office assistant skills list for resume

Top 12 Office Assistant Skills to Put on Your Resume

In today’s competitive job market, crafting a standout resume is crucial for aspiring office assistants. Highlighting a blend of technical abilities and soft skills can significantly elevate your application, making you a desirable candidate for potential employers.

Office Assistant Skills

• Microsoft Office
• Google Workspace
• CRM Software
• Typing Speed
• Calendar Management
• Slack Communication
• Zoom Proficiency
• Adobe Acrobat
• Spreadsheet Management
• Trello Organization

1. Microsoft Office

Microsoft Office is a suite of productivity applications that includes Word, Excel, PowerPoint, and Outlook, designed to assist in creating documents, spreadsheets, presentations, and managing email and calendars.

Why It's Important

Microsoft Office is essential for an Office Assistant as it provides comprehensive tools for creating documents (Word), managing data (Excel), preparing presentations (PowerPoint), and managing emails and calendars (Outlook), enabling efficient handling of daily administrative tasks and communication.

How to Improve Microsoft Office Skills

Improving Microsoft Office, particularly for an Office Assistant role, involves harnessing productivity tools, customizing your workspace, and mastering shortcuts. Here are concise strategies:

Learn Keyboard Shortcuts : Familiarize yourself with keyboard shortcuts for Word, Excel, and Outlook to navigate and perform tasks faster.

Use Templates : Utilize templates for documents, spreadsheets, and presentations to maintain consistency and save time.

Customize the Ribbon : Tailor the Microsoft Office Ribbon by adding frequently used commands. This guide shows how.

Automate Repetitive Tasks with Macros : Learn to record and use macros in Excel for tasks you perform regularly.

Utilize OneNote for Organization : Use OneNote for note-taking, meeting documentation, and project management.

Implement SharePoint or OneDrive : For collaboration, file sharing, and version control, use SharePoint or OneDrive.

Explore Power BI : For data analysis and visualization, consider learning Power BI .

Stay Updated : Regularly check the Microsoft 365 Blog for updates, tips, and new features.

By mastering these strategies, an Office Assistant can significantly enhance productivity and efficiency in using Microsoft Office.

How to Display Microsoft Office Skills on Your Resume

2. QuickBooks

QuickBooks is an accounting software designed to help businesses manage their financial transactions, including invoicing, payroll, expense tracking, and reporting, streamlining tasks for roles like Office Assistants.

QuickBooks is important for an Office Assistant because it streamlines financial management tasks such as invoicing, payroll, and expense tracking, enhancing efficiency and accuracy in office operations.

How to Improve QuickBooks Skills

Improving QuickBooks for an Office Assistant involves streamlining financial processes, enhancing data accuracy, and optimizing the software's performance. Here are concise steps to achieve this:

• Automate Entries : Utilize QuickBooks' automation features to reduce manual data entry and minimize errors.
• Integrate Apps : Connect QuickBooks with other apps you use for a seamless workflow. Explore the Intuit App Store for compatible apps.
• Use Cloud Version : Switch to QuickBooks Online for real-time access to financial data from any device, facilitating remote work and collaboration.
• Regular Updates : Ensure QuickBooks is always updated to the latest version for new features and security patches. Check their update guide for steps.
• Customize Reports : Tailor QuickBooks reports to meet the specific needs of your business for better financial insight.
• Optimize File Size : Large files can slow down QuickBooks. Follow Intuit's guidelines to condense and optimize your company file.
• Invest in Training : Enhance your QuickBooks skills via QuickBooks Training or the QuickBooks Learn & Support page for more efficient usage.

By implementing these steps, an Office Assistant can significantly improve their efficiency and proficiency in QuickBooks, leading to better financial management.

How to Display QuickBooks Skills on Your Resume

3. Data Entry

Data entry involves inputting, updating, and maintaining information in computer systems or databases, a task often performed by Office Assistants to ensure accurate and organized records.

Data entry is crucial for an Office Assistant as it ensures accurate and organized recording of information, facilitating efficient retrieval, analysis, and decision-making, while also supporting effective communication and operational workflows within the organization.

How to Improve Data Entry Skills

Improving data entry as an Office Assistant involves enhancing accuracy, speed, and efficiency. Here are concise strategies:

Use Data Entry Tools: Incorporate software tools designed for data entry such as Microsoft Excel or Google Sheets . These programs offer features like data validation and auto-fill to speed up the process and reduce errors.

Practice Touch Typing: Improve typing skills through practice. Websites like TypingClub or Keybr offer free typing lessons that can help increase speed and accuracy.

Implement Keyboard Shortcuts: Learn and use keyboard shortcuts to navigate faster without relying on the mouse. Both Windows and MacOS have extensive lists of shortcuts.

Double-Check Work: Always allocate time for reviewing data entered. Techniques like reading the data aloud or having a second set of eyes check the work can significantly reduce errors.

Regular Breaks: Taking short, regular breaks as recommended by the Pomodoro Technique can help maintain high levels of concentration and reduce entry errors.

Customize Data Entry Forms: Tailor your data entry forms to match the data being entered. This can involve rearranging fields to match source documents or utilizing form features that restrict data types (e.g., only numbers or dates).

Use Data Entry Templates: Many programs offer templates that are optimized for data entry. Exploring and customizing these templates can save time and effort.

By adopting these practices, an Office Assistant can significantly enhance their data entry skills, contributing to more efficient and error-free workflows.

How to Display Data Entry Skills on Your Resume

4. Google Workspace

Google Workspace is a comprehensive suite of cloud-based productivity and collaboration tools, including Gmail, Docs, Sheets, Slides, and Calendar, designed to streamline communication, document creation, and project management for businesses and teams.

Google Workspace is important for an Office Assistant as it offers a comprehensive suite of productivity and collaboration tools (such as Gmail, Docs, Sheets, and Meet) that streamline communication, facilitate efficient document management, and enable seamless project coordination, all in one integrated platform.

How to Improve Google Workspace Skills

Improving Google Workspace for an Office Assistant involves enhancing organization, collaboration, and efficiency. Here are key strategies:

Utilize Google Calendar effectively by scheduling and sharing events, setting reminders, and using appointment slots for better time management. Google Calendar Help

Maximize Google Drive for file organization by creating a structured folder system, using shared drives for team collaboration, and implementing file naming conventions. Google Drive Help

Leverage Google Docs, Sheets, and Slides for real-time collaboration by using the comment and suggestion features, creating templates for repetitive tasks, and exploring add-ons for additional functionality. Google Docs Editors Help

Streamline communication with Gmail by utilizing labels and filters for email management, scheduling emails, and using canned responses for frequent inquiries. Gmail Help

Adopt Google Keep or Tasks for note-taking and task management, integrating them with Google Calendar and Gmail for a cohesive workflow. Google Keep Help, Google Tasks Help

Enhance security and management by regularly reviewing Google Workspace security checkups and using two-factor authentication. Google Workspace Admin Help

Implementing these strategies can significantly enhance productivity and collaboration for an Office Assistant using Google Workspace.

How to Display Google Workspace Skills on Your Resume

5. CRM Software

CRM software is a tool that helps manage a company's interactions with current and potential customers by organizing and analyzing communication and sales information, streamlining processes for improved customer service and retention.

CRM software is important for an Office Assistant because it centralizes customer information, streamlines communication, enhances organization and scheduling, improves customer service, and increases efficiency in managing relationships and tasks.

How to Improve CRM Software Skills

Improving CRM software involves enhancing user experience, integrating advanced technologies, and ensuring data accuracy. For an Office Assistant, the focus should be on automation, accessibility, and customization.

Automate Routine Tasks : Integrate AI and machine learning for predictive analytics and automate repetitive tasks like data entry and appointment scheduling. Salesforce's AI offers insights and recommendations to boost efficiency.

Improve Accessibility : Ensure the CRM is mobile-friendly and accessible across devices, allowing Office Assistants to update and access information anytime, anywhere. Microsoft Dynamics 365 provides a seamless experience across devices.

Enhance Customization : Allow for easy customization of dashboards and reports to fit the specific needs of the user. HubSpot CRM offers customizable views and properties.

Integrate with Other Tools : Ensure seamless integration with email, calendar, and other essential office tools for streamlined operations. Zapier can automate workflows between your CRM and other apps.

Focus on User Training and Support : Offer comprehensive training resources and responsive customer support to maximize the CRM's value. Zoho CRM provides extensive tutorials and support.

Ensure Data Security and Privacy : Implement robust security measures to protect sensitive information. Oracle CRM focuses on advanced security technologies.

By focusing on these aspects, you can significantly improve the effectiveness and efficiency of CRM software for Office Assistants.

How to Display CRM Software Skills on Your Resume

6. Typing Speed

Typing speed, in the context of an Office Assistant, refers to the number of words per minute (WPM) an individual can accurately type, indicative of their efficiency in performing computer-based tasks, including document preparation and communication.

Typing speed is crucial for an Office Assistant as it enhances productivity, enables efficient document and email management, and improves response times to communications, contributing to smoother office operations.

