Administrative Support Assistant Resume & Writing Guide

Administrative Support Assistant pretty brown girl smiling to the camera

When you are seeking a job as an Administrative Support Assistant, it is essential to first check out a top-notch Administrative Support Assistant resume sample. You want to make sure your resume stands out from the rest by being both informative and compelling to read without bombarding the recruiter or hiring manager with irrelevant information. Remember that an Administrative Support Assistant job can also be advertised as Administrative Aide, Administrative Assistant, Administrative Associate, Administrative Coordinator, Administrative Secretary, Administrative Specialist, Executive Administrative Assistant, Executive Assistant, Executive Secretary or Office Assistant

How you create a resume into an interview-winning document, will be easier with our: How to make a Resume Guideline for Administrative Support Assistant Roles

Administrative Support Assistant Resume Sample

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Resume Sections

1. Contact Information: Name, Address, Phone Number, Email, Driver’s License 

2. Profile Summary: This introduction to your resume must make an impact on the reader. Include a broad overview of your background, years of industry experience and the industry sectors of interest. You should be specific and state which job you are applying to (1-3 sentences max).

3. Qualifications Summary: Provide accurate details about the certifications and qualifications you have completed with the institution, qualification name, and dates. Don’t forget to include qualifications you are currently completing too. No formal qualification apart from a high school diploma is needed in general, but the short courses, workshops, and in-house training you have received should then be listed to provide more credibility to your resume. Administrative support assistants do have the opportunity to improve their skills with numerous courses, certifications, and diplomas available to further one’s education.

4. Relevant Administrative Support Experience: Clearly state your employment history from giving details regarding the last ten years of experience up until your current position. Use concise sentences with bullet points to list your most essential support activities. Administrative Support Assistants jobs are available in a wide range of industries, but the purpose remains the same: carrying out a support function via specific administrative duties which helps the department they are assigned to, run optimally using performing support and back-office tasks.

5. Other Employment Experience: This will include permanent work history outside of formal admin support but still in an administrative environment or temporary and vocational jobs where you were actively engaging clerical type duties. Only elaborate on these with job descriptions if you have less than five years of sales support experience. Otherwise, list job title, company, and duration as to make sure there are no gaps in your employment history.

6. Skills Summary/Key Skills: Incorporates keywords from the job posting and your specific skill set. This adds much-needed credibility to your resume.

7. Education/Licenses/Certifications/Relevant Coursework/Training: List your formal education like your high school diploma or GED and also post-school diplomas or accreditations. Remember to mention any professional development courses, workshops or programs you completed that better prepared you to work in a supportive role such as business administration, invoicing systems, customer relationship management, collaboration tools, and contact center software.

 

What to Highlight in an Administrative Support Assistant Resume

Regardless of your experience as an Administrative Support Assistant, there are a few vital things that recruiters and managers need to know about you to ensure that you are the right fit for their team.

The first aspect to highlight is the scope of your administration duties; for instance, the size of the team you offer support to. For more regulated industries like banking, insurance or even medical device manufacturing you may be required to mention whether your department deals with individual customers, institutional clients, government contracts or even with international customers.

Administrative Support Assistants are the foundation staff of companies, enabling each team member to get the job done. They are often responsible for organizing schedules, communicating on behalf of executives and managers, maintaining contact lists, and employee or client databases.
A further task in an Administrative Support Assistant’s role is that of document administration which may entail KPI’s such as compiling proposals, making contact lists, setting up appointments for team members of their departments and distributing client forms, legal contracts and service level agreements to relevant parties and stakeholders of the business.

Being tech savvy is a non-negotiable for Administrative Support Assistants nowadays. In your resume, you need to explain that you have the tech skills required to perform data entry, manage group calendars, and create company reports. Microsoft Office software like Excel, Word, PowerPoint, Outlook, and even MS Project are crucial skills to have. Administrative Support Assistants are typically tasked with back office duties on the customer/client side such as data input into a customer relationship management (CRM) system, a customer service platform, or virtual help desk. This means you need to have a thorough understanding of computer software, browsers, and operating systems to perform the job.

