Being an administrative assistant is more about managing emails and scheduling; it’s about feeling the pulse of the business and infusing it with your own beat. A cover letter can make all the difference in your job application and will make you an outstanding administrative assistant and a wonderful person to work with.
In order to effectively communicate genuine warmth and kindness in your cover letter, we have put together tips and sample cover letters to guide you in writing your administrative assistant’s cover letter.
The bulk of administrative assistant jobs entail gathering and distributing information within a corporation.
Becoming an admin assistant is a highly coveted profession, but you can only get it by producing the finest resume and cover letter for the position.
In this article, we’ll look at how to write the ideal cover letter to land that job, but first, let’s clarify what a cover letter is.
Who is an Administrative Assistant?
Daily, administrative assistants execute clerical and organizational activities as desk agents, secretaries, or receptionists. Administrative assistants are clerical workers who work in practically every field.
They are among a company’s most important employees, ensuring everything functions smoothly behind the scenes.
In addition, an administrative assistant aids leaders in the company with high-level administrative responsibilities like taking calls, planning meetings, handling executive duties, and other office tasks.
Making and receiving phone calls, taking notes, and maintaining documents are common examples. Administrative assistants could also greet customers and send and receive mail.
A cover letter for an administrative assistant role is written by an individual who intends to fill that role.
What Does an Administrative Assistant Do?
It is widely known that administrative assistants are administrative support professionals.
They assist other staff by organizing files, composing messages, managing calendars, and providing general assistance.
Administrative assistants use computers to create worksheets, generate emails, manage records, and compile briefings, reports, and publications.
They may also liaise with vendors, buy supplies, run closets or company libraries, and gather data from various sources.
Administrative assistants may be required to have extensive professional expertise in various fields.
As a result, the tasks of these assistants may be more specific. Legal administrative assistants, for example, may need to know legal terms and procedures.
On the other hand, medical administrative assistants may be required to work with insurance companies and study medical records.
Administrative Experience in a Cover Letter
Administrative experience refers to skills and competence gained from performing specific administrative tasks.
They could be responsible for answering phones, greeting and directing visitors, office software, spreadsheet and presentation development, and filing.
Office administrators also oversee the work of younger administrative staff and are responsible for office initiatives and tasks.
Administrative experience can refer to various talents, including interaction, office management, reporting, programming, and office assistance.
They coordinate events, including office parties and client banquets, set customer appointments, and make appointments with management staff.
Also, organizing meetings for the department or the whole firm are just a few examples of experience. You must complete this as soon as possible.
A job candidate with administrative experience currently works or has previously worked in a position that demands considerable secretarial or clerical duties.
Most employers frequently seek applicants with administrative experience.
Similarly, to assist you in standing out from the throng, you might register in courses or certification programs. Administrative assistants operate in a variety of businesses and environments.
A competent range of administrative skills includes a mixture of soft and technical abilities to achieve administrative experience.
While the technical abilities necessary for administrative work vary by the company, for example, knowledge of specific software or platforms.
Also, competent administrative workers have many of the same soft or “interpersonal” skills.
Things to Include in Your Cover Letter
There are various things that must not fail to appear in a cover letter if you’re applying to be an administrative assistant. All of these factors are necessary to ensure that you adhere to the job description requirements.
In your letter, you also mention your key relevant or noteworthy qualifications to help employers see why you’re a match for the job.
1. Initial Greetings
Begin by addressing the Hiring Manager personally. The recruiter, hiring manager, or whoever advertised the vacancy should receive your letter. Limit your use of generic greetings.
If a piece of contact information is given or a name can be located, resist using a nonspecific greeting like “To whom it may concern” or “Dear Sir/Madam.”
Use the proper title before the person’s last name, such as “Dr. Tyson” or “Ms. Pierce.”
2. A Brief Overview
Make your introduction as brief as possible. With no more than three sentences, explain why you’re writing and what role you’re looking for.
Explain that you match the administrative assistant job descriptions in your cover letter. This can be accomplished by:
- State that you satisfy all the job requirements outlined in the posting.
- Your writing should appropriately describe the job title and briefly mention key job posting criteria you satisfy, such as computer experience.
