Are you looking to write your perfect Administrative Assistant CV?
Administrative assistants play a crucial role in maintaining the efficiency of an organisation, handling a wide range of administrative tasks.
Crafting a well-structured CV is essential for showcasing your qualifications, experience and achievements.
In this article, we’ll provide you with a comprehensive step-by-step guide, valuable tips and examples to help you create a targeted, interview-winning CV.
I am a hard-working, motivated and enthusiastic Administrative Assistant with a proven track record in business administration and project management. I always strive to achieve the highest standard possible, at any given task and in any situation. I am accustomed to working in a challenging and fast-paced environment, particularly when dealing with multiple projects and priorities at the same time.
Achievements
Achieved the highest Distinction grade in Business Administration studies
Employee of the Month (February 2011, ICC Accounting)
Education
2008 – 2010
Level 4 NVQ Diploma in Business and Administration
The Open University
Grade achieved: Distinction
Relevant Modules:
Manage own performance in a business environment
Work responsibilities
Events, meetings and activities
Support sustainability in a business environment
Manage information and data
Information technology (IT)
Leadership and management
Handling problems and operational issues
2006 – 2008 Results: English: B Maths: B Business: A
A Levels
South West College
Work experience
Apr 2010 – Present
Administrative Assistant Warwick University
Main duties performed:
Giving full administrative and secretarial support to the Officer Manager
Drafting formal letters using Microsoft Word
Deal with enquiries from all staff, students and visitors in a courteous and professional manner (face-to-face, over the phone and through email)
Using Microsoft Excel to record student performance in spreadsheets
Proofreading content to be published in publications and online
Printing, photocopying, laminating, binding, labelling and filing of documents
Inviting guests to attend University Open Days and special events
Dec 2009 – Apr 2010
Office Admin Assistant ICC Accounting
Main duties performed:
Ensuring the office is tidy and organised at all times
Handling post and deliveries
Taking messages and dealing with enquiries/concerns at all levels
Ensuring data is backed up at the end of every working day
Liaising with suppliers to order stationary and other office equipment
Provide effective administrative support to the Data Manager
Sept 2009 – Dec 2009
Receptionist Corner Stone Ltd.
Main duties performed:
Act as the first point of contact for all staff, customers and members of the public
General Administrative duties (printing, photocopying, filing, etc)
Arrange meetings between stakeholders
Dealing with telephone calls/queries in a professional manner
Maintaining accurate records of visitors and client activities
Effectively liaising matters with internal and external stakeholders such as staff, clients, suppliers, VIPS, Press, etc.
Qualifications
Level 2 ECDL – BCS
Level 2 First Aid at the Workplace – HSE
Level 2 IT Users Certificate – CLAiT Plus
Level 1 Award in Personal Safety Awareness – NCFE
Skills
Outstanding interpersonal and communication skills at all levels
Professional typing skills (65 words per second with 98% accuracy)
Excellent IT Skills (Microsoft Office package)
Outstanding Telephone manners
The ability to multitask and prioritise/organise work with high efficiency
Hobbies and interests
In my spare time, I enjoy reading and going to the cinema, and I love spending time with family and friends over the weekend. I have a major interest in computing, and I regularly go to the gym to keep myself active and healthy.
References
Mr Jonathan Cooke Office Manager, ICC Accountings Address: 97 Park Row, Bolton, SY4 5AB Tel: 0223 017 7835 Email:[email protected]
The personal profile is a well-crafted, brief statement that highlights the candidate’s key skills and passion for administrative work. It sets a positive tone and provides a snapshot of the candidate’s suitability for the role. It’s not too long or too short, just the right length for it to be interesting and impactful.
The CV is organised in a clear and easy-to-read format, with headings clearly marking the different sections of the CV. Bullet points and short sentences are used effectively to present information in a concise and readable manner. The applicant has also effectively used white space (the space around the text) to ensure that the CV is visually appealing and not text-dense or unreadable.
The candidate has included all their relevant qualifications and work experience, giving detailed breakdowns of what they studied or did in jobs. This makes it easier for the employer to determine their suitability for the job, improving their chances of being shortlisted for interviews.
The CV is a suitable length, not exceeding two pages. It provides enough detail to showcase the candidate’s strengths and abilities without overwhelming the reader and becoming unreadable.
Utilise a clean and professional layout: Choose a clean, easy-to-read font like Arial or Calibri and maintain consistent formatting throughout your CV. Ensure that the document is well-organised with clear headings. You don’t need to go overboard with fancy layouts and designs; let the content of your document do the impressing.
