline office operations, bring new business, and so on.

Executive Administrative Assistant Resume Example

• That’s where metrics come in! Include the number of people you worked with or the number of clients you assisted so employers know your experience.
• Change the font, color, and layout to match your preferences and content. Some templates allow for more work experience while others focus more on other sections, so choose accordingly.

Medical Administrative Assistant Resume

• We’d recommend  formatting your resume  using reverse-chronological order to show your most current role first. That way, your future employer sees your most relevant abilities.
• Include your specific experience verifying information, performing billing responsibilities, and recording data. 

Administrative Assistant/Receptionist Resume

• If you’re applying for a company with a casual culture, use vibrant colors, like pink and purple. If you’re applying to work as a criminal defense law firm receptionist, you’d better stick with more professional colors like navy or gray.
• The goal is always to catch an employer’s attention in a good way, and color is a bright, fun way to do that! Whatever color you choose is up to you, but consider your employer when picking out shades. 
• Hard skills (aka specific technical capabilities and training) are more valuable to highlight and easier to quantify, so include them when you can.
• Keywords like “bookkeeping,” “Asana,” and QuickBooks” are great examples of technical skills.

Administrative Coordinator Resume

• Resumes distill everything about you into one page, so you need to organize all your career details into clearly defined sections with headers.
• Make sure you include skills that can be relevant depending on what you read in the job description. For example, workspace management software is relatively universal, so if you’re already familiar with Google Workspace, you’ll likely adapt quickly to Microsoft Office Suite.

Administrative Associate Resume

• Here’s a tip: highlight your achievements in light of the  administrative assistant job description . Look for repeated keywords and phrases that match your experience, then include them on your resume.
• Want to include more skills but don’t know how? Try adding a  hobbies section to your resume  to highlight some of your abilities outside of work. Pick relevant pastimes that might interest the employer (and give you something to talk about during the interview).
• Instead of just saying, “collaborated with department staff to source job candidates,” try adding details like the total number of job candidates you hired, or the number of departments you worked with.

Related resume guides

• Front Desk Receptionist
• Office Assistant
• Receptionist

As an administrative assistant, you’re the person who keeps the day-to-day operations running smoothly. You’re trusted to act as the face of the company for visitors, and you understand the importance of organization. But you might not realize just how important it is to perfect your resume. Your resume is the first thing hiring managers will look at, so ensure it demonstrates your aptitude for the job.

In this section, we’ll dive into four of the main tips we have for improving your resume, including: 

• Administrative assistant skills
• Formatting your administrative assistant resume
• Quantifying your previous impact
• Customizing your resume for each job

1. Include your administrative assistant skills wisely

If you’re unfamiliar with how hiring managers filter applicants, you may be tempted to overlook the skills section on your administrative assistant resume. But, after learning about ATS, you’ll never make that mistake again.

Hiring managers use the ATS, or applicant tracking system software, to narrow their applicant pool. The ATS works by filtering keywords (usually in your skills section) on your resume and matching them to pre-selected words prioritized by recruiters.  Your resume will be rejected if you don’t have enough matching keywords.  

This system works well when there are a lot of job applicants, but it’s understandably a pain for you, the applicant, to deal with. That’s why it’s important to utilize a skills section that incorporates the right  resume skills . You can do this by focusing on the  administrative assistant job description .

Read this small excerpt from a job description and see if you can pick up on the most relevant skills for this particular administrative assistant job. Then, read ahead to see if your skills list resembles ours: 

Optics Fusion is a fast-growing company seeking a self-starter administrative assistant who can recognize tasks that need completion with minimal supervision. The ideal candidate will thrive on interacting with clients and the public while displaying a high degree of professionalism. Must be comfortable working in fast-paced environments and dividing attention between many day-to-day operational tasks. Computer-savvy assistants are encouraged to apply! 

Compare the list of skills you wrote down from this job description with ours :

• Scheduling and organization
• Communication
• Process automation
• Independent worker
• Detail-oriented
• Health insurance
• Computer software

The job you apply for may or may not have similar skill preferences, but there will typically be a common thread of recurring keywords.

Some of the following admin assistant skills will likely pop up in job descriptions:

• Microsoft Office
• Data analysis 
• Financial reporting
• Google Calendar 
• Answering calls
• Multi-tasking

2. Pick the best resume format

Like your skills section, your resume format is important for determining whether the ATS will properly read and file your resume. Aside from the ATS, formatting your resume properly will make it easier for recruiters to read your administrative assistant resume.

To this end, we suggest using  reverse-chronological formatting , with your most recent work experience listed at the top of your resume. This will help hiring managers quickly evaluate your most relevant and (likely most impressive) work.

