Administrative Assistant Job Description for a Resume
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The list of administrative assistant responsibilities can go on forever: answering calls, scheduling travel, managing calendars, organizing documents, creating expense reports, and so on. Lots of tasks, but one main goal: to support offices and their staff. It’s about time someone gave you a little support, so here’s how to write the perfect administrative assistant job descriptions for a resume.
We’re about to show you administrative assistant job description examples in a second, but… Perhaps there’s an easier way—
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Looking for a complete guide on writing administrative assistant resumes? Check out: Administrative Assistant Resume Sample
You might find other office management related guides helpful:
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- Free Resume Examples for All Professions
Here are the promised, pitch-perfect admin assistant job description examples:
10+ Administrative Assistant Job Description Examples for a Resume
Administrative Assistant Job Description for a Resume
Administrative Assistant
State of New Jersey, Ridgewood, NJ
March 2016–June 2020
Key Qualifications & Responsibilities
- Responded to inquiries regarding department services, policies, and procedures.
- Scheduled and coordinated the travel arrangements for staff using company vendors to find discounts whenever possible.
- Created and processed a variety of administrative records using internal and external databases.
- Planned on- and off-site events and conferences including equipment, catering, and accommodations.
Key Achievements
- Negotiated with an office supplies vendor that resulted in $1,500 of savings annually.
Executive Administrative Assistant Job Description for a Resume
Executive Administrative Assistant
Rocky Web Services, Inc., Portland, OR
December 2014–Present
Key Qualifications & Responsibilities
- Compile and produce presentations and reports as directed by the leadership team.
- Book $50,000+ worth of travel annually for the Executive Director and their team.
- Manage the complex scheduling by communicating seamlessly with internal and external stakeholders.
- Track the completion of key deliverables to ensure deadlines were met consistently.
Key Achievements
- Implemented an improvement in the expense reporting process that saved the office 14 man-hours monthly.
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Medical Administrative Assistant Job Description for a Resume
Administrative Assistant
Arlington County Public Hospital, Arlington, TX
February 2017–April 2020
Key Qualifications & Responsibilities
- Performed a variety of secretarial duties with an unmatched attention to detail.
- Acted as a liaison between office staff and customers thanks to excellent customer service skills.
- Used a complicated spreadsheet program to update and maintain a variety of medical documents and administrative records.
- Compiled information and data from a 30+ member staff in order to prepare reports.
Key Achievements
- Monitored the office budget of $120,000 to ensure expenditures remained within budget.
Human Resources Administrative Assistant Job Description for a Resume
Admin Assistant
Acme Co., Beachwood, OH
July 2017–April 2020
Key Qualifications & Responsibilities
- Supported 3+ associates and managers with routine HR questions and needs to provide world-class service to employees.
- Interpreted employee engagement data to recommend improvements that increased the employee satisfaction by 25%.
- Recorded metrics and potential gaps in weekly reports on attendance, attrition, and engagement.
- Delivered presentations to new hires during their orientation process on HR.
Key Achievements
- Facilitated the interview process by finding candidates and scheduling interviews for 30+ new hires in one year.
Senior Administrative Assistant Job Description for a Resume
Sr. Administrative Assistant
Blue Cross, Taylorville, IL
August 2012–January 2020
Key Qualifications & Responsibilities
- Provided administrative support to Chief Technical Officer and Executive Director.
- Scheduled up to 20 meetings a week with high level executives and created the meeting plans.
- Processed expenses on demand using Blue Cross’s expense management system.
- Screened calls and responded to inquiries to take care of tasks that didn’t require executive decision making.
Key Achievements
- Identified an office need for a bookkeeping application that saved the office $14,000 annually.
Office Admin Administrative Assistant Job Description for a Resume
Administrative Assistant
Bose, Boone, NC
January 2019–May 2020
Key Qualifications & Responsibilities
- Drafted executive summaries, emails, documents, and presentations to provide high level support to management.
