Multiple cogs help the modern business operate with efficiency. While credit tends to flow uphill, the truth is that no company would be a success if not for the hard work of the office assistant. There are several tasks an office assistant can complete, but before they punch the clock, they need to be hired first. And like many other jobs, having a well-written office assistant resume will help them compete with others.
When you search for office assistant positions online, you'll notice them available across the United States. There is a significant shortage of qualified candidates looking for entry-level office positions, which makes this industry extremely attractive. Most of the time, a candidate will fill out an online application then wait patiently for that interview. However, the candidates who submit an entry level office assistant resume and the application tend to find themselves at the head of the list.
Writing resumes for office assistants tend to be frustrating for several candidates, mainly because they don't have a plan of attack. The good news is that this article will provide a blueprint for any office assistant candidate that is easy to follow.
We'll answer some frequently asked questions about resume writing for office assistants in the information below. We will provide a few office assistant resume examples for you to review, go through each section of the resume, and give some practical tips that will help save time without compromising quality.
Let's get started if you're ready to learn how to write and create a resume for office assistant.
Sample Resume for Office Assistant
Like any other task, getting a birds-eye view of the finished product can significantly help gain a solid understanding of how to complete any project. Writing a resume for an office assistant position is a challenge for anyone – even professional writers. However, most job candidates struggle to write their resumes simply because they don't know where to start, what should be included, and how it should be structured.
To help you, we've taken the time to create this sample resume for office assistant jobs. The resume was written by our team of experienced resume scribes, who have followed the tips and steps we're going to list below. Take some time to review the sample resume of our mythical office assistant job candidate Thomas. He is applying for an office assistant position for the receiving department for Jones Manufacturing in Ft Worth, Texas.
When you read the entire sample resume from start to finish, you'll clearly notice that it tells a story – explaining why Thomas is indeed the best candidate for the manufacturing company to hire. At the top, it's easy to see his personal contact information – as it's formatted clean, neat, and organized. Continuing to his resume objective, it's clear to see how personalized the resume content is written.
In the first sentence, you'll know exactly what job he is applying for. He specifically wrote this resume objective for the manufacturing firm. Further, in this work history section, he has listed relevant jobs and tasks that apply to the position. Finally, he has added his high school diploma, a few excellent references from previous jobs, and listed the skills at which he accelerates.
This is a shining example of how you want your resume to look when you're complete. It flows from start to finish, is cleanly formatted, edited to ensure zero grammatical or spelling errors, and gives the hiring managers everything they need to make an informed decision.
If you're thinking to yourself – "great, how do I write something this polished?" The good news is that we will give you the tools in the content below.
How to Write a Good Resume for Office Assistant in 2023: Full Guide to Office Assistant Resumes
The office assistant job description is extremely diverse. Some are tasked to focus on data entry, organizing files with Excel, Quickbooks, or cloud-based solutions, creating Powerpoint presentations, answering phones, and other administrative support tasks. Others work in business administration or receiving positions, ordering office supplies, organizing products, or communicating with vendors and customers.
Regardless of their specific task, the perfect resume for an office assistant is going to include an office assistant cover letter, speak about your interpersonal and organizational skills, your professional experience, education, and key references.
You'll find it much easier to write a resume when you have a proven plan of attack to follow. Our team of professional resume writers finds it easier when they begin with a working document – or what we call a master resume.
To begin the resume writing process, open a new Microsoft Word document (or your Apple equivalent). This document will be the worksheet where you'll insert all significant sections in each category, organize the inclusions, edit everything, and read each section before being ready to paste into a resume template.
Here are a few recommended sections that we think should be included in any office assistant resume.
Personal Contact Information: If you're going to apply for a job, the hiring manager needs to have your correct contact information. This is where you'll add the basics.
Professional Summary: The office assistant resume summary is your elevator pitch or chance to explain to the hiring manager why you're a great candidate for the job.
Work History: When planning this section, think about any previous jobs you've had, like the office assistant job or industry you're seeking.