These are a few other critical elements for your resume formatting:

• Page Length:  Keep your resume to  exactly  one page: no more and no less. 
• Bullet Points:  Bullet points are a useful tool to break up large pieces of text when you’re describing your work experience. Aside from making your resume more visually appealing, they’ll also make writing these sections much easier. 
• Icons/Images:  Have you considered adding icons or images to your resume? Don’t! Recruiters and the ATS both dislike them. 
• Job Title:  Customize your job title for every position to which you apply. It shows that you care enough about the position to put in the extra effort, and hiring managers will appreciate it. 
• Objective/Summary:  If you include one of these, you’ll want to ensure it’s customized (more on this in the next section).

Should you bother with a resume objective or summary?

You might notice that we just hinted that resume objectives and summary statements are optional. While it’s true that they’re not an essential element of an administrative assistant resume, there are a few specific circumstances when they might be helpful. Let’s demystify these optional sections and determine when to consider including one of them on your resume. 

A  resume objective  is a customized two to three-sentence opener typically included toward the top of your resume. In the visual example below, notice how the objective briefly covers the job title, the company name you’re applying to, and why you’re applying to the specific job. We recommend including an objective only if you’re just starting your career or transitioning to another field.

Let’s go over a few of these statements, including both poor and strong examples of each: 

• This is a poor example of an objective. It’s vague and doesn’t mention anything specific that would help the hiring manager. If you’re unwilling to customize your statement, you shouldn’t include an objective. 
• This objective is much better. It’s highly specific, mentioning years of experience, a particular job title, the company name, the candidate’s skills, and how they will contribute to the company. 
• This makes a horrible first impression. Note the misspelled words and abbreviations used. Remember: a good summary/objective can improve your chances of getting hired, and a bad one can do some damage. Do you think a hiring manager would want to hire this applicant?
• Do a little research on the job to which you’re applying. This applicant used their summary statement to demonstrate knowledge about the clinic they’re interested in working for, which hiring managers will appreciate. 

3. Measure your admin assistant work with metrics

Many admin assistant applicants tell us they find it difficult to write their resumes in a way that displays confidence and job capability. Often, the problem is that they’re not quantifying their job impact with metrics (numbers).  Metrics are the easiest way to provide measurable insight into your work performance . As an administrative assistant, there are many areas in which you can include numbers on your resume. Read below for some of the best ways to leverage metrics from your previous roles: 

• Number of people:  It’s a good idea to mention the size of the companies you’ve worked for, including staff size and customer base. 
• Efficiency improvements:  Have you streamlined policies or systems? Orchestrated the switch to a new type of admin software? Has your work saved a significant amount of time? 
• Scheduling:  How many meetings do you schedule per week? Of how many executive calendars are you in charge? Do you set up appointment reminders for clients, and, have these reminders reduced the rate of late/missed client meetings? 
• Billing:  Do you process customer/patient/insurance billing? If so, how much money are you charged with managing? Do you compile expense reports? 

Now that you’ve thought through areas of your job from which you can pull metrics, read through these sample work experience bullet points to get a little more inspiration:

• Met 95% of project deadlines by mitigating all engineering hurdles and roadblocks
• Provided remote troubleshooting to customers over the phone with a 90% success rate, resolving calls in less than 7 minutes
• Managed 3 essential projects that facilitated more than $5 million in annual revenue

4. Modify your resume for each admin assistant job

We’ve mentioned it a few times, but it’s so important we’ll repeat it:  you must customize your resume for each job to which you apply . After all, administrative assistants have widely varying job responsibilities, and you should take the extra step to best align your resume with the specific job for each application you submit. Fortunately, you don’t have to change your entire resume, but let’s go over the areas you should customize: 

• The objective/summary:  Without a doubt, if you include a resume objective or summary statement, you’ll need to customize it. Focus on highlighting relevant skills for the position, and mention the company name. One warning—always tailor this section before you submit your application. Please don’t be the person who forgets to change the company name before submitting it to multiple jobs!
• Skills:  Customize your skills section by referencing the job description. Usually, hiring managers are upfront about the desired skills required for the job. 
• Job description bullet points:  You can alter your job description bullet points to emphasize different types of administrative assistant jobs. For example, highlight your efficiency and time management for jobs that require multi-tasking and the ability to work in a hectic environment. Other positions, such as medical assistant jobs, may be more concerned about billing, policy compliance, and patient privacy. 

Administrative assistant resume

• Focus on covering key areas such as your computer and software literacy, customer relations, scheduling, financial reporting, billing, internal communication, and hiring. 
• If the job description mentions that some aspects are more important than others for the role, you can emphasize them more heavily. 

Entry-level admin assistant resume

• For example, you may want to highlight your ability to get along well with others, your organizational skills, and your ability to stay organized. 
• This savvy entry-level candidate absorbed excess white space with a metrics-packed internship.

