Enthusiastic and committed office assistant with 18 years of experience providing superior organization and support to offices. Hardworking and diligent in fulfilling a full range of administrative tasks to optimize results
01/2016 - present, Office Assistant, The DHB Building Group, Scottsdale
- Maintained organization in a busy office and assisted four associates in ways that streamlined procedures for improved efficiency.
- Sorted and distributed office communications in a timely manner.
- Monitored office supplies, managed orders, and communicated with vendors to build dependable relationships and prevent stock shortfalls.
- Assisted the director of accounting with various bookkeeping tasks, including budget and report preparation.
- Implemented efficient organized filing systems that achieved a 30% reduction in paper usage within four years.
- Greeted and assisted onsite guests.
- Acted as the point of contact between executives and employees/clients.
- Oversaw clerical tasks of five staff members in three departments and ensured that office procedures ran smoothly.
04/2013 - 12/2015, Administrative Assistant, Tezza Inc. , Tucson
- Assisted in achieving sales goals of this busy kitchen and bath product supplier, including surpassed growth targets for profits, repeat business and new customers.
- Provided general office-wide administrative support including: photocopying, scanning, e-mailing, filing; and data entry- often high volumes with short lead time.
- Greeted customers and visitors in a friendly and professional manner.
- Answered and directed incoming phone calls, averaging about 250 a day.
- Effectively managed inventory and orders, achieving reductions in delivery wait times of 23% and 33% fewer product returns.
- Assisted with special projects as needed, including client presentations and trade show exhibits.
09/2009 - 05/2013, Bachelor of Arts in Public Relations, University of Arizona, Tucson
- Arabic
- English
- Spanish; Castilian
- Project Management Skills
- Multitasking Skills
- Excellent Customer Service Skills
- Diverse Administrative Support Skills
- Advanced Technology Skills
- Motivated Attitude
- Inventory Control Skills
- Strong Organizational Skills
If a company is a well-oiled machine, then office assistants are the nuts and bolts that hold it all together. That’s because they are responsible for much of the company’s inner organizational flow. Everything from filing papers and making copies to sorting mail and entering data. The position is a great part-time or entry level post for young people interested in moving into HR and managerial roles. It’s also an excellent way to get your foot in the door of your field of study, and gain an insider perspective of a business you admire. So how do you land that job that sounds like your perfect match? With an excellent resume, of course.
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Office assistants, who work in the administrative field, are sometimes called office clerks. Their work is similar to receptionists, although the latter is a slightly more outward facing position. Office assistants are jacks of all trades, responsible for the care and keeping of not only paperwork but the schedules and occasional lunch orders of the office staff. This guide, along with our field-tested resume templates and builder tool, will allow you to:
- Harness your previous experience to show off the right skill set for an office assistant position
- Craft a profile summary that presents you as a professional and well-rounded candidate
- Choose the correct resume layout for the type of company you’re applying to
- Avoid having your resume filtered out by automated systems.
The modern office assistant
There’s so many names that could encompass the work of an office assistant – the U.S. Bureau of Labor Statistics, for example, labels this role as general office clerks. Other businesses may have their office assistant and receptionist rolled into one. Administrative assistants, while a title with fancy alliteration, encompasses much of the office assistant role as well, although executive assistants tend to work with both the personal and professional lives of upper level management. Office assistants may be tasked with just about anything the office needs. Sometimes, that could include the occasional cleaning role, coffee run or even planning a weekend getaway for your bosses 10th wedding anniversary.
For many young professionals, jobs like these are a viable (and higher paying) alternative to the intern position. Numerous top-level executives in the business world started out as assistants, observing the inner workings of companies or shadowing experienced managers.
Treat this not only as an early job to pay the bills, but also as a learning opportunity (and convey this through the detail-oriented tone of your resume), and you’ll go far!
While these might seem like menial tasks, office assistants should take pride in making their company run smoothly and use their proximity to the company’s inner workings to learn more about the particular industry. A willingness to learn and a positive attitude will be key factors to convey on your resume. If your office assistant position also involves dealing with clients, you’ll benefit from some customer service experience. Regardless, excellent interpersonal skills will be essential, since you won’t only be dealing with papers but plenty of office staff.
