An administrative assistant plays an important role in ensuring the smooth functioning of an organisation by providing comprehensive support to the management team and employees. By effectively managing administrative tasks and facilitating efficient communication, they contribute to the overall productivity and success of the company.

Crafting an impressive CV for an administrative assistant position is crucial in today’s competitive job market. To enhance the likelihood of securing an interview for a desired role, candidates should follow our recommended format to emphasise their relevant experience and skills.

In this article, we’ll explore the responsibilities and functions of an administrative assistant and offer valuable tips on formatting and structuring a CV for a business support related position. We’ll also provide a practical example of an administrative assistant CV to help candidates create a standout CV.

Understanding the Role of an Administrative Assistant

Administrative assistants are versatile professionals who handle a wide range of responsibilities and functions. Their primary duty usually involves overseeing the day-to-day administrative operations of an office. This includes tasks such as scheduling appointments, coordinating meetings and making travel arrangements.

Effective communication is crucial within an organisation, and administrative assistants contribute significantly to facilitating communication. They handle incoming and outgoing correspondence, draft and proofread documents and maintain organised filing systems. They may also be responsible for managing office supplies, equipment and coordinating with external vendors and suppliers.

Apart from their administrative duties, administrative assistants often provide support to the management team and other employees. They assist in preparing reports and presentations, conduct research and handle data entry and record keeping. They serve as a point of contact for both internal and external stakeholders, maintaining professionalism and ensuring confidentiality in all interactions.

Key Responsibilities of an Administrative Assistant

The day-to-day responsibilities of an administrative assistant may vary depending on the organisation and the specific role. Here are some key responsibilities that are often associated with administrative assistant positions:

Office Management and Administration

  • Managing the day-to-day administrative operations of the office.
  • Scheduling appointments, meetings and travel arrangements.
  • Organising and maintaining paper and electronic files and records.
  • Handling incoming and outgoing correspondence, including emails and phone calls.
  • Drafting, editing and proofreading documents and reports.
  • Maintaining office supplies and equipment inventory.

Communication and Coordination

  • Facilitating effective communication within the organisation.
  • Acting as a point of contact for internal and external stakeholders.
  • Coordinating meetings and conferences, including preparing agendas and taking minutes.
  • Managing calendars and schedules for executives and team members.
  • Assisting with the preparation of presentations, reports and other communication materials.
  • Maintaining confidentiality and professionalism in all interactions.

Data Management and Research

  • Handling data entry and record keeping.
  • Conducting research and gathering information for projects and reports.
  • Managing databases and information systems.
  • Assisting with data analysis and reporting.
  • Ensuring data accuracy and integrity.

Administrative Support

  • Assisting with the onboarding and offboarding processes for employees.
  • Supporting employee engagement initiatives and events.
  • Providing general administrative support to the team as needed.

Formatting and Structuring Your Administrative Assistant CV

When preparing your CV for an administrative assistant position, it is essential to opt for a format that effectively showcases your skills, experience and qualifications. Hiring managers and recruiters generally expect to receive a well-crafted and organised CV that distinctly presents your abilities. 

It is important to keep the length of your CV to between 1 or 2 pages. This helps to ensure that you include all the relevant information whilst maintaining a length that is manageable for a hiring manager to digest. Remember, hiring managers often have multiple CVs on their desk, so it’s best to keep the format and structure simple and easy to understand.

Here are some of the important sections to include in your administrative assistant CV: 

CV Profile

A CV profile, also known as a personal statement or professional summary, is an introduction at the beginning of your CV that provides a concise overview of your key skills, experience and career goals. It serves as a snapshot of your qualifications and aims to grab the attention of recruiters right from the start.

When crafting your CV profile, it is essential to tailor it to the specific requirements of the administrative assistant role you are applying for. Research the job description and identify the skills and qualities that are sought after by the employer. Then, highlight those relevant skills and experiences in your profile. Emphasise your unique selling points and highlight any notable achievements or experiences that set you apart from other candidates.