Executive admin assistant resume

• Executive administrative assistants typically work on more complex, higher-stakes administrative issues. Demonstrate your increased work responsibility. 
• You need to format your executive resume using the reverse-chronological format, which will best showcase your career growth. 

Medical admin assistant resume

• Focus on highlighting your capacity to manage insurance billing and claims. 
• Do you have an understanding of electronic medical records (EMR)? If yes, you should consider including it on your resume. 
• Demonstrate your understanding of important skills for admin assistants specific to the medical field. 

Notice this applicant’s mention of keyword skills like HIPAA and EMR.

Senior admin assistant resume

• Ensure you showcase skills that set you apart from less experienced administrative assistants. 

Our parting advice for your admin assistant resume

You should be proud of yourself for taking your resume seriously! You’ve made it to the end of this guide, and you’re on the right path to creating your best, most professional administrative assistant resume yet!

Let’s review the four main tips we’ve covered in this guide as a quick recap.

We’ve discussed how to build your skills section, how to format your resume for the ATS, how you can add metrics, and why you should modify every administrative assistant resume you submit.

With these tips in mind, upload your resume to our free  resume checker  to see how your masterpiece can be improved with our AI-powered tips. If you’re thinking about starting your resume from scratch, try our  AI resume builder , where you can begin the process with built-in AI-powered tips and proper formatting. 

Need to start saving with a new ATS? Learn how to calculate the return on investment of your ATS Calculate ROI now

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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

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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.

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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.

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• • Coordinated appointments for 200+ patients weekly.
• • Implemented a new filing system, reducing retrieval time by 40%.
• • Managed a budget of $50,000, cutting costs by 15%.
• • Handled 100+ daily calls, directing them to appropriate departments.
• • Organized patient records, improving accuracy by 25%.
• • Assisted in training 5 new staff members, enhancing team productivity.
• • Managed vendor relationships, negotiating contracts that saved $20,000 annually.
• • Supervised a team of 8, increasing overall performance by 30%.
• • Implemented new software that improved workflow efficiency by 25%.

5 Office Assistant Resume Examples & Guide for 2024

Your office assistant resume should highlight exceptional organizational skills. Demonstrate your ability to manage schedules and maintain efficient office workflows. Showcase your proficiency with office software and tools. Detail your experience in data entry, document management, and communication platforms.

All resume examples in this guide

Entry-Level Office Assistant

Senior Office Assistant

Medical Office Assistant

Front Office Assistant

Resume guide, what you’ll learn here, how to build an office assistant resume, how to write a captivating office assistant resume header, how to get noticed with a summary for your office assistant resume, office assistant experience section: how to highlight your impact with confidence, which skills should you feature on an office assitant resume, education on an office assistant resume: how important is it, do you need certificates to land a job as an office assistant, should you add a languages section to your office assistant resume, add interests, hobbies, and activities to make your office assistant resume memorable, key takeaways.

By Experience

Excited to make an office assistant resume?

Hiring companies attract — on average —more than 250 applicants per job posting. But as you may have guessed, most of them end up hiring only one office assistant for the position.

That’s a 0.4% chance of getting hired if the selection criteria were random.

But in real life:

Recruiters want a magician to keep the company moving forward in perfect order and with no delays. Therefore, their hiring process is more based on company objectives, data, and proper evaluation rather than simple intuition.

The good news is:

That can be you!

With all your experience and determination, you’re qualified to be the agent of order every company dreams about. You can actually be the chosen one among the 250 without playing the numbers game.

But to do that…

You must craft a powerful office assistant resume that spotlights your achievements to the fullest.

And that’s exactly what you’re going to do once you finish reading this guide.

• How to build a solid office assistant resume you can hand with a smile
• HR-approved formats and resume templates to fit all key details in a single page
• Best office assistant resume sections to show what you’re capable of
• Expert-driven resume tips to prove your accomplishments and wow recruiters
• Must-have soft and technical skills that get you noticed

Crafting a job-winning office assistant resume is no rocket science.

There are clear steps you must take to make a case for yourself and stand out from the rest. And there are also many mistakes you must avoid to keep recruiters interested and convinced of hiring you.

In the beginning:

All the candidates are the same and have equal chances of getting the job. But as soon as recruiters start opening resume files, some will get shortlisted while the rest goes to the trash.

If that tells us one thing, it should be this:

Your resume is the most vital part of your job search. A well-made CV that demonstrates your experience and skillset can get you hired at any company.

So, how do you make one?

Let’s start with the non-negotiables:

• Keep your resume length to one page by only including relevant information
• Create a captivating resume layout to grab attention and improve readability
• Make your resume skimmable with a margin on the sides and a lot of white space
• Use a well-organized resume format with clear section headers and details
• Select ATS-friendly fonts and modern color combinations to leave a strong impression
• Save your file in PDF format to maintain your resume design and layout on all devices

What about the resume format?

