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Administrative assistant skills for your resume and career

Updated January 8, 2025

5 min read

Quoted experts

Dr. Mike Peterson Ph.D.,

Anne McConnell Ph.D.

Some of the most important hard skills an administrative assistant can possess include data entry, administering office procedures, powerpoint, and managing phone calls. It's important that administrative assistants have a strong grasp on the technology that they will be using. They should also have a knowledge of powerpoint and a familiarity with office procedures.

When it comes to soft skills, administrative assistants should, above all else, have excellent communication skills. Administrative assistants are responsible for a great amount of communication between many different parties, so these skills are crucial.

Below we've compiled a list of the most critical administrative assistant skills. We ranked the top skills for administrative assistants based on the percentage of resumes they appeared on. For example, 14.3% of administrative assistant resumes contained customer service as a skill. Continue reading to find out what skills an administrative assistant needs to be successful in the workplace.

15 administrative assistant skills for your resume and career

1. Customer Service

Customer service is the process of offering assistance to all the current and potential customers -- answering questions, fixing problems, and providing excellent service. The main goal of customer service is to build a strong relationship with the customers so that they keep coming back for more business.

Here's how administrative assistants use customer service:

Served as liaison to customer service department for inventory updates - Other duties as assigned by the Manager of Generic Pharmaceutical Procurement
Implemented curriculum, maintained programming and accreditation standards in classrooms, and addressed parental concerns with excellent customer service.

2. Data Entry

Data entry means entering data into a company's system with the help of a keyboard. A person responsible for entering data may also be asked to verify the authenticity of the data being entered. A person doing data entry must pay great attention to tiny details.

Here's how administrative assistants use data entry:

Completed data entry for accounting department efficient project completion coordinate and arrange scheduled military trips, for government personnel.
Monitored contractor productivity, reviewed maintenance contracts, applied data entry skills, utilized Microsoft excel and word.

3. PowerPoint

Here's how administrative assistants use powerpoint:

Created presentation books and submission materials for underwriters review for premium quotes as well as facilitated meeting with underwriters via PowerPoint.
Developed innovative PowerPoint presentation used by the business owners to demonstrate quality and dedication to future clients' remodeling needs.

4. Travel Arrangements

Here's how administrative assistants use travel arrangements:

Coordinated calendars, travel arrangements and schedule meetings as required and prepared any necessary materials for travel/meetings for the Engineering Department.
Photocopied and faxed important documents, kept records of important information and documents also scheduled appointments and travel arrangements.

5. Database Management

Here's how administrative assistants use database management:

Worked for Investment Counsel Company assisting portfolio administrators with database management, client report presentations, and other related office duties.
Promoted to Editorial Associate with further administrative assistant responsibilities plus daily database management and oversight of permissions for copyright and contracts.

6. Word Processing

Here's how administrative assistants use word processing:

Prepared and organized confidential correspondence, presentations and reports utilizing advanced word processing, graphics and presentation software knowledge.
Provided administrative support including word processing, daily activity and other reports required for day-to-day operation.

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7. Office Equipment

Here's how administrative assistants use office equipment:

Ordered supplies, maintained vendor information and e-mailed regarding certificates and literature, trouble-shot computer issues, maintained office equipment.
Handled and maintained administration duties such as answered phones, distributed incoming/outgoing mail and operated basic office equipment.

8. Provides Administrative Support

Here's how administrative assistants use provides administrative support:

Manage Executive member of management schedule and provides administrative support to alternate management as well as clients.
Position provides administrative support to managers, directors and vice presidents and executive vice presidents.

9. Scheduling Appointments

Scheduling appointments is the practice of finding a free slot with the person(s) you want to meet. The process of scheduling appointments involves finding mutually free time, negotiating follow-ups, sending reminders, and creating new appointments. Scheduling appointments is important to ensure that the timings of consecutive meetings do not clash with each other.

Here's how administrative assistants use scheduling appointments:

Interfaced extensively with department managers and inter-regional executive staff on a nationwide level, scheduling appointments and fielding inquiries.
Provide administrative/secretarial support for the department such as answering telephones, assisting visitors, data entry and scheduling appointments.

10. Purchase Orders

Here's how administrative assistants use purchase orders:

Executed purchase orders and delivery orders in accordance with the incumbent s warranted procurement authority.
Maintained and controlled company's inventory level to ensured purchase orders are made accordingly.

11. Telephone Calls

Telephone calls are a communication means through which a caller is connected to the called party. The call is done through a telecommunications device called a telephone. The caller can use a landline, mobile phone, or satellite phone to make the call.

Here's how administrative assistants use telephone calls:

Performed standard administrative duties such as answering telephone calls, filing documents, creating correspondences and managing collections.
Received telephone calls, directing callers to appropriate staff or personally providing the information desired.

12. Expense Reports

Here's how administrative assistants use expense reports:

Collaborated with Motorola-Sprint Account team and independently providing assistance to engineers including entering expense reports, estimating costs and arranging travel.
Supported executives and managers by calendaring appointments, assisting with meeting preparation and scheduling, and processed expense reports.

13. Front Desk

Here's how administrative assistants use front desk:

Assisted and directed patients, personally assisted Voluntary Services Coordinator, managed front desk LEADERSHIP
Managed front desk, maintaining heavy in-person/phone interaction with corporate/individual clients for 10-person office.

