Automatically apply for jobs with Zippia

Upload your resume to get started.

Administrative office assistant skills for your resume and career

Updated January 8, 2025

5 min read

Quoted experts

Dr. Mike Peterson Ph.D.,

Allison White

Administrative office assistant example skills

Below we've compiled a list of the most critical administrative office assistant skills. We ranked the top skills for administrative office assistants based on the percentage of resumes they appeared on. For example, 14.2% of administrative office assistant resumes contained customer service as a skill. Continue reading to find out what skills an administrative office assistant needs to be successful in the workplace.

15 administrative office 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 office assistants use customer service:

Resolved administrative problems and performed various clerical functions, client/customer service, scheduled appointments, processed accounts payable and receivable.
Provided administrative office support as Office Manager and customer service to the public as Receptionist/Switchboard Operator as necessary.

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 office assistants use data entry:

Gained familiarity with Microsoft computer software Filed, purged, copied, and organized confidential documents Data entry; handwritten and typed
Oversee all administrative tasks -Daily operations -Ensure effectiveness of the office running smoothly -Faxing/calling/emailing/copying -Extensive data entry -Research -Answering phones -Paperwork

3. Phone Calls

Phone calls are a wireless or wired connection made over a telephone or a mobile phone between two people. Two parties are involved in a phone call, the caller and the receiver. A caller dials the number of the one he wants to call, and the recipient hears a bell or a tune to which he picks up the call. The call establishes a connection between them through which they can communicate. The voice is converted into signals and is transmitted through wired or wireless technology.

Here's how administrative office assistants use phone calls:

Handled incoming telephone calls and provided information of verifying health insurance and assistance as required and connected caller with desired party.
Supervised office, managed telephone calls, facilitated tours for prospective families, registered new students

4. Payroll

Payroll is the sum of all the compensation that an organization has to pay to employees at a specified time. Payroll is managed by the finance or HR department while small business owners may handle it themselves. Payroll isn't fixed as it varies every month due to sick leaves, overtime, etc.

Here's how administrative office assistants use payroll:

Completed financial transactions, delivered documents to clients, and monitored and calculated payroll.
Scan and electronically emailed pertinent documents to payroll in a time sensitive manner.

5. PowerPoint

Here's how administrative office assistants use powerpoint:

Experienced in creating spreadsheets, PowerPoint presentations and navigating within Outlook and the internet, operate general office business equipment.
Present PowerPoint presentations and Excel tracking spreadsheets of current solicitations for each company to the Business Development Management Team.

6. Database Management

Here's how administrative office assistants use database management:

Utilized computers for various applications, such as database management, Microsoft software applications and word processing.
Performed general office duties including electronic filing, database management, and auditing.

Choose from 10+ customizable administrative office assistant resume templates

Build a professional administrative office assistant resume in minutes. Our AI resume writing assistant will guide you through every step of the process, and you can choose from 10+ resume templates to create your administrative office assistant resume.

7. Office Equipment

Here's how administrative office assistants use office equipment:

General office administration support including premise repairs and renewals, office equipment and maintenance contracts and firm related insurance policies.
Managed primary care administrative and back office appointing office equipment, documentation, and procedures for provider immediate use.

8. Word Processing

Here's how administrative office assistants use word processing:

Performed word processing functions/mail merge of property management office correspondence and notices to tenants.
2010Provided administrative support including word processing, data entry and filing.

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 office assistants use scheduling appointments:

Managed all aspects of daily operations include coordinating and scheduling appointments and correspondence.
Verify insurance coverage and scheduling appointments for patients receiving pain management services.

10. Front Desk

Here's how administrative office assistants use front desk:

Analyzed and evaluated administration of front desk, by providing improvement process for functional operation.
Provided front desk management and administrative support for 45 architectural professionals.