Choosing one doesn’t have to be too complicated.

There are many resume formats you can use, depending on your experience and job field. For office assistants, we recommend that you use the reverse-chronological format to fit your whole career into a small, yet effective section.

Before you do all that, make sure to scrutinize the job description for any specific requirements or demands. That’s a critical step to personalizing your resume and making it captivating.

Top sections for an office assistant resume

• Certificates
• Interests, Hobbies, or Passions

What do hiring managers look for in an office assistant resume?

• Ability to set up and organize staff appointments as well as travel arrangements
• Demonstrated experience answering incoming phone calls, taking messages, and responding to email
• Competence in managing and updating databases, client lists, and contact information
• Necessary technical skillset and mastery over Google Suite, Microsoft Office Suite, and other organizational software
• A friendly personality with written and verbal communication skills to ensure a fantastic customer experience

By its name, you might’ve guessed that the header comes at the top of your resume.

This section features your contact information to make you easily accessible to hiring managers when they decide to hire you.

A perfect office assistant header must include:

• Job position
• Phone number
• Email address
• LinkedIn profile

“ How do I organize all of that into a small section ?” You may wonder.

It’s simple.

Add your full name first to make a memorable impression and familiarize recruiters with who you are. You can make it stand out by using a larger font size or a different color.

Add your desired role to maximize relevance and reassure recruiters that they’re evaluating someone they’ll end up hiring.

Put the rest of the contact information below with small icons to make your header more attractive.

Now that you’ve completed the first part of the process, let’s see a couple of examples.

2 Office Assistant Resume Header Examples

What can you do to improve this example?

Avoid the most common beginner mistakes:

• Job title — an irrelevant job title is a straightforward way to get yourself ignored
• Location — you don’t need to add your full home address
• Email — use a professional email format and stay away from your current work email
• LinkedIn profile — allow headhunters to learn more about you without having to contact you

Let’s make these adjustments and see the final result!

Not sure whether you should add a photo to your resume? Here’s a complete guide about photos on a resume that will answer your question.

The summary is your sales pitch.

It’s a short paragraph containing five to seven sentences that sum up your whole career. You use that to take recruiters from knowing nothing about you to seriously considering hiring you.

Despite it being a short section, lots of office assistants struggle to do well writing their resume summaries. So they end up missing out on many exciting jobs they’re qualified for.

But don’t worry! You’ll learn in this part how to write a winner resume summary.

A persuasive office assistant summary must highlight:

• Your ability to thrive in an office environment
• Relevant office assistance experiences and achievements
• Job-specific skills and ATS keywords
• Educational background, awards , and certificates

A quick tip to keep in mind for the rest of this guide:

Avoid using first-person pronouns such as “I” and “me” as that can get repetitive quickly. You must also not write in the third person because hiring managers know that your resume is talking about you.

Speak in the first person but remove all pronouns from your sentences.

Let’s check out some examples to help you better understand the point:

2 Office Assistant Resume Summary Examples

This first example does a bad job summarizing the candidate’s worth because it’s vague and too imprecise.

For instance:

It doesn’t feature any interesting office skills aside from a few generic ones.

The accomplishments featured by the candidate are also hardly measurable and don’t make sense to most head hunters.

So what should you do about that?

• Focus on relevant qualifications to get the recruiter excited
• Make each sentence count by prioritizing the hiring company’s interest and showing them why you’re the best fit

Let’s make these changes and see the final example…

Experience is the section that demonstrates who you are in practice. It’s where you illustrate your value and highlight your tangible impact within the workplace.

This is also where the resume format comes into play.

The awesome thing about the reverse-chronological format is that it enables you to summarize your work history in less than a third of the page… And that’s no matter how many jobs and experiences you’ve had.

You’ll start from your latest job and go backward in time to highlight career progression.

For each position, you must include:

• Company name (with a brief description if necessary)
• Duration of employment (month/year)
• 3-5 bullet points describing relevant achievements

Your work history might encompass long years of office assistant tasks — sometimes with unrelated jobs in between. So, you should only pick relevant experience with duties in a similar work environment.

More importantly:

Recruiters already know every single job duty you can and must do. Thus, it doesn't make sense to copy-paste job responsibilities from Google and expect to be appreciated.

You should especially avoid buzzwords and generic phrases like the plague.

Instead, make sure to hone in on measurable career wins with exact metrics and real examples. That’s one of the most efficient ways to prove your influence within a context and be persuasive.

Office assistant resume experience examples

• • Helped coworkers with administrative support tasks
• • Responsible for front desk operations
• • Handled office supplies and prevented shortages

Struggling to come up with durable achievements for office assistants?