An Administrative Support Assistant’s role often includes support duties related to logistics, purchasing, order management and extensive liaison with vendors and suppliers.

Finally, a crucial part of an Administrative Support Assistant’s job is that of feedback. You need to include the feedback mechanisms you are familiar with for instance CRM software, bulk emailing tools (InContact), and automated texting applications (RingCentral).

 

*Cool Tip for a stellar resume

You can create an excellent first impression by breaking your job description down into the three key attributes that make an Administrative Support Assistant, stand out from the crowd

Tech Genie: Apart from the standard Microsoft Office Suite, experience in other software programmes or CRM platforms will count to your advantage. Examples include: Intuit QuickBooks Sage 50 Accounting; FileMaker Pro; SAP, Sage, Microsoft Access, IBM Notes, Microsoft Exchange Server, Microsoft Dynamics GP NetSuite ERP, Oracle PeopleSoft, HCSS HeavyBid, Microsoft Project, Microsoft SharePoint

Communication: Verbal and written communication skills are essential in this type of role because you may be assigned to handle incoming correspondence from customers, suppliers, or partners in a timely and professional manner. Also, Administrative Support Assistants are typically the first point of telephone contact for clients or customers to sort out queries or provide information and solve issues. Communication platforms such as Trello, Slack, Hangouts or Zoom are often used to facilitate instant interaction with employees or customers.

Organization & Time Management: As the “go-to” support person for your team you can never, forget, misplace, or lose anything ever!. Show your skills by including the organizational and time management tools you use to stay abreast of the rest. Examples are: Yast, Toggl, Clarian, 24Me, IFTTT, Evernote and CloudMagic

 

Make sure to include the following details

  • Your typing speed as data capture forms a big part of administrative duties
  • If you are competent in another language like Spanish, Mandarin or French, for instance, be sure to highlight these especially if the company you are applying to trades internationally
  • List examples of the main products, or product ranges of service solutions that your department is focused on.

 

Administrative Support Assistant Career Summary Examples

Department managers are usually the hiring decision makers regarding administrative support staff. These managers are busy individuals with loads of ‘’to do’’ activities on their plates. Therefore, your resume will probably only have 6 seconds to make an impression on the manager. Keep your career summary concise and to the point. Add the most relevant information first to capture their attention while they’re quickly scanning your resume. They want to see immediately that you are the administrative ‘’angel’’ sent to create order among the chaos in their division!

Start your career summary with your years of experience in the industry and the primary duties you performed. Use the job description as your guide when deciding on which tasks to add. The more your resume relates to the job description of keywords, the better fit you will seem.

Next, add a line that showcases any outstanding qualities that will add value to the company. A hiring manager would be interested to know if you have “strong administrative skills, an eye for detail, excellent people skills with a flair for time management and prioritization.” It’s important to note that these qualities should be proven with examples in the professional experience section to re-enforce your message.

Finally, end your summary with your educational degrees/diplomas and any certified courses, or professional memberships you may have that are pertinent to the job in for instance Financial Services, Medical or Legal knowledge

Two Examples of different career summaries:

Career Summary 1
Junior Administrative Support Assistant with two years of’ experience in an IT Tech sales division. Passionate team player with solid organizational skills and the ability to handle administration on large scale projects. Quick to learn with outstanding communication skills and proficiency on a variety of project management applications such as MS Project, Wrike, Workzone and Hive

 

Career Summary 2
Senior Administrative Support Assistant with seven years’ experience in an international sales office servicing Europe and Asia. Multi-Tasker with a strong sense of detail and the ability to prioritize between urgent vs. important client issues. Energetic with an excellent work ethic driven by deadlines and team targets. Extensive tenure in the planning, coordination, and support of operational activities within a sales department.

