Secretary Resume Guide + Tips + Example
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Secretaries provide administrative support to businesses and other organizations. In their roles, they handle a variety of tasks such as answering phones, filing paperwork, scheduling meetings and sending emails. They also act as a liaison between the company and outside organizations, such as clients, vendors and suppliers.
You need a stand-out resume to get the job you want. Not sure where to begin? You’re in the right place. Our guide to how to write a resume for a secretary job will help you make the most of your attention to detail and interpersonal skills so you can get the job.
Start by editing this secretary resume template or explore more resume templates to find the best one for you. Review secretary resume samples to see the best way to add them to a secretary resume.
Secretary resume example (text version)
CAROLL KENNEDY
Washington, DC 20016
(555) 555-5555
example@example.com
Professional Summary
Hardworking and focused secretary offering excellent communication, planning and prioritization skills demonstrated through 10 years of performance. Skilled at drafting reports and business correspondence, managing mail and updating tracking spreadsheets. Exceptional leadership skills with expertise in streamlining workflow to optimize personnel strengths.
Work History
January 2018 – Current
Addison Group – Washington,DC
Secretary
- Schedule appointments, respond to emails and write and proofread letters, memorandums and other business correspondence for a team of 10.
- Maintain fully functional office equipment and well-organized office supplies inventory.
- Update and improve online databases of client accounts and external vendors, including updating information when necessary, increasing productivity by 55%.
October 2013 – December 2017
Russell Tobin & Associates – Washington, DC
Receptionist
- Greeted an average of 60 incoming visitors and customers per day professionally and provided friendly, knowledgeable assistance.
- Confirmed appointments, communicated with clients and updated client records.
- Answered multiline phone system by the third ring and transferred callers to the appropriate staff member.
June 2013 – September 2013
AARP – Washington, DC
Office Intern
- Completed clerical tasks such as filing, copying and distributing mail.
- Organized envelopes, postage and mail correspondence for a staff of 50 and a management group of 13, maintaining postage meters and coordinating with delivery and courier services.
- Restocked office supplies and retrieved files for staff.
Skills
- Documentation and reporting
- Multitasking
- Verbal and written communication
- Computer literacy
- Time management
- Transcription and dictation
- Attention to detail
- Organization skills
Education
June 2019May 2020
Howard University Washington,DC
BBA Business Management
Certifications
Certified Administrative Professional – (2021)
5 essential sections for a top secretary resume
Contact details
Like our secretary sample resume shows, your contact information must always be at the top of your resume. Display your contact information like this: Your full name followed by your city, state and ZIP code, then your phone number and professional email address. Add your LinkedIn profile and professional website links (if you have them) last.
Get inspired to craft a great resume with our collection of professionally-crafted resume examples. You will find resume examples for a secretary position matching your needs.
Personal statement
A professional summary, also called a personal statement, is where you introduce yourself to the hiring manager and showcase your top skills and most relevant work experience. A summary for a secretary resume must include one or two of your most notable professional accomplishments, key skills for the job, and a touch of your experience in the field. Make your personal statement compelling but short — no longer than five brief sentences. Our resume example for a secretary displays a perfect professional summary.
Here’s a good example of a secretary resume summary:
“Highly organized and efficient secretary with over eight years of experience providing administrative support to executives in a fast-paced office environment. Proven ability to manage multiple tasks simultaneously, prioritize work according to urgency and accurately maintain confidential records. Skilled in utilizing office technology to streamline operations and improve productivity. “
Skills
Potential employers want to know your skills upfront. Create a separate section for your top skills and format them with bullet points to make them easy to read. Secretaries must have excellent organizational skills, as well as an ability to multitask. They must also be detail-oriented, have excellent communication and interpersonal skills and be able to work independently.
Provide a mix of hard and soft skills, ranging from impeccable accuracy to outstanding written and verbal communication skills, as our resume example for a secretary shows.
Work history
Your resume must include a detailed employment history section, even if you apply for your first job. In this section, list current and previous employers in reverse-chronological order. Display company names, locations and the dates you worked for each. Include three bullet points of measurable achievements for every job you have worked.
For example:
- Managed the day-to-day operations of a busy, 100-person office, including scheduling appointments, responding to customer inquiries and maintaining office supplies.
