Administrative Assistant Resume Example

Administrative Assistant resume example.

Administrative assistants keep an office running by managing calendars, scheduling meetings, coordinating travel, processing expenses, and handling correspondence across the team. Hiring managers scan for proof you can juggle competing priorities accurately and protect confidential information without supervision. This example shows how to quantify the volume you handle and surface the exact software and ATS keywords recruiters filter on.

Priscilla Mwangi

Administrative Assistant | Calendar & Travel Coordination | MS Office

[email protected] · (555) 385-9286 · Charlotte, NC · linkedin.com/in/priscilla-mwangi

Summary

Administrative assistant with 6 years supporting directors and cross-functional teams in fast-paced corporate offices. Manages complex calendars across time zones, coordinates domestic and international travel, and processes expense reports with full policy compliance. Trusted with confidential records and known for keeping multiple executives on schedule under tight deadlines.

Experience

Senior Administrative Assistant2022 - Present

Brookfield Manufacturing Group

Manage Outlook calendars for 4 directors, scheduling 50+ meetings per week across 3 time zones with under 2% rescheduling conflicts
Coordinate domestic and international travel through SAP Concur, booking flights, hotels, and ground transport while keeping trips within the corporate travel policy
Process and reconcile 80+ monthly expense reports in Concur, cutting reimbursement errors by 30% after standardizing receipt submission
Prepare board meeting materials in PowerPoint and Word, distributing agendas and minutes to 20+ stakeholders within 24 hours
Maintain confidential personnel and contract files, ensuring records retention compliance during two internal audits

Administrative Assistant2019 - 2022

Lakeside Health Partners

Supported a 12-person department, answering a multi-line phone system and routing 60+ calls daily to the correct staff
Built and maintained Excel trackers for supplies and budgets, flagging variances that saved roughly $8,000 annually
Scheduled patient and vendor appointments in the practice management system, reducing double-bookings by 25%
Processed incoming and outgoing correspondence, mail, and courier shipments while covering front-desk reception

Skills

Calendar and meeting management · Travel coordination · Expense reporting (SAP Concur) · Microsoft Outlook, Word, Excel, PowerPoint · Google Workspace · Data entry and records management · Front-desk reception · Confidentiality and discretion

Education

Associate of Applied Science in Business Office Administration, Columbus State Community College

Certifications

Certified Administrative Professional (CAP) - International Association of Administrative Professionals (IAAP)
Microsoft Office Specialist: Excel Associate - Certiport

How to make this resume stronger

Specific to administrative assistant roles, not generic advice.

Quantify the volume you handle

Recruiters can't tell a busy admin from a slow one without numbers. Write "scheduled 50+ meetings per week for 4 directors" or "processed 80+ monthly expense reports" instead of "managed calendars and expenses." Volume signals you can handle the load.

Name the exact software, not just "MS Office"

List the specific tools a posting mentions: Outlook calendar management, advanced Excel (pivot tables, VLOOKUP), SAP Concur, and Google Workspace. ATS systems match exact terms, so "Microsoft Office" alone can miss the filter for "Outlook" or "Concur."

Show you can be trusted with confidential work

Admins handle salaries, contracts, and personnel files. Use words like confidentiality, discretion, and records retention, and tie them to a real task such as supporting an internal audit or maintaining secure files. This reassures employers before the interview.

Common mistakes to avoid

Leading bullets with "Responsible for" instead of an action verb like coordinated, scheduled, or reconciled. It reads as a job description, not an accomplishment.

Listing "Microsoft Office" generically when the posting names Outlook, Excel, or Concur. ATS keyword filters look for the exact tool, so spell each one out.

Leaving every bullet unquantified. "Managed calendars" tells a recruiter nothing; "managed calendars for 4 directors with 50+ weekly meetings" proves the scope.

Claiming a certification you don't hold. CAP is issued by IAAP and MOS is verified through Certiport, both of which are checkable, so only list credentials you actually earned.

Administrative Assistant resume FAQ

What skills should an administrative assistant put on a resume?

Lead with the core operational skills employers filter for: calendar and meeting management, travel coordination, expense reporting, data entry, and records management. Pair these with specific software (Microsoft Outlook, Word, Excel, PowerPoint, Google Workspace, and SAP Concur) and trust-based traits like confidentiality and discretion. Match the exact wording in the job posting wherever it applies to you.

Do you need a certification to be an administrative assistant?

No certification is required for most administrative assistant roles, but credentials can help you stand out. The Certified Administrative Professional (CAP), issued by the International Association of Administrative Professionals (IAAP), is the most recognized credential and requires a mix of education and work experience to sit for the exam. The Microsoft Office Specialist (MOS) certification, verified through Certiport, validates your Word, Excel, or PowerPoint skills and is a common entry point.

How do you quantify administrative assistant achievements?

Count the things you already track. List how many executives you support, how many meetings you schedule per week, how many expense reports or invoices you process per month, and any time or cost you saved by improving a process. For example, "coordinated travel for 4 directors and processed 80+ monthly expense reports with a 30% drop in errors" turns routine duties into measurable results.

Administrative Assistant resume example.

Keywords ATS systems scan for

How to make this resume stronger

Common mistakes to avoid

Administrative Assistant resume FAQ

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