The modern office assistant also needs top-notch skills for the 21 century. Many aging bosses and upper level executives don’t want to bother keeping up with the latest office technology, so they expect their office staff to be up-to-date on softwares and scheduling programs. Office assistants may also need to understand the company’s branding, growth strategies and leadership structure when drafting memos or planning events. The ability to demonstrate all these qualities on your resume will boost your chances of securing a competitive position.
Job prospects
The U.S. Bureau of Labor Statistics projects the number of jobs in this field to decline by about 4 percent over the coming decade. The Bureau attributes this to increased digital automation in offices which allows other staff members to do a lot of the work previously handled by dedicated office assistants. File sharing software and electronic systems also mean less organizational work.
But it’s not all bad news – despite the decline, the Bureau expects job prospects to remain high due to the field’s large workforce and the number of aging workers who will retire.
According to the U.S. Bureau of Labor Statistics, about 3 million people work as general office clerks, meaning there will be room for new hires from previous staff turnover.
The ATS affair
Hiring managers at large companies with big teams often don’t have time to sort through the hundreds of applications they might receive for an office assistant position. Instead, they let Applicant Tracking Systems, or ATS, do some of the work for them. These systems scan resumes for keywords used in the job description and then rank the resumes against the rest of the application pool. Only the strongest resumes make it to the hiring manager’s desk. So how can you make sure your resume ends up in that pile?
- By understanding what qualities make a great office assistant and what companies are looking for during the hiring process and
- By using the most pertinent keywords from the job description throughout your resume, especially in the profile summary and skills section.
Let’s get started.
The profile summary: upbeat and ready to go
The profile summary is the gatekeeper of your resume, and just like a good office assistant, it can handle a little bit of everything. That means your strongest skills, educational background, a touch of your experience and just enough personality to make you stand out. You’ll want to start by listing your strongest qualities – maybe you’re efficient or an expert multitasker. Also make sure to include how many years of previous experience you have. If you’ve yet to work as an office assistant, you may also state your intention for the position and back it up with a few examples of relevant experience you have completed.
You’ll be leaning on your soft skills no matter what, especially if you’re new to this type of work. And don’t underestimate them – employers are interested in people who will make a great addition to the office atmosphere (as soft skills mostly relate to interpersonal and communication abilities). Don’t forget those juicy keywords, too, taken from your analysis of the job listing and research of the employer’s website/social media. Just make sure your profile summary is something a human would want to read. Even if you are applying to a local company and emailing your resume directly to a hiring manager, it never hurts to give employers exactly what they’re looking for.
Word cloud services like Wordle or worditout.com can help you give your resume a fighting chance against the ATS, if the job listing seems too vague or confusing (or if you’re predominantly a visual person). Just input the job description and these services will give you a visual representation of the most important words so you know what the employer is after – easy!
Self-motivated and attentive office assistant with experience in chart organization, filing and memo writing. I Have completed some management courses and enjoy working with a team. Interested in learning more about the financial sector. Proficient in online scheduling and Microsoft Excel.
Employment history: It’s all lined up
Your employment history is essential to showing employers you have the professionalism and commitment needed to work in their office. It’s best to list your experiences in reverse chronological order, starting with the most recent experience first. It’s also a good idea to quantify your experiences, using facts, achievements, projects and figures wherever possible.
- Managed files for over 100 cases in a busy family law firm with 4 partners
- Routinely cleaned office kitchen, organized office library and created a pleasant waiting room experience for clients
- Planned and executed 6 office events for prized clients and executives with about 30 attendees at each
- Managed daily lunch orders for office staff of 15
Although you may be looking for your first job, it’s important to list at least 2 examples on your resume that are related to office work or customer service. For an entry level position in a local business, volunteer experience may even qualify. It’s important to mold these related activities to show how you cultivated the same skills you’ll use as an office assistant.
For example:
- Working as a retail employee may have taught you organizational skills
- Working as a server in a busy restaurant may have taught you time management and customer service
- Working as a research assistant may have taught you good listening and communication skills
- Working as a local tour guide may have taught you public speaking and social skills.
