Entry-level administrative assistant resume example
An administrative assistant keeps an office running: calls get answered, calendars stay current, documents go out clean and supplies are on the shelf. An entry-level administrative assistant resume should show steady, organized office support work, the tools you used and how much you handled.
What the job involves
The Bureau of Labor Statistics says secretaries and administrative assistants "do routine clerical and organizational tasks". Their listed duties include answering telephones, scheduling appointments, arranging staff meetings, preparing memos, invoices or reports, editing documents, and maintaining databases and filing systems. BLS adds that they use computer software to create spreadsheets, manage databases and prepare documents, and that they may buy supplies and negotiate with vendors.
A bachelor's degree typically is not required. BLS says high school graduates "who are comfortable using word processing and spreadsheet programs" typically qualify for entry-level positions, and that these workers typically learn their skills through on-the-job training that lasts a few weeks. So a degree alone won't set you apart: the resume has to show you have already done the work.
Sample resume
Sample resume (fictional)
B.A. Communication Studies, Harlan State University · May 2026
Coursework: Business Writing, Organizational Communication, Principles of Accounting, Business Information Systems
Administrative Intern, Brightwater Engineering Group · Albuquerque, NM · May to August 2025
- Answered the main phone line for an office of 25 and routed calls and messages to the right engineer or manager
- Scheduled client meetings and booked conference rooms in Outlook for four project managers, and sent agendas the day before
- Moved about 300 paper project files into a shared drive folder system and wrote a one-page naming guide for staff
- Tracked office supply orders in Excel and placed a weekly order with two vendors
Front Desk Assistant, Harlan State University Registrar's Office · 2023 to 2026
- Greet about 40 students a day and answer questions about transcripts, holds and enrollment forms
- Scan and index signed forms into the office records system
Cashier (part-time), a neighborhood grocery store · 2021 to 2023
- Handled cash and card payments and balanced the register at the end of each shift
Secretary, Harlan State Habitat for Humanity chapter · 2024 to 2026
- Take minutes at biweekly meetings and post them to the shared drive within two days
- Keep the member roster and dues spreadsheet for about 60 members
Software: Microsoft Word (mail merge), Excel (sorting, filters, SUM and IF), Outlook (shared calendars), PowerPoint, Teams, Google Workspace, Adobe Acrobat
Office: multi-line phones, scanning and indexing, meeting minutes, supply ordering, typing at 65 words per minute
The internship gets the most bullets because it is the closest match. The registrar's office and club secretary roles show work with the public, minutes and records.
Section by section
Experience: who you supported, how much, with what
Administrative bullets tend to look alike. Add the detail that sets yours apart: how many people you supported, how many calls or files you handled, which system you used, and what you set up to make the office run better.
Weak bullets, rewritten
Show your writing and judgment
BLS lists writing skills among the important qualities, saying these workers "must have good grammar, ensure accuracy, and maintain a professional tone". Your resume is the first thing you write for the office, so proofread it like a memo for your manager. BLS also lists decision-making skills, because assistants often prioritize tasks and make decisions on their employers' behalf. A bullet about an urgent call you routed shows that judgment.
Education
Degree, school and graduation month. BLS notes that some of these workers have a degree in a field such as business, education or communications. Add a writing, accounting or information systems course if the posting mentions reports, invoices or databases.
Skills to list
Most postings name Microsoft Office or Google Workspace. Write the programs you actually use and what you do in them: "Excel (sorting, filters, SUM and IF)" says more than "Microsoft Office". The University of Maryland career center also suggests mirroring the job description's keywords.
Tools
- Microsoft Word, Excel, Outlook and PowerPoint, or Google Docs, Sheets and Calendar
- Video meetings: Microsoft Teams, Zoom or Google Meet
- Files: Adobe Acrobat, SharePoint or a shared drive
- Multi-line or VoIP phone systems
- Invoicing software such as QuickBooks, if you have used it
Abilities
- Scheduling across several calendars
- Writing clear, correct emails and memos
- Keeping files organized so others can find them
- Greeting callers and visitors courteously
- Prioritizing requests from several people
Common mistakes
- Duties copied from the posting. "Responsible for phones, filing and scheduling" describes the job, not you. Say who you supported, how much and with what tool.
- "Proficient in Microsoft Office." Nearly everyone writes it. Name the tasks instead: mail merge in Word, filters in Excel, shared calendars in Outlook.
- Typos and uneven formatting. A misspelled company name or two date formats suggests memos with the same problems. Proofread twice.
- Dropping campus and part-time jobs. A front desk, a register or a club secretary role shows reliability with the public. Keep each, with one specific bullet.
FAQ
Do I need a degree for an administrative assistant job?
Usually not. BLS says a bachelor's degree typically is not required, though employers may prefer candidates who have taken some college courses or have a bachelor's degree for executive secretary and executive administrative assistant positions. List yours, since it helps when you aim for those roles.
Should I list my typing speed?
Only if the posting asks for it. Give a recent typing test result in words per minute.
Medical or legal office: does the resume change?
Yes. BLS notes that medical and legal secretaries and administrative assistants may train for several months as they learn industry-specific terminology and practices. Put a medical terminology or legal office course near the top, plus any work in a clinic or law office. For law offices, see the entry-level paralegal example.
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