Administrative Assistant Tips

In the employment world, a first impression matters, and nowhere is this more apparent than in the cover letter. Without a standout cover letter, many employers will not bother to give more than a cursory examination to the resume beneath, before relegating it to the rejection pile. The cover letter is the first glimpse that the employer has of a potential new hire, and it is essential to nail it in order to gain that coveted position.

In order to write a standout administrative assistant cover letter, it is important to keep in mind that a good cover letter is designed to complement your resume, not simply duplicate it word for word. It should be a chance to add a personal touch to the application, allowing the employer to catch an honest glimpse of the person whom they are considering.

For maximum effectiveness, one must clearly state reasons as to why one is interested in the administrative assistant position, as well as provide strong evidence that one is an ideal candidate, by illustrating relevant skills or experiences. Expressing a firm knowledge of the scope of the position, along with the clearly stated interest in the company, can only add to an applicant’s potential appeal.

An administrative assistant cover letter should follow the basic format of a business letter, in that it should address three questions. First of all, one must state the reason for the application. Next, one must outline what one might contribute, were a job offer to be extended. Finally, one must conclude with how one plans to follow up, and when.

If the interest in the administrative assistant position stems from a referral, whether professional or personal, the cover letter is the place to clearly state the name of the relevant person, their connection to the company, and their relationship to the applicant. If interest stems from a job posting in the paper or online, one should indicate the source of the posting, and be sure to clearly convey enthusiasm and the likelihood of a good fit, based on one’s qualifications.

In the second paragraph, one should clearly demonstrate the ways in which one could contribute as an administrative assistant. This is where a firm grasp of the company’s strategies and goals is imperative, as it allows the applicant to choose descriptive language that illustrates his or her qualifications in such a way as to align with the company’s overall purposes. It is important in this paragraph to focus on what can be brought to the table to meet the company’s needs, rather than focusing on what the company may have to offer.

The final paragraph of an administrative assistant cover letter should provide contact information, including a phone number and an email address, if applicable. It is also acceptable to state when one plans on following up with the company, either to set up a mutually acceptable time to interview, or to simply ensure that one’s application materials were received. If such a plan is made, it should go without saying that the follow-up should take place well within the stated time-frame.

Writing an effective cover letter can be a daunting task but is generally considered an icebreaker when applying for a job.  When accompanied by a well structured resume thus can be the key components to entry into an exciting career filled with opportunities.

Here is a sample cover letter you can use to customize to your needs.

Your Address:
[Street Address]
[City, State and Zip Code]

Date

[Contact Person’s Address:]
Mr./Ms. _____________
Title
ABC Company
Street Address
City, State and Zip Code

Dear Mr. / Ms. (Last Name):

In response to your current job advertisement of Administrative Assistant as advertised on uscanadajob.com, I am pleased to submit my resume because your job requirements are closely matching my career interests, qualifications and work experience. Along with my post graduate diploma in Administration and two years’ of hands-on experience in general office administration, I am confident in my ability to become a central member of ABC Company.

During my education and administration related jobs I have gained strong skills in; setting up and synchronizing administrative policies and events for officials, staff and boards of directors; evaluating incoming and outgoing memos, submitting reports and arrange and harmonize the preparation and submission of synopsis briefs and reports to executives, management and boards of directors. In addition, I am very skilled in preparing agendas, conducting research, accumulating data, and arranging papers for consideration and presentation to higher management. My enclosed resume provides more details about my specific clerical and administrative skills.

As an experienced and dedicated candidate, I welcome the chance to meet with you to discuss how my education, administrative experience and skill set would be beneficial for ABC Company. I will call you next week to follow-up. In the meantime I can be reached at (999) 999-9999 or [Email Address].
Thank you for your time and consideration.

Sincerely,

(Signature)
[Typed Name]

Enc. Resume and Recommendation Letter

““

Obtaining a job as an administrative assistant is a smart move in today’s economy. Sales positions may come and go, but administrative assistants will always be in demand. An administrative assistant may be a great “stepping-stone” job right out of college, or it may be the end goal of an employment search, but either way, knowing how to pen a brilliant resume that stands out from all of the other applicants is the key to obtaining the job.