- Developed and implemented efficient filing systems for hard copy and digital documents, resulting in a 35% improvement in customer satisfaction.
- Assisted in the preparation of presentations and other materials for 50 meetings and 10 events per month.
Education
A resume for a secretary job application must include an education section. This section must include all the educational institutions you’ve attended after high school. Format it with bullet points and show the name of the school, its location and the year you graduated if it was less than 10 years ago. If you did not attend college, display your high school information and any post-high school classes you’ve taken.
There are no specific education requirements for a secretary job, but it’s a good idea to have at least a high school diploma.
See why My Perfect Resume is a 5-star resume builder
Action words for a stand-out secretary resume
Use action words to convey confidence and strengthen your chances of getting an interview. Pair them with metrics for impact.
Here’s a short list of perfect action words for a secretary resume:
- Complete
- Schedule
- Process
- Enter
- Record
- Report
- Collect
- Prepare
- Sort
- Assist
- Obtain
- Perform
Need a professional secretary resume now? Pick the perfect secretary resume template from our collection and use it with our Resume Builder. Our builder has all the tools you need to create the perfect resume in minutes! Make edits as you go, download your finished resume and save it in multiple file formats. It’s fast and free to use.
Top skills for a secretary resume
Review the job description carefully and match the required skills to yours.
Your skills as a secretary might include:
- Verbal communication
- Written communication
- Listening
- Attention to detail
- Accuracy
- Prioritization
- Adherence to regulations
- Administration
- Documentation
- Time management
- Interpersonal
- Multitasking
- Reporting
- Scheduling
- Transcription
- Project management
- Data entry
- Computer literacy
Pro tip: Include technical skills such as typing and computer skills such as Microsoft Office Suite: proficiency in Word, Excel and PowerPoint and highlight transferable skills if this is your first job or if you are changing careers.
Certifications for a certified secretary resume
Having a certificate for a secretary job is not required, but having at least one on your resume will make you shine in the eyes of hiring managers.
Certifications available for secretaries include:
- Certified Administrative Professional
- Administrative Assistant Certification
- Certified Associate in Project Management
- Microsoft Office Specialist
Pair your resume with a matching cover letter
Secretary resume FAQ
1. What to include in a resume for a secretary job?
Like our sample secretary resume, your resume must always include the following:
- Contact information
- Personal profile. For example, “I am an experienced and highly organized professional with a strong background in office administration. I have a proven ability to manage administrative duties efficiently and effectively, and I take great pride in my work. I am a self-starter who is proactive and detail oriented.”
- Secretary skills, such as prioritization and multitasking.”
- Job history
- Education
- Licenses and certifications
Your resume for secretary might also contain an optional section for awards and honors.The easiest way to fill out each section of your resume is to read the job requirements closely and match them to your qualifications and work experience. Use the secretary resume example on this page for guidance.
2. What’s the best format for a secretary resume?
A resume for a secretary job can take one of three formats: chronological, functional, or combination. If you are applying for your first secretary job, then a functional resume is your best bet, but if you have a steady work history that shows career progression, a combination resume will get you far. The combination resume is perfect for secretaries with more than 15 years of experience and who want to highlight their work experience and skills side-by-side.
3. What are some tips for creating an excellent resume for a secretary job?
Not all resumes are created equal. Here are our top tips for crafting a perfect secretary resume:
- Customize your secretary resume for each job.
- Create subcategories for your skills under the skills section of your resume. For example, you might want to group your hard and soft skills separately to make them more compelling. Your skills for a secretary resume might include: strong typing and transcription skills, attention to detail, knowledge of office procedures and protocols, accuracy and the ability to handle confidential information with discretion.
- Make it short: one page if you have less than 10 years of work experience and up to two pages if you have more than 10 years of work experience.
- Keep the margins at one inch on all sides and choose between single or 1.5 line spacing. Refer to resume examples for secretary jobs to see how yours should look.
- Use appropriate fonts, like Times New Roman, Arial, or Helvetica, and stick to a font size between 11-12 on the body and 14-16 on headers.
Save your resume as a PDF or a .DOCX and name it appropriately, like Your- Name_Job-Title_Date_Resume.PDF.
Do’s and don’ts for building a secretary resume
- Use measurable achievements to describe your secretary abilities and experience.
