Administrative Assistant Resume Example (+ Template)

Copy the structure, not the wording. Every number below is a placeholder for one of yours.

Mid-level administrative assistant (one page)

MAYA R. DELGADO

Columbus, OH · (614) 555-0148 · maya.delgado@email.com · linkedin.com/in/mayardelgado

ADMINISTRATIVE ASSISTANT

Administrative assistant with eight years supporting clinical and professional-services teams. Currently manage calendars for six clinicians, route 90–110 calls a week, and own travel, expenses and vendor records for a 40-person site. Microsoft Office Specialist (MOS) Associate; Ohio notary public.

EXPERIENCE

Administrative Assistant II — Multi-specialty medical group, Columbus, OH — Mar 2022–Present - Manage Outlook calendars for 6 clinicians and the practice manager, coordinating roughly 40 internal meetings and 15 vendor visits a month across 3 sites. - Answer and route 90–110 calls a week, resolving scheduling and billing-status questions without escalating about 8 in 10. - Confirm 60–75 appointments a day by phone and text in the practice management system; rebuild the reminder script that cut same-week no-shows. - Maintain an Excel register of 300+ vendor and credentialing records with conditional formatting that flags renewals 60 days ahead. - Draft and distribute minutes for twice-monthly staff meetings (20 attendees) within 24 hours of each meeting. - Onboard 8–10 new hires a year: badge requests, system access, desk setup and first-week schedules.

Administrative Assistant — Engineering consultancy, Columbus, OH — Aug 2019–Mar 2022 - Supported 3 project managers and a team of 18, owning calendars, call screening and meeting logistics. - Booked about 20 domestic trips a quarter for 12 staff and reconciled expense reports in QuickBooks within 5 business days of return. - Formatted 15–20 client proposals a month in Word and PowerPoint from the firm's template library, holding to a 48-hour turnaround. - Reorganised a shared Google Drive of 4,000+ project files into a dated folder convention adopted by all 3 project teams. - Ordered supplies for a 40-person office and managed 5 vendor accounts, consolidating three stationery suppliers into one.

Receptionist / Office Assistant — Property management office, Columbus, OH — Jun 2017–Aug 2019 - Greeted 50+ visitors a day, logged deliveries and issued visitor badges at a 2-building site. - Took over booking for 4 conference rooms and cleared a standing backlog of double-bookings in the first month. - Sorted and distributed mail for 60 staff; operated copier, scanner, postage meter and fax.

SKILLS Microsoft Outlook (calendars, delegate access, rules) · Microsoft Word (mail merge, templates) · Microsoft Excel (pivot tables, VLOOKUP, conditional formatting) · PowerPoint · Google Workspace · SharePoint and Dropbox · Slack and Microsoft Teams · Zoom · DocuSign · QuickBooks (accounts payable entry) · Travel booking and expense reconciliation · Minute-taking · Confidential records handling

EDUCATION Associate of Applied Science, Office Administration — community college, Columbus, OH — 2021 High school diploma — Columbus, OH — 2017

LICENCES AND CERTIFICATIONS Microsoft Office Specialist (MOS) Associate, Microsoft Office 365 Apps — Certiport — 2022 Notary Public, State of Ohio — commission through 2028

Entry-level variant (no office job yet)

JORDAN PIKE

Toledo, OH · (419) 555-0132 · jordan.pike@email.com

ADMINISTRATIVE ASSISTANT

High school graduate with two years in customer-facing retail and campus office work. Handled a 6-line phone system, maintained a shared booking calendar for 3 rooms, and built the spreadsheet the student office now uses for supply orders. Microsoft Office Specialist certified in Word and Excel.

EXPERIENCE

Student Office Assistant (part-time) — High school main office, Toledo, OH — Sep 2024–Jun 2025 - Answered and transferred 60–80 calls a week on a 6-line phone system and logged messages for 4 staff. - Maintained the room-booking calendar for 3 shared spaces and emailed daily confirmations. - Built an Excel supply-order tracker, replacing a paper sign-out sheet used by 12 staff. - Scanned and filed roughly 500 student records into the district's document system.

Sales Associate — Grocery retailer, Toledo, OH — Jun 2023–Aug 2024 - Served 100+ customers a shift and handled cash drawer reconciliation at close. - Trained 3 seasonal hires on point-of-sale and returns procedure.