How to Improve Typing Speed Skills

To improve your typing speed as an Office Assistant, focus on:

• Practice Regularly: Allocate specific time daily for typing practice. Use online platforms like TypingTest or 10FastFingers for exercises and tests.
• Learn Touch Typing: Master touch typing to increase speed without looking at the keyboard. Tutorials on TypingClub can guide you through the process.
• Improve Posture: Maintain proper ergonomic posture to type more efficiently. A straight back and correctly positioned hands reduce fatigue.
• Use Shortcuts: Learn keyboard shortcuts for common tasks to save time. Websites like ShortcutWorld offer comprehensive lists of shortcuts for various applications.
• Regular Breaks: Take short breaks to avoid strain and maintain performance. The Pomodoro Technique, working for 25 minutes followed by a 5-minute break, can be beneficial.

These steps, practiced consistently, will lead to a noticeable improvement in typing speed and efficiency.

How to Display Typing Speed Skills on Your Resume

7. Calendar Management

Calendar management for an Office Assistant involves organizing and updating schedules, arranging meetings, appointments, and events, ensuring efficient use of time and resources, and preventing scheduling conflicts for individuals or teams within an organization.

Calendar management is crucial for an Office Assistant as it ensures efficient scheduling, prevents conflicts, maximizes productivity, and facilitates smooth operation of office activities and appointments.

How to Improve Calendar Management Skills

To improve calendar management as an Office Assistant, follow these concise strategies:

Prioritize tasks and meetings: Focus on the importance and urgency of events to manage your calendar efficiently. Time Management Matrix can help in prioritizing effectively.

Use scheduling tools effectively: Embrace tools like Google Calendar or Microsoft Outlook for scheduling, reminders, and avoiding conflicts.

Block time for focused work: Dedicate blocks of time for specific tasks to increase productivity. Learn more about time blocking here .

Set clear agendas for meetings: Ensure every meeting has a clear purpose and agenda to maximize efficiency. Harvard Business Review offers insights on managing meetings better.

Regularly review and adjust: Weekly reviews of your calendar can help you adjust and prepare for the upcoming tasks. Getting Things Done (GTD) methodology emphasizes regular reviews.

Learn to say no: Decline meetings that don’t align with your priorities or goals. The art of saying no is crucial for effective time management. Forbes often provides articles on assertiveness in the workplace.

By implementing these strategies, you can significantly enhance your efficiency in calendar management.

How to Display Calendar Management Skills on Your Resume

8. Slack Communication

Slack Communication is a digital platform used by teams for messaging, file sharing, and collaboration in real time, streamlining office communication and project management.

Slack communication is crucial for an Office Assistant as it streamlines information flow, enables efficient task management, and fosters collaboration among team members, ensuring smooth operation and productivity in the workplace.

How to Improve Slack Communication Skills

To enhance Slack communication as an Office Assistant, follow these concise strategies:

Use Direct Messages Sparingly : Reserve DMs for private matters. Encourage the use of public channels for team-related discussions to foster transparency. Slack's Guide on Direct Messages .

Organize Channels Effectively : Create channels for different projects, teams, or topics. This helps in keeping conversations organized and relevant. Best Practices for Organizing Channels.

Utilize Slack Features : Make use of features like pinned messages for important information, reminders for follow-ups, and reactions for quick responses. Slack Features to Help You Stay Organized.

Establish Communication Guidelines : Develop a set of rules for when and how to use Slack, including response time expectations, appropriate use of @mentions, and etiquette for group conversations. Creating a Slack Communication Plan.

Regular Cleanup : Encourage the team to archive inactive channels and clear out old files to keep the workspace clutter-free. Cleaning Up Your Slack Workspace .

By implementing these strategies, you can streamline communication, enhance productivity, and maintain an organized Slack workspace.

How to Display Slack Communication Skills on Your Resume

9. Zoom Proficiency

Zoom Proficiency for an Office Assistant refers to the skillful ability to use Zoom software effectively for scheduling, managing, and facilitating virtual meetings, understanding and applying its features such as screen sharing, breakout rooms, and recording, ensuring smooth communication and collaboration within an office environment.

Zoom proficiency is crucial for an Office Assistant as it enables efficient organization and management of virtual meetings, enhances communication with team members and clients, and supports the seamless execution of online events, thereby maintaining productivity and professionalism in a remote or hybrid work environment.

How to Improve Zoom Proficiency Skills

Improving Zoom proficiency, especially for an Office Assistant role, involves mastering both technical and organizational skills to facilitate smooth and effective virtual meetings. Focus on the following key areas:

Familiarize with Zoom Controls : Understand basic and advanced features like screen sharing, breakout rooms, and recording. Zoom's own tutorials are an excellent starting point.

Enhance Meeting Security : Learn to manage participants, enable waiting rooms, and set meeting passwords to ensure meetings are secure. Zoom's security features guide offers detailed insights.

Scheduling and Calendar Integration : Master scheduling meetings directly from Zoom or through calendar integrations with Google Calendar or Outlook. This scheduling guide provides step-by-step instructions.

Effective Communication Tools : Utilize Zoom's chat, polls, and reactions to engage participants and gather feedback efficiently. Explore how to use these tools in Zoom's guide on meeting and webinar features .

Troubleshooting Common Issues : Be prepared to assist participants with common technical issues. The Zoom Help Center is a valuable resource for troubleshooting.

Continuous Learning and Updates : Stay updated with the latest Zoom features and updates to enhance your proficiency. Follow the Zoom Blog for the latest news and tips.

By focusing on these areas, an Office Assistant can significantly improve their Zoom proficiency, contributing to more efficient and engaging virtual meetings.

How to Display Zoom Proficiency Skills on Your Resume

10. Adobe Acrobat

Adobe Acrobat is a software application used for creating, editing, managing, and viewing PDF documents, essential for office assistants in handling and distributing digital documents efficiently.

Adobe Acrobat is important for an Office Assistant as it enables efficient creation, editing, and management of PDF documents, which are essential for professional communication, document archival, and ensuring compatibility across different platforms and devices.

How to Improve Adobe Acrobat Skills

To improve Adobe Acrobat for an Office Assistant, focus on mastering a few key areas:

Learn Keyboard Shortcuts : Enhance efficiency by memorizing Acrobat's keyboard shortcuts for common tasks like saving ([Ctrl + S], [Cmd + S] on Mac), printing ([Ctrl + P], [Cmd + P] on Mac), and undo ([Ctrl + Z], [Cmd + Z] on Mac). Adobe's keyboard shortcuts list can be a valuable resource.

Utilize Action Wizard for Repetitive Tasks : Automate repetitive tasks (e.g., organizing documents, optimizing PDF sizes) by creating actions. This tutorial on creating actions can guide you through the process.

Bookmarking and Linking for Navigation : Improve document navigation by adding bookmarks and links, especially in lengthy PDFs. This enhances the reader's experience. Adobe’s guide on creating bookmarks and links will help you start.

Optimize PDFs for Web and Email : Learn to compress and optimize PDFs for sharing via email or online, ensuring quick loading and downloading times. This optimization guide explains how to adjust quality settings.

Stay Updated : Adobe frequently updates Acrobat with new features and performance improvements. Ensure you have the latest version by checking Adobe's update page .

By focusing on these areas, an Office Assistant can significantly improve their efficiency and productivity with Adobe Acrobat.

How to Display Adobe Acrobat Skills on Your Resume

11. Spreadsheet Management

Spreadsheet management involves creating, maintaining, and updating spreadsheets to organize, analyze, and present data efficiently, supporting various administrative and operational tasks for effective decision-making and reporting.

Spreadsheet management is crucial for an Office Assistant as it ensures accurate, efficient organization and analysis of data, supports informed decision-making, and enhances productivity by streamlining tasks such as reporting, budgeting, and scheduling.

How to Improve Spreadsheet Management Skills

Improving spreadsheet management involves organizing data efficiently, employing best practices for data entry and analysis, and utilizing tools for automation and collaboration. Here are concise steps tailored for an Office Assistant:

Organize Data : Use clear, descriptive headings and keep related data in the same spreadsheet. Google's guide on organizing data in Sheets can apply broadly.

Utilize Templates : Save time by using templates for common tasks. Microsoft's template gallery offers a variety.

Employ Data Validation : Ensure data consistency and accuracy by setting rules for what data can be entered. Excel’s data validation feature is a valuable tool.

Learn Basic Formulas : Automate calculations and data analysis. Excel’s formula tutorial can get you started.

Implement Conditional Formatting : Highlight important information automatically. Google Sheets’ guide on conditional formatting is applicable across different spreadsheet software.

Use Pivot Tables : Summarize large data sets for quick analysis. Check out Excel's pivot table tutorial .

Secure Data : Protect sensitive information and control who can view or edit. Google Workspace Admin help outlines steps to secure spreadsheets.

Collaborate Effectively : Share documents and work together in real-time. Microsoft's collaboration guide for Excel demonstrates collaboration tools.

By applying these techniques, an Office Assistant can enhance the efficiency, accuracy, and usefulness of spreadsheet management.