- Supported 6+ managerial staff by booking flights, transportation, and hotels according to business travel needs.
- Followed existing administrative procedures and implemented new procedures.
- Created monthly office reports to facilitate internal communications.
Key Achievements
- Responded to up to 40 inquiries to management daily by being highly organized and proactive.
Sales Administrative Assistant Job Description for a Resume
Sales administrative assistant
Johnson Toyota, Stockton, CA
January 2019–Present
Key Qualifications & Responsibilities
- Support a team of 9 sales staff by scheduling appointments, identifying potential leads, and handling paperwork.
- Created agendas and content for 4+ conference calls every month.
- Assisted in marketing projects, including social media and sales materials.
- Lead sales meetings, recording minutes in order to document growth and track progress.
Key Achievements
- Established a system for tracking sales statistics that helped Johnson Toyota surpass annual sales targets by 23%.
Executive Administrative Assistant Job Description on a Resume
Executive Admin. Assistant
Rocket Labs, Ridgeland, MS
May 2016–December 2019
Key Qualifications & Responsibilities
- Monitored & managed the calendar for the VP of Sales, which involved tracking and following up on significant tasks.
- Researched accounts of prospective clients via email and telephone to identify potential sales opportunities.
- Supported travel arrangements by booking flights, transportation, hotels, restaurants, and more.
- Organized and submitted over 50 expense reports a month in a timely manner.
Key Achievements
- Decreased the error rate in accounting reports by 60% by streamlining the process.
Nonprofit Administrative Assistant Job Description for a Resume
Administrative Assistant
Alabama Center for Nonprofits, Huntsville, AL
October 2013–April 2019
Key Qualifications & Responsibilities
- Provides secretarial, administrative and clerical support to assist department operations as needed.
- Provided guidance to community members regarding operations to ensure they understand processes and the required paperwork.
- Screened 15+ phone calls a week from clients to solve issues and redirect as needed.
- Created and maintained logs, membership lists, spreadsheets and other reports.
Key Achievements
- Achieved a 97% renewal rate of membership dues by connecting with members through phone and email.
Construction Admin Assistant Job Description on a Resume
Certified Nursing Assistant
Valleybridge Realty Inc, Reading, PA
September 2013–June 2019
Key Qualifications & Responsibilities
- Acted as the point of contact to all vendors for payment inquiries and responded in a timely fashion.
- Prepared quarterly invoices and contract status reports to ensure timely payments for all vendors and contractors.
- Scheduled meetings and managed upper managements’ calendars.
- Fielded general inquiries from investors, financial advisors, attorneys, vendors, contractors, and consultants.
Key Achievements
- Managed documentation for projects so effectively that an external audit found 75% less errors compared to previous projects.
Write the Perfect Job Description for an Administrative Assistant Resume
With administrative assistant jobs in decline, it will be harder and harder to get that administrative assistant job. The way to distinguish yourself from the competition is by better communicating your administrative skills on a resume. Here’s how to write the perfect administration assistant job description:
1. Call attention to the section heading.
Regardless of which type of resume you’re writing, your experience section is the main course for hiring managers. Make it easy to find by naming it Employment History, Work History, Experience, or Work Experience and using Bold or CAPITAL letters.
2. Place your job description section with care.
If you have a few years of administration experience, put your job descriptions below your resume summary. If instead you’re writing a resume with no work experience, put your education section first and followed by your job descriptions.
3. Order administrative assistant job descriptions on your resume in reverse chronology.
Reverse chronology means starting with the present and progressing into the past, a great way to give your most relevant experience the most attention.
4. Make each entry clear and easy to follow.
Include your job title, company name, location, and dates of employment at the top of every administrative admin position.
5. List up to 5 bullet points for each job.
Once you list your job title as “administrative assistant”, chances are hiring managers can guess what your duties and responsibilities were. Avoid stating the obvious and use these bullet points to quantify your biggest resume achievements. If you have years of experience and are closer to a senior administrative assistant, list fewer bullet points, only mentioning your greatest accomplishments.