Try to answer these questions:

• Did you handle company information and customer data while ensuring complete accuracy?
• How many customer calls or emails did you answer per day?
• What was your contribution to planning meetings, setting appointments, and helping with travel arrangements?
• Were you able to improve and facilitate internal communication between staff members in any noticeable way?
• How did your tech-savvy skills help the employer achieve their goals faster and more efficiently?
• • Provided ad-hoc support to directors and other staff members, ensuring a 35% increase in overall productivity while saving 75 minutes per day
• • Organized, tracked, and ordered office supplies using a solid inventory system, leading to a 25% decrease in office waste and saved $5k in yearly office budget
• • Responded to over +100 weekly emails and client calls with an average first contact resolution rate of 65%

Hiring managers consider “Skills” among their top go-to sections for shortlisting candidates. Simply because this part of the resume offers a direct reflection of your practical expertise in the workplace.

Featuring weak, irrelevant skills is the quickest way to get your resume thrown in the trash.

There are two types of skills necessary to make your office assistant resume shine:

• Soft skills
• Core skills

Soft skills refer to any transferable talents you must have to be your best in the job environment. It includes personality traits and attributes — such as communication, detailed-oriented skills, flexibility, etc.

In contrast:

Technical skills encompass any job-specific skills you can’t leverage in other job positions. That includes daily practical knowledge such as the ability to use Microsoft Office Suite, manage calendars, etc.

Both types of skills can tilt the balance in your favor and get you noticed when used correctly. And by correctly, we mean following the three golden rules:

• Relevance — each ability you add here must be directly related to your role as an office assistant
• Originality — adding some unique skills is crucial for leaving an impression in a large pool of candidates
• Demand — talents you feature here must be sought-after and valuable to the hiring company

Technical skills to add to your office assistant resume

• Microsoft Office Suite : Word, Excel, PowerPoint
• Travel booking
• Email management
• Google Suite: Docs, Sheets, Drive, Meet, Gmail
• Calendar management software

Best 8 soft skills for office assistants

• Verbal and written communication
• Reliability
• Problem-solving
• Attention-to-detail
• Customer service
• Multitasking

For entry-level office assistant jobs, companies usually require at least a high-school diploma or a GED to hire you.

Education is always a plus to your resume, even when not asked for.

Think of it this way:

By this point, the headhunter is still probably trying to shortlist a few final candidates for the interview. Thus, education is an excellent way to choose applicants with the highest potential for success.

Showcasing an educational background in any business-related field will put you ahead of 99% of your competition.

Yes, you do!

You may land a job without listing any certificates. But doing so will speed up your job search and open up endless work opportunities.

Certificates are always a great addition to your resume because they show how devoted you are to your job and prove your expertise. In fact, most hiring managers believe certificates to be a critical factor in the hiring process.

Even when not required, put yourself ahead by adding any job-related certificates you have.

Top 5 office assistant certificates for your resume

• Certified Administrative Professional (CAP)
• International Association of Accessibility Professionals (IAAP)
• Professional Administrative Certificate of Excellence (PACE)
• Microsoft Office Specialist Certification (MOS)
• Fundamental Payroll Certification (FPC)

As an office assistant, you’re going to be responsible for a lot of speaking, reading, and writing.

You’re an irreplaceable cog within the company’s system as you’ll be transporting messages between staff members from different departments

But on top of that, you’ll handle communication with company guests or clients over the phone and via email.

It’s critical for you to be fluent in the language the company’s employees and clients use every day.

Most companies communicate in English internally and with their customers. So if it’s the only language you speak, you don’t need a languages section.

If you do speak more than one language, however, this might be an excellent addition to your profile.

Three rules for adding languages section to your resume:

• Add only relevant languages that might interest the headhunter
• Rank languages based on proficiency
• Never lie about the languages you speak and your proficiency level

Here’s how to feature languages on your resume :

Headhunters always want to know the answer to the following question:

What is it like to work with this applicant?

While expertise is a top priority for making a quality hire, it’s always crucial for a candidate to be able to contribute to a positive, energetic work environment.

Hiring managers want someone with a fun personality and real interests — which make them a pleasure to be around.

Try to add any unique activities, hobbies, and interests in a small separate section to stick out from the crowd. Make sure these activities are related and in line with the company’s beliefs as well as its cultural environment.

• Build your resume using a professional layout and HR-approved format to shine over other candidates
• Craft a brief, yet captivating summary to get hiring managers excited about your resume
• Add a highly-relevant experience section with measurable achievements to increase your job success rate
• Take your time to pick the best soft and technical skills for office assistants and make sure they’re relevant to any job you apply for
• Include additional sections such as languages, awards, passions, or hobbies to bring a touch of personality to your CV

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?

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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.