How to Display Spreadsheet Management Skills on Your Resume

12. Trello Organization

Trello Organization is a digital tool that allows Office Assistants to manage projects, organize tasks, collaborate with team members, and track progress through customizable boards, lists, and cards, enhancing productivity and project coordination.

Trello Organization is important for an Office Assistant as it streamlines task management, enhances team collaboration, and ensures efficient tracking of projects, deadlines, and priorities, thereby improving overall productivity and organization in the workplace.

How to Improve Trello Organization Skills

To enhance your Trello organization as an Office Assistant, focus on these concise steps:

Structure Your Boards : Create separate boards for different projects or departments. Board Creation Guide .

Use Labels Wisely : Implement a color-coded label system for quick visual categorization. Labeling Guide .

Implement Card Templates : Save time by creating templates for repetitive tasks or projects. Card Templates Info .

Automate Repetitive Tasks : Use Butler to automate common actions like moving cards, scheduling, and more. Butler Automation .

Regularly Archive : Keep your boards clutter-free by archiving completed or outdated items. Archiving Steps.

Integrate with External Tools : Use Power-Ups to connect Trello with other apps you use for a seamless workflow. Power-Ups Guide .

Share and Collaborate : Ensure your team members are added to relevant boards for efficient collaboration. Collaboration Tips.

By refining your Trello setup with these strategies, you'll optimize your productivity and streamline your office assistant duties.

How to Display Trello Organization Skills on Your Resume

Related Career Skills

• Administrative Office Assistant
• Business Office Assistant
• General Office Assistant
• Front Office Assistant
• Medical Office Assistant
• Law Office Assistant

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• Resume and Cover Letter
• 11 Best Administrative Skills...

11 Best Administrative Skills for Your Resume (With Examples)

11 min read · Updated on February 15, 2024

Discover the top administrative skills to make your resume stand out

Having strong administrative skills means you're able to plan events and projects, manage time, and keep things organized and running like a well-oiled machine. It also means you come to the table with the ability to communicate and engage with the customers, clients, and stakeholders of a company. 

Though administrative skills are necessary for jobs like Administrative Assistants, Receptionists, and Office Managers, they also add value to virtually any position across the various industries you might find yourself employed in. Since they're highly valued by employers, it benefits you to ensure you highlight sought-after administrative skills on your resume. 

In this post, we cover:

What administrative skills are

Why administrative skills on resumes are important

Some of the most in-demand administrative skills for resumes

How to highlight administrative skills on resumes

Where to include administrative skills on resumes

Administrative skills defined

Administrative skills are a series of qualities that, when combined, allow you to help manage a business or department or run an office. They include both hard skills, like knowing how to use a specific software application, and soft skills, like communication and problem solving. Examples of essential administrative tasks might include communicating with employees, filing, running reports, calendar management, and answering client questions. 

Why administrative skills are important to employers

People with strong administrative skills tend to be reliable self-starters with the ability to organize and manage time well. With a diverse skill set, they're valued by employers because they help organizations to maintain productivity and keep things running smoothly - they're a cornerstone of a company's success.  Any successful business will not only have administrative staff with strong administrative skills on their resume, but will also have other employees throughout the organization that apply these types of skills in their various jobs.

Administrative skills are also some of the most transferable skills between industries and job types. Administrative skills required for a role in the marketing sector would be applicable and transferable to the energy sector, for example. 

What are some of the most in-demand administrative skills for resumes?

When it comes to administrative skills on resumes, there are many that can make you stand out to hiring teams. Here are 11 of the top administrative skills to consider for your resume, and why they're important. 

1. Communication

Communication - both verbal and written - is a daily requirement for virtually any position. Those in administrative positions often need to communicate in different forms with a variety of people, both internal and external to the business, from employees and executives to clients and contractors. 

2. Microsoft 365

We're all familiar with certain Microsoft 365 applications, like Microsoft Word and Outlook. However, those with solid technical administrative skills on their resume tend to be knowledgeable in how to use all applications in the suite, including Excel, PowerPoint, and OneDrive. 

3. Organization

With the many plates employees often have spinning all at once, it's vital they hone in on the administrative skill of organization. In fact, it's one of the most important administrative skills to ensure things run smoothly within a team, department, or business. When you're organized, you tend to have good time management and planning skills as well, which are also sought-after administrative skills on resumes. 

4. Problem solving

We're constantly solving problems every day, including at work. A good problem solver identifies the problem, proposes solutions, chooses the best solution, and implements the it. Strong problem solvers support business continuity, innovation, and inspiration, making it a highly valuable administrative skill on resumes.  

5. Scheduling

Though essentially all employees have to maintain their schedules, administrative positions, in particular, often have the daunting task of keeping up with several schedules at once. In addition to calendar management, Administrators often have to coordinate and schedule meetings, travel arrangements, and events for the teams or individuals they support, making scheduling a vital technical skill to have.  

6. Flexibility

Change is the only constant, as they say, which requires flexibility. Employees need to be flexible to successfully adapt to changing priorities, demands, and requests. Without flexibility, work can be more stressful and productivity can take a hit.  

7. Working well under stress

Tight deadlines, quick turnaround times, multiple requests, several projects all at once, and day-to-day tasks can feel like a lot for any employee. Being able to work well under stress is necessary to stay on top of things without becoming overwhelmed, which can slow things down. When you work well under stress, you also tend to be good at multitasking, another valuable administrative skill. 

8. Customer service

For positions that are customer and client facing, strong interpersonal and customer service skills are necessary administrative skills. This is especially true for service and support-oriented positions. 

9. Teamwork

Though administrative professionals tend to be on point to keep things operating as needed, they do so as part of a team. The same goes for individual contributors who, while being responsible for their own tasks and activities, contribute to the department and generally work as part of a team to accomplish department and organizational goals and objectives. 

10. Detail orientation

When you're managing calendars, sharing business information, planning events, or drafting presentations, you must pay attention to the details to ensure accuracy and efficiency. Mistakes in these areas can be costly - if not in terms of dollars, in terms of added stress and lost time. As such, employers want to know they can trust you to adequately cross all the t's and dot all the i's when they hire you to do a job, making attention to detail an in-demand administrative skill.    

11. Event coordination

Administrative professionals, in particular, are often responsible for planning events of varying sizes. Coordinating company events, holiday parties, staff meetings, and more can all fall under the administrative umbrella. What's great about highlighting event coordination skills is that you're showing several other administrative skills at the same time, including organization, communication, multitasking, collaboration, and problem-solving.

Additional administrative skills for resumes 

The above list is just a launching point to help you get started with your own list of administrative skills to include on your resume. Below are some additional hard and soft skills often found on administrative resumes to provide even more inspiration.

Administrative hard skills for resumes

Office equipment use

Database management

Videoconferencing

Expense reporting

Google Docs

File management

Administrative soft skills for resumes

Decision-making

Interpersonal skills

Prioritization

Active listening

Critical thinking

Open-mindedness

How to highlight administrative skills on your resume

Make a list of your administrative-related skills and accomplishments. Using this post as inspiration, sit down and thoughtfully list all of the administrative skills you possess. From there, make a list of all of the administrative duties and responsibilities you've held, as well as any work accomplishments related to administrative skills you've applied or positions you've held. 

Refer to the job description. Review the job description you're interested in and highlight any administrative skills and experience required. Then, compare that to the list you created based on your work history. Be sure your resume includes the administrative skills and experience you have that align with the job description. This is a great way to incorporate keywords into your resume to pass an employer's applicant tracking system , or ATS, and grab the attention of hiring managers.

Showcase soft and hard (technical) skills throughout your resume. For maximum benefit, highlight both hard and soft administrative skills throughout your resume. Hard skills are measurable and learned skills, whereas soft skills are intangible and difficult to measure, though vital for job success. We discuss where and how to include hard and soft skills in the next section. 

Highlight soft skills through on-the-job accomplishments and achievements. Unlike with technical skills, you don't want to merely list soft skills on your resume. Instead, you want to show off your soft skills through the achievements you choose to highlight. For example, consider the following:

Oversaw and coordinated a 5-hour corporate event for 1,000 employees, showcasing the executive team and highlighting employee achievements and milestones for 2023

This achievement highlights organization, time management, attention to detail, critical thinking, and creativity administrative soft skills, to name a few. 

Where to highlight administrative skills on your resume

Now that you know how to come up with administrative skills to include on a resume, where can you incorporate them? Any of the following are excellent options:

Resume Summary

Skills or core competencies section.

Experience section

Certifications section

Additional sections.

Your resume summary , that sits just below your contact information, is where you can pack a punch to entice resume readers to keep reading. Here are a couple of examples of how to include administrative skills in your resume summary:

Administrative professional example

Administrator with over 5 years of experience working with C-suite executives to navigate organizational challenges and provide solutions to maintain business continuity and operations. Managed up to 15 calendars at one time using effective scheduling, time management, and organizational skills. 

What are some of the administrative skills this summary speaks to? How about:

Communication

Organization

Problem solving

Time management

Stress management

Multitasking

Non-administrative individual contributor example

Focused engineering professional with 10 years of experience in the oil & gas sector. Leverages solid problem-solving skills to address concerns in high-stakes environments, with the flexibility required to adjust priorities and maintain productivity. Organized and led a $2M pipeline construction project to upgrade pipeline requirements, meeting current industry standards. 