There are several steps to take in order to write a eye-catching resume. Firstly, consider the parameters of the job to be applied for. Carefully phrase descriptions of past employment history to reflect qualities desirable in the desired position of an administrative assistant. For instance, if one had worked briefly as a camp counselor, the key words to highlight in a description of the post may be “group-oriented”, “highly organized”, and “excellent communication skills”. In the same manner, play up any non-paying internships and volunteer hours, especially if they pertain to the position that one would like to obtain.

Administrative assistants are in a unique position in that they must  anticipate the needs of whomever they are assisting, but must also be the authoritative hand behind the curtain, orchestrating most of the day. Necessary skills to accomplish such duality include a respect for authority, as well as the capability to multi-task, be orderly, and be motivated. In order to convey one’s facility with these different aspects of the desired job, try to flesh out descriptions of past employment with descriptive phrases such as  “Worked closely under….”, and “corroborated with the head of ….”, along with “coordinated group efforts at….”, and “kept meticulous minutes for…”, for example. Keep it highly organized, and use a professional tone. Do not use slang or conjunctions, as these convey sloppiness and carelessness.

In terms of education levels and particular skills, some helpful standard ones to include in an administrative assistant resume would be speed of typing (without errors), facility with a variety of programs such as the Microsoft Office suite, and a penchant for organization.  The particular company that one is applying for may value other skills, but character traits like “neatness”, “attention to detail”, and “a methodical nature” can be inferred from a resume by checking for errors in formatting in such a document. For this reason, it is vital to spell check and re-check before submitting an administrative assistant resume. Other important qualities such as a “cheerful demeanor”, a “pleasing appearance (an administrative assistant is often the first view of a company an outsider has), and “punctuality” can only be guessed at until an interview, but can be implied by the phrasing that is chosen, whether or not it is controversial or overly self-congratulatory.

It may be tempting to “pad” an administrative assistant resume with exaggerations, or even down-right lies. This is a mistake. Employers are aggressive about researching potential hires, as the market is glutted with people desperate for work. It is best to remain professional and be honest about skills and education levels, and let the resume and (hopefully) subsequent interview speak for themselves.

Writing a resume can be a daunting task, but one written properly may be the ticket to an exciting career filled with opportunities.  To help you write a stellar resume, we have provided a sample administrative assistant resume.

Here is a sample resume you can use to customize to your needs.

George Brown
1234 Hanover Street,
Toronto, ON
R3T 6M4,
(123)-456 7890.

Career Profile

Administrative Assistant with strong interpersonal and organizational skills with a keen ability to multitask a variety of challenges and responsibilities.

Skills and Proficiencies

• MS Word
• MS Excel
• Planning and Scheduling
• Written Communication
• Customer Service
• Interdepartmental Coordination
• Internet Research
• Telephone Reception
• Transcription
• Purchasing
• 55 wpm Typing Speed

Duties and Accomplishments

• Handles calls and promptly forwards them to appropriate person among 85 employees.
• Responsible for scheduling meetings for all employees; escorts visitors to staff members’ offices, along with provides hospitality service arrangements as requested by staff.
• Compose and distribute inter-departmental memorandums (e-mail, documentary and voice) ensuring timely delivery and receipt of important information while at the time maintaining confidentiality.
• Prepares and assembles media kits for marketing and public relations departments.
• Responsible for making domestic and international travel arrangements for senior-level executives via the Internet, which resulted on a net saving of $175 – $250 per round-trip airfare ticket.
• Established and maintains electronic records management system for all incoming and outgoing correspondence.
• Dispatched four messengers on bank runs on assignments as requested by management, coordinating trips to ensure the multiple stops were made each time. This saved the company approximately $29.50 per messenger per day excess travel expenses.
• Organize, sort and assign mail distribution for all the employees.