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Sample Office Assistant Resume

Best office assistant resume. Use the format of this professional resume to develop your own job-winning resume. A straightforward and effective way to present your skills and qualifications for the office assistant job.

Your resume should clearly communicate to a potential employer that you are able to successfully perform the office assistant job responsibilities outlined in the job specification.

Your office assistant resume objective statement is a summary of the major points about your career and capabilities. This is what gets your resume the attention it deserves.

OFFICE ASSISTANT RESUME SAMPLE

YOUR FULL NAME

Your mailing address Your phone numbers Your email address

Seeking a responsible office assistant position in a professional office environment.

Objective Statement

An independent and organized worker with five years experience performing a wide range of office support functions for up to 10 employees.

Key capabilities include:

• data entry and database management
• scheduling, organizing and planning
• front office reception and switchboard
• general accounting and administration
• proficiency in a wide range of computer applications
• keen attention to detail ensuring the accurate completion of multiple tasks by strict deadlines
• initiative and resourcefulness resulting in the effective streamlining of processes and systems to improve efficiency.

A team worker with excellent communication skills, high level customer service experience and a passion for getting results.

Work Experience

Office Assistant

Go Gourmet, Miami, FL September 2019 - Date

• prepare and mail out invoices daily
• organize and track purchase orders
• assist with processing payments
• handle delivery queries
• liaise with customers and suppliers
• create and maintain customer databases
• prepare correspondence, memos and quotes
• send out email marketing campaigns
• receive and assist customers and visitors
• assist with the organization of promotions and events

Front Office Assistant

Bern Global, Miami FL October 2016 - July 2019

• conducted full front office reception duties
• operated multi-line telephone system
• answered, screened and routed all incoming calls
• scheduled appointments and meetings
• co-ordinated conference and meeting rooms
• organized catering for meetings
• performed administrative duties including faxing, filing and managing incoming and outgoing mail
• prepared correspondence
• maintained filing systems
• managed office equipment maintenance
• maintained office supply inventory

Gables Senior High School, Miami, FL

High School Diploma, 2016

Technical Skills

• data entry and management
• typing skills
• knowledge of basic accounting principles and procedures
• MS PowerPoint

Core Competencies

• organization and planning skills
• communication skills
• customer service skills
• information gathering and management
• adaptability and flexibility
• problem-solving
• attention to detail
• strong sense of urgency
• confidentiality

Available on request

How do you describe office assistant duties and office skills on a resume?

Insert your own office assistant work experience into the resume sample. Use the detailed office assistant job description to help you include all the relevant office assistant duties in your resume.

This complete list of administrative duties will help you develop a professional office assistant resume.

This list of workplace strengths can be used to describe your key skills and strengths in your resume.

The 12 core competencies required for success in most jobs.

Office assistant cover letter example

Always send a cover letter with your resume. Use the sample office assistant cover letter to help you with this.

What is a good resume objective for an office assistant?

You can adapt the convincing sample office assistant resume objective provided. Find help with writing your own resume objective at objectives for resumes .

Office assistant resume examples

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Front Desk Receptionist Resume Examples and Templates for 2024

• Resume Examples
• Resume Text Examples

How To Write a Front Desk Receptionist Resume

• Entry-Level
• Senior-Level

Front Desk Receptionist Text-Only Resume Templates and Examples

Emma Smith (123) 456-7890 | [email protected] | 2500 Lakewood Avenue, Chicago, IL 01234

Professional and friendly front desk receptionist with nearly two years of professional experience. Proficient at administrative tasks, including maintaining the reception area, greeting guests, answering multi-line phone systems, and maintaining office equipment. Able to learn new software quickly and has expert skills in MS Word and Outlook.

• Strong organizational and time management skills
• Able to prioritize when faced with multiple demands
• Knowledge of MS Word, Outlook, Excel and PowerPoint
• Familiar with multi-line phone systems
• Fast and accurate typist at 90 WPM

High School Diploma Prospect High School, Chicago, IL, September 2015 – June 2019

Professional Experience

Front Desk Receptionist, Maya Consulting Services, Chicago, IL September 2019 – Present

• Greets clients with courtesy and announces their arrival to the necessary departments
• Handles incoming calls on a multi-line phone system and directs them to the correct staff member while answering general information questions as required
• Provides administrative support to the executive staff when needed, such as data entry, preparing correspondence and record-keeping
• Maintains lobby in a neat and organized fashion to ensure that clients are comfortable and feel welcomed
• Coordinates with the office manager to ensure office supplies are well stocked

Summer Office Assistant, Family Dental Associates, Chicago, IL June 2019 – September 2019

• Provided office support to the administrative staff by making copies, filing records and preparing patient charts for the day
• Answered phones when needed
• Assisted with data entry of patient information for accurate record-keeping

Certifications

• Microsoft Office Specialist in Word and Outlook

Jack X. Spear (930) 234-9876 | [email protected] | 3517 Moker Street, Apt 8D, Terre Haute, IN 47800

Motivated Receptionist with 8+ years of experience working in private medical offices. Personable and adept at helping clients and staff navigate sensitive situations. Expertly apply Microsoft Office programs to streamline daily office functions.