- Describe why you think you’re the ideal candidate for this position. Explain why you believe you are the best applicant for the administrative assistant position in one sentence.
3. Knowledge and Experience
Give a quick summary of your education. Write a few sentences on your qualifications, where you received them, and a description of your job training.
Discuss how your knowledge relates to the job description’s main competencies. Consider the case of a financial administrative assistant.
4. Job Achievements
Mention how long you’ve worked as a secretary and where you’ve worked. Keep this to one phrase because you’ll be detailing your precise tasks and work experience later.
5. Job Requirements’ Core Abilities
Match the prominently specified duties and responsibilities in the job description to the major abilities and competencies in your accompanying resume.
If the job specification requires you to be knowledgeable with appointment management tools, for instance, discuss the depth and breadth of your expertise in that field.
6. Highlight Your Most Recent Position
Discuss your most current role and achievements. In addition, in a few phrases, describe your responsibilities as an administrative assistant at your current or previous job.
7. Professional Experiences and Learning Opportunities
Include detailed instances of how your efforts helped your previous employer. Describe what you learned as an administrative assistant in a few sentences. Highlight your most notable accomplishments from your previous role.
Cite one or two of your most notable professional accomplishments, including being entrusted with difficult travel arrangements or developing a new document management system.
Colleagues and managers will compliment you on your experienced and skilled administrative support.
8. Express Gratitude to the Organization
To illustrate your understanding and passion for the organization, individual, or institution you’re applying to, do a little homework.
Then, you include a statement about their significant products and services, major achievements, or public image.
Mention why you want to work at this company as an administrative assistant. This normally entails discussing how your ability to work as an administrative assistant would align with your professional goals and abilities.
Discuss how well you can contribute to the organization’s success.
9. Call to Action
Make it clear that you want to hear from them. Mention that you’ve submitted your resume for their consideration and invite them to reach you via email or phone.
Append your signature with your names and the phrase “sincerely” or any appropriate phrase. Also include this in your cover letter for an administrative assistant position.
You must remember to end cover letters with your signature.
Administrative Assistant Cover Letter Tips
Many people consider writing cover letters a burden, but it’s a great way to impress a potential employer. The following are some pointers to help you write your cover letter.
1. Instead of Your Name, Start with Something Else
Since the hiring manager won’t have trouble locating your signature or recognizing your name from the top of your cover letter, you can get directly to the point in the first paragraph.
2. Use the Hiring Manager’s Name
It’s a good idea to get off on the right foot by customizing the greeting. Use the company’s address as well.
3. Apply Caution When Making Generalizations
Making immediate connections with callers, clients, visitors, and VIPs is important. If you just say you’re “kind” or “good with people,” you cannot capture the reader’s attention.
Please feel free to take a risk and enjoy the benefits of your strongest skills. You’ll have a higher chance of getting the ideal position you want if you follow this advice.
4. Attempt to Find a Point of Contact
Use the company’s hiring manager’s name in your cover letter if you can find it. “Dear Mr. Lucas” or “Dear Tamron Steven” are much more friendly greetings than “Dear Hiring Manager.”
A personalized greeting shows you took the time to learn who you’re writing to. Prospective employers admire this kind of initiative.
5. Mention a Reference
Note it in the first paragraph if someone had referred you. Make your cover letter relevant to the job you’re looking for. You should customize your administrative assistant cover letter to the job role you’re applying for.
Before you write, create a checklist of the qualities, requirements, and preferences in the job advertisement.
6. Use Illustrations
Next, by providing examples from past positions, you may highlight the skills that match what the company is searching for in a perfect candidate.
The more closely your experience fits what the business is seeking in a recruit, the better your chances of getting an invitation to the interview and, eventually, getting the job.
7. Carefully Edit and Grammar-Check Your Work
Before sending your job application materials, double-check your CV and cover letter. It’s especially important if you’re applying for a position in the administration.
This is because your writing presentation skills will be evaluated as an aspect of the hiring process.
Administrative Assistant Qualifications
You must possess various skills while writing a cover letter for an administrative assistant position, even if you are applying for an entry-level position.
The following are the skills and qualifications that an administrative assistant must have.