Some of the administrative skills that this summary highlights include:

Prioritizing

Flexibility

Attention to detail

It can be beneficial to include a Core Competencies section just below your resume summary to showcase your technical skills, as well pertinent soft skills. For example:

Core Competencies

Customer Service | Microsoft 365 | Quickbooks | Research | Scheduling   |   Enterprise Resource Planning (ERP) | Oracle Applicant Tracking System | Certified Administrative Professional (CAP) | Event Coordination

Alternatively, the hard skills listed could all also go under a Technical Skills section near the end of your resume:

Technical Skills

Enterprise Resource Planning (ERP)   |   Microsoft 365   |   Quickbooks   |   Research   |   ATS Proficiency   |   Event Coordination   |   Scheduling

Avoid being repetitive and listing the same skills in both a Core Competencies and Skills section - only choose one of the two if you don't have different skills to include in each list.

Work Experience section

Another section to highlight your stellar administrative skills is in the Work Experience section. Here's an example that showcases focus, stress management, communication, filing, organization, switchboard management, time management, and more, all in just three bullet points!

Receptionist

ABC Company, Houston, TX

July 2021 - Present

Managed switchboard for three office buildings housing over 750 employees

Answered client questions regarding products and services, handling a high call volume of 40 to 50 calls per day

Spearheaded development of a new filing system for improved organization of client cases related to issues and concerns

If you hold any administrative-related certifications, you can choose to include them in a Certifications section on your resume. Relevant certifications not only showcase acquired administrative skills and knowledge, but also indicate your dedication to professional development. 

Examples of in-demand administrative certifications are:

Microsoft 365

Certified Administrative Professional (CAP)

Administrative Assistant Certification (CAA)

Microsoft Office Specialist Certification (MOS)

Certified Associate in Project Management (CAPM)

Professional Administrative Certification of Excellence (PACE)

Finally, some might choose to highlight administrative skills on their resume by including additional sections, such as:

Volunteer Work

Hobbies & Interests

Extracurricular Activities

Special Projects

Including additional sections on a resume can benefit those who have gaps in administrative work experience, skills, or education.

Top tip: why not check out our Office Administrative Assistant resume example ?

Administrative skills = valuable assets for any resume

Whether you're applying for an administrative position or any other type of position, administrative skills on resumes add value and tend to stand out to hiring managers. Now, you're equipped with some of the most in-demand administrative skills to include on your resume, as well as advice on how and where to incorporate them. With these tips, you'll be landing those interviews in no time! 

Are you representing administrative skills on your resume appropriately? Why not submit it for a free resume review to find out?

Recommended reading:

How to Use a Reverse Chronological Resume Format

How to Check if My Resume is ATS-Friendly for Free

How to Show Promotions on a Resume (with Examples)

Related Articles:

Do Hiring Managers Actually Read Cover Letters?

How to Create a Resume With No Education

Why You Lose When You Lie on Your Resume: Learning From Mina Chang

See how your resume stacks up.

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Office Assistant Resume Sample + How-to Guide for 2024

You’re an office assistant. 

You perform clerical duties to keep the office running smoothly.

Well, once you get the job…

There are dozens of other applicants in the way.

But how can you persuade the recruiter to choose you, and not them?

Well, you need to show how much of a valuable asset you will be to the office.

This is done by creating a job-winning office assistant resume, which we will take you through in this guide. 

• An example of a finished office assistant resume that works
• How to write an office assistant resume that’ll fill up your interview diary
• How to make a office assistant resume stand out [with top tips & tricks]

Before we get into the details, here’s an office assistant resume example, created with our very own resume builder :

Looks neat, right?! Follow the steps below to create an office assistant resume that get results, just like the above example.

Considering applying for a different position? We can help you craft the perfect new resume - check out our related resume examples here:

• Administrative Assistant Resume
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• Bank Teller Resume
• Banking Resume

How to Format an Office Assistant Resume

Before you can reveal your office assistant skills, you need pick the correct format.

Doing so will allow your best qualities to be seen at glance.

The resume format that we recommend office assistants start with is called “ reverse-chronological” , and it’s for good reason. Essentially, it allows the office manager to immediately see how your skills and experience can help in the office. 

There are two other formats that you may want to try:

• Functional Resume – If your office skills are stronger than your actual experience, then this resume format is recommended. It’s ideal for those who lack experience in an office setting or who have employment gaps.
• Combination Resume – Combining both “Functional” and “Reverse-Chronological”, this format focuses both on your office skills AND work experience. In opposition to the functional resume, you may want to use a combination resume if you have previously worked in an office.

Once you’ve chosen a format that suits your specific situation, you need to then organize your resume layout .

Use an Office Assistant Resume Template

An office assistant’s job requires attention to detail on all types of documentation.

As such, you need a professional-looking resume that shows you can walk the walk. 

A cluttered resume with formatting errors just won’t cut it. 

That means avoiding Word, which can result in your resume falling apart with every simple change.

Want to skip formatting issues? Use an office assistant resume template. Any of the following resume templates can be tailored for a perfect office assistant resume.

What to Include in an Office Assistant Resume

The main sections in an office assistant resume are:

• Work Experience
• Contact Information

Want to go a step further? You can also add these optional sections:

• Awards & Certification

Interests & Hobbies

That sounds great, but what do we write for each of these sections? 

Read on to learn how.

Want to know more about resume sections? View our guide on What to Put on a Resume .

How to Correctly Display your Contact Information

Like that important document you need to photocopy, your contact information resume section doesn’t need any creative flare.

However, the information must be kept brief and accurate.

You could create the best office assistant resume ever seen, but if you list the wrong phone number, then your chances of getting an interview are virtually zero. 

The contact information section must include:

• Professional Title – In this case, “Office Assistant”
• Phone Number – Check this carefully
• Email Address – Use a professional email address ([email protected]), not a personal one ([email protected])
• Location - City/Country
• Optional - Relevant social media
• Max Smith - Office Assistant. 101-358-6095. [email protected]
• Max Smith - Office Hero. 101-3598-6095. [email protected]

How to Write an Office Assistant Resume Summary or Objective

Did you know that recruiters spend less than a minute glancing over each resume?  

This fact highlights the importance of immediately hooking the recruiter.

To do this, use a resume summary or objective .

These are short, powerful paragraphs that introduce the rest of your resume. 

But what is the difference between the two sections?

A resume summary is a 2-4 sentence summary of your professional experiences and achievements.

• Experienced office assistant seeking to leverage advanced office skills for improved efficiency at Media XYZ. 5+ years of industry experience includes decreasing data entry mistakes by 23%, decreasing negative feedback by 11%, and giving insights into creating paperless office environments.

A resume objective is a 2-4 sentence snapshot of what you want to achieve professionally.

• Motivated English Literature graduate seeking an office assistant role at Media XYZ. Experience includes temp administrative jobs, which involved data entry, answering phone calls, and filing paperwork. Received praise for consistent positive attitude and willingness to work.

Which resume format should an office assistant choose?

Generally, we recommend going with a summary if you have lots of experience as an office assistant. An objective is more weighted to showing your goals, so is better suited to those who have never worked as an office assistant (graduates, career changers, or those still studying).

How to Make Your Office Assistant Work Experience Stand Out

The work experience section is where most jobs are won and lost.

You see, it reduces the risk of hiring the wrong person for the job.

After all, recruiters need to be confident that you can do the job.  

Luckily, you can build a job-winning office assistant work experience resume section with just a few tips and tricks.

• Read the job description to discover what the company requires
• Note down your most notable achievements
• Use bullet points to list the achievements that align with the job description

Here’s the best way to structure your work experience section:

• Position name
• Company Name
• Responsibilities & Achievements

Office Assistant

03/2018 - 04/2021

• Helped action a paperless office environment, which reduced labor hours by an average of 14 hours per month
• Monitored daily customer emails, which led to an increase in customer retention by 22% from March 2019 to September 2020
• Input data for all sales orders – decreased errors by 12% compared to the previous office assistant

As you may notice, the above examples focus on the candidate’s achievements, rather than their daily tasks. 

For example, instead of saying:

“Sent emails”

“Monitored daily customer emails, which led to an increase in customer retention by 22% from March 2019 to September 2020”

Now, do you think that the first statement will impress the recruiter?

Of course not!

It shows that you responded to emails, but it doesn’t show the results of your work.

The second statement shows that your work directly improved office-efficiency , which is something the potential employers will LOVE.

What if You Don’t Have Work Experience?

Are you a graduate looking for your first office job?

Or maybe you have experience in an office, but never as an assistant?

Now, you can try to win the recruiter over by pleading your dreams and aspirations…

But that won’t work.

It's a better idea to display any overlapping experiences from your non-office-assistant jobs.

For graduates, you can draw upon any experience from your educational setting. Talk about how you had to meet deadlines, maintain your files, and make photocopies – amongst other things.