Front Desk Receptionist, Vigo Dermatology Center, Terre Haute, IN | April 2014 to Present

• Scheduled meetings and managed office and travel calendars for 5 dermatologists
• Fielded and facilitated patient-staff communications
• Liaised between the center and insurance carriers
• Introduced database that helped medical staff improve efficiency by 10%

Front Desk Receptionist, Clark Health & Wellness Center, Brazil, IN | September 2012 to March 2014

• Managed and maintained schedule for all 6 physical and occupational therapists
• Helped clients book and change their next appointments in-house and with medical partner facilities
• Opened office early to greet clients
• Created a database that streamlined reordering of office supplies

Graduate, Terre Haute High School, Terre Haute, IN | 2012 

• Client Service & Communications
• Filing & Records Management
• Social Media Scheduling & Posting
• Typing 90-110 WPM
• VoIP Phone Systems
• Certified General Receptionist
• Microsoft Office Specialist: Word and Excel 2016 Expert

Belinda Taylor (987) 654-3210 | [email protected] | 123 Main Street, Boulder, CO 12345

Friendly and reliable Front Desk Receptionist with 10+ years of experience in the hospitality industry. Praised for efficiently completing front desk duties at several 5-star hotels. Trilingual: Fluent in English, Spanish, and French.

Front Desk Receptionist, Milton Head Hotel, Boulder, CO | September 2016 to Present

• Greet and welcome all visitors to the hotel
• Provide guests with important information about their room and all hotel amenities
• Answer guests’ questions about hotel services and local attractions
• Inform maintenance team of any issues found by guests
• Liaise with housekeeping staff to ensure rooms are ready for new guests
• Process guest payments
• Won “Employee of the Year” in 2018 and 2020

Front Desk Receptionist, Mountain Ski Villas, Boulder, CO | July 2010 to September 2016

• Ensured hotel compliance with all state and federal safety policies
• Confirmed reservations for conference bookings, and reserved activities for event attendees
• Greeted and informed guests about hotel amenities and local attractions
• Launched a new online booking system that increased reservations by 22%

Associate Degree in Hospitality Management, Central Colorado Community College, Boulder, CO | 2010 

• Computer Reservation System
• Cross-Team Collaboration
• Customer Service & Relations
• Task Prioritization

Your front desk receptionist resume should show you can deliver exceptional customer service and create a welcoming environment for visitors. Employers want to know you can care for their customers while managing daily administrative tasks. This guide will walk you through the resume-writing process and teach you how to highlight key aspects of your experience as a receptionist.

1. Summarize your front desk receptionist qualifications in a dynamic profile

To create a compelling resume profile, introduce yourself and give hiring managers three to five reasons you’re a perfect fit for the role. This is your chance to draw the reader in and present yourself as an administrative professional committed to excellence. Start by listing your job title and years of experience. Then, describe a few of your key qualifications.

For instance, if you’re bilingual, show how you can contribute to a welcoming and inclusive environment at the front desk. Emphasize your ability to communicate fluently and cater to diverse clientele. Or if you’re tech-savvy, highlight your skill in managing digital systems, ensuring efficient call handling, and leveraging software to enhance office operations.

Senior-Level Profile Example:

Friendly and reliable front desk receptionist with over 10 years of experience in the hospitality industry. Praised for efficiently completing front desk duties at several 5-star hotels. Trilingual: fluent in English, Spanish, and French.

Entry-Level Profile Example:

Courteous front desk receptionist with nearly two years of experience. Skilled at maintaining the reception area, greeting guests, answering multi-line phone systems, and maintaining office equipment. Learns new software quickly, with expertise in Microsoft Word and Outlook.

2. Showcase your front desk receptionist experience

A results-driven professional experience section is the best way to show your skills in action. Instead of listing your daily duties, create bullet points demonstrating your accomplishments. This strategy demonstrates the unique strengths and contributions you can bring to your next employer. Using numbers like percentages and monetary figures will help you quantify your impact.

As a front desk receptionist, you’ll likely encounter situations requiring diplomacy and mediation.

Underscore your ability to handle disputes tactfully and professionally, ensuring a positive atmosphere for visitors and colleagues.

