Secretary Resume: Learn How to Write an Impressive Resume with these 15+ Examples

According to the U.S. Census Bureau, there are currently 2.78 million secretaries and administrative assistant positions in the United States. While there is a downward trend for secretary roles, there are still plenty of opportunities out there.

A secretary or admin assistant is responsible for a company’s whole clerical process, such as arranging meetings, typing documents, filing and answering the phone. It should be noted that this is much more involved than a receptionist job. 

Having a clean and succinct resume for a job application is vital. If it is your job to act as a professional face for a manager or department then showing off your organization and clerical skills is nothing short of important.

How to Write a Winning Secretary Resume

Resume Header

Everyone should have their full details at the beginning of their resume as specified below. Make sure that this information is accurate, up-to-date, and easily accessible:

1. Full name. If you have a hard-to-pronounce name, consider including your English name or a phonetic spelling in brackets.
2. Professional title. Make sure to align this title with the one you're applying for.
3. Email address. While using an email address you have since college is okay, make sure that it looks (or sounds) professional.
4. Phone number. If you cannot be reached via phone number, remember to mention your preferred contact method in your cover letter.
5. Location information. This information can opt-out if you're applying for remote work, or you can mention the country instead of the city you're in.

Resume Headline

A headline is what gets hiring managers interested in you as a candidate and entices them to read further. 

To create an attractive headline for your secretary resume, point out your greatest strengths and experiences in one sentence. Using some powerful words and phrases or highlighting your unique skills can truly make your headline stand out. 

It’s important to try and incorporate keywords here related to the required skills, qualifications, or experiences of the applying job. Since secretary positions typically have many candidates, it’s recommended to spend some time here to make sure your resume gets added to the interview pile. 

Here are 3 secretary resume headline examples:

Career Objectives

A good secretary resume objective demonstrates your career goals and ambitions in order to allow recruiters to understand your ambitions and qualifications.

The career objective is typically 2 sentences long and includes a few words about your positive characteristics (detail-oriented, enthusiastic), your relevant experience, impressive achievements and your career goals. Make your description clear and concise and tailor your career goals to match with the opening job.

The career objective can replace the resume headline section if desired. It is typical for those with less experience or those who wish to change careers to write a career objective. Otherwise, opting for a resume headline or summary will be more appropriate. 

Here are some examples of secretary resume objectives:

Work Experience

No matter what industry for which you are applying, the most important part of your secretary resume is the work experience section. It lists your professional experience and gives insights into your qualifications and abilities for future employers.

The work experience section of a secretary resume is truly important as it serves as a tangible demonstration of your proficiency and capability in handling various administrative tasks effectively. 

Through detailing past roles and responsibilities, this section showcases your ability to perform duties like manage calendars, coordinate meetings, maintain records and communicate efficiently. Furthermore, it highlights your overall career progression, demonstrating growth, reliability, and dedication over time. 

Here are some examples of a well-written secretary work experience section:

Secretary Skills for Resume

The skills section for a secretary resume is uniquely important. Job postings for secretaries or admin assistants will usually spell out specific skills required and this is the space for you to highlight your appropriateness for the job.

Whether it be language skills, software abilities or data entry experience, you should list out all of your hard skills and soft skills that make you a good candidate and use bullet points here.

You should read the job description carefully to make sure all the skills you list on your secretary resume are relevant to the opening job.

Here are some common secretary skills for your resume:

Education

Highlighting your academic qualifications on your resume is important to show HR your foundational training and a commitment to follow through on projects. 

Education requirements for secretary positions can vary widely, depending on factors such as industry, organization size, and job responsibilities. While a high school diploma or equivalent is often the minimum requirement for secretary or admin positions, some employers prefer candidates with additional education. 

In large organizations or specialized industries, a bachelor's degree in business administration, communications, or a related field may be preferred. 

Overall, while specific education requirements may vary, possessing relevant education and certifications can help you stand out in a competitive field and make your secretary resume shine.