Are you a recent graduate? Make sure to check out our student resume guide!

Use Action Words to Make Your Office Assistant Resume POP!

You want your resume to outshine the competition, which means using power words to make your achievements stand out:

• Facilitated
• Coordinated

How to Correctly List your Education

Next, it’s time to talk about your education.

There’s nothing too complicated with this section, just simply enter your education history in this format:

• Degree Type & Major
• University Name
• Years Studied
• GPA, Honours, Courses, and anything else you might want to add

B.A. in Business Administration

Boston State University

Relevant Courses: Business Communications and Academic Skills, Introduction to Work and Organisations, Contemporary Management, Managing Organisations, Management and Strategy, Contemporary HRM

Still need answers? If so, allow us to answer some of the most frequently asked questions:

What if I haven’t completed education yet?

• Regardless of whether you’re a marketing graduate or still studying, you should still mention every year of education to date

Should I include my high school education?

• The general rule is to only include your highest education. So, include your high school education if you don’t have a relevant degree

What do I put first, my education or experience?

• Experiences are the priority, so those go first. If you’re a recent graduate, you will likely need to start with education

Need more advice? Check out our guide on how to list education on a resume .

Top 10 Skills for an Office Assistant Resume

Is the recruiter looking for anything as they glance over your resume?

Well, yes… they want to see the correct office resume skills .

These skills show that you have what it takes to handle any task that comes your way.

You can fill your resume with the best office assistant resume skills by following these simple steps:

• Look at the job description and other job offers online
• Highlight all the skills they are looking for
• List all highlighted skills and any more you can think of

Here are some of the most common office assistant skills:

Hard Skills for an Office Assistant Resume:

• Microsoft Office
• Answering phones
• Office equipment

Soft Skills for an Office Assistant Resume:

• Communication
• Reliability
• Team Player
• Time Management 

Here’s a more comprehensive list of 100+ must-have skills this year.

What Else Can You Include?

Congrats – you have now covered every essential resume section .

But don’t clock out of the office just yet.

You need your resume to really impress!

Doing a good job at the above sections should be enough to get you shortlisted, but adding extra sections can be the major factor in whether you secure an interview or not.

Awards & Certifications

Have you ever earned an employee of the month award?

Have you completed any courses to improve your office skills?

If you have something to be proud of, make sure to mention it in your resume!

Here are some example:

• Employee of the Year 2018 – Tiston Inc
• Microsoft Office Certified Specialist
• Learning How to Learn – Coursera Certificate
• Excel Skills for Business – Coursera Certificate

Even though it may not be a requirement on the job description, being able to speak a second language is an impressive skill that could always come in handy. 

As such, feel free to add a language section if you have space.

Rank the languages by proficiency:

• Intermediate

Next up, a section about what you like to do on the weekend…

You’re likely wondering about the purpose of this section.

Well, it isn’t a vital part of your resume, but it does allow the hiring manager to learn more about you as a person.

So be sure to include your hobbies, especially if you enjoy social activities. 

Here’s which hobbies & interests you may want to mention.

Include a Cover Letter with Your Resume

It’s a common mistake to think that your office assistant resume will work on its own.

Now, a well-written resume will get you onto the shortlist, but including a cover letter creates an unforgettable application that will attract interview after interview. 

You see, a cover letter allows you to start a conversation.

Unlike the pile of resumes on the recruiter’s desk, your application includes a personalized piece of content that shows you’re prepared to go the extra mile.

Here’s how to create an office assistant cover letter that converts:

You should complete the following sections:

Personal Contact Information

Your full name, profession, email, phone number, and location

Hiring Manager’s Contact Information

Full name, position, location, email

Opening Paragraph

It’s no secret that recruiters skim through resumes and cover letters. As such, you need a powerful opening paragraph. Use concise language to mention:

• The position you’re applying for
• Your experience summary and best achievement to date

With the recruiter now intrigued to know more, you can get deeper into the following specifics:

• Why you chose this specific school
• What you know about the school’s philosophy 
• How your top skills are relevant to the teaching position
• Which similar industries or positions have you worked in before

Closing Paragraph

Don’t just end the conversation abruptly, you should:

• Conclude the points made in the body paragraph
• Thank the hiring manager for the opportunity
• Finish with a call to action. This is a great way to continue the conversation. A simple “At your earliest opportunity, I’d love to discuss more about how I can improve office efficiency…” will work.

Formal Salutations

Finish the letter with a professional closer. We would recommend something like “Kind regards” or “Sincerely.”

For more inspiration, read our step-by-step guide on how to write a cover letter .

Key Takeaways

Followed all of the advice above?

Then you may want to get prepared for your upcoming interview...

Let’s quickly summarize everything we’ve learnt today:

• Format your office assistant resume in the best way. We recommend starting with the reverse-chronological format, and then using a professional content layout
• Use a resume summary or objective to highlight your best qualities
• Focus on your best achievements from your work experience, not your daily responsibilities
• Make your application personal with a convincing cover letter 

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7 Office Assistant Resume Examples Built for 2024

Office Assistant

Best for senior and mid-level candidates.

There’s plenty of room in our elegant resume template to add your professional experience while impressing recruiters with a sleek design.

Resume Builder

Like this template? Customize this resume and make it your own with the help of our Al-powered suggestions, accent colors, and modern fonts.

Office Assistant Resume

• Office Assistant Resumes by Experience
• Office Assistant Resumes by Role

As an office assistant, you’re great at organizing and can communicate effectively with anybody. You’re the champion of calendars, schedules, and office supplies. Your job helps everything run efficiently, and the entire office flourishes when you do your job right.

But to land an office assistant job,  your AI cover letter and resume must show the hiring manager that you have what it takes to hold the office together . We’ve researched hundreds of successful resumes and compiled the  most effective resume tips  to help you land your next interview and, ultimately, your next job.

Take a look at these seven office assistant resume examples, and let us help you  build a stellar resume !

or download as PDF

Why this resume works

• When including work experience outside your desired field, highlight strengths and characteristics that make you a good employee, such as teamwork, management abilities, and customer service skills—all of which you can dive into further in your office assistant cover letter .
• Although you should always include the name of the company you’re applying to and the role you’re seeking, the rest is up to you. We recommend including your years of experience and skillsets, but you can also write a two-to-three sentence narrative of one of your greatest successes. 

Entry-Level Office Assistant Resume

• An objective helps you convey your interest and qualifications, but you should only include one if you tailor it to each position to which you apply. A generic objective takes up space that could be used for work experience, so choose wisely.
• Don’t fall into the trap of adding fluff that doesn’t mean much; instead, increase the number of bullet points for each position so you can showcase more of your skills.

Senior Office Assistant Resume

• We recommend using the reverse-chronological format to help employers see a timeline of your career.
• Include metrics like how many customers you helped, how much your actions improved overall efficiency, and how many calendars you managed, to name a few examples.

Office Assistant Administrative Assistant Resume

• The deal’s simple: Show you know and have helped teams breeze through their daily administrative tasks. Even something as small as responding to emails will work. Just make sure you’re stating its importance like “Streamlined email communication with the senior management by categorizing and responding to 116+ daily emails, lowering response times by 34%.”

Medical Front Office Assistant Resume

• Prove your worth by adding quantifiable bullet points of the amount of data you’ve organized with precision. Another great addition is to mention how you’ve reduced communication delays using software like TigerNext to improve patient care.

Medical Office Assistant Resume

• When choosing what skills to include, check the  job description  first. The employer will likely have a host of skills they require from their applicant, and you can pick from their list.
• Of course, only include skills that you actually possess. Lying on your resume isn’t a good way to start a new job!
• Avoid words that don’t mean much, like “helped” or “assisted.” Instead, include direct verbs that relate to your position as a medical office assistant, such as “coordinated,” “communicated,” and “implemented.”

Front Office Assistant Resume

• This is a great way to elevate your front office assistant resume since it shows your dedication to furthering your career and growing your skills.
• It may seem a bit personal, but adding your interests gives employers a sense of your personality and skills in a way that work experience can’t quite accomplish.
• For example, if you like reviewing classic films, hiring managers will conclude you have an analytical mindset and strong communication skills, which are both major green flags.
• Choose your hobbies carefully, though—playing video games might be your favorite pastime, but will it inspire employers to hire you?
• Sometimes it can help to read the company’s website to get a feel for what they value. That way, you can include hobbies you love that also resonate with the employer, boosting your chances of an interview.

Related resume guides

• Office Administrator
• Front Desk Receptionist
• Executive Assistant
• Administrative Assistant

How to List Office Assistant Skills on a Resume | Best Skills and Examples

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How to list office assistant skills on your resume

Best office assistant skills to add to a resume, how to improve your office assistant skills.

If you’re applying for a role as an office assistant or similar position, there are certain skills and qualifications that an employer will be looking for on your resume. This includes a mix of hard and soft skills that are required to successfully perform the role. With the current job market being more competitive than ever, it’s important to showcase the right skills on your resume to stand out from the pack and give yourself the best chance at success. This article shows you how to list relevant office assistant skills on a resume with examples and gives you a list of the best office assistant skills and how you can improve your own.

