Administrative Skills: Examples and Tips For Your Resume

Kellie Hanna, CPRW
By Kellie Hanna, CPRW, Career Advice Expert

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As the backbone of efficient office operations, administrative work includes many tasks essential for organizational success. From managing schedules and coordinating meetings to handling correspondence and maintaining records, administrative professionals play a pivotal role in ensuring seamless workflow and productivity within the workplace. In this guide, you’ll learn the top administrative skills to add to your resume and how to develop them to advance your career. Read our guide on how to write a resume to learn how to display your administrative skills effectively. 

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What are administrative skills?

Administrative skills include a wide range of abilities crucial for effective office management, including soft skills like organization and computer skills like Microsoft Excel. Administrative professionals use these skills to facilitate smooth operations, coordinate tasks, and maintain organizational productivity. Strong administrative skills are essential for managing workflow, handling tasks efficiently, and contributing to a business's overall success.

Here's an example of a resume highlighting administrative skills: 

Administrative Assistant Resume Example

Examples of administrative skills

We’ve curated a list of various skills used for administrative tasks to emphasize on your resume. Highlight any of the skills below if they pertain to you and match the responsibilities of the job description.

Hard skills

Administrative tasks often require specific, measurable abilities and knowledge that can be honed through learning and practice. These hard skills are essential for ensuring streamlined processes within an organization.

Examples of hard administrative skills include:

  • Office management
  • Data entry and management
  • Scheduling and calendar management
  • Record-keeping and documentation
  • Project coordination and tracking
  • Budgeting and financial management
  • Resource allocation and procurement
  • Report generation and analysis
  • Database management
  • Technical proficiency

Soft skills

Soft skills are vital to administrative work because they facilitate effective communication, relationship building and task management.

Here are 10 essential soft administrative skills:

  • Ability to work independently
  • Time management
  • Adaptability
  • Problem-solving
  • Attention to detail
  • Customer service
  • Teamwork
  • Organization
  • Presentation
  • Planning

Transferable skills

Transferable skills are invaluable in administrative roles because they can be applied across various industries and enable professionals to adapt to diverse environments and challenges.

Here are ten crucial transferable administrative skills:

  • Ethics
  • Organization
  • Decision making
  • Written and verbal communication
  • Creativity
  • Critical thinking
  • Flexibility
  • Active listening
  • Stress management
  • Leadership

Computer skills

Computer skills are crucial to administrative jobs because they enable professionals to efficiently utilize software programs for data management, communication and task organization. Proficiency in computer skills ensures that administrative tasks are executed accurately and expediently in today's digital work environment.

  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
  • Data entry and management skills
  • Familiarity with office software and tools (e.g., Google Workspace, Adobe Acrobat)
  • Typing speed and accuracy
  • Database management (e.g., SQL, Access)
  • Email management and etiquette
  • Internet research skills
  • File organization and cloud storage management
  • Spreadsheet creation and analysis (e.g., formulas, charts)
  • Presentation design and delivery skills

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Improve your administrative skills

Improving administrative skills is a continual process involving self-awareness and intention. One practical approach is identifying specific areas for enhancement based on your personal strengths and weaknesses. This might involve honing your technical proficiencies, such as mastering advanced office software features or learning new tools to streamline tasks. Cultivating soft skills such as communication, time management and problem-solving can significantly boost administrative effectiveness. 

Consider the following strategies and tactics to improve your administrative skills:

  • Prioritize your tasks: Use techniques like Eisenhower's Matrix to prioritize tasks based on their urgency and importance, ensuring that you focus on high-impact activities first.

  • Master time management: Try productivity tools like calendars, planners and task lists to organize your schedule effectively. Set aside specific time blocks for different tasks and avoid multitasking to maximize productivity.

  • Develop organizational systems: Implement efficient filing and information management systems to ensure easy access to essential documents and data. Keep your workspace organized to minimize clutter and improve efficiency.

  • Delegate responsibilities: Learn to delegate tasks to others when appropriate. Trust your team members with responsibilities and empower them to take ownership of their work, freeing up time for you to focus on higher-level tasks.

  • Stay tech-savvy: Embrace technology to streamline administrative processes. Explore productivity tools, project management software and automation solutions to simplify scheduling, data entry and document management tasks.

  • Keep learning: Attend workshops, webinars, and conferences and pursue certifications to stay updated on industry trends, best practices, and new technologies relevant to administration.

How to highlight administrative skills on your resume

When writing a resume for an administrative job, it is essential to highlight job-relevant administrative skills to stand out in today’s competitive job market. 

Here are some key strategies to ensure your administrative abilities shine on your resume:

  1. Start with a clean, professional resume format that aligns with your experience and career goals. 
  2. Pick a resume template that clearly and professionally showcases your administrative skills.
  3. In your work history section, display examples of projects you contributed to and how you used your administrative skills to make them successful. 
  4. Highlight two to five pertinent administrative skills in your resume summary 
  5. Create a dedicated section on your resume to highlight your skills. Within that section, create a category to emphasize your top five most relevant skills. Use bullet points for clarity.

Common tools and technologies used by administrative professionals

Administrative professionals commonly use various tools and technologies, such as scheduling software, document management tools, and communication platforms, to manage tasks efficiently, streamline workflows, improve organization, and enhance productivity. 

Some standard tools and technologies used by administrative workers include:

  • Microsoft Office Suite (e.g., Word, Excel, Outlook)
  • Google Workspace (e.g., Google Docs, Sheets, Gmail)
  • Project management software (e.g., Trello, Asana)
  • Communication platforms (e.g., Slack, Microsoft Teams)
  • Document management systems (e.g., Dropbox, OneDrive)
  • Calendar management tools: (e.g., Calendly, Fantastical, Microsoft Outlook)
  • Time management software: (e.g., RescueTime, Toggl, Clockify)

Best administrative certifications

Certifications in administration can enhance your administration skills, increase your job opportunities and eventually lead to promotions or higher pay.  

Here are five valuable certifications for administrative professionals:

Key takeaways

  • Highlighting diverse administrative skills can enhance your job prospects and effectiveness in the workplace.
  • Key strategies for adding administrative skills to your resume include tailoring your resume to the job description, using a resume format based on your goals and experience, and listing relevant administrative skills and achievements that make candidates stand out. 
  • Administrative professionals use various tools such as scheduling software, document management systems and communication platforms. 
  • Ongoing skill improvement through learning new software, attending workshops and earning certifications (e.g., CAP, MOS) is vital to administrative career advancement

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