Contact Details

Ensure your CV includes accurate and up-to-date contact information such as your full name, phone number, email address and LinkedIn profile. These details are essential for potential employers to reach out to you and should be prominently displayed on your CV.

Education

Incorporate your educational background into your CV by starting with your most recent qualification. Include the name of the institution, the degree or qualification earned and the duration of your study. Don’t forget to include any short courses or other relevant certifications you have successfully completed.

Work Experience

Highlighting your relevant experience to the administrative role that you’re applying for is vital. Begin with your most recent position and proceed chronologically in reverse order. Provide the company name, job title, dates of employment and a concise overview of your responsibilities and achievements. Utilise action verbs and quantify your results to effectively communicate your accomplishments.

Key Skills

It’s important to list key skills in your CV for an administrative assistant role because it helps hiring managers quickly identify whether you possess the necessary qualifications and capabilities for the position. 

By showcasing your key skills, you can demonstrate your suitability and proficiency in carrying out the required tasks and responsibilities of an administrative assistant. This can significantly increase your chances of being shortlisted for an interview.

Here are some examples of the key skills that may be relevant to an administrative assistant vacancy: 

  • Strong organisational and time management skills
  • Excellent written and verbal communication abilities
  • Proficiency in office productivity software (e.g. Microsoft Office, Google Suite)
  • Attention to detail and accuracy in tasks
  • Ability to multitask and prioritise effectively
  • Customer service and interpersonal skills
  • Knowledge of office procedures and equipment
  • Problem-solving and decision-making abilities

Joss Search CV Formatting Tips

Here are five CV formatting tips from Joss Search to make your administrative assistant CV stand out:

1. Organise with Clear Sections

To enhance the readability of your CV, it is recommended to divide it into distinct sections. Some common sections were discussed above, these include “Work Experience,” “Education,” and “Key Skills.” By using clear headings and subheadings, you can effectively demarcate each section and make it easier for recruiters to navigate through your CV.

2. Utilise White Space

In addition to dividing your CV into distinct sections, it is crucial to incorporate sufficient white space between sections and paragraphs. This practice creates a clean and uncluttered appearance, which greatly enhances the overall readability of your CV. 

By leaving appropriate spacing, you guide the reader’s eye and make it easier for them to navigate through the document. It also helps to emphasise the importance of each section and allows the information to be absorbed more easily. Utilising white space effectively contributes to a visually appealing and professional CV presentation.

3. Incorporate a Professional Design

Enhance the professional appeal of your CV by incorporating a visually consistent and aesthetically pleasing design. To add visual interest while maintaining a polished look, you may consider using a subtle colour scheme or professional icons. Utilising a CV creator software like Canva can be beneficial, as it offers a wide range of pre-existing templates to help you create a standout CV with ease.

4. Quantify Achievements

When detailing your work experience, it’s advantageous to take a look at the PAR (Problem-Action-Result) or STAR (Situation-Task-Action-Result) interview methods. Whilst these methods were typically created to help candidates answer questions in an interview setting, they can also be applied to quantify your achievements in your CV. 

By incorporating specific numbers, percentages or statistics, you can effectively showcase the impact of your contributions and provide tangible evidence of your abilities and accomplishments. This approach allows potential employers to better understand the scope of your responsibilities and the outcomes you achieved in previous roles.

Here is an example of how to quantify your experience in your CV: 

  • Instead of just writing, “Managed scheduling and calendars for an executive team, effectively eliminating meeting conflicts, and implemented filing and organisational enhancements.”
  • You should write, “Streamlined scheduling and calendar management for a team of 5 executives, resulting in a 30% reduction in meeting conflicts and allowing for more efficient use of their time. Additionally, implemented an organised filing system, decreasing document retrieval time by 25%.”

5. Proofread Meticulously

Before submitting your CV, thoroughly proofread it for any spelling or grammatical errors. Pay attention to details such as punctuation, capitalisation and consistency in formatting. 

Consider using grammar checking software, like Grammarly, or ask a friend or colleague to review your CV to catch any errors you may have missed.

By implementing these unique formatting tips, you can create a visually appealing and well-structured CV that captures the attention of hiring managers and increases your chances of securing your desired administrative assistant role.

