Cover Letter for Administrative Assistant: A cover letter lets you show off your professional skills to a potential employer. This guide shows you how to write a cover letter for administrative assistant position.
Cover Letter for Administrative Assistant Writing Tips
An administrative assistant (admin assistant) or administrative support specialist is a person who is responsible for providing various types of administrative help.
They may also be in charge of overseeing office functions and supervising lower-level personnel.
Also, Administrative assistants in some fields, such as the legal field, might be more specialized than others.
The majority of administrative assistant responsibilities revolve around organizing and disseminating information within a company.
Being an administrative assistant is a very desirable job but only writing the best cover letter for the role can make you get the job.
In this article, we explore the various ways to get that perfect cover letter to get the job, but first, let’s define what this letter entails.
Cover Letter for Administrative Assistant
A cover letter for an administrative assistant role is one that is written by an individual who intends to fill that role.
They are often known as an office clerk, receptionist, or secretary, performing clerical and organizational duties on a daily basis. Administrative assistants work in almost every profession, performing clerical responsibilities.
They are among the most vital employees in a company, ensuring that everything runs properly behind the scenes.
Furthermore, an administrative assistant is a person who assists executives in the workplace with high-level administrative tasks such as taking calls, organizing meetings, managing executive demands, and other office tasks.
This usually includes answering phones, taking notes, and keeping track of paperwork.
Administrative assistants may also be in charge of welcoming clients and customers, as well as sending and receiving letters.
Duties of an Administrative Assistant
In some industries, administrative assistants may be required to have substantial professional knowledge.
As a result, these assistants’ responsibilities may be more specialized. Legal administrative assistants, for example, may need to be well-versed in legal terminology and procedures.
Whereas medical administrative assistants may need to be comfortable working with insurance companies and reading medical records.
They are also known as administrative support professionals in this position.
Administrative assistants aid other employees by organizing files, drafting messages, scheduling appointments, and assisting them.
Administrative assistants use computers to make spreadsheets, compose emails, maintain databases, and prepare presentations, reports, and publications.
They may also negotiate with vendors, purchase supplies, manage stockrooms or corporate libraries, and obtain information from a variety of sources.
An administrative assistant’s responsibilities may include the following:
In some offices, administrative assistants may be tasked with keeping track of and recording expenditures. Typical responsibilities include everything from developing spreadsheets to reporting spending to the office manager.
As a result, certain administrative assistants may be expected to know how to use office bookkeeping software like Microsoft Excel.
Admin assistants may also be in charge of planning events such as board meetings and luncheons. This may necessitate doing some research on vendor rates or contacting participants to inquire about their availability.
Scheduling appointments and preparing presentation materials are examples of other responsibilities. Organize records and messages using both paper and computerized file systems.
Admin assistants may also assist office staff with paperwork. Assistants may be required to type, edit, and proofread texts in addition to storing, organizing, and maintaining files.
Some assistants may be required to take dictation or record meeting minutes.
4. Information Retention
Filing critical papers in the right places at the right time is an administrative task that covers anything from filing folders in file cabinets to uploading documents to online document management tools.
Employees have access to financial documents, client records, and research thanks to accurate filing systems.
5. Information getting
Researching information for clients, supervisors, and coworkers, whether online, in-office filing systems, or in books, is an important administrative task that allows firms to start and finish tasks.
This data is frequently collated, summarized, disseminated to the appropriate people, and presented in a report or spreadsheet.
6. Taking Phone Calls
Customers will ring in with queries about products and services, hours of operation, requests for information, and prices whether you own an advertising firm or a laundromat.
Answering these calls and attending to customers’ requirements is an administrative task that can have a significant impact on a company’s success or failure.
Ineffective communication with potential clients might give the company a negative image. It’s critical that the individual in charge of this administrative task is approachable, courteous, and knowledgeable about the business.
Assists with administrative tasks such as answering phones, planning appointments, meetings, and travel, filing, researching files and records, and producing and proofreading correspondence, reports, and other documents as needed.
8. Disseminating Information
Assists faculty by answering questions and providing information, locating desired information and materials, typing, and collating.
