Administrative Assistant Skills
The key hard and soft skills required for an administrative assistant job in 2024 based on our database of over 10 million real job listings.
Optimize your resume
Discover the key administrative assistant skills and learn effective ways to showcase them on your resume to differentiate yourself in the competitive job market and propel your career forward.A skilled administrative assistant is critical in maintaining a well-functioning office environment, managing phone calls, scheduling meetings, and assisting visitors. With a diverse skill set that can include legal and medical skills, these professionals can perform tasks specific to various industries. By developing and showcasing administrative assistant skills on your resume, you can stand out in the job market and open doors to new opportunities.
How we got the data
We collected the data for this report from Jobscan’s massive database of over 10 million job descriptions and 17 million resumes. We analyzed the job descriptions to see which skills employers are looking for the most. Then, we analyzed the resumes to see which skills appear most frequently.
By knowing which skills are in high demand, job seekers can tweak their resumes and cover letters to showcase the most important skills for each job they apply for.
top 10 administrative assistant Hard Skills
top 10 administrative assistant Soft Skills
top 10 administrative assistant Skills on Resume with High Match Rate
- Management
- Office Skills
- Communication
- Administrative Support
- Professional
- Microsoft
- Customer Service
- PowerPoint
- Organized
- Filing
Top 10 administrative assistant skills
Examples of how to write this skill on your resume:
- Facilitated communication between team members and clients, improving information flow.
- Reduced email response time by 30% by drafting and editing internal memos, reports, and presentations.
- Increased meeting efficiency through conducting and transcribing meeting minutes.
- Improved call routing accuracy by 15% by managing reception duties.
- Boosted internal communication by creating and distributing company newsletters.
Examples of how to write this skill on your resume:
- Improved client satisfaction by 20% through consistent adherence to company professionalism standards.
- Increased positive client interactions by liaising between clients and team members.
- Resolved conflicts and concerns diplomatically and professionally.
- Completed 10 professional development workshops and seminars to enhance skills.
- Maintained a clean and organized workspace, contributing to an improvement in office environment perception.
Examples of how to write this skill on your resume:
- Increased efficiency by implementing new document management and scheduling systems.
- Saved 15% on travel expenses by coordinating travel arrangements for senior staff.
- Reduced document retrieval time by 30% by organizing and maintaining filing systems.
- Improved meeting productivity by preparing and distributing meeting agendas.
- Cut office supply costs by 10% through effective inventory and order management.
Examples of how to write this skill on your resume:
- Enhanced client satisfaction by greeting clients and visitors warmly and professionally.
- Reduced customer inquiry response time by 20% via phone and email.
- Increased appointment scheduling efficiency through proactive assistance.
- Maintained a 95% satisfaction rate in client interactions through responsiveness and professionalism.
- Collaborated with team members to resolve customer issues, reducing resolution time by 30%.
Examples of how to write this skill on your resume:
- Improved correspondence quality through composing, editing, and proofreading.
- Increased mail processing efficiency by managing incoming and outgoing mail.
- Developed and maintained email templates, reducing response time by 10%.
- Boosted company newsletter and announcement engagement by 25% by assisting in the creation and editing.
- Enhanced email organization and retrieval efficiency through a well-organized filing system.
Examples of how to write this skill on your resume:
- Improved team efficiency by implementing a new task management system.
- Increased event attendance by 15% through effective office event coordination.
- Reduced scheduling conflicts by managing multiple calendars.
- Enhanced contact database organization, improving communication with clients, vendors, and partners.
- Improved project coordination efficiency through deadline and deliverable tracking.
Examples of how to write this skill on your resume:
- Improved presentation engagement by designing and producing PowerPoint presentations.
- Enhanced employee onboarding by assisting in creating PowerPoint training materials.
- Maintained consistent branding and design elements in company templates.
- Reduced PowerPoint-related issues by 20% by providing support and troubleshooting for staff.
Examples of how to write this skill on your resume:
- Developed and maintained an effective filing system, increasing document retrieval efficiency
- Improved filing system accuracy and compliance through regular audits and updates.
- Enhanced data security and confidentiality by implementing a document retention and disposal policy.
- Streamlined company record organization and archiving, resulting in a reduction in retrieval time.
- Trained new team members on proper filing procedures, contributing to an increase in filing efficiency.
Examples of how to write this skill on your resume:
- Reduced scheduling conflicts by 20% by managing and maintaining executive calendars.
- Improved meeting preparation efficiency by scheduling and coordinating team meetings.
- Saved 10% on travel expenses by organizing and communicating travel itineraries, accommodations, and logistics for staff.
- Ensured adequate staff coverage during vacations and sick leave, reducing disruptions.
- Improved appointment booking satisfaction through timely reminders and confirmations.
Examples of how to write this skill on your resume:
- Enhanced document quality using Microsoft Word for correspondence, reports, and memos.
- Improved data-driven decision-making using Microsoft Excel for organization, analysis, and presentation.
- Increased presentation engagement by leveraging Microsoft PowerPoint for internal and external audiences.
- Streamlined email communication and scheduling using Microsoft Outlook.
- Reduced Microsoft Office-related issues by 15% through troubleshooting assistance and training on software features and functions.