Related: Hard Skills vs. Soft Skills

Here are three ways to list office assistant skills on your resume:

1. First, create a designated ‘Skills’ section

To showcase your skills in an easy-to-read way, create a subheading on your resume titled ‘Skills’ and list your most relevant skills in a bullet-point format. Place this section near the top of your resume so it’s one of the first things a hiring manager will see.

2. Second, include skills in descriptions of your work experience

Hiring managers like to see how you’ve used your skills in previous roles, so use your ‘Work Experience’ section to demonstrate this. For example, if you’ve listed ‘Switchboard experience’ as a skill, you might demonstrate this in your work history by stating: ‘Managed a busy switchboard for over 500 employees.’

3. Third, don’t forget to write a cover letter and submit it with your resume

Your cover letter is a useful tool to highlight your skills. Pick out your top three most relevant office assistant skills and showcase them in your cover letter to explain to the hiring manager that you’re the ideal candidate.

Here are some of the best skills to add to your resume when applying for an office assistant role:

• Client relations.  Office assistants typically deal with clients on a daily basis via a range of channels such as over the phone, by email or face-to-face. In some circumstances, you may be the first person a client interacts with at your company, so a friendly demeanor and a client-centric outlook will be among the top attributes a hiring manager will be looking for.
• Communication skills.  Similarly, good communication skills are important in your role as an office assistant. You’ll often find yourself in situations where you have to deal with clients, colleagues or managers at varying degrees of seniority, and being able to communicate confidently and effectively with everyone will ensure your success in the role.
• Managing a switchboard.  Previous experience in managing a switchboard or answering a high volume of calls can often be advantageous when applying for an office assistant role. If this is listed in the job description, it’s in your best interest to highlight it in your resume. Be sure to showcase your experience and match the terminology from the job description. For example, if the job description calls for ‘previous experience operating a switchboard,’ you might list ‘three years’ experience operating a switchboard’ in your resume.
• Attention to detail.  This is an important skill in the workplace, particularly in relation to written communication. Office assistants are often responsible for drafting emails, writing corporate documents and data entry. Good attention to detail will ensure no typos or mistakes make their way into important documents.
• Time management.  Organization is a key skill for an office assistant. This involves managing your time and prioritizing tasks in order to meet deadlines and keep the office running smoothly. A hiring manager will be interested to see examples of your time management skills in your resume.
• Technical skills.  A sound technical ability is often required for an office assistant position. This includes being computer-literate and having a broad knowledge of popular programs such as Microsoft Office. By listing your technical skills and familiarity with specific software programs on your resume, you’ll showcase your capabilities and expertise to the hiring manager.
• Confidentiality.  As an office assistant, you will likely be handling confidential documents, answering phone calls for other people and sometimes accessing private emails. Therefore, trustworthiness and discretion are important attributes that are worth highlighting on your resume.

Here are four simple ways to improve your office assistant skills:

1. First, learn new software programs to keep your technical skills current

A great way to improve your office assistant skills is by dedicating time to learn how to use a new software program. Not only will you expand your skill set and impress an employer, but you’ll also have another skill to add to your resume as you grow your career.

2. Second, pay attention to details to establish high standards for your work

Whether you’re sending an important email or drafting a document, it’s good practice to remember to set aside time to proofread before hitting ‘send.’ Getting into the habit of checking your work will ensure you consistently produce a high standard of work.

3. Then, track your time to become more productive at work

A useful tip to improve your skills and productivity is to track how long it takes you to complete various tasks. By doing this, you’ll be able to identify which tasks are the most time-intensive, so you can start to strategize more efficient ways of getting them done.

4. Finally, speak to other office assistants in your network

It often helps to speak to others who are in the same role as you. Whether they’re colleagues or friends, or whether they work at the same company as you or somewhere else, people who share your passion for the position are a great source of information that can help you reflect on your own work style and improve any areas that may not be working so well.

Resume Worded   |  Resume Skills

Skill profile, office assistant, improve your resume's success rate by using these office assistant skills and keywords ..

• Hard Skills and Keywords for your Office Assistant Resume
• ATS Scan : Compare Your Resume To These Skills
• Sample Resume Templates
• How To Add Skills
• Soft Skills for Office Assistant Roles
• Office Assistant More Resume Templates

Resume Skills and Keywords from Related Jobs

Browse skills from similar jobs, frequently asked questions.

• 3. Effective Action Verbs for your Resume

Get a Free Resume Review

Looking for keywords for a specific job search for your job title here., © 2024 resume worded. all rights reserved., office assistant resume keywords and skills (hard skills).

Here are the keywords and skills that appear most frequently on recent Office Assistant job postings. In other words, these are the most sought after skills by recruiters and hiring managers. Go to Sample Templates ↓ below to see how to include them on your resume. Remember that every job is different. Instead of including all keywords on your resume, identify those that are most relevant to the job you're applying to. Use the free Targeted Resume tool to help with this.

• Microsoft Access
• Office Administration
• Administrative Assistance
• Social Media
• Customer Service
• Administration
• Receptionist Duties
•  Find out what your resume's missing
• Front Office
• Event Planning
• Cooperation
• Adobe Photoshop
• Event Management
• Business Management
• Strategic Planning
• Project Management
• Customer Support
• Business Strategy

Resume Skills: Software

• MS Office Suite
• Google Workspace
• QuickBooks (Beginner)
• Microsoft Office Suite
• Adobe Acrobat
•  Match your resume to these skills

Resume Skills: Administration

• Record Keeping
• Typing (75 WPM)
• Office Equipment Operation
• Document Scanning

Resume Skills: Communication

• Email Writing
• Professional Telephone Etiquette
• Interdepartmental Liaison
• Request Routing
• Verbal and Written Communication
• Personal Reception
• Switchboard Operation

Resume Skills: Administrative Tools

• MS PowerPoint
• Google Sheets

Resume Skills: Office

• Records Management
• Front-Desk Reception

Resume Skills: Organizational Tools

Resume skills: languages.

• Spanish (Fluent)

Resume Skills: Office Management

• Meeting Coordination
• Calendar Management
• Document Management
• Office Equipment Handling
• Confidentiality

  Where on my resume do I add these buzzwords? Add keywords directly into your resume's work experiences , education or projects. Alternatively, you can also include a Skills section where you can list your technical skills in order of your proficiency. Only include these technical skills or keywords into your resume if you actually have experience with them.

   Does your resume contain all the right skills? Paste in your resume in the AI Resume Scan ↓ section below and get an instant score.

Compare Your Resume To These Office Assistant Skills (ATS Scan)

Paste your resume below and our AI will identify which keywords are missing from your resume from the list above (and what you need to include). Including the right keywords will help you get past Applicant Tracking Systems (i.e. resume screeners) which may scan your resume for keywords to see if you're a match for the job.

Sample Office Assistant Resume Examples: How To Include These Skills

Add keywords directly into your resume's work experiences , education or skills section , like we've shown in the examples below. use the examples below as inspiration..

  Where on my resume do I add these buzzwords? Add keywords directly into your resume's work experiences , education or projects. Only include these technical skills or keywords into your resume if you actually have experience with them.

How do I add skills to an Office Assistant resume?

Go through the Office Assistant posting you're applying to, and identify hard skills the company is looking for. For example, skills like Microsoft Access, Receptionist Duties and Administration are possible skills. These are skills you should try to include on your resume.

Add other common skills from your industry - such as Office Administration, Administrative Assistance and Customer Service - into your resume if they're relevant.

Incorporate skills - like Business Strategy, Adobe Photoshop and Business Management - into your work experience too. This shows hiring managers that you have practical experience with these tools, techniques and skills.

Teamwork is a common competency hiring managers look for, particularly for Office Assistant roles, so include at least 1-2 examples of accomplishments that involved leading a team, or collaborating with others to complete a project.

Recruiters look for administrative skills on your Office Assistant, so highlight your experience with key administrative functions, like organizing workshops or communicating with customers and employees.

Try to add the exact job title, Office Assistant, somewhere into your resume to get past resume screeners. See the infographic for how to do this.

Word Cloud for Office Assistant Skills & Keywords

The following word cloud highlights the most popular keywords that appear on Office Assistant job descriptions. The bigger the word, the more frequently it shows up on employer's job postings. If you have experience with these keywords, include them on your resume.

Office Assistant Soft Skills

Here are common soft skills that appear on Office Assistant job postings. Unlike hard skills, which refer to tools, software or techniques, soft skills focus on character traits and interpersonal skills. Instead of listing these phrases on your resume, try to show them through your bullet points like in the examples below.

• Public Speaking
• Communication
• Team Leadership
• Client-focused

Tip: Do not list these words or phrases on your resume, and instead focus on the hard skills we described above.

We also found variations and further specializations to your job title. Browse through the related job titles to find additional keywords that you can include into your resume.