Otherwise assisting in test preparation, preparing and/or proofreading manuscripts, correspondence, and other material, obtaining desk copies of textbooks, and preparing expense reports. This can also include customer service.
9. Greeting Guests
A receptionist or secretary is normally stationed at the door as a visitor enters an office to say “hello,” welcome the visitor to the employment site, answer inquiries, and send him to the right person, office, or division.
Whether it’s a package delivery or a customer arriving for a booked appointment, greeting visitors is an important administrative task.
10. Purchasing Supplies and Equipment
It is an administrative responsibility to keep supply rooms and cabinets stocked with paper, pens, and other office supplies.
Taking orders from other employees, tracking orders, dispersing things upon arrival, and managing invoicing are all tasks allocated to this function, which is frequently done in coordination with the finance team.
11. Produce and Manage Written Materials
Administrative responsibilities include developing and overseeing the distribution of written messages, in addition to composing emails and business letters and creating reports, spreadsheets, and databases.
The activities are accomplished utilizing word processing and spreadsheet tools to create professional, succinct documents, whether they are for other employees or clients.
12. Preparation for the Meeting
Administrative activities include setting up conference rooms and meeting rooms, organizing culinary arrangements, ordering and putting up audio-visual equipment, and drafting agendas.
When firms host conferences or customer meetings at or away from their offices, these important responsibilities are critical.
13. Mail organization
Administrative assistants also receive and organize incoming mail and email are routed and distributed. Respond to standard letters and emails.
In conclusion, job responsibilities differ depending on experience, job title, and expertise. Every business, regardless of industry, has administrative responsibilities that must be met in order for the business to run smoothly.
A secretary, receptionist, administrative assistant, executive assistant, or office manager frequently perform these tasks.
Employees at smaller businesses, where such responsibilities may not exist, must collaborate to ensure that administrative tasks are accomplished.
Administrative Experience in a Cover Letter
Administrative experience entails the skills and knowledge a person has from being responsible for carrying out certain administrative functions.
They may be responsible for answering phones, welcoming and guiding guests, word processing, spreadsheet and presentation creation, and filing.
Administrators are also in charge of office projects and responsibilities, as well as supervising the work of junior administrative personnel.
Someone with administrative experience works in or has worked in a role that requires extensive secretarial or clerical work.
Administrative experience can take many forms, but it often refers to communication, organization, research, scheduling, and office support skills.
Most employers would often lookout for applicants who have administrative experience.
Some instances of experience are, organizing activities such as office parties and client dinners, making appointments with clients, organizing meetings with employers, and organizing meetings for the team or the entire company. You have to do this at your earliest convenience.
However, if you have no experience working as an administrative assistant, you can gain experience by volunteering at an organization that needs administrative aid.
Similarly, you can enroll in classes or certification programs to help you stand out from the crowd. Administrative assistants are employed in a wide range of businesses and workplaces.
To gain administrative experience, a solid set of administrative skills requires a combination of soft and technical talents.
While the technical skills required for administrative work differ per organization (for example, familiarity with certain software or platforms), people with good administrative skills share a number of soft or “interpersonal” qualities.
Administrative Assistant Jobs
Administrative assistants, as well as clerks, work in practically every industry to provide support.
Their particular responsibilities will vary, but clerks often have less responsibility than assistants, however, both professions can be entry-level.
Administrative assistants are becoming increasingly popular, especially in business.
The following are a few administrative assistant jobs that are available:
‣ Office assistant
‣ Administrative clerk
‣ Virtual assistant
‣ Office clerk
‣ Administrative specialist
‣ Staff assistant
‣ Administrative support assistant
‣ Administrative coordinator
Writing a Cover Letter for Administrative Assistant Role
When you write a cover letter for an administrative assistant role, it is intended to highlight material on your CV, tie your talents to the job criteria, and make a compelling argument for why you are the ideal candidate for the job.
The goal of the cover letter is to show companies why your qualifications and expertise as an administrative assistant would be beneficial to them.
You must be proactive and diligent in your job hunt, whether you’re looking for Administrative Assistant employment or opportunities across the river.
Here are a few pointers to help you find the ideal job.
First, you have to take the initiative. No one is going to come knocking on your door with an offer. Expect dozens of applications to be sent out.