Use clear subheadings: If required, employ clear and concise subheadings for different sections of your CV. For instance, under ‘Work Experience,’ you might use subheadings like ‘Administrative Support’ and ‘Office Management’ to further organise your content. Using subheadings to organise information is particularly recommended if you have substantial work experience.
Incorporate bullet points: A CV is not an essay or thesis; there is no need to use long sentences or big paragraphs. Use simple bullet points to present information in a concise and scannable manner. For example, when listing job responsibilities, use bullet points to make them easily readable, e.g. “Managed executive calendars” and “Coordinated office events and meetings.”
Emphasise achievements: Employers love to see achievements on a candidate’s CV because it demonstrates to them that the candidate is an achiever who can do things to a high standard. Therefore, when listing your job responsibilities, focus on your achievements. Use quantifiable results, such as: “Increased office efficiency by 20% through streamlined processes.” and, “Successfully managed a database of 500+ clients.”
The personal profile on your CV is like your introduction to potential employers.
It’s a brief paragraph where you share who you are as a professional, what skills and experiences make you a great fit for the job and your career goals.
This section is crucial because it’s the first thing employers read, so it’s your chance to make a strong first impression.
Experienced Administrative Assistant with a proven track record of efficiently managing office operations and supporting executive teams. Proficient in coordinating schedules, organising meetings and enhancing office productivity. Implemented streamlined filing systems, resulting in a 20% increase in data accessibility and accuracy. Seeking to bring my expertise to a dynamic administrative role.
Accomplishments
The accomplishments section in your CV is like your highlight reel. It’s where you show off the awesome things you’ve done in your previous jobs or academic life.
You should include things like awards you’ve won, promotions you’ve earned, specific projects you’ve excelled in or any other accomplishments that make you stand out.
This section helps you prove that you’re not just doing the job but excelling at it, making you a great catch for potential employers. So, make sure to brag a little about your successes here!
Example:
Graduated with honours in Business Administration.
Served as a class representative, fostering student-teacher communication.
Achieved a 98% accuracy rate in data entry, maintaining data integrity.
Implemented a digital document management system, enhancing data accessibility and reducing paper usage.
Balanced a part-time job while excelling academically, demonstrating strong time management skills.
Created and maintained a personal blog with 1,000 monthly readers, showcasing my writing and organisational skills.
Employment history and work experience
When crafting the employment section of your CV, your primary goal is to effectively present your work history. Begin with your most recent job and work your way backwards in chronological order.
Each job entry should feature your job title, the company name and your employment dates. Utilise bullet points to succinctly outline your main duties and accomplishments, emphasising your unique contributions and the value you brought to each role.
Employers consider this the most important part of your CV so make sure it’s perfect!
March 2021 – Present
Administrative Assistant XYZ Enterprises
Main duties and responsibilities performed:
Managed executive calendars, coordinating appointments and meetings, ensuring optimal time management.
Streamlined office filing systems, enhancing data accessibility and retrieval efficiency.
Coordinated corporate events, including logistics, scheduling and communication with stakeholders.
Achievements: Successfully implemented a digital document management system, reducing paper usage by 40% and improving data accessibility.
Efficiently manage and maintain executive calendars, scheduling appointments and meetings.
Coordinate and oversee office events, including conferences, workshops and seminars.
Handle phone calls, emails and inquiries, providing professional and friendly assistance to clients and colleagues.
Create and maintain well-organised filing systems for easy document retrieval.
Prepare reports, presentations and correspondence using Microsoft Office or other relevant software.
Assist in managing office supplies and inventory, ensuring efficient office operations.
Draft and proofread documents, ensuring accuracy and attention to detail.
Education
In this section of your CV, you should list your formal education and qualifications such as degrees, A-levels, diplomas and GCSEs.
For each qualification, you need to include the university or institution’s name, the dates you attended, the type of qualification obtained (e.g., Bachelor of Science, A-levels, etc.), and any relevant honours or special achievements, such as academic awards or distinctions.
Note: If you have substantial work experience or high-level qualifications, you don’t need to include details of school-level qualifications.
Example:
2017 – 2020
Bachelor of Science in Business Administration
Prestigious University
Degree Classification: 2:1.
Subjects studied:
Business Management
Marketing Strategies
Financial Accounting
Organisational Psychology
2015 – 2017 Results: Business Studies: A, Mathematics: B, English Literature: B.