• Medical Terminology
• Electronic Medical Record (EMR)
• Medical Billing
• Medical Records
• Medical Office
• Appointment Scheduling
• Cardiopulmonary Resuscitation (CPR)
• Medical Transcription
• Healthcare Management
• U.S. Health Insurance Portability and Accountability Act (HIPAA)
• Vital Signs
• Patient Safety
• Medical Assisting
• Insurance Verification
• Epic Systems
• Medical Coding
• Accounts Receivable (AR)
• Accounts Payable
• Human Resources (HR)
• Personnel Management
• HR Management
• Personal Administration
• Labor and Employment Law
• Employee Relations
• Payroll Administration
• Team Spirit
• Employment Contracts
• Interim Management
• Benefits Administration
• Personnel Matters
• Interpersonal Relationships
• Back Office Operations
• Hotel Management
• Telecommunications
• Operating Systems
• Telemarketing
• Data Analysis
• Sales Management
• Marketing Strategy
• Public Relations
• Customer Relationship Management (CRM)

Get your Resume Instantly Checked, For Free

Upload your resume and we'll spot the issues in it before an actual office assistant recruiter sees it. for free., office assistant resume templates.

Here are examples of proven resumes in related jobs and industries, approved by experienced hiring managers. Use them as inspiration when you're writing your own resume. You can even download and edit the resume template in Google Docs.

Resume Example Executive Assistant to CEO

An effective Description of the templates...

Download this resume template

Sometimes a CEO may require more personal assistance and will want to hire an executive assistant to directly support their needs. This position is the CEO’s primary resource, and must demonstrate deep administrative and organizational expertise to support the demands of the highest position in the company. When writing your CEO executive assistant resume, make sure to showcase your mastery of relevant skills, such as calendar management, hiring logistics, and event operations.

Tips on why this template works

   showcase skills relevant to support c-levels.

Different CEOs have different needs - for this position in particular, it’s important to read the job description carefully and even do some research of your own into the company’s CEO, given that their information is included. Make sure to include skills that tailor to the job posting. For example, if the executive travels often, emphasize your experience in making travel arrangements or serving as a travel assistant.

   Use strong action verbs in your bullet points

Use strong action verbs, accompanied with relevant metrics, to demonstrate skills that are relevant to supporting a CEO. Executive assistants to CEOs must wear a variety of hats and be quick on their feet. Use such verbs as “liaised”, “collaborated”, and “oversaw” to demonstrate such abilities.

Resume Example Dental Office Manager

As the name indicates, dental office managers are specifically experienced with working in a dental office setting. Like medical office managers, they’ll be accustomed to handling patient information and administering paperwork. You should demonstrate your experience with the work by emphasizing appropriate office manager skills and starting each bullet point with a strong action verb.

   Accomplishments include relevant office manager skills

Hiring managers will be looking for experience with overseeing dental offices, insurance verification processes, and working with patient charts. Each one of your accomplishments as an office manager should be directly related to the position. If you have worked in other industries or fields, try to tie in your past work with the duties of an office manager whenever possible.

   Strong action verbs lead each bullet point

By starting each one of your accomplishments with a powerful action verb, you’ll be relating that you have familiarity with the office manager position. Your bullet points should lead with words like “organized”, “conducted”, “managed”, or “calculated” (see below for more examples) to hit home that you’re right for the position.

Resume Example Medical Office Manager

Medical office managers will have experience working with patient records, patient scheduling, office finances, and insurance verification, along with a host of other specialized tasks. Accuracy and attention to detail are more important than ever in this role, and so it helps to provide the scope and scale of your background in the medical industry with quantifiable data points and specific skills.

   Includes numerical data points

To indicate the impact you were able to make at your previous employers, or to relate how many patients or staff you’ve worked with, you’ll want to include numerical values in every accomplishment. It makes a much bigger impression to say that you handled payroll for 500 staff members than to state that your responsibilities included timely payroll management.

   Emphasizes skills in the medical industry

While you may have experience in other fields, you should keep the hiring manager focused on your medical office manager background. You can do this by ensuring that your accomplishments consistently reference working with patients and physicians. If you have worked in other fields, aim to reference the transferable skills (such as team management) whenever possible.

Resume Example Front Office Manager

Front office managers are focused on staff management, typically in hotel settings or similar scenarios where the daily operations of a business will come down to your expertise. You can make a potent impression by starting your resume with a short summary or introduction. Adding in volunteer work or relevant certifications will further lend to your credibility as being involved in the front office management role.

   Starts with a succinct summary to describe your front office role

As a front office manager, you’ll often be among the first points of contact for clients or customers. First impressions - whether for the business or for yourself - are important, and so it helps to start your resume with a short, succinct summary that conveys your experience, your skills, and, when possible, numerical values to back it up.

   Volunteer work and certifications are included

If you are an active volunteer, then you’ll want to include the pro bono work that you’ve done (along with how many hours you contribute on a regular basis). This helps hiring managers see that you have a commitment to your community’s success. Additionally, any recent certifications that are relevant for office manager work should be listed in a sidebar to give a quick impression of your accredited skills.

Resume Example Back Office Employee

A back-office employee works in non-client-facing jobs such as HR, IT, accounting, administration, and records, among others. So, depending on their area of specialization, the skills and knowledge expected of back-office employees vary. For example, an HR officer and a company accountant possess different sets of skills despite both being back-office. This resume showcases a back-office employee's experience in multitasking and performing administrative roles. The applicant is mainly focused on showing their administrative and customer service skills. The resume also shines light on the impact of the applicant's work.

   Show your versatility in handling back-office tasks

As a back-office employee, your resume should highlight your versatility in doing back-office duties. If your academic credentials are not directly aligned with your core responsibilities, it's best to demonstrate that you can perform diverse functions to help other departments operate efficiently.

   Include relevant back-office technical skills

A wide variety of technical skills is necessary for a job applicant seeking a back-office role. These employees are usually assigned a wide range of tasks that require a host of technical skills. So, showcasing proficiency in skills like MS Project, Office Suite, Google docs, Switchboard, etc., can add value to your back office resume.

Resume Example Back Office Manager

A back-office manager is responsible for work performed by back-office employees. The back-office manager often supervises other back-office employees in entry-level to mid-level positions. While the professional background for back-office managers can be any relevant course, they are mostly sourced from engineering, business management, accounting, or mathematics fields. Back-office managers are usually excellent communicators, thanks to the nature of their work. A back-office manager's resume for a professional with 10+ years of experience should focus on the impact of their work. This means demonstrating the effect of your actions on, say, a company's bottom line, departmental efficiency, etc. This helps the hiring manager assess the value you will add to their company if they hire you.

   Demonstrate your back-office organizational and coordination skills

As a professional supervising numerous, often-times unrelated tasks across different back-office departments, demonstrating that you're up to the task is essential. Point out in your back-office manager resume your ability to manage cross-functional teams and oversee numerous business processes. Being able to work across different time zones is also a valuable skill.

   Show growth in your back-office manager career

A back-office manager role is a senior role, so you need to demonstrate initiative and leadership. The ability to maximize business processes and performance improvement initiatives will hinge on previous exposure and familiarity with such duties. A career with an upward trajectory showing transition from junior to senior roles will inspire confidence in your professional abilities.

What skills do hiring managers want to see on an Office Assistant resume?

Some effective Office Assistant skills you can add to your resume include:

How do resume skills compare between a Medical Office Assistant and a Business Office Assistant?

Popular skills we often see on resumes for Medical Office Assistant positions include:

In comparison, skills we see on Business Office Assistant resumes include:

What are good resume skills to include for different Office Assistant roles and job titles?

Depending on the specific role you apply to, you may need to emphasize different skill sets. Here are a few examples:

• Medical Office Assistant : Medical Terminology, Electronic Medical Record (EMR), Medical Billing, Healthcare and Medical Records
• Front Office Assistant : Front Office, Customer Service, Back Office Operations, Social Media and Microsoft Access
• Back Office Assistant : Administrative Assistance, Administration, Telecommunications, Sales and Operating Systems
• Human Resources Office Assistant : Human Resources (HR), Recruiting, Personnel Management, HR Management and Personal Administration
• Business Office Assistant : Data Entry, Accounts Receivable (AR), Accounts Payable, Accounting and QuickBooks

What soft skills do hiring managers expect for an Office Assistant role?

Soft skills like Phone Etiquette, Time Management, Teamwork, Public Speaking and Organization Skills are essential for Office Assistant roles and jobs.

Target your Resume to a Job Description

While the keywords above are a good indication of what skills you need on your resume, you should try to find additional keywords that are specific to the job. To do this, use the free Targeted Resume tool. It analyzes the job you are applying to and finds the most important keywords you need on your resume. It is personalized to your resume, and is the best way to ensure your resume will pass the automated resume filters. Start targeting your resume

Most resumes get auto-rejected because of small, simple errors. These errors are easy to miss but can be costly in your job search. If you want to make sure your resume is error-free, upload it to Score My Resume for a free resume review. You'll get a score so you know where your resume stands, as well as actionable feedback to improve it. Get a free resume review

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Office Assistant skills for your resume and career

One of the most important hard skills an office assistant can possess is data entry, as office assistants play a large role in keeping track of important data. It's also important for office assistants to have the hard skill of experience scheduling appointments, making and answering phone calls, and supervising a front office or reception area.