11. Travel Arrangements

Here's how administrative office assistants use travel arrangements:

Planned travel arrangements for Managed the receptionist area, including greeting visitors and responding to telephone and in-person requests for information.
Process and make travel arrangements, complete various office documentation including payroll authorizations, purchase requisitions, meeting minutes.

12. Purchase Orders

Here's how administrative office assistants use purchase orders:

Reviewed purchase orders within assigned limits for the purpose of facilitating on-site ability to acquire required supplies and/or equipment.
Maintained department specific inventory utilizing purchase orders and requisitions and following through to delivery.

13. Office Support

Here's how administrative office assistants use office support:

Assist in developing and maintaining administrative office policies and procedures for office support staff ensuring consistency and confidentiality.
Managed rental department then to overall office support assistant when regular manager returned to position.

14. Financial Statements

A financial statement is a report of an individual or a company that includes all the information about the declared assets, the use of money, income, and also the contribution of shareholders over a certain period.

Here's how administrative office assistants use financial statements:

Performed accounts receivable and accounts payable activities including recording patient payments and creating financial statements.
Reviewed financial statements, gave input on the approval of financial decisions, worked with expense reports and accounts payable.

15. Clerical Support

Clerical support performs activities that must be done in every workplace in order to support the company going forward. These duties, which come within the category of clerical support, are typically delegated to entry-level employees since they are simple and easy to learn. Even though clerical duties like printing and filing are easy, they require time and in many instances, other workers are preoccupied with other activities and unable to keep up with all that needs to be accomplished. As a result, many businesses employ clerical support staff who are solely responsible for these duties.

Here's how administrative office assistants use clerical support:

Provided secretarial, administrative, and clerical support to various departments throughout the company interacting with all levels of management.
Provided clerical support for Director Answered/transfer calls to appropriate personnel Handled confidential files Utilized MS words to create documents

5 Administrative Office Assistant resume examples

Build a professional administrative office assistant resume in minutes. Browse through our resume examples to identify the best way to word your resume. Then choose from 5+ resume templates to create your administrative office assistant resume.

Create my resume

Build a professional resume in minutes using this template.

What skills help Administrative Office 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 office 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 hard/technical skills are most important for administrative office assistants?

Allison White

Associate Professor, Ohio University

In addition to production software skills, including MS Outlook, Word, Excel, and PowerPoint, we often taught database skills using MS Access. Every employer has an employee database and a customer/client database that requires input and sometimes maintenance by office personnel. Keyboarding (65+ wpm), basic bookkeeping/accounting, and filing skills are a must.

What soft skills should all administrative office assistants possess?

Allison White

Associate Professor, Ohio University

Employers have told me repeatedly that soft skills are often the most important. They will ask for my reference after I've gotten to know a student and been able to identify their communication, problem-solving, and interpersonal skills. They want someone to take the initiative yet know when to ask questions. Customer service skills and confidentiality were also voiced by our internship supervisors. Verbal and non-verbal communication is a must. The applicant must be able to write well!!

What administrative office 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 office 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 office 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.

Do you want to know more?

List of administrative office assistant skills to add to your resume

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

Customer Service
Data Entry
Phone Calls
Payroll
PowerPoint
Database Management
Office Equipment
Word Processing
Scheduling Appointments
Front Desk
Travel Arrangements
Purchase Orders
Office Support
Financial Statements
Clerical Support
HR
Provides Administrative Support

Telephone Calls
Administrative Tasks
Office Management
Expense Reports
Office Procedures
Meeting Minutes
Office Operations
Office Administration
Event Planning
Background Checks
Computer System
Administrative Functions
QuickBooks
Hard Copy
Fax Machines
Direct Calls
Bank Deposits

Office Machines
Facebook
Multi-Line Phone System
Administrative Assistance
Conference Calls
Office Tasks
Patient Charts
Accounts Receivables
Financial Reports
Transferring Calls
Customer Inquiries
Administrative Problems
Inventory Control
FedEx
Collating

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

Browse office and administrative jobs