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Office Assistant Resume: Examples and Tips

Office assistants are required to perform numerous clerical and administrative duties. Their responsibilities include scheduling appointments, supporting other organizational and clerical tasks, dealing with incoming calls, maintaining filing systems and other administrative activities, depending on the company.

Here, you will find tips and resume examples that will help take your office assistant resume — and your career — to the next level.

Top 4 Characteristics of a Best in Class Office Assistant Resume

  1. Summary An ideal summary for this position should exhibit a variety of skills. Emphasize a top experience that seems apt for the position (e.g., “Office Assistant with 6 years experience adept at handling all payroll activities of 70+ employees.”) If you lack work experience, highlight educational qualifications and any proven organizational skills obtained through volunteer or extracurricular work.
  2. Skills Top office assistant candidates require excellent communication, organizational and client relations skills. Pay attention to the job description and focus on presenting the skills that recruiters care most about in your resume, such as word processing, good interpersonal abilities, computer savvy, money handling, inventory management and problem-solving abilities.
  3. Work history It is essential to stress the value you bring to the organization and its clients, so illustrate your strong points through examples of your accomplishments, such as “Improved customer satisfaction by 58% and received frequent commendation letters for positive attitude and efficiency”).
  4. Education Feature your highest education level (e.g., bachelor’s degree, high school diploma or GED). Be sure to include any relevant training, such as an  assistant certification.

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Find the Right Template for Your Resume

Esteemed

Recruiters find this template easy-to-read thanks to its straightforward layout, which utilizes simple graphical elements to organize sections.

Managerial

With its bold use of color headers and streamlined dual-column layout, this template is a good option for projecting a professional image.

Remarkable

This straightforward layout uses a prominent header and clearly labeled section titles to draw attention to your achievements.

You can also select from more than 20 other professionally-designed layouts to create a well-structured resume from our templates collection.

Do’s and Don’ts for Creating Your Resume

  • Do customize your resume for the specific position People usually make the mistake of creating one all-purpose resume and just modifying the cover letter. With applicant tracking systems (ATS) now scanning resumes to ensure a good fit with the company, it’s more important than ever to customize your resume for the position that you are applying for. Read the job description carefully, prioritize skills and qualifications, and gear your resume to show achievements and skills that the recruiter is looking for.
  • Do use data to quantify your accomplishments Highlighting your achievements is a crucial aspect of any resume; providing examples with numbers or percentages helps to catch the attention of the hiring manager. Mention instances where your direct involvement had a positive impact on the organization’s efficiency or profit, e.g., “Learned a new expense tracking system and trained other admin staff on it, leading to a decrease of 25% in office expenses.”
  • Do proofread your resume for errors Remember that hiring managers are sticklers for grammar and spelling. A clean, crisp and error-free resume makes for smooth reading, so avoid typos or errors. Remember, your resume should reflect your approach to work, so take time to make it mistake-proof.
  • Don’t overuse exact wording from the job description With recruiters using applicant tracking systems (ATS) for skimming resumes, using the right keywords has become critical. However, remember that taking keywords from the job description and stuffing them verbatim throughout your resume will be detrimental. For instance, if an employer states that they are looking for “quick learners” and “excellent communication skills,” come up with work examples that present those skills, like “Learned new expense tracking software in one week” or “Resolved long-standing customer complaints and increased customer satisfaction by 22%.”
  • Don’t Include random hobbies Though it’s good to show off a varied range of skills and experiences, remember that recruiters are not interested if you love a specific sport or if you’re a member of a club. Consciously eliminate anything that does not relate to your work-related skills, and don’t mention personal hobbies that are in no way related to your job.
  • Don’t lie or hide gaps Anything that is not 100 percent  true should not have a place in your resume. For example, if you have gaps in your work experience, don’t lie about it. Instead, be honest in explaining the reasons for periods of unemployment. Recruiters prefer to have an honest employee working for them.

Office Assistant Resume FAQs

1. What are the skills you should emphasize for this specific job?

As office assistant positions can vary from day-to-day, from receptionist duties to file organization, look to present a wide range of skills, including:

  • Written and verbal communication skills
  • Technical skills, such as Microsoft Office or QuickBooks
  • Organizational skills
  • Problem-solving skills
  • Coordination skills
  • Interpersonal skills

2. What are some examples of training and certifications that fit this specific resume?

To demonstrate your commitment to excellence and gaining expertise, look to gain specific certifications, such as a Certified Administrative Professional credential. Such a certification would go a long way in building your career path. Some other program that are appropriate for office assistants are:

  • Bachelor of Arts in Business Administration
  • Fundamental Payroll Certification
  • Certified Associate in Project Management
  • Office Assistant Program
  • Office Administration Diploma
  • Basic Office Skills Certificate

3. How should you format your resume?

Format your resume depending on your work experience and skills. If you have a stable work history and your experience is relevant to the role you are applying for, and you have no gaps between employment, the chronological format is a good fit. The functional format is ideal for recent college graduates or people with limited experience, as it puts the spotlight on the relevant skills you already have. The combination format is for those who wish to detail their work experience and show recruiters their various accomplishments in previous roles.

4. Should you include volunteer experience in the resume?

You should include any volunteer or extracurricular work (under a separate section titled “Activities”) that shows off skills that are applicable to office administration. For example: if you volunteered to assist teachers in organizing field trips. This shows recruiters you’ve developed skills and demonstrated them in a working environment.

5. How should you craft your resume if you’re looking to take the next step forward in your career?

To climb up the career ladder, work on developing computer skills that go beyond the basics (e.g., becoming an expert in spreadsheet and database organization), and gain more training in areas such as human resources, business administration or finance. Join industry associations such as the International Association of Administrative Professionals — this allows you to participate in events and seminars which will give you more insight about the profession, as well as network with others for future opportunities. Consider opportunities outside your office in nonprofit organizations. When providing support to these organizations, you might find mentors who will help you in developing your abilities and knowledge in the field.

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