- Displayed attention to detail and customer needs while working in a busy retail outlet store
- Managed confidential documents and took study notes while working in a team of 3 research assistants for a large, ongoing project
- Routinely took care of 10 tables and was a top-earning server in a high-end hotel restaurant.
Education: making informed decisions
Office assistants aren’t usually required to have any formal education, but you can greatly increase your chances of getting hired for a receptionist or higher level administrative assistant job with a bit of higher education. Jobs in certain companies relating to your field of interest might be competitive among recent graduates looking to get their foot in the door. A winning resume can help you beat out the competition and put you on a path for advanced mentorship and educational opportunities. We recommend listing your education with the year first, followed by the name of the institution, the degree (if applicable) and followed by the location. If you have a bachelor’s degree or higher, it’s not necessary to list your high school.
2015 – 2019: University of Oregon, B.A. Music Theory, Eugene, OR
2011 – 2015: Dalton High School, Eureka, CA
The skills section: time to shine
An office assistant with no skills is like a bicycle with no wheels – it just won’t work. But that’s good news for those just starting out in their careers. With the right attitude and a little bit of relevant experience to back it up, you’ll be able to craft a resume that will have you learning on the job in no time. In many jobs, including this one, skills can be broken into two categories: hard and soft. Hard skills are ones requiring a tool,object or applied/exact knowledge for practical actions. That includes scheduling programs and computer software. Soft skills are your innate personality traits and qualities – things like self-motivation, work ethic and a friendly disposition.
While office assistants may not deal with as many clients as receptionists, in the U.S., a good grasp of Spanish can be helpful in situations where clients or patients are not native English speakers.
It’s a good idea to make a master list of skills that you possess and then cherry pick only the most relevant to include on your resume. Brainstorm this list, don’t be too modest or overly critical of yourself - the goal is to find as many tools in your toolbox as possible. This “master document” will probably change and grow over the course of your career . It’s also a good idea to reread the job description before creating your skills section, since the employer probably specified certain skills they’re looking for. Both the ATS and human recruiter will thank you for including those (just make sure to not stay honest).
Skills listing example:
- Detail-oriented
- Attentive
- Good listener
- Excellent written and verbal communication
- Time management
- Organization
- Filing
- Microsoft Suite including Microsoft Excel
- Online scheduling programs
- Basic knowledge of Electronic Health Record Programs
- Event Planning
- Social media management.
Layout: your best first impression
An office assistant is a valuable part of a company’s day-to-day operations. That means employers are looking for someone who fits the vibe of the office. Your layout is a great place to tackle this challenge. A law firm may need a neat and tidy office assistant, while a local daycare center doesn’t mind someone a little more relaxed. Since you might be applying to different office assistant positions, you might want to change your format to match the feel of each employer.
So what’s the easiest way to do that? With resume.io’s field-tested templates, you can choose between a variety of vibrant and organized options designed to highlight your experience and skills in the best way possible. For more serious companies, try the Professional category. For casual workplaces, the Modern templates will do the trick.
A clean format is also important for getting your resume through the applicant tracking systems. Simple formatting with commonly used fonts will be better understood by the software algorithms and preserve your visual style regardless of the device it’s being read on. Our resume templates make it easy to find just the right balance between stylish and sleek.
You’ll probably be uploading your resume to an online application. In that case, you’ll want to make sure that the formatting you created is the same one the hiring manager receives on the other end. The best way to ensure this is with a PDF. This file format is fixed whether you’re emailing, uploading or printing – less stress. It’s easy to download a PDF in just a few clicks with our easy-to-use resume builder tool. If the employer’s ATS only accepts Word files, we’ve got you covered too: resume.io has multi-format exporting for resumes!
Key takeaways
- While the field is expected to shrink some due to office automation, your job prospects remain strong in this large field.
- Office work is done by a variety of job titles including office assistants, receptionists, clerks and administrative assistants, but all these jobs require the right balance of personality and organizational skills.
- Working as an office assistant is a great entry into advancement opportunities in the field you studied or are interested in.
- Your layout should match the feel of the company, which is easy to do using our customizable templates.
Now it’s time to get started! Use our resume builder and field-tested templates to get the office assistant job you’re after in no time.