5 tips for writing administrative assistant skills on your resume
Create a bulleted resume skills section
Use a simple, clean format that highlights your skills and experiences. Focus on readability by using bullet points and short phrases to present your skills. Properly organize your resume into education, experience, and skills sections.
“Adding a skills section to your resume is a great way to draw the recruiter’s attention to your most relevant strengths and competencies.”
– Ashley Watkins, NCRW, NCOPE, Job Search Coach
For example, an administrative assistants’s bullet points might look like this:
- Managed calendars and scheduled appointments for multiple executives
- Coordinated travel arrangements for business trips and events
- Maintained efficient filing systems for easy access to important documents
Quantify your achievements
Use numbers to quantify your achievements wherever possible. This helps potential employers understand your abilities and the impact you can have on their organization.
“Recruiters and hiring managers are looking for relevancy of how and when you applied those skills, so provide examples of this in your experience section. Bonus tip: Don’t just insert the skill like a task–include results.”
– Kelli Hrivnak, Marketing and Tech Recruiter
Example:
- Streamlined document management system, saving the company 10 hours per week
- Improved customer satisfaction ratings by 15% through effective communication and problem-solving skills
- Reduced expenses by 20% through effective inventory management and supply ordering
Tailor your resume to the job description
Read the description carefully and emphasize the relevant skills and experiences. Highlight the skills that the employer seeks and provide examples of how you’ve used those skills in your previous roles. Doing so can demonstrate that you’re a strong fit for the position and increase your chances of being invited to an interview.
“The ‘one-size-fits-all’ approach doesn’t work when it comes to your resume. For every job application, tailor your skill set to match the job description. Most companies use Applicant Tracking Systems (ATS) that filter candidates based on keywords and skills listed in the job description. So, research the role you’re applying for and distill the skills required.”
– Ana Lokotkova, Career Coach and Advisor
In order to do this, “you must first understand what skills are most important for the target role,” says Ashley Watkins.
Here’s an example of how to tailor an administrative assistant resume to a job description:
Job Description: Medical Administrative Assistant at a Hospital
Requirements: Experience in managing patient records, scheduling appointments, and coordinating with medical professionals.
Tailored Resume Description:
- As an experienced medical administrative assistant, I’m passionate about providing exceptional patient care.
- I’ve managed patient records, scheduled appointments, and coordinated with medical professionals at various hospitals.
- I’m proficient in using electronic medical records systems like Epic and Cerner, and I’ve managed patient information and records accurately and efficiently.
- I’ve scheduled and confirmed hundreds of appointments, ensuring patients receive timely care.
- In my previous role, I prepared medical reports and maintained accurate records, reducing errors by 20%.
- I’ve also assisted medical professionals in providing exceptional patient care, which resulted in a patient satisfaction rating of 95%.
- I’m dedicated to providing excellent administrative support in the healthcare industry.
- My passion for patient care, combined with my proficiency in electronic medical records and scheduling, make me a strong candidate for the role of medical administrative assistant at your hospital.
“Focus on the sought-after and in demand skills. A great way to figure out what is currently in demand is by researching current job openings from your preferred companies and reading through the posting. Pay close attention to the preferred requirements section and build your skills section based on this list.”
– Chelsea Jay, Career & Leadership Development Coach – Seasoned and Growing
Break resume skills sections into categories
If you’re applying for a role requiring a broad skillset, categorize your skills.
“If you opt to include a designated skills section on your resume, include up to 10 of your core competencies. Excessive skills lists are overwhelming and sometimes confusing to the reader.”
– Kelli Hrivnak, Marketing and Tech Recruiter
For example, someone applying for a role as an administrative assistant might benefit from segmenting their skill lists as follows:
Administrative
- Filing
- Scheduling
- Microsoft Office
Client Relationships
- Customer Service
- Interpersonal
- Written and Verbal Communication
Bonus Tip: Use action verbs
Start each bullet point with an action verb. An action verb expresses an action, such as “create,” “build,” “manage,” “lead,” or “implement.”
Action verbs grab the reader’s attention and paint a vivid picture of what you accomplished at work.
Action verbs make your resume more interesting to read. They also show the kind of can-do attitude that employers are looking for.
FAQs
Administrative assistants require a diverse range of skills to excel in their roles. These skills include time management, computer proficiency, attention to detail, communication, organization, adaptability, problem-solving, customer service, multi-tasking, and confidentiality.
Employers look for administrative assistants with strong proficiency in office software such as
- Microsoft Office
- Spreadsheets
- Databases
- Industry-specific software
They also prefer candidates who know basic bookkeeping, data entry, and website management.
The most important administrative assistant skills to highlight on a resume are the ones that match the job requirements. Employers look for candidates who possess a combination of technical and soft skills. These may include
- Time management
- Computer proficiency
- Attention to detail
- Communication skills
- Organization
- Adaptability
- Problem-solving
- Customer service
- Multi-tasking
- Confidentiality
Soft skills are essential for administrative assistants to succeed in their roles. These include excellent communication, interpersonal skills, teamwork, positive attitude, willingness to learn, adaptability, time management, and problem-solving. Maintaining a professional demeanor, managing stress, and prioritizing tasks are important soft skills for administrative assistants.