Education: Most office assistant jobs don't require a lot of higher education (such as a college degree). However, if the job requires a high school diploma or a GED certificate, make sure to list this on your resume.
Skills: The skills section is essentially a list of bullet points. You'll want to pick five to seven skills:
- A solid work ethic.
- Attention to detail.
- Good time management.
- Ability to multitask.
- Good customer service.
References: The references section is basically your opportunity to have previous managers or mentors brag about your previous work history. There are two types of references, and we'll explain how to pick them and list their information in the sections below.
As we mentioned above, the best way to start your resume-building project is to open a new document, create these six significant sections, and get ready to add content to each. Whether you will create an entry level office assistant resume or a senior-level position, follow these steps listed below.
Section #1 – List Your Contact Information
It's always best to start with a win when you begin any project. Personal contact information is by far the easiest section to complete. However, you'd be surprised how many potential job candidates lose their opportunities because they didn't pay close attention to the details.
When you enter your personal contact information, you must match what you added to your application with the content on the resume. For example, in the sample resume above, you can see that Thomas has listed his full name, mailing address, email address, and mobile phone number.
It's also vital for you to add the contact information that you'll have access to at any time. Some recruiting companies utilize an automated software solution to contact potential job candidates for interviews. They'll send a combination of email and SMS text notifications. However, future employers will not wait for you to reply on your timetable. By making sure that your email is connected to your mobile device, you'll be able to respond quickly to inquiries.
How to Format this Section
The sample resume above is completed with a resume template. This makes it easy for future office assistants to format and add the information to the resume. Like the sample shows, list your name, mailing address (including city, state, and zip code), your email and mobile phone number.
Section #2 – Professional Summary
We will go from the most straightforward section to arguably the most difficult. The professional summary is essentially your opportunity to pitch your resume – not only to a possible hiring manager but the applicant tracking software that forwards high-quality resumes via keyword search. This section intends to describe to someone at the company you are planning to join – why you're the ideal candidate.
To accomplish this lofty goal is by writing down a series of hard and soft skills that are crucial for being a good office assistant. A hard skill you possess that helps you accomplish your responsibilities efficiently and/or with reduced mistakes. A few hard skills that hiring managers look for in-office assistants include:
- A strong work ethic
- Problem Solving
- Strong communication skills
Soft skill is an ability you possess to help you with your daily responsibilities. These are typically technology or equipment driven skills, including:
- Forklift certified
- Website Development & Maintenance
- Social Media Management
- Warehouse Equipment Trained
- Microsoft Office / Apple Suite Trained
Once you've gathered your list of skills that you possess and are relevant to this job, it's time to put everything together. Let's look at Thomas' sample office assistant resume description for a practical example.
You'll notice that Thomas starts by explaining that he wants to join the team at Jones Manufacturing as an office assistant. This vital attention to detail can make a huge difference, especially when other candidates hand in generic written resumes. He then explains that he has five years of experience as an office assistant in warehouse environments. Finally, the rest of his resume summary explains what skills he has that will help him be a great hire.
How to Format this Section
The best resume summaries are written with a professional yet relaxed tone. They are around four to five sentences, no more than 200 words, and flow from start to finish. It's a great idea to read your professional summary aloud several times – which will ensure the reader will likewise enjoy reading the rest of your office assistant resume.
Section #3 – Employment History
A vital component in getting a job is relevant to work experience to the job you seek. The main problem with an office assistant position is the diversity in specific jobs they are tasked to complete. However, this reality also opens an opportunity – especially if you have relevant experience.
The employment history must match what you've included in an application. The main reason for this is to ensure consistency – which leads to honesty and transparency. Suppose you over enhance a previous position on one document. In that case, it might cause a future employer to second guess your application.
That said, this section of the resume is vital to get right. Best practices suggest listing your two most-recent jobs – in reverse chronological order (or current to oldest). You'll want to add the company's name, the dates of employment, its location, and a few key bullet points of job duties – or areas where you accomplished success.