 

Administrative Support Assistant Job Descriptions, Responsibilities and Duty Examples

Sales Support Specialists assist the sales department and act as the liaison between the sales department and other internal divisions like warehousing, finance, and marketing. They are often the single point of contact for clients and suppliers. Herewith a few examples of Administrative Support Assistant tasks and duties in various company departments

An Administrative Support Assistant in the Accounts Department may:

  • Sort and distribute checks to be delivered to creditors and prioritize EFT payments
  • Allocate journal entries into the correct revenue, expenditure or balance sheets
  • Prepared monthly reconciliations for funds in and funds out of the bank account
  • Download raw transaction data from SAP and organize the information to create reports and charts
  • Prepare and arrange documentation for the annual audit
  • Prepare minutes from financial meetings and send out memos and notifications to financial department employees
  • Maintain the deposit database

An Administrative Support Assistant in a Sales Department may:

  • Prepare contract templates for Service Level Agreements
  • Coordinate the review and approval process of tenders that need to be submitted to potential clients
  • Run the weekly sales metrics report and print out before the weekly meeting
  • Monitor document flow from the initial client contact by a sales consultant up until the deal is finalized
  • Assist in organizing the participation of sales staff in workshops, seminars, and other training initiatives

An Administrative Support Assistant in the Marketing Department may:

  • Prepare draft presentations and other marketing materials required for prospective clients, working closely with sales team members
  • Organize timelines with the graphic design department regarding promotional material concept designs and printing of finalized documents.
  • Maintain prospective client database and update existing client files
  • Create spreadsheets to monitor and keep track of tracking marketing events, inventories, corporate gift purchases and request for proposals (RFPs)

An Administrative Support Assistant in the Recruiting Department may:

  • Document the recruitment process for new
  • Create interview templates on the Applicant Tracking System (ATS)
  • Print and distribute company induction and policies and procedures document for new hires
  • Collect banking and personal information from new employees and upload these into the payroll system
  • Schedule training sessions for new employees
  • Type up job descriptions to be used in vacancy
  • Manage electronic calendars of HR Consultants and schedule meetings, appointments, and conference calls

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Highlight Your Accomplishments

You may be tempted to copy and paste the list of duties you performed under your accomplishment section. The drawback to doing this, though, is that you won’t stand out from the other applicants with similar experience

Your goal is to think about what sets you apart, what you are most proud of, or what you achieved in your previous roles. Now communicate these through action-packed statements that grab the reader’s attention.

Examples:

Flat, Simple Duty:

  • Create a database for company documentation
  • Designed and documented systems process flow

Accomplishment Statement:
Created a more efficient Word database for forms, letters and company documentation, which decreased tender preparation time by 30%
Implemented systems and procedures which integrated general payroll and human resource functions, improving consistency and reducing errors

 

Quantifying Your Resume

When writing your resume, if you can answer the questions, “How often?” or “How many?” It would be best if you tried to include that number. For instance:

  • How many files are retrieved by users in a day?
  • By which percentage did travel expenses decrease in the last year?
  • How long does it take to schedule appointments on the calendar platform?

 

Example 1
Introduced a user-friendly electronic filing system, which reduced file retrieval time by 50%.

Example 2
Booked team events at less expensive locations, reducing travel expenses by 40%

Example 3
Accelerated the scheduling system by incorporating an interactive calendar, resulting in more user-friendly appointment logging.

 

Administrative Support Assistant Education Section Example

Even though an Administrative Support Assistant job does not generally require a Bachelor or Associates degree, you can still make an impact in this section by adding courses, diplomas or even in-house training workshops you have completed during your career. In short, indicate What, Where and When regarding your qualifications, certifications or industry licenses obtained. The name of your qualification, institution, and date of completion is more than sufficient. Education may be listed as follows:

Start with the commencement date and completion date for diplomas and certifications. For courses, you can just list the date of completion. Next comes the full name of the qualification, then the full name of the institution and then the City or abbreviated State name. List your high school diploma details similarly, but only include this when you have less than five years of working experience.