Here’s an example of how to write an education section on your secretary resume:

If you haven't graduated yet but are still pursuing a degree, you can adapt the education section on your resume to reflect your current academic status. Here's a guide on how to do that:

Certification

Any certifications you’ve attained that can be applied to your secretary resume will give you a serious leg up on the competition. And while not a compulsory requirement, having credentials like a MOS (Microsoft Office Suite) certification will definitely make an impact.

Depending on the industry you are working, there are other certifications that HR might look at fondly, such as accounting certifications for finance or design software in marketing/advertising.

Either way, consider including any of the following certifications, especially if it is listed on the job description.

Example List of Secretary Certifications:

• Administrative Assistant Certificate
• Office Administration Certificate
• Executive Secretary Certificate
• Legal Secretary Certificate
• Medical Secretary Certificate
• Virtual Assistant Training Program
• Records Management Certificate
• Business Writing and Communication Certificate
• Microsoft Office Specialist (MOS) Certification Program
• Customer Service Skills Certificate

Tips for Writing the Best Secretary Resume

Start with the Right Resume Format

Be aware of the three different resume formats and choose the one that suits your needs:

• Chronological Resumes: The chronological resume is the most commonly used resume type where you list your work experience in reverse chronological order, from the most recent to the least recent. If your past several work experiences align with the position for which you are applying, then go with this format.
• Functional Resume: A functional resume highlights your skills rather than your chronological experience in your resume. This resume format is highly suitable for recent graduates with limited work experience or people changing careers. It's important in a functional resume to provide examples of how you have applied these skills in your previous experiences.
• Combination Resume: A combination resume also focuses on skills but uses work experience as a supplement to support skills. This is great for people who are switching careers, and much of their work experience might not be relevant.

Use Keywords from the Job Description

It’s important to use keywords from the job description on your secretary resume as many large companies use an Applicant Tracking System (ATS) for hiring. An ATS is a type of software used by employers to scan, rate, and organize resumes submitted for their positions. It scans applications looking for keywords, specific skills, and experience that are important to the job.

Those keywords are usually mentioned in the job listing, sometimes more than once, so applicants should take note which ones to include on their resumes for a high-rated ATS.

 

Consider the following steps when incorporating keywords:

1. Read the job description
   Example: “Seeking an adaptable secretary proficient in Microsoft Excel and Powerpoint, calendar management, and excellent communication skills to provide efficient administrative support.”
   
2. Analyze the keywords mentioned
   Keywords: adaptable, Excel and PowerPoint, calendar management, excellent communication skills
   
3. Craft your sentences using the keywords
   • Adaptable professional adept at managing busy schedules and client requests using excellent communication skills
   • Capable of creating and editing presentations, reports, and spreadsheets with precision in Microsoft Excel and PowerPoint
   • Skilled in calendar management, demonstrating the ability to coordinate meetings, appointments, and travel arrangements seamlessly
     

By incorporating these specific keywords into your resume, you increase the likelihood of your application successfully navigating through ATS filters. 15+ ATS-Friendly Resume Templates

Reordering Resume Sections

By strategically moving sections on your secretary resume (such as moving Volunteer Experience or Skills towards the top), candidates can immediately capture a recruiter’s attention and make a strong first impression. 

Rearranging sections on a resume can be helpful for several reasons. Firstly, it allows candidates to highlight their most relevant qualifications and experiences at the forefront. Additionally, rearranging sections can tailor the resume to specific job requirements or industry norms, such as having certifications higher up when they are a known requirement. 

Fresh graduates or job changers may want to write a secretary resume with little experience. Under this situation, reordering the sections to create a more powerful resume is a useful technique.

However, take care when rearranging sections to maintain clarity and coherence. Abrupt shifts in the organization of information may confuse readers and make the resume look out of place or harder to follow.

Secretary Resume Examples

When it comes to writing a secretary resume, using the best secretary resume template can make all the difference in presenting your skills and experience in a clear and concise manner. With the plethora of templates available online, it can be overwhelming to choose the right one.

Secretary Resume Example #1

Secretary Resume Example #2

Secretary Resume Example #3

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Secretary Resume Example #5