Make sure your cover letter is tailored to each job description, and don’t be hesitant to follow up after a week if you haven’t heard from the company.
Secondly, you should create a network. In other words, maintain an active social media presence and an up-to-date professional profile.
Furthermore, try to meet professionals in your sector by visiting career fairs, and networking events and following them online.
Despite the fact that everything is now done online, the greatest method to get recognized is through a reference.
Thirdly, always express gratitude. You should make a point of thanking people whether it’s for a reference or a cover letter advice. Sending a card or a quick email leaves a lasting impact and may even lead to a new opportunity.
Finally, keep your options open when it comes to contracts. Temporary Administrative Assistant positions aren’t ideal, but contract work typically leads to permanent employment for employees who prove to be valuable.
Also, check the career pages on a daily basis for fresh job openings.
Tips for Writing the Cover Letter
Many individuals regard writing cover letters as a hassle, but it’s actually an excellent opportunity to impress your potential employer. The following are tips to help in the process of writing your cover letter.
Tip 1: Start with something other than your name.
In the first paragraph, you can get right to the point because the hiring manager won’t have difficulties finding your signature or reading your name from the top of your resume.
Tip 2: If you can find it, use the hiring manager’s name in your cover letter header. Mr. Lyle is the recipient of the following example. Starting out on the right foot by personalizing the greeting is a good idea. Also, use the company address.
Tip 3: Don’t go overboard with your generalizations.
Building quick connections with calls, clients, visitors, and VIPs is specific and memorable. You may not get the reader’s attention if you merely claim to be “pleasant” or “excellent with people.”
Feel free to take a chance and talk about the virtues of your best abilities. If you follow this lead, you’ll have a better chance of landing the job you want.
Tip 4: Make an effort to locate a contact person.
It’s a good idea to use the hiring manager’s name of the company if you can discover it. A greeting like “Dear Mr. James” or “Dear Margaret Smith” is far more personable than “Dear Hiring Manager.”
A personalized welcome demonstrates that you went out of your way to learn who you’re writing to. This type of initiative is admired by prospective employers.
Tip 5: Mention a Recommendation
If you were referred by someone, make sure to mention that in your first paragraph.
Match your cover letter to the position you’re applying for.
Your cover letter should be tailored to the position for which you are applying.
It’s a good idea to establish a list of the qualifications, criteria, and preferences listed in the job offer before you start writing.
Tip 6: Include Illustrations
Then, using examples from your previous jobs, you can emphasize the talents that fit what the business is looking for in an ideal applicant.
The closer your experience matches what the employer is looking for in a candidate, the more likely you are to secure an interview and, eventually, a job.
Tip 7: Proofread and spellcheck your work thoroughly.
Proofread your CV and cover letter thoroughly before submitting your job application materials. It’s especially vital if you’re seeking an administrative post, as your written communication abilities will be assessed as part of the recruiting process.
What to Include in the Cover Letter
When writing a cover letter for an administrative assistant role, there are several things to include., All of these elements are essential to make sure that you refer to the job description’s requirements.
Also, you refer to your most relevant or remarkable qualifications in your letter to assist employers to see why you’re a good fit for the job.
1. Opening salutation
Begin by directly addressing the Hiring Manager. Direct your letter to the hiring manager, recruiter, employee, or whoever posted the job. Keep generic greetings to a minimum.
Avoid using a generic greeting like “To whom it may concern” or “Dear Sir/Madam” if a contact name is provided or if a name can be found. Before the person’s last name, use the appropriate title, such as “Dr. Tyson” or “Ms. Pierce.”
2. Brief introduction
Keep your introduction to a bare minimum. Tell the person why you’re writing and what position you’re seeking in no more than three sentences.
Emphasize that you meet all of the administrative assistant job requirements listed in the description. You can do this by:
‣ Stating that you meet all of the employment requirements listed in the advertisement.
Your writing should accurately represent the job title and succinctly mention a significant job advertisement requirement that you meet, such as having at least two years of administrative assistant experience.
‣ Explaining why you believe you are the best candidate for the job. Use one phrase to express why you believe you are the ideal candidate for the administrative assistant job.