A-Levels
Sandbank College
Professional training & qualifications
In this section, you should include your professional qualifications, training and any vocational certifications.
Format it similarly to your education section, listing the qualifications, training courses and institutions.
Example:
Level 3 NVQ Diploma in Customer Service – The Open University
Advanced Microsoft Office Training – ABC Training Institute
Certified Administrative Professional (CAP) – Administrative Certification Board
Diploma in Office Management – Elite Business School
Typing Speed Certification (75 WPM) – Typing Academy UK
Skills and abilities
The skills section of your CV is where you list the abilities, qualities and competencies that make you a strong candidate for the job, showcasing what you can bring to the table.
Examples of the skills you could add here include time management, strong communication, data entry accuracy, and organisation abilities. If you are skilled in using specialised software or tools relevant to administrative roles (e.g., Microsoft Outlook for scheduling or Trello for task management), explicitly mention them.
All of these skills are essential for the role of an admin assistant.
Example:
Microsoft Office proficiency: Proficient in Word, Excel and PowerPoint, with experience in creating professional reports and presentations that streamlined company communication.
Time management: Effectively managed executive schedules, ensuring punctual and efficient coordination of appointments and meetings.
Time management: Efficiently juggle multiple tasks, appointments and deadlines.
Organisation: Efficiently manage files, documents and office supplies.
Strong communication: Effective written and verbal communication with colleagues and clients.
Data entry accuracy: Ensuring precision in data input and record-keeping.
Customer service: Provide a high level of service to clients and visitors.
Calendar management: Effectively schedule and coordinate appointments and meetings.
Attention to detail: Maintain high accuracy in document preparation and record-keeping.
Event planning: Coordinate meetings and office events.
Email management: Efficiently sort, respond to and organise email correspondence.
Telephone etiquette: Communicate professionally and assist callers effectively.
Inventory management: Monitor and order office supplies as needed.
Hobbies and interests (optional)
The hobbies and interests section of your CV provides a glimpse into your personality and shows that you’re a well-rounded individual who can align with the values or culture of the company you’re applying to.
Include hobbies like volunteering, team sports or creative pursuits, which highlight qualities such as teamwork, dedication and creativity, making you a more appealing candidate.
The best hobbies to include are those that are relevant to the job.
Example:
I am passionate about staying organised and detail-oriented, which reflects in my love for planning and coordinating events. In my free time, I enjoy participating in local charity fundraisers, where I can leverage my administrative skills to make a positive impact on the community. Additionally, I am an avid reader, constantly enhancing my communication and problem-solving abilities.
Professional references
The references section of your CV typically contains contact information for individuals who can vouch for your professional qualifications and character, such as former teachers, employers or colleagues.
The references section of your CV is optional and you can choose to include it or not.
If you decide to include it, you should provide the names, titles and contact information of individuals who have agreed to serve as references and can speak positively about you to employers.
If you choose not to include your references on your CV, you can simply write “References available upon request.” This allows you to provide references when requested by the employer during the later stages of the application process while keeping your CV more concise and focused on your qualifications and experience.
Start with a strong opening: Start with a compelling personal profile statement that highlights your dedication to supporting executives, managing schedules and ensuring office operations run smoothly.
Highlight relevant experience: Focus on previous administrative roles, highlighting responsibilities like managing calendars, arranging travel and preparing reports. The more relevant work experience you have, the greater your chances of being shortlisted for a job interview.
Highlight multitasking abilities: Showcase your ability to handle multiple tasks simultaneously, which is crucial for an administrative assistant. For instance: “Proficient in managing phone calls, emails and appointment schedules concurrently.”
Demonstrate your tech proficiency Mention your proficiency in office software, database management, and any specialised tools, like CRM systems or project management software.
Give examples of problem-solving: State instances where you successfully resolved office-related challenges, such as scheduling conflicts or equipment issues. You can further expand on these instances in your cover letter.
Conclusion
This is the end of our guide on how to write a compelling Administrative Assistant CV, complete with examples and expert tips.
We hope this comprehensive resource has provided you with the tools you need to create the perfect CV for your administrative career that will land you your dream job.
Good luck with your job hunt!
Written by Sobhan Mohmand Sobhan is a qualified Careers Advisor and Professional CV Writer with over 10 years of experience in helping job seekers get a job. He is a Member of the Careers Development Institute (CDI) and is listed on the official UK Register of Career Development Professionals. He holds a Level 6 Diploma in Career Guidance and Development (QCF).
