Administrative Assistant Resume

Administrative Assistant Resume – what you should know

photo credit: Women_in_Uniform

When applying for a job as an administrative assistant an important part of the resume process is the functional, skill based one.  A successful admin assistant possesses a wide range of skills, from computer capabilities, organizational functions and the ability to juggle several tasks simultaneously to knowing how to operate a variety of office machines and being able to schedule and maintain an appointment calendar for the boss.

Listing past experience with quality references will be a good place to start the admin assistant resume. Follow this with a listing of the skill sets you want to showcase and the educational background you have that provided the groundwork for these skills.

Honesty is critical in a professional resume. Don’t say you have expert skills in a variety of software programs if you only have slight exposure from one course you took years ago. Inadequate skills will soon expose you as a fraud. And honesty, as well as the mental and technical skills you might possess, is an essential component of the successful admin assistant.

When in doubt about the acceptability of the skill levels you possess, be willing to demonstrate or even offer to work a few hours to prove your worth to encourage the potential employer to make a decision in your favor. The role of the administrative assistant is a crucial one in today’s highly skilled work environment. Don’t sell yourself short. Quality administrative assistants are the glue that holds many businesses together.

“Functional Resume” writing tips

There are several types of resumes that project skills, experience and educational background. Chronological resumes work best for people who have enjoyed a tight professional scope of employment. Curriculum Vitae are often used by job seekers in the legal and educational fields. Biographical resumes generally produce a complete chronology of accomplishments and are used for professional positions in government, as an example. The Functional Resume, however, is the answer to the problems encountered by college graduates with sparse job experience in the field of their college major, by people who have clusters of experiences in varied fields and are seeking work in a new area of career employment or for those with “gaps” in the chronological sequence of the jobs they’ve held in the past. A functional resume serves to point out particular duties that form a good venue for career changes. Functional resumes are also used by those leaving military positions or non-profit volunteers who managed groups of people, funding or events, but received no salary for their work. This type of resume is excellent for older employees who wish to avoid being considered “overqualified” for a job or people with a long absence from formal employment. Others with lengthy job histories may find a functional resume points out the most important employment achievements in a more brief format.

Creating a functional resume requires forethought and planning before final presentation. A resume reflects who the job applicant is and what qualifications are valid for the potential job. A functional resume projects skills and experience by condensing overall job qualifications. To produce a functional resume consider the type of job sought. Configure job experience as it applies to the prospective job. Always write a resume as if you are the first person to read it. This helps avoid typos, incorrect information or data that can be more easily detected with a quick review. Collect the types of employment in groups that are inter-related to each other with an eye on important factors like managerial or supervisory skills. Each grouping should formulate a picture in the reader’s mind of the type of capabilities and experiences that create a reason to hire you. When all the information has been placed in proper group order, read it one last time with the same eye as a recruiter. If there are any rough spots, now is the time to make the corrections. The content of the final version should flow smoothly.

Technical Resume Writing Tips

The best of the technical resume writing tips that can be given to a job seeker is to understand what function a technical resume performs, and how this function differs from the role typically assigned to a regular resume.

A technical resume is designed to highlight the skills of a person in a technical field. These technical fields include computer experts, analysts, and programmers, as well as a variety of other fields that require a technical expertise.
photo credit: Wonderlane
photo credit: Wonderlane

Since a technical resume’s focus should be on highlighting the skills of a technical expert, the look and feel of the resume is going to be different from the standard format. Second on the list of technical resume writing tips is to make sure the resume includes each of the following: a goal, skill section, professional experience section, and education section.

The goal section of the resume should come immediately after the name and address portion of the resume. For each job position you apply to, the goal should be to directed specifically towards that job. Eliminate any vague statements such as “to be gainfully employed in a position that allows me to effectively utilize my skills.” Instead, aim for a more direct statement, such as “to obtain the position of chief computer analyst for (insert name of company here.)” Vague statements make the job applicant look lazy and unprofessional. While you may be applying to multiple jobs, take the time to personalize each resume.

The skills section should highlight each one of your skills. These may include C++, Perl, HTML, and PHP proficiency. Any certifications should also go into this area. One of the technical resume writing tips for this section is to make sure that any keywords related to your area of expertise are highlighted. This makes your resume look more professional and it will help if your employer utilizes an automated system that checks for keywords.

The next section should be labeled “professional experience,” and should relate only to the job positions you have had which are related directly to the job you are applying for. A technical resume should never list that college job you had flipping burgers at the local fast food joint. It may have given you valuable experience, but it did not increase your technical worth in the eyes of that employer looking to hire you to monitor their computer systems.