- Use action words like “maintain,””answer” and “prepare.” to impact your resume for a secretary job.
- Tailor your resume to your target secretary job.
- Use keywords from the job description throughout your secretary resume.
- Format your secretary resume so that it is easy to read by ATS software and human eyes.
- Lie about your secretary experience and skills.
- Boast that you’re the “best secretary ever.” Instead, highlight specific achievements like “Increased office efficiency by introducing a filing system that reduced the time spent on filing documents by 25%.”
- Include irrelevant personal information such as your ethnicity and age.
- Add skills and experience not pertaining to secretary work.
- Forget to proofread. A secretary resume with errors is unprofessional.
Top 4 tips for acing a secretary interview
Research the company.
To make a great first impression, learn about the company’s history, goals, values and people before your first interview. Showing you know about the company and its culture conveys real interest, dedication and commitment, which hiring managers look for.
Specific things to look for include:
- Office culture and expectations for secretaries.
- Typical duties and responsibilities of a secretary.
- Stakeholders you might be working with.
Practice makes perfect!
To practice for your interview, start by reviewing the most common interview questions, such as:
- Why did you choose this career?
- What do you see yourself doing in 10 years?
- What’s the biggest mistake you’ve made?
Research possible secretary job-related questions like
- How would you handle a situation where you have to be available to multiple people at the same time?
- What do you consider to be the most important qualities for a successful secretary?
- How would you handle a situation where a task needs to be completed quickly, but there are many other tasks that need to be done at the same time?
- What methods do you use to stay organized and keep track of tasks?
- How do you handle a situation where you are given conflicting instructions by different people?
- How do you handle stressful situations in the office?
- Are you comfortable working with confidential information?
And some behavioral interview questions include:
- Describe a time when you were under a heavy workload. How did you handle it?
- Describe a time when you used written communication to make a point.
- Give me an example of how you juggle multiple priorities.
Write down one or two good possible answers as you review potential questions, then ask a friend or relative to perform a mock interview with you so you can get comfortable with the questions and keep the answers in mind. Ask your interview partner for a review and work on improving your weaknesses. You’ll feel confident and ready when it’s time for the real thing.
Ask questions.
It’s highly likely that your interviewer will ask if you have any questions at the end of your session — and they will expect you to have at least two or three questions for them. Job candidates who don’t ask questions are not as likely to get hired because hiring managers assume they aren’t interested in the role or won’t put much thought into the work.
Some questions you might ask for a secretary job are:
- What types of office management duties and responsibilities are expected of the successful secretarial candidate?
- What software programs and systems are used in the office?
- What are the general office procedures and protocols?
- What kind of support systems are in place to help me succeed?
- What is the typical schedule for a secretary?
Gather references.
Have professional references ready in case the hiring manager wants to hire you. Prepare a list of two former (or current) colleagues and a former manager who can speak to your qualifications as a secretary and who you know will give you an outstanding review. Take it one step further and ask them for a letter of recommendation.
If you are applying for your first full-time job, ask a former teacher, volunteer coordinator, classmate or community leader who can vouch for your character and skills.
Cover letter examples for the next step in your administrative career
- Administrative Assistant Cover Letter
- Clerical Assistant Cover Letter
- Data Entry Clerk Cover Letter
- Data Entry Specialist Cover Letter
- Executive Assistant Cover Letter
- Office Administrator Cover Letter
- Office Assistant Cover Letter
- Office Clerk Cover Letter
- Office Manager Cover Letter
- Personal Assistant Cover Letter
- Practice Manager Cover Letter
- President Cover Letter
- Receptionist Cover Letter
- Store Administrative Assistant Cover Letter
CV examples for the next step in your administrative career
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Since 2013, we have helped more than 15 million job seekers. We want to make your career journey accessible and manageable through our services and Career Center’s how-to guides and tips. In our commitment to bring you a transparent process, we present our Editorial Process.
Sources
Betterteam. Secretary Job Description
Pagepersonnel.com.sg. What it takes to be a successful secretary
Workable. Secretary Job Description
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Secretary Resume Example
Kellie is a Certified Professional Resume Writer with 20+ years of experience in digital media and is passionate about helping job seekers navigate their careers. She earned a B.A. in English and writing from Temple University.