14. HR

HR stands for human resources and is used to describe the set of people who work for a company or an organization. HR responsibilities revolve around updating employee records and carrying out management processes like planning, recruitment, evaluation, and selection processes. HR is a key contributor to any company or organization's growth as they are in charge of hiring the right employees, processing payrolls, conducting disciplinary actions, etc.

Here's how administrative assistants use hr:

Elevated interdepartmental communications and collaboration as a key liaison between HR, Automotive, Transportation, and Warehouse departments.
Improved HR files efficiency by implementing color-coded filing system and introducing additional time-saving measures.

15. Administrative Tasks

Here's how administrative assistants use administrative tasks:

Managed Outlook calendars, coordinated travel arrangements (both domestic/international) and provided administrative tasks for all department supervisors.
Performed a wide variety of accounting and administrative tasks for a large mechanical contracting and sheet metal fabricating business.

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What skills help Administrative Assistants find jobs?

Tell us what job you are looking for, we’ll show you what skills employers want.

What skills stand out on administrative assistant resumes?

Dr. Mike Peterson Ph.D.

Department Chair and Associate Professor of English, Dixie State University

Writing skills have always been valued by employers, but anything that shows an ability to write, produce, or communicate in digital spaces will stand out. While employers are becoming increasingly comfortable having employees work and collaborate digitally (from home or elsewhere), they may still be reluctant to train employees how to do that. They want to see evidence that applicants will know how to use technology and stay productive without extensive training and without a supervisor having to stand behind them. That isn't to say training won't take place, but employers want to use their valuable time and resources training employees on their own systems, policies, and procedures; they don't want to have to show new-hires how to use Zoom, how to format a memo, how to write an email, or how to co-edit a document using OneDrive.

What administrative assistant skills would you recommend for someone trying to advance their career?

Anne McConnell Ph.D.

Professor, West Virginia State University

I would encourage someone taking a gap year to branch out, seeking work experiences and employment situations that expose them to new skills and allow them to interact with a diverse set of people. Sometimes we find ourselves in a bubble-communicating with the same people, who tend to share the same ideas-and a gap year provides the opportunity to extend beyond that. Employers value employees who have open, flexible minds, and seeking out experiences that demonstrate that openness can be helpful.

What type of skills will young administrative assistants need?

Angela Robbins Ph.D.

Associate Professor of History, Meredith College

History majors are in high demand in government, business, and non-profits because of the knowledge and skills they gain in the classroom. History majors, in particular, are especially good at contextualizing-that is, explaining how an event or discussion fits within the big picture. This includes how things that are going on today-such as the Capitol riot on January 6-connects to the Constitution, the balance of powers, the way democracy works, and related issues such as the implications of propaganda and misinformation. This goes well beyond merely expressing an opinion or debating two sides of an issue. Students of history do their research and practice skills of analysis, collecting and scrutinizing evidence rather than taking something at face value or only relying on a single source. We take sources apart to evaluate the credentials of their creators and search for bias. We examine sources from various creators so we take into account multiple experiences and points of view. Then we synthesize-or bring the sources together-in order to communicate what it all means. These skills are desired by employers and translate well into many careers and work environments. Seeking good evidence to answer questions and solve problems, whether that's in the classroom today or working with clients later, is a skill that employers highly value.

Students are practicing other skills that are necessary to success in the workplace, whether that will be in person or online. Time management, seeing a project through from start to finish, hosting and contributing to meetings, working on a team-whether it's two people or ten-and creating appropriate types of presentations to communicate ideas are all things our students can tell their employers they will come in with so they can hit the ground running. In addition, our majors develop self-awareness, empathy, and an appreciation of diverse opinions and approaches to problems through investigation of the life experiences of historical figures and their classroom discussions with classmates. Certainly, every employer wants you to learn the specifics within their sector, but these skills are fairly universal and will benefit majors as they move from the classroom to career.

What technical skills for an administrative assistant stand out to employers?

Christi Patton Luks

Professor (NTT) and Associate Chair for Academic Affairs, Missouri University of Science & Technology

I've always felt that the most important thing we teach our students is problem-solving skills. The students who can readily relate the theory to their practical experience to develop new solutions are the most valuable. Engineering students that are active on design teams or took advantage of internships and co-ops are in great position for this.

What soft skills should all administrative assistants possess?

Brandy Bailey

Career Coach, Ohio University - Lancaster Campus

Soft skills may vary depending on the employer, industry, and personal opinions. My biggest ones are communication skills, adaptability, self-awareness, teamwork, problem-solving, intercultural competency, creativity or innovation, and time management.

Do you want to know more?

List of administrative assistant skills to add to your resume

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

Customer Service
Data Entry
PowerPoint
Travel Arrangements
Database Management
Word Processing
Office Equipment
Provides Administrative Support
Scheduling Appointments
Purchase Orders
Telephone Calls
Expense Reports
Front Desk
HR

Administrative Tasks
Financial Statements
Meeting Minutes
Clerical Support
Administrative Functions
Event Planning
Office Management
Office Procedures
Conference Calls
Background Checks
Direct Calls
Office Operations
Administrative Problems
QuickBooks

Hard Copy
Computer System
Multi-Line Phone System
Fax Machines
Financial Reports
Provide General Support
Administrative Assistance
Meeting Agendas
Bank Deposits
Office Machines
Accounts Receivables
Inventory Control
Customer Inquiries
FedEx

Updated January 8, 2025

Zippia Team

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.

Updated January 8, 2025

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