The final section should be the education section. Be sure to include the relevant state and year of graduation. For those that are new at the job market, the education section can go before the professional experience section. Either way, the best of the technical resume writing tips for the education section is to highlight and include any relevant course work for the position you are applying for.

You may include a reference section, but make certain that all of your references have agreed to be a reference ahead of time. Stating that “references are available upon request” looks unprofessional and should be avoided.

Writing A Resume

Certainly the hardest part of writing a résumé is getting started.

The easiest way to begin writing a résumé is to look first at your list of skills, rather than prior employment duties and responsibilities
Create a list that looks something similar to this:

• excellent communicator
• arrives on time
• ability to manage many different projects
• proficient in Microsoft Word

Your skills are going to vary from job to job and from position to position but generally you want to focus on your biggest strengths and articulate these in a way that not only makes you seem intelligent but also highlights the fact that you are confident about your abilities to perform the tasks at hand. The most important part of the résumé is the tone that we use and the confidence that we can project to show the hiring manager that we are proud of our accomplishments.

There are advantages to writing a résumé that many people don’t at first consider.  Many times we pass through life and don’t stop to look around at what we have accomplished.  A résumé provides a great amount of time for us to sit down and simply reflect on what it is we have actually accomplished professional.

Resume layout and content will vary depending on the field you are in.  For example, if  looking for work as a social worker it will certainly be different than if you’re looking for work as a businessperson, however many hiring managers have similar expectations.   For example, most employers want to see results quantified by numbers and symbols.  For example, don’t say “I improved our sales a lot”, you should say something more along the lines of “improved sales 150%, or “sold 69 more widgets above the quota”.  Use specific and professional-sounding languaging; instead of “I’m pretty good in Microsoft Word” you can say “well-versed in all office applications especially Microsoft Word.”

If you take nothing else from this article remembered to stay positive and really think about what you have accomplished and give yourself credit while writing.

How to get the interview

The research shows that only 1 in 200 potentials get an interview by the employer.  The research also tells us to write your resume so that it can be quickly scanned, too.    Ten to 20 seconds the whole time is you have to convince a potential employer about it, read it. This means that the decision to interview a candidate is usually on a first impression of the curriculum, a quick test in a way that the reader is impressed and convinced of her qualifications, the candidate that the interview will be based. As a result, the upper half of the first page of your resume or make or break. From the moment you read the first lines that it has captured your interest and your resume has failed. So let’s say that your resume advertising. I hope you get the same result as a well-written note: get the reader to respond.

To write a resume, you have to learn to write powerful but subtle advertising copy. Not only that, but a product that has a big personal commitment: to sell you. Even worse is the fact that most of us do not think it, a marketing-oriented way is of course given, is not likely to sell anything, let alone themselves. But if you want the efficiency of your work, increased wherever possible, would learn to write an impressive resume.

You do not need to make it difficult to sell or claims that are not absolutely true. Need more of her modesty and reluctance to blow his own horn. People buy the best advertised product more often that the better product. This is good news if you’re willing to learn how to create an excellent curriculum. With a little effort, you usually get a better response from potential employers of people with the best conditions.

Top-5 Lists

There is a huge trend in online resume sites to have Top-5, Best-46, Killer-10 and other such lists, they’re often freshly-graduated HR students trying to sound as if they know what they’re talking about.

Because it is ultimately a human that reads your resume it is hard to say whether “references available upon request” should stay on the resume, or there should be absolutely no mention of references and a combination of all flavors in between.  Sometimes, they will only want to see references AFTER they have accepted you as a potential candidate.

Objectives can kind of fall in the same category, situation depending.   For a lot of people objectives are outdated, obvious and redundant; rarely is it advisable to state your objective.

Resume Formatting (4 Varieties)

There are four main types of résumés out there.

The first is the chronological résumé which consists of listing work experience in chronological order with specific job duties and is useful for those with substantial work experience in the same field and those without gaps in their employment history.

The second main type of resume is the functional resume that focuses on skills and specific areas of strength. This type of resume is beneficial for recent college graduates or those that have been out of the work force for several years. For both types of resumes it is important to list basic information including name and contact information and educational background.

A third type of resume that can also be used is a combination resume which combines aspects of both a chronological and functional resume. For example, you could list your work experience in chronological order but in place of job duty descriptions you could list skills you attained from each job. 