1. Organizing Skills
You should be organized foremost since you will be responsible for paperwork, correspondence, and schedules. You must be organized, pay close attention to detail, and be able to retrieve a file or memorize policy.
2. Written Communication Skills
Administrative assistants must write skillfully and with proper grammar because they send reports and correspondence to managers, staff, and clients (sometimes on your behalf).
Administrative assistants need to have excellent oral and written communication skills.
Ensure you are someone the company can trust when applying for an administrative assistant position.
Employers consider all the sensitive information that the administrative assistant may have access to and the potential harm that he or she may create if they lack a strong character.
4. Ability to Multitask
This is especially important because you will handle several duties within the work chain. You must be able to deal with several demands at once.
5. Social Skills
The secretary is the first person clients or workers meet when they walk through the door. You should be able to communicate effectively with all the individuals who will be serviced.
Clients and office workers will be among the folks you’ll interact with. It is impossible to stress the value of decent etiquette and a calm demeanor.
6. Ability to Communicate
Communication skills and ability, both verbal and written, are essential. You should have a great command of the English language and exceptional proofreading skills.
7. Knowledge of Computers and Software
Microsoft Office, emails, and the online world should all be familiar to you. You may need to be acquainted with QuickBooks or other bookkeeping software packages if you work for a private business.
8. Ability to Make Decisions
You’ll be juggling numerous tasks practically simultaneously, especially in packed offices, so you’d have to be able to anticipate and make quick decisions.
Responsibilities of an Administrative Assistant
Admin assistants may also assist office staff with paperwork. Assistants may be required to type, edit, and proofread texts and store, organize, and maintain files.
Some assistants may be required to take dictation or record meeting minutes.
2. 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.
Accurate filing systems give Employees access to financial documents, client records, and research.
Admin assistants may also plan events such as board meetings and luncheons. This may necessitate researching 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 have a good track record of organization and management.
In some offices, administrative assistants may track and record expenditures. Typical responsibilities include developing spreadsheets and 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.
5. Information Gathering
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. Preparation for Meetings
Administrative activities include setting up conference and meeting rooms, organizing culinary arrangements, ordering and putting up audio-visual equipment, and drafting agendas.
These important responsibilities are critical when firms host conferences or customer meetings at or away from their offices.
7. 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 significantly impact a company’s success or failure.
Ineffective communication with potential clients might give the company a negative image. The individual in charge of this administrative task must be 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.
9. Produce and Manage Written Materials
Administrative responsibilities include developing and overseeing the distribution of written messages, composing emails and business letters, and creating reports, spreadsheets, and databases.
Activities are accomplished utilizing word processing and spreadsheet tools to create professional, succinct documents, whether they are for other employees or clients.
10. Purchasing Supplies and Equipment
An administrative responsibility is 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. Disseminating Information
Assists faculty by answering questions and providing information, locating desired information and materials, typing, and collating.
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.
12. Mail Organization
Administrative assistants also receive and organize incoming mail, and emails are routed and distributed. Respond to standard letters and emails.
13 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.
Finally, employment tasks vary depending on expertise, job description, and competence. Administrative tasks must be performed by any firm, regardless of industry, to allow for the smooth running of the business.
These responsibilities are typically performed by a clerk, secretary, office manager, administrative assistant, or executive assistant.
Employees in smaller companies, where such obligations may not exist, must work together to complete administrative chores.
Samples of Cover Letter for Administrative Assistant Role
Here are some examples of administrative assistant cover letters to help you write your own.
Administrative Assistant Email Cover Letter
Subject: Administrative Assistant–Susan Johnson
Dear Mr. Kennedy,
I’m writing in response to the open post of administrative assistant in XYZ Enterprises’ marketing department.
Jamie Grace 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.
Also, 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 to proofread 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.
Cover Letter for Hard Copy Format
456 Henshaw Road
Grafton, CA 33105
May 21, 2022
10 Dexter way
Grafton, CA 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 highlighted skills:
‣ 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 2015, I’ve volunteered at QRS 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 Elevate Team 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.
Cover Letter Responding to an Advertisement
Application for the Position of Administrative 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 current and former responsibilities].