CV Example for an Administrative Assistant

Here is an example of a well-crafted CV for an administrative assistant position:

CV Profile

Are you looking to optimise your operations to drive your organisation to success? 

Hi, I’m Emily Clark, a highly efficient and organised administrative assistant with an impressive track record of providing comprehensive support to executive teams. 

I possess exceptional skills in managing administrative tasks, facilitating effective communication and maintaining utmost confidentiality in my day-to-day tasks. My dedication lies in ensuring seamless operations and positively contributing to the overall success of the organisation.

Contact Details

Name: Emily Clarke

Phone: 0123456789

Email: emily.clarke@email.com

LinkedIn: linkedin.com/in/emilyclarke

Education

Qualification: Bachelor of Business Administration

Institution: University of London, London, UK

Year: 2019-2021

Work Experience

Position: Administrative Assistant

Company: XYZ Corporation, London, UK

Date: September 2021 – Present

  • As the administrative assistant for a team of 15 executives, I successfully managed the day-to-day administrative operations. This included efficiently scheduling appointments, coordinating meetings and handling correspondence. By implementing electronic and paper filing systems, I achieved a 20% reduction in document retrieval time, improving overall productivity.
  • I played a pivotal part in preparing over 50 reports, presentations and communication materials. These materials played a significant role in successful client pitches and ultimately contributed to a notable 15% increase in stakeholder satisfaction.
  • I actively supported research and data analysis projects, which led to valuable insights for informed decision-making. These insights resulted in a substantial 10% increase in operational efficiency.
  • With responsibility for coordinating travel arrangements, I effectively managed an average of 10 international trips per month, ensuring a remarkable 95% on-time arrival rate.
  • Serving as the primary point of contact for both internal and external inquiries, I consistently responded to an average of 50 inquiries per day with an impressive 98% accuracy rate. My prompt resolution of issues contributed to maintaining smooth operations and customer satisfaction.

Position: Office Assistant

Company: ABC Company, London, UK

Date: May 2020 – August 2021

  • As the dedicated administrative support for a team of 10 members, I played a key role in ensuring smooth office operations. By managing office supplies and maintaining optimal inventory levels, I successfully reduced supply costs by 15%.
  • Effectively handling correspondence was a crucial part of my responsibilities. Processing an average of 50 emails and 20 phone calls per day, I significantly improved communication efficiency and achieved a 95% customer satisfaction rate.
  • With meticulous attention to detail, I assisted in data entry and record keeping tasks, ensuring the accuracy and timeliness of information. Processing over 100 data entries per day, I consistently maintained a 99% accuracy rate.
  • In supporting document preparation, I successfully prepared and proofread over 30 documents, reports and presentations. My unwavering commitment to accuracy and attention to detail elevated the professionalism and quality of deliverables.
  • As the coordinator of travel arrangements, I managed an average of 15 domestic and international trips per month. My efficient handling of logistics contributed to a 90% on-time arrival rate, ensuring smooth and hassle-free travel experiences.
  • I actively participated in organising company events and employee engagement initiatives. My contributions to the successful execution of 10+ events resulted in an improved employee morale and an impressive 20% increase in employee satisfaction.

Key Skills

  • Strong organisational and time management skills
  • Excellent written and verbal communication abilities
  • Proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook)
  • Attention to detail and accuracy in tasks
  • Ability to multitask and prioritise effectively
  • Customer service and interpersonal skills
  • Knowledge of office procedures and equipment
  • Problem-solving and decision-making abilities

Conclusion

Writing an effective CV is essential for aspiring administrative assistants to stand out in a competitive job market. By following the recommended format and incorporating relevant experience, skills and achievements, candidates can increase their chances of securing interviews and landing their desired roles.

By tailoring your CV to highlight your unique skills and expertise, you can showcase your suitability for the role and increase your prospects of success in this field.

At Joss Search, we understand the importance of a well-crafted CV tailored to each unique job vacancy. As a specialised business support recruitment agency, we offer valuable guidance and support to both hiring managers and candidates throughout the recruitment process.