Employment History

1. Administrative Assistant

ABC Law Firm Miami, FLA 2002-2004

2. Secretary/Receptionist

San Diego, CA 1998-2002

Education

Associate Degree in Liberal Arts, 1998 University of Texas at San Antonio, TX

“”

Having a job title of being an administrative assistant sounds extremely professional and fit for the actual job that it calls for. Whether you are called an administrative assistant, secretary, receptionist, executive secretary, executive administrator, marketing assistant, sales assistant or any other variations of being an administrative assistant, the general tasks that you would be performing are all similar and may only differ with the kind of department you are
working for (ie.sales, human resource or marketing).

Key Points Of Being An Administrative Assistant

There are three main points that best characterize the job of an administrative assistant. They are the following:

1. Activities relating to being an administrative assistant have the largest number of job openings world wide.
2. These job call for adept and extensive knowledge on computer program applications and organizational skills.
3. There is a growing trend for administrative assistants to assume more and more of the work that was once exclusive to managerial staff.

Nature And Overview Of Work

Through the years the nature of an administrative assistant’s work has greatly evolved. Because of technological advancements and automation of many tasks, administrative assistants now assume some of the work that were once exclusive to managers. But beyond that fact, their general work or the general nature of their work have remained unchanged and that is coordinating a work place’s technical activities through organizing, storing, retrieving, and dissemination of information to staffs and clients.

They perform several administrative and clerical duties necessary to optimize and organize an office efficiently. They communicate with other staffs and clients; plan and schedule meetings and appointments; store and retrieve data files may it be on paper or electronic platform; manage some projects; do some research; spread information to concerned entities through telephone, e-mail, and different websites.

They use a variety of equipments at work such as photocopiers, fax machines, scanners, and other video conference and telephone systems. They even create spreadsheets, compose mails, manage database and create presentations or reports.

There are a lot of tasks that are associated with an administrative assistant. They are crucial in an office since they are the ones who optimize the work of the whole system. They also make the collective tasks of everyone in the office much more easier. There are a lot of variations on the tasks of an administrative assistant but the core principle of their works lie on them being able to perform tasks that will make the technical work of their employers easy. They also contribute on the technical cohesion of the workplace through dissemination of information to everyone.

Workplace And Work Requirements

They usually work in schools, hospitals, corporate offices, hotels, resorts, government workplaces, and other legal, medical or utilitarian offices. Virtual assistants on the other hand work at home. The jobs of these professionals often require sitting for long periods of time. They spend most of their time in front of the computer and keyboard to edit some files, create spreadsheet reports and slide show presentations for business meetings. They usually work a standard 40-hour week period unless they work on a part time basis. Virtual assistants on the other hand work also at the standard 40 hours but can be negotiated depending on the decision of the employer. They should also know a lot of things about computer applications, word processing programs, or image enhancing digital programs.

Skill Set of An Administrative Assistant

Many of the skills required to become an administrative assistant are learned while taking an approved course. Some of these include keyboarding, computers, working with various types of software like word processors and spreadsheets, organizing and filing and email and phone etiquette. Administrative assistants also have to be able to pay close attention to detail. Some of the skills that are harder to learn and come more easily to some that others are good people skill, being friendly and easy to get along with.

Becoming an administrative assistant can be a long and rewarding occupation that could lead to higher career aspirations.

When considering a position as an administrative assistant, it is a good idea to have some idea of what the duties pertaining to such a position would entail. An administrative assistant is the nexus of the office, coordinating schedules, orchestrating the day-to-day, and keeping track of the myriads of ongoing projects. To be an effective administrative assistant, it is vital to possess extraordinary multi-tasking abilities, be extremely organized, and be able to remain on task within strict time guidelines. In addition to these skills, an administrative assistant must maintain a professional demeanor and appearance, as he or she is likely the first view of the company that a prospective client may have.

A good administrative assistant is helpful, knowledgeable about the workings of the company, and has a network of helpful contacts on hand should any questions arise. Some duties that may be in the scope of an administrative assistant’s position may include scheduling and booking conferences (including lodging and air transportation), maintaining professional licenses, organizing and scheduling the daily activities and meetings of the manager,  and acting as the point person for all service people, suppliers, and clients.  He or she may also be responsible for collecting and entering data pertaining to the time cards of other employees, and liaison with payroll to ensure timely delivery.