SKILLS Microsoft Word · Microsoft Excel · Microsoft Outlook · Google Workspace · Multi-line phone systems · Data entry (55 wpm) · Scanning and filing · Cash handling

EDUCATION High school diploma — Toledo, OH — 2025

CERTIFICATIONS Microsoft Office Specialist (MOS) — Word and Excel, Microsoft Office 365 Apps — Certiport — 2025

Keep one page until you have about ten years of relevant experience. Body text 10–11 pt, your name 16–18 pt, margins 0.7–1 inch on all four sides, and a single font throughout.

Work top to bottom. The header and summary are what a hiring manager reads in the first few seconds; the bullets are what gets you shortlisted.

1. Header

1. Put your name on its own line at 16–18 pt, bold.
2. On the next line: city and state, phone, email, LinkedIn if it is current. No street address, no photo, no date of birth, no marital status.
3. Use an email address that is your name, not a nickname.
4. Add a one-line title under the header that matches the posting — Administrative Assistant, Executive Assistant, Office Administrator. If you are applying for an administrative assistant job, do not head the resume Receptionist.
5. Keep the whole header to 3 lines. A header that runs 5 lines deep pushes your best bullets onto page two.

2. Summary

Three or four lines, no first-person pronouns, no objective statement about what you want.

Formula: [Job title] with [X years] supporting [who, and how many] in [setting or industry]. [Two or three core duties with scope]. [Software you are strongest in]. [Certification or licence, if you have one].

Example — mid-level

Administrative assistant with six years supporting a 25-person professional services team. Own executive calendars for 3 directors, book 25 trips a quarter, and process 60–80 vendor invoices a month. Advanced Excel (pivot tables, VLOOKUP) and Outlook delegate management. Microsoft Office Specialist (MOS) Associate.

Example — entry-level

Recent high school graduate with 18 months of front-desk and campus office experience. Handled a 6-line phone system, maintained a shared calendar for 3 rooms, and keyed 500+ records into a document management system. Certified in Microsoft Word and Excel; types 55 wpm.

3. Experience

List jobs newest first. For each: job title, employer type or name, city and state, month and year range. Then 3–5 bullets for recent roles and 2–3 for older ones.

Bullet formula: Action verb + what you did + the system or tool + the scope in admin units + the result, if you have one.

Admin units are calls per week, calendars, meetings per month, invoices per month, trips per quarter, people supported, files, events, records, turnaround time.

Example bullets you can adapt:

• Manage Outlook calendars for 4 executives, scheduling 50–60 meetings a month across 3 time zones.
• Answer and route 100+ calls a week on a multi-line system, taking messages for 22 staff.
• Process 70 vendor invoices a month in QuickBooks and chase approvals to a 5-day payment cycle.
• Book 25 domestic and 4 international trips a quarter, reconciling expense reports within one week of return.
• Draft, proofread and distribute correspondence for a department of 30, including 12 board packets a year.
• Take and circulate minutes for weekly leadership meetings (9 attendees) within 24 hours.
• Maintain a Dropbox file structure of 6,000+ documents and run quarterly archiving for 5 teams.
• Coordinate logistics for 8 client events a year, from 15 to 120 attendees, including catering and room setup.
• Build an Excel dashboard tracking 40 service contracts, flagging renewals 90 days out.
• Onboard 12 new hires a year: equipment requests, system access, badge and first-week schedule.

If you genuinely cannot count something, describe the scope instead: "for a 3-site clinic" or "for a 40-person office". A bullet with no scope at all reads as a job description, not an achievement.

4. Skills

Two columns or one wrapped line, 10–14 items. Split them mentally into software and office operations, and mirror the posting's wording where it is honest to do so. Name versions and depth for the big ones — "Excel (pivot tables, VLOOKUP)" tells a reader far more than "Excel". ONET lists Microsoft Word, Excel, Outlook and PowerPoint among the software used in this occupation, along with calendar and scheduling tools, cloud sharing tools such as Dropbox, Google Drive and Slack, and accounting software such as QuickBooks (ONET OnLine, undated). Add typing speed only if it is above about 50 wpm and the posting mentions data entry.

5. Education

One or two lines. School or college, city and state, credential, year.

• Typical entry-level education for this occupation is a high school diploma or equivalent, and high school graduates comfortable with word processing and spreadsheets usually qualify for entry-level positions (U.S. Bureau of Labor Statistics, 2025). ONET places the occupation in Job Zone 1–2, meaning very little to some preparation is needed (ONET OnLine, undated).
• If you have a degree or an associate's, list it above your high school diploma. You can drop the high school line once you have a college credential.
• No GPA unless you graduated within the last two years and it was strong.
• Executive secretary and executive administrative assistant roles typically call for several years of related work experience rather than extra schooling (U.S. Bureau of Labor Statistics, 2025), so route that evidence into your experience section, not here.