You'll notice in Thomas' resume that he has listed his two previous jobs – both in the manufacturing industry – so it is indeed relevant to the job he is applying to. In his first entry, he mentions having experience with shipping and receiving procedures, packaging equipment, and computer receiving tracking software. While he isn't 100 percent certain that the team at Jones Manufacturing uses similar materials – it does show that he has that type of expertise.
His second job is as an office assistant for another manufacturing company – but this time – he was tasked with customer service tasks. The diversity of his two previous positions makes him a desirable candidate – as he has a lot of potential to take on multiple jobs.
How to Format this Section
In the work history section, you should list the business's name, location, dates of employment, and a few bullet points of your responsibilities. Keep it to a few words with the bullet points – don't write paragraphs. Take time to review the sample resume for a real-world example of how this section should appear.
Section #4 – Education
It's infrequent for an office assistant position to require a secondary college degree. Most will ask for a high school diploma or GED certificate as their minimum. As such, you don't need to spend a lot of time in this section of the resume.
The best advice is to list your highest level of education completed. If you have graduated from high school – and are currently enrolled in college (but have not graduated yet) – don't add the college to the resume. This would be best articulated through an interview or a cover letter.
How to Format This Section
You want to keep the information simple in this section – with the name of the school, its location, dates, and the degree earned. As stated above, for an office assistant job, if you're currently enrolled in college, feel free to skip it in the resume. However, if you added it to your application, add it for consistency, as we mentioned previously.
Section #5– References
There are two types of references that an office assistant resume should include. The professional connection is like a previous manager or school professor – who can testify and support your candidacy for the position through personal experience.
A personal reference is a family friend or non-relative who knows you well and holds a job with many responsibilities (like a business owner, lawyer, or doctor). They will be asked (if they are contacted) to speak to your personality, work ethic, and credibility.
Thomas selected two previous managers – both working for the same jobs he listed in the work history section. His personal reference is a family friend who is a doctor – again, someone with credibility whose voice and opinion would matter to a business owner or hiring manager.
How to Format This Section
For the reference section, you document the first and last name of your reference, their place of employment, and the phrase "available upon request." This will keep their contact information private unless requested by the law firm you are applying to join.
Section #6 – Skills
With office assistant positions, the skills section of a resume can help you compete against another candidate. As we mentioned in the professional summary section, there are two types to consider – hard and soft skills.
With this section, you're simply choosing the top skills that you would use to succeed at this job – and the ones you are most potent. If you read Thomas' sample resume, you'll notice that he listed them on the sidebar of the resume. He used an office manager resume template to attach an experience level. That's an attention to detail that most office assistants simply won't consider.
How to Format This Section
List your office assistant resume skills in bullet point format in your master resume. From that point, you can add them to a template – making them easy to read and fit seamlessly into your resume builder.
Other Related Resume Templates
Writing a resume – or any important document is simplified when you can review a few professional samples. That's what we've done in the information below. We have taken the time to compile a group of related resume templates that follow the same tips and structure as we've recommended to you in the article above.
Take some time to review the sample resumes posted below. Take special note of how each 'candidate' articulates their message, structures each section, and finds creative ways to insert those action verbs that resume software tools often search for with each application.
Final Points on Successful Resumes for Office Assistants
Several office assistant resume templates are available for you to review, read, and take some inspiration in drafting your own. The best advice we can offer is to create your OWN resume – using your language personality and polish it as best you can. The most important item you need to remember is that people who hire employees have likely seen every type of resume written.
We strongly recommend using our sample office resume as your template – but customizing it for each company and office assistant position you apply for. As a final reminder, here are some key bullet points to consider.
- Always write your resume on a plain white background with black font.
- Edit the document SEVERAL TIMES – through Grammarly.com and then share it with a few peers to gain their perspective.
- Ensure its well-spaced, organized, and professional.
- Finally, read it aloud a few times before you're ready to paste the content into a template for office assistants.
When you follow these tips, introduce your personality, and ensure to use a professional resume template, your office assistant resume will look great, read well, and hopefully gain you that all-important interview.