Senior-Level Professional Experience Example:

• Confirmed reservations for conference bookings and reserved activities for event attendees

Entry-Level Professional Experience Example:

Front Desk Receptionist, Maya Consulting Services, Chicago, IL | September 2019 to present

• Courteously greet clients and announce their arrival to the necessary departments
• Handle incoming calls on a multi-line phone system and direct them to the correct staff member while answering general inquiries as required
• Provide administrative support to the executive staff when needed, such as data entry, preparing correspondence, and record-keeping
• Keep the lobby neat and organized to ensure clients are comfortable and feel welcomed
• Coordinate with the office manager to ensure office supplies are well-stocked

3. List any education and certifications relevant to front desk receptionists

While hiring managers are usually most concerned with your skills and work experience, don’t undersell your formal training. Start by highlighting your education. This section can be brief but should give a clear snapshot of your academic qualifications, listing any degrees or diplomas.

Then, add any certifications that directly relate to the role of a front desk receptionist. For example, a Microsoft Office specialty could help show your knowledge of programs used daily. First Aid, customer service training, or office management certifications could also be useful.

• [Degree Name]
• [School Name], [City, State Abbreviation] | [Graduation Year]
• Associate Degree in Hospitality Management
• Central Colorado Community College, Boulder, CO | 2010
• [Certification Name], [Awarding Organization] | [Completion Year – optional]

4. List key skills and proficiencies for front desk receptionists

In today’s digital age, most large organizations use applicant tracking systems (ATS) to streamline hiring. These systems scan each resume for relevant keywords and skills. To ensure you pass the ATS screening, incorporate keywords directly from the job posting throughout your resume to demonstrate you have what the employer is looking for. Review the list below to get familiar with terms and phrases you may consider as you write your front desk receptionist resume:

How To Pick the Best Front Desk Receptionist Resume Template

A good template will provide a clean, organized structure for your resume. Opt for one that allows your skills and experience to shine without distractions. Prioritize readability by selecting fonts and color schemes that make scanning your resume easy. Remember, hiring managers are primarily interested in your career background and how well you fit the role, not how stylish your template is.

Mina Stallworth - Professional & 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 both 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 front desk receptionists that should be featured on a candidate’s resume? -

• Friendly and welcoming demeanor 
• Ability to handle high-volume traffic (calls, walk-ins, etc…) with ease, poise, and confidence
• Strong administrative and project management skills supporting multiple departments with various needs

2. What work experience and other accomplishments are hiring managers looking for in a front desk receptionist? -

Receptionists are the first impression and a core representation of the organization so hiring managers are more apt to give opportunities to candidates with a service-related or hospitality-based background that understands the importance of customer service. Hiring managers are looking for candidates who are approachable, friendly, and have a warm demeanor.

3. What else, in addition to a resume, should a front desk receptionist candidate be prepared to provide hiring managers? -

For most candidates, this is ultimately a stepping stone into an office setting, so preparing for behavioral and situational examples of working and interacting with customers, working under pressure, using good judgment calls, troubleshooting, and bringing customers satisfactory solutions are critical skills.

4. What advice would you give a front desk receptionist candidate about their job search? -

During the interview, make sure you are exuding confidence, being engaging, and showing interest by making strong eye contact, smiling, using active listening, and providing articulate and well throughout responses. This essentially is a reflection of how you will treat their customers (internal and external).

Frequently Asked Questions: Front Desk Receptionist Resume Examples and Advice

What are common action verbs for front desk receptionist resumes -.

Action verbs help make your resume more engaging and show you're proactive, capable, and can handle the role’s duties. But it can be hard to find the right words to describe your work. Consider using some of the action verbs below in your resume’s professional experience section:

How do you align your resume with a front desk receptionist job posting? -

Employment for receptionists, including front desk receptionists, is expected to show little to no change from 2021 to 2031. However, about 142,000 positions will open up each year as people leave the field to transfer or retire. The highest demand for receptionists will be seen in health care industries, especially for physicians, dentists, and other medical practitioners.

No matter your industry, competition for receptionist jobs will likely remain strong. The best way to get noticed by hiring managers is with a customized resume.

For instance, imagine you’re applying for a job at a law firm. Your resume should showcase any legal experience you have. Use your profile and skills sections to show you can manage legal documentation, direct client inquiries, and maintain an organized office environment.

What is the best front desk receptionist resume format? -

Most front desk receptionists should use the combination (or hybrid) format. True to its name, this format combines two important features of other resume formats: the chronological format’s experience section and the functional format’s profile section. The resume examples on this page all use a combination format.

A combination resume offers the best of both worlds by fusing these two features. The experience section lets you overview your recent work history – essential information for most employers. At the same time, the profile section lets you showcase your career highlights at the top, regardless if they’re from that work history or another part of your background. The resulting resume is straightforward yet strategic. It gives hiring managers the clearest possible view of your experience and relevant strengths, so they can decide to call you for an interview.

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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.

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