You will see in my attached 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.
Cover Letter for College Students
Application for the Position of Administrative Assistant.
Dear [Recipient’s title and last name],
My name is Kate Bateman, and I am a senior at Rutgers University working on my bachelor’s degree. I’m now looking for a full-time work to help pay for my tuition.
I saw your advertisement for an Administrative Assistant position and am really interested in the role.
I have prior and present administrative work experience, as well as over 6 years of office work experience.
I’ve done it all: filing, faxing, copying, spreadsheet creation, data entry, answering multiple phone lines and emails, and so on.
I am highly adaptable in my work. I can handle several things with relative ease and master new abilities quickly and effectively.
I consider myself a dedicated worker who is easy to get along with (in this regard, I can supply outstanding references!).
I constantly keep a good attitude because I feel that negativity in any aspect of your life is pointless and counterproductive to your goals.
I consider myself to be well-organized and capable of completing the things you’ve outlined. I believe I would be a valuable addition to your team and that I could learn a lot from you.
I am available to start as soon as feasible, and my wage needs are acceptable because this will be my first full-time job.
I’ve attached a copy of my résumé for you to review, but I believe a face-to-face interview will enable us get to communicate better and answer any issues that may arise.
I’m interested in learning more about your organization and have a few questions. I am confident that I am an exceptional candidate for this post, and I hope that you will evaluate my application.
All I ask is for the opportunity to show that I can be a valuable member of your team. If there is anything further I can supply in terms of references or writing samples, please let me know.
Thank you for your consideration. I look forward to hearing from you.
Office Jobs for Administrative Assistants
Administrative assistants, often known as clerks, provide help in almost every business.
Their key obligations will differ, but clerks typically have much less authority than assistants, yet, both positions can be considered entry-level.
Administrative assistants are becoming more common, particularly in the business world. There are several administrative assistant occupations available, including:
- Executive Administrative assistant
- Administrative Specialist
- Administrative clerk
- Administrative support assistant
- Administrative Coordinator
- Virtual Assistant
- Office Assistant
- Staff Assistant
- Office clerk
Job Search Tips for Administrative Assistants
Do not apply for administrative assistant positions without first fine-tuning your cover letter. This is your pitch, and it must be effective. Here are some content and style guidelines.
1. Choose Your Formatting Carefully
Screeners spend 10 seconds on most cover letters. Only italicize and bold the job titles and degrees, and keep them consistent. Bullets are also an excellent way to organize data.
Finally, you want to shift focus to the most critical sections as rapidly as possible.
2. Put Numbers to Your Experiences
Employers adore figures. Specify the volume of workers you managed, the magnitude of your team, the number of products you oversaw, or any other numerical benchmarks you can provide.
3. Instead of an Aim, Choose a Summary
Your goal is already evident, so an objective statement isn’t essential. If you want to give screeners a two-second overview, add a qualifications summary instead.
4. Include all the Dates
Employers will question if you imply January or December if you only include a start and finish year. That’s a significant distinction.
5. Concentrate on Your Achievements
Avoid a long list of responsibilities. Instead, highlight what you have accomplished for your firm with action phrases.
Writing an Effective Cover Letter for the Role
Writing an effective administrative assistant cover letter is crucial in the job search process.
When writing a cover letter for an administrative assistant position, you want to highlight information from your CV, connect your skills to the job requirements, and make a strong case for why you are the best candidate for the job.
The cover letter aims to show employers why your administrative assistant qualifications and experience would be valuable to them.
Whether looking for administrative assistant work or opportunities across the river, you must be proactive and attentive to your job search.
Ideas to Assist You with Your Job Search.
You must first take the initiative. Nobody is going to knock on your door and make you an offer. Count on receiving dozens of applications.
Make sure each job description is suited to your cover letter, and if you haven’t heard back within a week, don’t be afraid to contact the employer again.
You must also establish a network. Establish an online presence and a current professional profile, in other words.
Additionally, attempt to meet experts in your field by attending career fairs and networking events, as well as following them on social media.Regardless of the truth that almost every business is now conducted online, a reference is still the best way to be recognized.
Also, keep an eye on the career sites daily for new job opportunities.