 

Here are some examples for an Administrative Support Assistant Resume with five years of working experience:

2014 – Certified Administrative Professional (CAP), International Association of Administrative Professionals, Kansas City, MO

2012-2013 Sales Administration Course, American Advertising Association, IN

2011- High School Diploma, Atlanta Girls College, GA

If you have less than five years’ experience, you may also add your High School GPA scores and accolades, and honors awards

2019 – Business Office Administration Program, Florida Career College, Jacksonville, FL
2017 – 2018 Medical Administration Diploma, Florida College for Continuing Education, Orlando, FL
2016 – High School Diploma, Portland Girls College, ME
GPA: 3.5
Accolades: Student Honors List
Leadership: Captain of the 1st Hockey Team

 

What to Write in an Administrative Support Assistant Resume Skills Section

Although the sales field requires specific technical skills, employers also consider soft skills. These are the personality traits or skills that indicate to your fit as an Administrative Support Assistant who will add value by meeting set out targets, has adequate knowledge, and sufficient experience to engage and attract customers. Incorporate these into your summary, or profile, and into your accomplishment statements.

Technical Skills Examples

Educational Attainment: A university degree is not generally required to become an Administrative Support Assistant unless you are in a graduate programme or in-service training for 12 to 18 months to attain the necessary industry knowledge before moving into another role. However, numerous courses and certifications are available through the International Association of Administrative Professionals to supplement your skills and experience.

Technical Aptitude: Administrative Support Assistants need excellent written and oral communication skills with a strong focus on clerical support. Problem-solving ability coupled with a high level of detail orientation to proofread reports, distributing information, calendar management, organizing events, managing correspondence and maintaining electronic filing systems. A solid grasp of various communication, CRM and administration platforms is also required here.

Other Technical Skills: Spreadsheets, Presentations, Call Centre Tools, Fast Typing Speed, Report Generation, Taking Minutes, Sound Grammar and Spelling, Proposal Creation Applications, Online Quotation Generators, Cloud-Based Collaboration Platforms, CRM Systems, Report Generation Software, Feedback Mechanisms, Booking Systems

Soft Skill Examples

  • Approachable
  • Detail Orientated
  • Integrity
  • Initiative
  • Empathy.
  • Self-Control
  • Dead Line Driven
  • Hard Working
  • Persistence
  • Social Perceptiveness
  • Service Orientation
  • Problem Solving
  • Meticulous
  • Process Driven
  • Dedicated
  • Conscientious
  • Time Management
  • Interpersonal
  • Organized
  • Resourceful

Qualifications/Certifications associated with Administrative Support Assistants

Certificate in Digital Time Management ToolsCertified Administrative ProfessionalGED
Associate Degree in Business AdministrationProfessional Development Course in Office AdministrationSalesForce Super User
Project Management DiplomaICM Certification in Sales & MarketingHigh School Diploma

 

Action Verbs for your Administrative Support Assistant Resume

AnalyzingProcessingOrganizing
GeneratingAssistingImproving
CoordinatingSupportingScheduling
ResolvingListeningCommunicating

 

Professional Information for Administrative Support Assistants

Sectors: Various
Career Type: Scheduling, Recordkeeping, Supplier Liaison, Business Administration, Client Relations, Coordination, Documenting
Person type: Supporter, Administrator, Coordinator, Link
Education levels: High School Diploma and Post School Certifications, Diplomas and Courses
Salary indication: From $32k to $43k in entry-level roles. $47k –$52k for midlevel roles. Administrative Support Assistants to Executive and C-Suit Managers can go up to $78k
Labor market: Estimated 2% decline in available job opportunities between 2016 – 2026
Organizations: Unlimited

 

Download Administrative Support Assistant Resume Examples in PDF

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