3. Education and experience
Give a brief overview of your training. Do this by writing a few phrases about your credentials and where you got them, and/or describe your job training.
Mention how your education connects to the main competencies listed in the job description. An example is if you are financial administrative assistant.
4. Job Accomplishments
Mention how long you’ve been an administrative assistant and where you’ve worked. Limit this to one phrase because you’ll be explaining your specific responsibilities and work experience later.
5. Core abilities to the Job Requirements
Match the job ad’s prominently listed duties and responsibilities to your attached resume’s primary abilities and competencies.
If the job description specifies that you must be proficient in appointment scheduling software, for example, describe the nature and scope of your experience in that area.
6. Emphasize Your Most Recent Role
Talk about your most recent role and accomplishments. Furthermore, discuss your tasks as an administrative assistant in your present or former job in a few sentences.
7. Work Experiences and Lessons
Include specific examples of how your contribution benefited your prior workplace. Briefly share what your experience as an administrative assistant has taught you.
Highlight your most significant achievements from your former position.
Mention one or two of your best professional achievements, such as being entrusted with complicated travel arrangements, and creating a new filing system.
Also, receive praise from colleagues and managers for your committed and professional administrative support.
8. Give Thanks to the Organization
Do some research and include a phrase about their important products or services, their success stories, or their public image to demonstrate your knowledge and interest in the company, individual, or institution you’re applying to.
Discuss why you want to work as a personal assistant at this company. This would usually involve a discussion of how working as a personal assistant there would connect with your professional objectives and talents.
Describe how you will contribute to the company’s success.
9. A Call to Action
Let them know that you’d like to hear from them. Mention that you’ve attached your résumé for their review, and ask them to contact you by email or phone.
10. Sign Your Letter
Sign off with your complete name and the phrase “sincerely” or a suitable synonym. When writing a cover letter for an admin assistant job, be sure to do this.
Administrative Assistant Cover Letter Samples
Below are samples of cover letters for administrative assistants that can guide you in writing yours.
Sample 1: Response to Ad Opening
Application for the position of admin assistant.
Dear [Recipient’s title and last name],
I’m writing to apply for the post of administrative assistant that was just listed in [where you saw the ad].
My [two key characteristics] and considerable experience make me an ideal candidate for the job. I am enthusiastic to join [business] as a valuable employee.
I’ve been an administrative assistant for [number of years], and during that time, I’ve been tasked with [list some of your currents and former responsibilities].
You will see in my resume that I [describe abilities, competencies, or experiences that directly address the requirements specified in the job description] as per the prerequisites for the position at [company].
In my [current/previous] work as an administrative assistant at [business], I [discuss a few notable accomplishments and any good contributions you made]. [What have you learned] is something I’ve learned via experience.
I’m ecstatic to be applying to [business] since I appreciate [insert two or three things you enjoy about the company in general]. As the administrative assistant, I will [explain how you will provide value to the company].
I am confident that in this manner, I will be of the greatest use to [business].
Please see the attachment for my resume. If I can be of additional assistance, please contact me by email or phone.
Thank you for your consideration of my submission.
Sample 2 Hard Copy Letter
456 Academy Road
Grafton, FL 33105
May 21, 2022
10 Flutter way
Grafton, FL 33105
Dear Hiring Committee,
I’m writing in response to your Indeed job advertisement for an administrative assistant. I believe that my charitable expertise, as well as my enthusiasm for labor union ideals, make me an excellent candidate for the role.
Here’s a rundown of my abilities:
‣ Experience with a non-profit organization
‣ Competence with a computer
‣ Getting the office procedures in order
‣ Supervisory experience and training
‣ Public relation is a term that refers to the
‣ Upkeep the database
You clarify that the ideal individual will be able to work in a variety of capacities within the union. Since 2018, I’ve volunteered at MNO Nonprofit in a variety of roles.
I started as a writer/editor for their newsletter, then aided in the production of different special events and was involved in volunteer recruitment and website maintenance.
All of these experiences and skills, I believe, would be a good fit for your administrative assistant post.
I finished a program at A Circle of Ten, Inc. last summer. It was a full-day program that looked at how to collaborate, build a community, and raise money.