When it comes to soft skills , office assistants should have strong customer service skills above all else. Office assistants will act as the point of contact and correspondence for whom they are assisting, so great communication skills are also crucial.

15 office assistant skills for your resume and career

1. data entry.

Data entry is the act of entering data into a computer database or spreadsheet. Office assistants use data entry to perform day-to-day tasks such as organizing and filing medical records, managing patient information, and completing sales orders. They also use it to maintain bookkeeping records, office filing systems, and to perform administrative support tasks like transcribing notes and maintaining databases.

• Offered and accepted various positions while still job hunting including data entry, receptionist, administrative assistant and procurement associate.
• Selected office associate to implement medical data entry software to increase efficiency in organizing and filing medical records.

2. Patients

Patients are individuals who receive medical care or treatment. Office assistants use patients in various ways, such as supporting and assisting them with physical therapy exercises and insurance issues, communicating necessary information for appointments, and billing out patients according to established procedures. They also schedule and remind patients about upcoming appointments, guide them through their rehabilitation exercises, and measure their weight, height, body temperature, pulse rate, and blood pressure.

• Supported and assisted patients with physical therapy exercises and insurance issues
• Developed and maintained excellent relationships with patients and hospital staff.

3. Customer Service

Customer service is the practice of providing excellent service to customers and clients. Office assistants use customer service by greeting and assisting visitors, maintaining records, and answering phones. They also communicate with clients and vendors, and provide solutions to customer concerns. They aim to deliver exceptional customer service by professionally responding to inquiries, troubleshooting issues, and ensuring high customer satisfaction.

• Provided excellent customer service and information to constituents, prepared responses to inquiries, maintained and improved customer relations.
• Displayed exceptional communication skills in a fast-paced environment while providing outstanding customer service to clients and employees.

4. Telephone Calls

Telephone calls are a means of communication that involves speaking with someone over the phone. Office assistants use telephone calls to communicate with clients and other stakeholders. They receive and direct calls, answer inquiries, and provide information. They also use telephone calls to schedule appointments, handle emergencies, and route calls to the appropriate individuals.

• Received and directed telephone calls and relay conversation and pertinent messages to others while maintaining accuracy, clarity and confidentiality.
• Fielded telephone calls and answered customer inquiries about policies; interpreted for Spanish-speaking customers; performed Daily Payment Reminder calls.

5. Scheduling Appointments

Scheduling appointments is the process of setting a specific time and date for a meeting or event. Office assistants use this skill by providing administrative support, such as answering calls, scheduling appointments, and updating calendars. They may also assist staff with general office duties, including filing, prepping charts, and scanning documents. Office assistants ensure that all necessary information is provided and that appointments are properly scheduled to ensure excellent customer service.

• Provided assistance to Retention Counselors in scheduling appointments, coordinated orientation for incoming freshmen, and attended different seminars.
• Provided administrative support that included scheduling appointments, correspondence calls, maintaining access systems, and updating online calendars.

6. Front Desk

The front desk is a reception area where visitors are greeted and their needs are assessed. Office assistants use the front desk to perform various tasks, such as managing schedules, answering phone calls, and receiving and distributing correspondence. They also handle inventory and office supplies and ensure the front desk area is clean and welcoming.

• Front Desk Reception *In charge of client expenses/bookkeeping *Received, logged and distributed legal correspondence *Responsible for inventory and office supplies
• Maintained front desk and communication with patrons Processed materials using various interfaces and computer systems, troubleshoot when necessary

Choose from 10+ customizable office assistant resume templates

7. office equipment.

Office equipment includes things like copy machines, computers, and fax machines. Office assistants use these tools to complete their daily tasks. They respond to correspondence, manage inventory, and troubleshoot failures. They also order supplies, monitor equipment maintenance, and schedule repair. For example, one office assistant might ensure that a copy machine is always in working order, while another might order new office equipment within budgetary guidelines.

• Responded to incoming correspondence, phone calls and maintained office equipment and supplies including purchase requisitions and management of inventory.
• Maintained office equipment by completing preventive maintenance; troubleshooting failures; calling for repairs; monitoring equipment operation.

Payroll is a company's system for paying its employees. Office assistants use payroll by maintaining office operations, preparing and verifying payroll, and managing employee information. They also review, enter, and post payroll reports, and sometimes assist with general bookkeeping and office management.

• Maintained office services by organizing office operations and procedures, preparing payroll, controlling correspondences, and designing filing systems.
• Coordinated employee payroll auditing and verification, and handled all accounts payable responsibilities.

9. Word Processing

Word processing is the use of computer software to type, format, and edit text. Office assistants use word processing to create and edit documents, reports, and other written materials. They may also use it to prepare correspondence, forms, and other written communications. For example, they might use word processing software to create and edit memos, reports, and other documents for their supervisors or colleagues.

• Perform a wide variety of administrative support work including word processing proofreading filing checking and recording information on records.
• Utilized automated word processing equipment to produce correspondence, forms, reports, statistical information and other departmental data.

10. PowerPoint

PowerPoint is a presentation software used to create and share information. Office assistants use PowerPoint to create and distribute presentations for various purposes, such as promoting company growth, organizing documents, and preparing materials for workshops and orientations. They also use PowerPoint to develop business presentations, marketing materials, and internal company websites. For example, one office assistant used PowerPoint to create presentations for engineering faculty and staff, while another used it to devise and update presentations for staff members.

• Fall Gala, Exhibition events -Scanned art slides -Updated website information -Created and distributed gallery correspondence -Created PowerPoint presentations
• Developed innovative PowerPoint presentations used by different departments within the company to promote growth of the company.

11. Clerical Support

Clerical support refers to administrative tasks such as document proofreading, duplication, and distribution. Office assistants use clerical support to help teachers with various tasks, coordinate referrals, and communicate with patients. They also use it to provide administrative and clerical support to office staff, including organizing records and answering calls. They may also provide support to executive staff, including the executive director, and control inventory and order supplies.

• Assisted grade-level teachers with diversified clerical support in areas of document proofreading, duplication, collating and distribution, and miscellaneous assignments
• Coordinated referrals to mental health and outside organizations, provided clerical support for service coordinators, communicated and resolved patient issues.

12. Administrative Tasks

Administrative tasks include supporting and organizing operations within an office. Office assistants use administrative tasks in their daily operations, such as filing and processing paperwork, arranging travel, and answering phones. They also assist with tasks like data entry, office oversight, and checking eligibility for programs.

• Performed day-to-day administrative tasks such as filing and processing paperwork using CARS to upload prospective student information.
• Manage all executive level administrative tasks including scheduling meetings and conference calls, and arranging travel.

13. Patient Appointments

Patient appointments are scheduled meetings between patients and healthcare professionals. Office assistants use patient appointments by coordinating and facilitating them, both internally and externally. They also verify insurance and conduct prior authorization for medication, and manage heavy telephone lines to schedule several patient appointments daily. They are responsible for keeping patient appointments on schedule by communicating with practitioners.

• Scheduled patient appointments/follow up visits, referrals, submitted insurance claims, provided necessary patient information to physicians and insurance companies.
• Scheduled patient appointments, assisted with periodontal charting, filed patient information, assisted with general office tasks

HR is used by office assistants for tasks such as

• Assisted HR Manager with review of resumes and applications and interviewed perspective candidates for employment consideration.
• Supported HR Manager in scheduling interviews with candidates interested in working with Family Research Council.

15. Direct Calls

Direct calls are when you address customers on a call and direct them to the appropriate person or department. Office assistants use direct calls often when they answer telephones and direct calls to the appropriate staff or take messages. They also use direct calls when they handle incoming calls courteously and direct calls to the appropriate employees or partners using a switchboard.

• Provide general information on incoming calls and direct callers to appropriate individual.
• Redirect calls to medical assistants and administrative support staff as appropriate.

12 Office Assistant Resume Examples

Build a professional office assistant resume in minutes. Browse through our resume examples to identify the best way to word your resume. Then choose from 12 + resume templates to create your office assistant resume.

What skills help Office Assistants find jobs?

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List of office assistant skills to add to your resume

The most important skills for an office assistant resume and required skills for an office assistant to have include:

• Customer Service
• Telephone Calls
• Scheduling Appointments
• Office Equipment
• Word Processing
• Clerical Support
• Administrative Tasks
• Patient Appointments
• Direct Calls
• Office Support
• Office Operations
• Computer System
• Office Machines
• Multi-Line Phone System
• Clerical Tasks
• Travel Arrangements
• Fax Machines
• Patient Charts
• Bank Deposits
• Office Procedures
• Office Tasks
• Insurance Verification
• Event Planning
• Multi-Line Telephone
• Expense Reports
• Transferring Calls
• Database Systems
• Database Management
• Customer Complaints
• Customer Orders
• Insurance Claims
• Customer Inquiries
• Greeting Clients

Updated February 16, 2024

Editorial Staff

The Zippia Research Team has spent countless hours reviewing resumes, job postings, and government data to determine what goes into getting a job in each phase of life. Professional writers and data scientists comprise the Zippia Research Team.

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