There are some skills and vital character attributes that are non-negotiable if one would like to pursue a career as an administrative assistant. A good phone demeanor is a must, as most administrative assistants act as a switchboard to incoming calls, connecting the parties as needed. A cheerful, professional attitude must be projected at all times, with the capacity to separate work life from home life. A good administrative assistant must put the needs of the employer first and foremost, always above his or her own.

The ability to work well in a group setting, and understand the levels of hierarchy present in a company or corporation are equally important qualities for an administrative assistant to possess. Excellent, error-free typing skills are an absolute must, as is facility with many common computer programs and operating systems, including the Microsoft Office suite. Some companies may require the use of a typewriter, so familiarity with a typewriter would be a bonus. Operating other office equipment, such as a copier, fax machine and a printer are all well within the scope of an administrative assistant’s position, so it would be wise to be prepared. A firm grasp of the English language is key, both in speaking and writing, and the capacity for multi-tasking also would be extremely beneficent.

One of the tasks that would probably be in the administrative assistant job description would be the control and distribution of stockroom inventory. For this task, it would be necessary to have excellent rapport with suppliers, as well as the capacity to find the best prices for common materials. Careful inventory of the stockroom supplies should be maintained at all times, so organization and meticulous attention to detail are required.

There are many professions that require so much, yet gratify the holder in so few ways. One of these “unsung hero” jobs is that of an administrative assistant. Administrative assistants are the “pulse of the office”- the behind-the-scenes wizard who controls the day-to-day, ensuring that all runs smoothly, on time, and under budget, yet rarely are they given any sort of recognition. Administrative Assistant Day (also known as Secretary’s Day), is a small way to mitigate this imbalance. This unofficial, secular holiday is celebrated in several countries in order to draw attention and accolades towards the services of administrative assistants, receptionists, and other support personnel. The date of celebration differs according to which country is celebrating- In Europe, Administrative Assistant Day always falls on the third Thursday in April, which is April 26th in 2012, and in North America, Administrative Assistant Day is celebrated on the Wednesday of the last full week of April, which is April 25th in 2012.

The idea for a day set apart to celebrate the contributions of those employees who otherwise might remain unrecognized came about in 1952. Mary Barret, then president of the National Secretaries Association (now known as the International Association of Administrative Professionals, or IAAP), along with C. King Woodbridge, (president of Dictaphone Corporation) served on a council that year which addressed the national problem of a shortage of skilled office workers. Together with Harry Klemfuss, the public account executive at Young & Rubicam, they came up with the idea for a National Secretaries Week. The U.S. Secretary of Commerce at the time, Charles Sawyer, inaugurated the first official
“National Secretaries Week” From June 1-June 7 in 1952, with June 4th serving as “National Secretaries Day”.

The name was changed from “National Secretaries Day” to “Professional Secretaries Day” in 1981, and then to its final name, “Administrative Professionals Day” in 2000, both to reflect the wide ranging duties and responsibilities of administrative professionals,  as well as highlight the changing levels of importance of administrative assistants.

The purpose of the day was two-fold, both to recognize the incredible hard work and vital nature of administrative professionals, and to draw favorable publicity toward the career of an administrative professional, in hopes of addressing the national shortage at the time. The holiday, now in its 60th year since the inception, is one of the workplace’s largest observances, coming slightly behind employee birthdays and national holidays. The theme of this year’s  Administrative Assistant Day is, appropriately enough, “Admins: The Pulse of the Office”. This theme is a reflection of the important behind-the- scenes role that administrative assistants play in the world of business, and recognizes their contributions in the areas of efficiency, data mastery, gate-keeping, and time management.

Modern celebrations of Administrative Assistants Day may include corporate-wide events and social gatherings, as well as the more traditional way of recognizing support staff with gifts. In the United States, some common gifts for this day might include flowers, candy, perhaps even a day off, or a lunch date with the boss. The IAAP suggests that employers celebrate the holiday by providing their administrative assistants with self-improvement seminars, continuing education classes, or self-study materials, as opposed to the more transient gifts.