Use ATS-optimised CV and resume templates that pass applicant tracking systems. Our CV builder helps recruiters read, scan, and shortlist your CV faster.
Below is a template. It reflects how administrative assistant resumes are actually evaluated in modern ATS pipelines and recruiter shortlisting workflows.
Jordan Mitchell
Chicago, IL
312-555-0187
jordan.mitchell@email.com
LinkedIn: linkedin.com/in/jordanmitchell
Professional Summary
Administrative Assistant with 6+ years supporting VP-level leadership in healthcare and manufacturing environments. Manages multi-calendar coordination (5+ executives), vendor contracts, compliance documentation, and high-volume internal communications. Known for reducing scheduling conflicts by 42% and improving document retrieval time through system restructuring.
•Improved supply tracking process, reducing shortages by 18%
•Drafted internal policy updates and executive correspondence
Education
Associate Degree – Business Administration
College of DuPage
Technical Skills
•Microsoft Office Suite (Advanced)
•Google Workspace
•SAP
•Salesforce
•DocuSign
•Zoom / Microsoft Teams
Why This Administrative Assistant Resume Example Performs in ATS
Most resumes for administrative assistants fail for predictable reasons. This one avoids them intentionally.
1. It Demonstrates Operational Control — Not Just Task Execution
Recruiters scan for:
•Volume handled
•Complexity of environment
•Leadership exposure
•Confidentiality level
•Financial responsibility
Weak version:
“Managed calendars and scheduled meetings.”
Evaluated as:
•Entry-level task execution
•No scale
•No complexity
•No measurable outcome
Strong version (from example):
“Manage complex scheduling for 4 senior executives across 3 time zones, averaging 120+ monthly meetings.”
This communicates:
•Multi-stakeholder coordination
•High meeting density
•Executive exposure
•Organizational reliability
ATS ranking improves when:
•Role-relevant keywords are contextually reinforced
•Scope indicators (numbers, systems, scale) are present
2. It Signals Risk Reduction Capability
Administrative roles are risk-control roles.
Hiring managers evaluate:
•Can this person protect executive time?
•Can they prevent compliance errors?
•Can they manage documentation without exposure risk?
This example includes:
•Zero audit discrepancies
•Compliance coordination
•Confidential data handling
•Structured document systems
Those phrases trigger relevance scoring in ATS configured for compliance-heavy industries.
3. It Reflects Modern Administrative Complexity
Administrative assistants in 2025 are often:
•Operations support
•Internal communication coordinators
•Vendor gatekeepers
•Expense auditors
•CRM contributors
Resumes that only mention:
•Filing
•Answering phones
•Scheduling meetings
Are algorithmically ranked closer to entry-level support, regardless of years of experience.
This example embeds:
•Vendor invoices ($1.3M volume)
•ERP & CRM systems
•Board-level materials
•Multi-time zone coordination
•Process redesign
That shifts perceived seniority.
How Recruiters Actually Screen Administrative Assistant Resumes
Screening occurs in two layers:
Layer 1: ATS Filtering
Systems prioritize:
•Exact title alignment (“Administrative Assistant” vs unrelated creative titles)
•System familiarity (Outlook, SAP, Salesforce)
•Executive exposure language
•Compliance and documentation keywords
•Quantified workload
Formatting rules that prevent parsing errors:
•No tables
•No graphics
•No text boxes
•Clear section headers
•Standard chronological structure
Layer 2: 15–30 Second Recruiter Scan
Recruiters check:
•Executive exposure (C-suite? VP-level?)
•Environment type (corporate, healthcare, manufacturing, legal)
•Workload density (meetings/month, vendors managed, travel volume)
•Process ownership vs simple execution
•Signs of discretion and reliability
If these are unclear, the resume is deprioritized.
Failure Patterns in Administrative Assistant Resumes
Common rejection triggers:
•No numbers anywhere
•Only listing tasks
•No systems mentioned
•No indication of scale
•Overdesigned format that breaks parsing
•Inflated “Executive Assistant” title without executive scope proof
Example of weak bullet:
“Assisted management with administrative duties.”
This is ignored in screening.
Modern evaluation logic expects:
•Volume
•Systems
•Business impact
•Coordination complexity
Resume Positioning by Seniority Level
Entry-Level Administrative Assistant
Must emphasize:
•Software proficiency
•Internship support scope
•High-volume coordination
•Accuracy metrics
Without metrics, resumes collapse into generic support positioning.
Mid-Level Administrative Assistant
Must demonstrate:
•Process improvement
•Vendor coordination
•Expense handling
•Cross-functional communication
Failure to show operational ownership keeps resume categorized as clerical.
Senior / Executive-Level Administrative Assistant
Must show:
•Direct executive support
•Board material preparation
•Confidential financial handling
•Travel complexity
•Calendar density
If these are missing, recruiter assumes mid-level support.
Keyword Mapping for Administrative Assistant Roles
ATS systems often score based on semantic clusters, not just individual words.
Important clusters include:
Calendar & Scheduling
•Executive calendar management
•Meeting coordination
•Time zone scheduling
•Outlook management
Financial Administration
•Expense reports
•Invoice processing
•Vendor payments
•Budget tracking
Documentation & Compliance
•Records management
•Audit preparation
•Compliance documentation
•Contract filing
Systems
•Microsoft Office
•Google Workspace
•SAP
•Salesforce
•CRM / ERP
This example integrates these naturally without keyword stuffing.
What Makes an Administrative Assistant Resume Competitive in 2025
Modern administrative roles intersect with:
•Digital collaboration platforms
•Remote team coordination
•Executive bandwidth protection
•Internal communication flow control
Resumes that ignore:
•Hybrid environment coordination
•Virtual meeting tools
•Cross-time zone management
•Data confidentiality
Appear outdated.
This example intentionally integrates:
•Zoom / Teams
•Multi-time zone management
•Centralized documentation systems
•Audit coordination
Frequently Asked Questions
1. Should an administrative assistant resume include exact numbers for meetings and invoices?
Yes — and not approximations like “many meetings.” ATS and recruiters use numbers to gauge workload tolerance. Meeting volume, invoice totals, travel frequency, and executive count materially affect screening decisions. Without quantification, seniority cannot be inferred.
2. How do recruiters differentiate between an Administrative Assistant and an Executive Assistant resume?
They look for:
•Direct C-suite support
•Board-level exposure
•High financial oversight
•Strategic calendar control
•Decision-filtering responsibilities
If those are absent, the resume is categorized as administrative support regardless of title.
3. Is it necessary to list software systems even if they seem obvious (like Microsoft Office)?
Yes. ATS scoring engines often require explicit keyword matches. Even widely assumed tools like Outlook or Excel must be stated clearly to increase ranking probability.
4. Why do many experienced administrative assistants get screened out despite years of experience?
Because experience duration alone does not signal scope. If the resume lacks:
•Quantified volume
•Systems used
•Executive exposure
•Process ownership
The ATS categorizes it as generic clerical support.
5. Should an administrative assistant resume include soft skills like “organized” or “detail-oriented”?
Not as standalone claims. Recruiters infer organization and attention to detail from:
•Zero audit discrepancies
•Conflict reduction metrics
•Process improvements
•Compliance accuracy
Unsubstantiated soft skills do not affect screening outcomes.
This administrative assistant resume example reflects how modern hiring systems and recruiters evaluate administrative talent — based on operational scope, risk control, workload density, and system fluency, not decorative formatting or generic descriptions.
Upload CV
Import from Linkedin
