Within every organisation, there’s the frontline staff and there’s the activities behind the scenes.
The team members who operate behind these scenes usually have a packed, sometimes hectic schedule in trying to keep the company afloat.
Administrative professionals often are the ones working behind the scenes ensuring the day to day transactions of the company are being properly recorded, transmitted and managed.
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Being an administrative assistant for example, often requires efficient problem solvers – persons who can adapt and find solutions in a timely manner to solve issues for other departments.
The role of administrative assistant
Administrative assistants are essentially knowledge workers who gather, store and disseminate information where necessary. Some of their functions include:
Research & Feedback
Administrative assistant conduct market research, industrial research, customer research or research for management best practices. As an administration professionals, you will often be expected to have the answer, which may include items outside your initial job description.
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Data Filing
Organisations are required to file their information safely and properly by law. In the event of an internal demand for company information, a client request for financial data or government audit, that information must be easily accessible and transmitted. Therefore, administrative assistants are tasked with the responsibility of keeping accurate and secure information files for such events.
Internal/External Correspondence
Whether it’s the CEO’s office sharing information or the company sending external pieces of information to suppliers, customers or government agencies, the role of the administrative assistant is to transmit that information via email, letters, memos, reports or presentations accurately in a timely fashion.
Liaison between Senior Management & Third Parties
Very often, senior management staff have quite hectic schedules and require their administrative assistants to fill that gap in terms of acting as a liaison between them and members or staff, clients or other stakeholders. They also perform secretarial duties such as taking phone calls, making and managing appointments, managing paperwork and the professional information of their superiors.
Additionally, as behind the scenes essentials of the company, they oversee communications between departments, handle client complaints or queries, perform mail distribution and manage critical information stored in spreadsheets or databases.
The role of the administrative assistant is therefore quite extensive and critical to the underlying success of any organisation. As such, when looking to secure a job in this field, your CV has to reflect certain skills, competencies and information that would convince the recruiter that you have the persona, skill set, education and experience necessary for such a demanding, yet rewarding career.
How to write a CV for an Administrative Assistant?
Your administrative assistant CV would immediately tell a hiring manager if you’re the candidate for the job because, a recruiter will be looking for a set of specialised skills that will determine if you would be able to handle and thrive in such an unpredictable work environment.
Professional Statement
In your professional statement, include who you are in terms of your career goals, important skills relevant to the administrative role you’re applying for.
Skills
Being an administrative assistant means being an effective communicator and problem-solver, when it comes to managing information, people and ensuring smooth departmental processes and operations.
Critical skills to include on your sales CV include both verbal and non-verbal communication. You will be required to communicate effectively in person, on the phone and via email.
As an administrative assistant, it would also be an asset to have relationship building, conflict management, research skills, report and presentation building, information management, time management and proficiency in office software.
Essential soft skills include conflict management, customer service skills, high emotional intelligence, adaptability and resourcefulness. Given that you will be interfacing with a variety of persons from seniors to clients to government officials, soft skills are just as important to mention when compiling your sales CV.
Work Experience
Within the administration field, everything is about your results! The number of departments you’ve managed, the type of information you’ve handled and the efficiency at which you process paperwork is highly valued. In your CV, it is necessary to highlight accuracy, speed and integrity you demonstrated in managing sensitive information and achieving a favourable impression of the office.
Recruiters assess your personality traits, work ethic and your professional appearance. Given the fast-paced environment of administration, a CEO or manager would require an assistant who is organised, focused, pays attention to detail, proactive and demonstrate a willingness to learn and be flexible.
Likewise, as you act as a liaison between management and other stakeholders, you inevitably represent their office. As such, it is critical you maintain a neat and professional appearance both during and after the interview.
Administrative Assistant CV Template
Download here the Administrative Assistant CV template and write your own. Below is a transcript of the template.
Melinda Grayson
St. Clair, Port of Spain, Trinidad
Melinda.grayson@email.com
1-000-777-0000
Professional Summary
An experienced and capable administration professional with more than 10 years of experience in managing databases, communication and schedule management. Managed multiple offices and thoroughly adept at interacting with stakeholders. A candidate who combines a specific attention to detail with a high level of dedication, integrity, and efficiency.
Skills
- Verbal and written communication skills,
- Relationships building – establishing long-term working relationships and fostering consistent business communications.
- Knowledgeable with modern office management software
- Skilled in client relations, scheduling and management of office supplies and expenses.
Work Experience
CV Company Administrative Assistant 2016 to present
- Develop and distribute email, correspondence memos, letters, faxes and forms to various departments.
- Researched and complied information on company stakeholders and developed a database of suppliers, customers and potential business associations.
- Developed and maintained a electronic filing system
- Maintained contact lists, manager’s schedules and daily appointments and activities.
Resume Company Administrative Assistant – 2010 to 2016
- Managed client database, internal/external communications, invoice dispatch, and credit information.
- Liaised with company executives and other administrative assistants to process requests and handle concerns from senior managers
- Maintained sales records and other information in databases to generate sales reports.
- Provided customer service support and office guidance to visitors.
Education
- University of the West Indies (2014– 2016) – Master of Arts (Business Management)
- University of the West Indies (2007-2010) – Bachelor of Business Administration