6. Licences and certifications

Give this its own short section near the bottom — or directly under the summary if a certification is named in the posting. Format each as: credential, awarding body, year, expiry if it has one.

• Microsoft Office Specialist (MOS). A certification programme backed by Microsoft with multiple levels of recognition, tested hands-on inside the application, available for Microsoft Office 365 Apps and Microsoft Office 2019 (Certiport, a Pearson VUE business, undated). Name the apps you passed — Word, Excel, Outlook, PowerPoint.
• Notary public commission. Common and genuinely useful in law firms, title offices and clinics. Requirements, fees and renewal periods are set state by state; check your Secretary of State's office for what applies where you live and work.
• Employer or sector training — privacy and records training in healthcare, purchasing systems in government, document management in legal. List it if it was formal and you can name it accurately.
• Leave off anything expired, and never list a credential as "in progress" without the expected completion date.

The difference is almost always a number and a system name. Same job, same truth, different evidence.

Two habits that fix most weak bullets: open with a verb in the right tense (present for your current job, past for every other), and finish the sentence by asking "how many, how often, how fast?" If none of the three applies, give the size of the group you did it for.

Pick 10–14 that you can defend in an interview. Important qualities for this occupation include decision-making, interpersonal, organisational and writing skills (U.S. Bureau of Labor Statistics, 2025), and ONET lists six essential skills: active listening, speaking, reading comprehension, writing, monitoring and critical thinking (ONET OnLine, undated). Soft skills belong in bullets, not in a list of adjectives.

Skip typing speed unless it is strong and relevant, skip "Microsoft Office" as a single blob, and never list a tool you could not open and use in front of someone.

Pay for administrative assistants is almost always an hourly rate or an annual salary set by the employer, sometimes with overtime for non-exempt roles, and it moves on a few predictable things.

• Industry. About half of all secretaries and administrative assistants work in healthcare, education, and professional, scientific and technical services, and most work full time (U.S. Bureau of Labor Statistics, 2025). The same job title pays differently in a law firm, a school district and a hospital.
• Specialisation. Legal, medical and executive support roles usually sit above general administrative assistant work. Executive secretaries and executive administrative assistants typically need several years of related experience (U.S. Bureau of Labor Statistics, 2025), and that experience is what the premium is paying for.
• Location. Rates vary widely by state and by metro area within a state, and public-sector roles often run on published pay grades you can look up before you apply.
• Scope and headcount. Supporting one director is a different job from running the front office for a 60-person site. Put the headcount in your bullets — it is the clearest argument you have at offer stage.
• Software depth and credentials. Advanced Excel, accounting system access, a notary commission or a Microsoft Office Specialist certification (Certiport, a Pearson VUE business, undated) give you something concrete to negotiate on.
• Employment type. Temp, temp-to-hire and agency placements are common in this field and are structured differently from direct hire, including benefits.

For current numbers, go to the official source rather than a salary aggregator: the U.S. Bureau of Labor Statistics Occupational Outlook Handbook page for secretaries and administrative assistants publishes the median annual wage as of May 2025 along with what the lowest 10 percent and the highest 10 percent earned (U.S. Bureau of Labor Statistics, May 2025). For state and metro-area detail, use the BLS Occupational Employment and Wage Statistics tables, and check your state labor department for public-sector schedules.

On outlook: BLS projects employment for secretaries and administrative assistants to decline over 2025–35, but openings are still projected each year on average over the decade, mostly from people leaving the occupation or retiring (U.S. Bureau of Labor Statistics, 2025). Practically, that means the work is still being hired for, but the bar is shifting toward people who can run the software, handle scheduling systems and write cleanly — not just cover a desk. The BLS Quick Facts table on the same page gives the current job numbers and the projected change, and is the figure worth quoting if anyone asks.

Next steps once the resume is done:

• Administrative Assistant Cover Letter Example (+ Template)
• Administrative Assistant Interview Questions and Answers
• How to Become an Administrative Assistant With No Experience
• Executive Assistant Resume Example (+ Template)
• Receptionist Resume Example (+ Template)
• Office Manager Resume Example (+ Template)
• Data Entry Clerk Resume Example (+ Template)
• Medical Administrative Assistant Resume Example (+ Template)
• Microsoft Office Specialist Certification: What It Covers and Who It Helps