I now realize, more than ever, how important unions are in ensuring that employees have a voice. I’m looking forward to being a part of the heritage of protecting workers’ rights.
Thank you for taking the time to read this. I eagerly await your response so that we can set up a time to talk more about how I can help your group.
Sample 3: Email Cover Letter for Administrative Assistant
Subject: Administrative Assistant – Jamie Doe
Dear Mr. Bill,
I’m writing in response to the open post of administrative assistant in XYZ Enterprises’ marketing department.
Susan Jones has been a long-time colleague of mine, and she suggested that I contact you personally about the post.
She believed that my diverse experiences and education equipped me with the required qualities to be a successful candidate for your company.
Many parts of office administration are familiar to me.
Accounting, ordering goods and office supplies, managing records, establishing and updating inventory, arranging appointments, and greeting customers at the entrance have all been my responsibilities.
Many of these skills were put to use during my stint as an administrative assistant at ABC Industries, where I also had the opportunity to work closely with the marketing department.
As our advertising campaign was being restructured, one of my responsibilities was to maintain communication across departments.
I was ecstatic to be a part of the company’s 30 percent increase in sales as a result of the new marketing plan.
Because I was in charge of proofreading and editing executive mail at White Books, I had the opportunity to improve my writing skills.
It also assisted me in developing superior time management and prioritization skills in order to finish assignments on time.
I would be grateful for the chance to meet with you to discuss the administrative assistant position.
Skills for Administrative Assistant Position
When writing a cover letter for an administrative assistant role there are several skills you need to have.
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The following are the required skills for the role of an administrative assistant.
1. Organizational Skills
First and foremost, you should be someone who is organized because you will be in charge of files, communications, and schedules. You must have attention to detail and be organized, with the ability to quickly locate a document or recall policy
2. Writing Abilities
Because administrative assistants send memos and emails to managers, employees, and customers (sometimes on your behalf), they are expected to write professionally and with appropriate grammar.
3. People Skills
When clients or employees arrive at the door, the secretary is often the first person they see. You should be someone who can successfully communicate with all of the people who will be served.
You’ll be working with a variety of people, including clients and office staff. The importance of good manners and a calm disposition cannot be overstated.
When applying for the role of an administrative assistant, make sure you are someone that the employer can trust.
Employers consider all of the sensitive information your administrative assistant may come into contact with, as well as the possible harm he or she may cause if they lack a strong moral compass.
5. Computers and Software Skills
You should be familiar with Microsoft Office, email, and the internet. If you work for a small business, you may need to be familiar with QuickBooks or other accounting software applications.
6. Multitasking Skills
This is particularly vital if you are also a manager. You should be able to handle multiple demands at the same time.
7. Communication Skills
Verbal and written communication is crucial. You must have a strong understanding of the English language as well as excellent proofreading abilities.
8. Decision-making Abilities
You’ll frequently be handling multiple things practically simultaneously, especially in crowded offices, so you’ll need to be able to prioritize and make timely judgments.
A client may request an appointment straight quickly, but does he actually require immediate attention or can he wait a few days?
Administrative Assistant’s Salary Outlook
The salary expectations in this role may differ, especially if it is an entry-level administrative assistant. In the United States, an Administrative Assistant normally earns roughly $51,800 per year. Salaries range from $24,800 to $81,300 (lowest to highest) (highest).
This is the average annual wage, which includes housing, transportation, and other perks. Salaries for Administrative Assistants vary greatly depending on experience, abilities, gender, and region.
A full breakdown based on a variety of parameters may be found below.
According to the US Bureau of Labor Statistics, secretaries and administrative assistants should see a 12 percent increase in employment between 2012 and 2022. (BLS).
According to the BLS, general secretaries, executive assistants, and administrative assistants who are not legal, medical, or executive secretaries earned median annual pay of $52,840 in 2018.
The nature of the business where an administrative assistant works, as well as the breadth of duties, can affect salary. The highest salary is given to those who serve as executives.
‣ $40,990 ($19.71/hour) is the median annual salary.
‣ Annual Salary in the Top 10%: More than $67,510 ($2.46/hour)
‣ Annual Salary in the Bottom 10%: Less than $26,880 ($12.92/hour)
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