Read more: How Far Back Should a Resume Go?
6. Customize your administrative assistant job description to the job ad.
Writing a one-size-fits-all generic resume might save you some time when applying, but won’t make you look like Pepper Potts.
7. Start each bullet with action verbs.
Make each bullet point more powerful by using resume action verbs, such as managed, organized, assisted, performed, etc.
8. Close with a “Key Achievement” subsection.
Make your biggest accomplishments so obvious they can’t be missed by adding a “Key Achievement” bullet. Use the Problem-Action-Result (PAR) method as a framework to communicate them better.
9. Make use of relevant skills.
Most common hard skills include:
- Microsoft Office skills
- Computer and software skills
- Teamwork skills
- Organizational skills
- Time management skills
- Multitasking
- Language skills
And soft skills of value are:
- General transferable skills like management, customer service skills, and
- People skills (or interpersonal skills)
- Being detail-oriented
- Communication skills, active listening skills, and writing skills
Read more: Work Experience on a Resume
Sample Administrative Assistant Resume Template
Annette Shaw
annette.m.shaw@gmail.com
505-762-0857
Albuquerque, NM
Professional Objective
Highly organized administrative assistant with 6+ years of experience streamlining office operations. Seeking the senior administrative assistant position at Globex Corporation to support management using skills in interpersonal communication and database management. Experienced in tracking budgets of over $300,000 and reducing reporting errors by up to 45%.
Work Experience
Sr. Administrative Assistant
Pinnacle Inc., Albuquerque, NM
May 2016–June 2020
- Provided administrative support to all departments related to budgeting and invoice processing.
- Created administration manuals to improve project coordination, logistics, and human resource policies.
- Trained over 10 new hires on company policies and procedures
- Prepared written documents (reports, memos, emails) on to relieve managers of clerical duties.
Key Achievement:
- Reduced the rate of error in expense reports by 45% by implementing new transcription software.
Administrative Assistant
Santa Fe Transit Authority, Santa Fe, NM
August 2014–May 2016
- Created and updated spreadsheets to track financial records and keep accounting up to date.
- Supported the Department Head by performing secretarial duties quickly and efficiently.
- Maintained internal message boards, organizational charts, and report lists to ensure consistency.
Key Achievement:
- Tracked a budget of $300,000, ensuring all documentation is accurate and accounted for.
Education
AA in Communication Studies
Pima Community College, Tucson, AV
Graduation date: May 2014
Skills
- Skilled in time management, public speaking, and database organization.
Courses
- MS Office Certification (2019)
- Calendar Management (2016)
- Bookkeeping and Financial Accounting (2016)
Interests
- Mentoring youth at the neighborhood Boys & Girls Club
- Birdwatching with the Albuquerque Birding Community
Now it’s time to work on the other pieces of the puzzle. Here’s what else to include on a resume:
- Pick a good resume format to fit your experience level. Most of the time, the reverse-chronological resume layout is the best choice because it focuses on work experience first and foremost.
- Draw inspiration from professional profile examples to create a brief career statement that is sure to impress. Write a resume summary if you have more than two years of experience. Otherwise, go with a resume objective.
- Quantify your experience section using numbers whenever possible. Highlight achievements and mention specific projects you worked on that exceeded expectations.
- Add any professional certifications and licenses towards the bottom to show off any certified administrative or software skills
- Put your key job skills (soft skills, hard skills, and technical skills) into a skills section. Include them in your experience section as well by tailoring your job description bullets.
- Include any additional sections that could help you shine: language skills, achievements and awards, volunteer experience, and hobbies and interests.
Read more: How to Build a Resume
You’re almost there! Just attach an administrative assistant cover letter to your resume and you’re good to go. To learn how to write compelling cover letters, read our guide on how to write a cover letter.
Plus, a great cover letter that matches your resume will give you an advantage over other candidates. You can write it in our cover letter builder here. Here's what it may look like:
See more cover letter templates and start writing.
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