When deciding which type of resume is best for you, make of list of those skills/experience you would like to highlight and then decide which resume would highlight those skills/experiences best. It is also important to tailor your resume to each job you are applying for, which is called a targeted resume. A targeted resume is the forth main type of resume and includes those jobs, skills and accomplishments that are directly related to the job that you are applying for. Remember that your resume represents you on paper to employers and is your first and often only chance to show the employer what you can offer them!

Resume Objective Tips – Do You Know What Your Objective Is?

Have you been searching around the Internet looking for some résumé objective tips?  The question most people have about writing a résumé is what do I write for my objective?  The objective is a short beginning statement that is included in some résumés that illustrates what it is you exactly intend to do in the position.  Do you intend to secure a position in human resources?  Do you intend to provide help to children by becoming a schoolteacher? The objective is to explain what it is you intend to accomplish in your career.

Other terms that objective goes by his career objective, employment objective, and job objective. Any of these terms can be used on a résumé and they include the all-important word ‘objective’.  When creating your objective think of the position that you are being hired for – what is it that they want?  Do they want someone who has a good amount of organizational skills?  Do they want someone who’s caring?  Do they want someone was on time?

Probably the easiest way to figure out an employer’s objective when hiring is to first read your exact job description and job descriptions from other positions around the Internet that are made for the particular job you are looking for.  So, for example if you were trying to become product manager you could illustrate in summary form in a couple of sentences some of your prior credentials achievements at your job and the behaviors that you consisitently possess to make you a great fit for this position.

Many of us simply assume that some of the characteristics that we have such as organizational skills, ability to multitask, and good communication skills are implied and just qualities that everyone has. Not True! By the type of education we have or by the fact that we are even considering a position doesn’t tell the HR manager what we intened to do for their company.  Remember that nothing is ever implied! The person sitting in front of you knows nothing about you and your ability to explain in a short few sentences what it is you can do for them helps then make a quick decision about whether or not you are right for the company or even to continue reading your resume.

Some people choose not to even include an objective in a résumé because it’s such a confusing portion to them. But without and objective a résumé could follow a haphazard pattern and so could your career.  This is a sign to employers that you don’t have a particular direction that you are following with your career.  And even if this may be true (many of us have no idea what we want to do) or if were you on the midst of a career change when you iterviewed with them, it may be too foreign to articulate this to the employer.  In the paragraphs following the objective you’ll illustrate things that you have done to achieve your objective and still do you have.  Your objective becomes the center of your résumé.

Although you can choose a templated version of your objective if you are applying in the same fields, it is true that those few senetences that become your objective are the center of all of your resume. It sets the tone so think about what it is you want from a career and make it happen. Wheter realistic or not, employers often percieve directed people to be more in control of their destiny and are often more happy and productive in the carrers they choose, ultimately providing more of a benefit to the prospective employer.

Résumé Writing Service – Should You Enlist A Pro?

Some people are simply not well-versed in writing résumés or even writing in general. It’s not really a problem, writing is a skill that is learned over time.  Most of the reason people skip resume writing all together is that they allow the project overwhelm them in to not do the proper preliminary planning, outlining and organization all of information they need before beginning to write. Some people simply do not have the time to sit down and organize all of their information, former employers contact information and set goals for themelves. And finally of course there are those of us who are simply lazy and not feel like writing our own resumes. No matter what the reason is, sometimes hiring a résumé writing service can take a lot of stress all for the potential applicant especially if the applicant recently lost their job and has come as a surprise to them.

A a résumé writer is a person who was well-versed in writing for business.  They will have a clean organize and straightforward style.  They will often know the exact questions that need to be answered and can coach you through the entire process by collecting the proper information for you in order to get the job done (of getting the job).  If you feel that perhaps that you are not self motivated enough to complete a project such as writing a résumé hiring somtimes hiring a student who majored in English or business writing or considering employing the works of a professional resume writing service may be a good choice for you.

But beware that most résumé writing services are not complete and total solutions.  They can only work with what you give them, so the research and data collection process is still on you. You will still need to provide them with the proper information from your employment history including dates of employment companies that you worked for as well as common items like your name address and telephone number. The great part is that they will walk you through the steps and coach you on what to do. Most likely you’ll end up dictating your compliments and your skills to your writer and your writer will phrase and organize your résumé as part of their service.

Alternatively, if you’re a better speaker than a writer and have several thoughts but poor organizational skills having a resume writing service is great because you can have someone who can talk you through the process of writing a résumé. This can be extremely beneficial because many upper level managers and people who have little time because of family commitments and illnesses or even those currently working a part-time job to supplement their income will also benefit from hiring a résumé writing service.

there are several services on the Internet that required that you fill out forms of information related to your job.  Essentially this is of no help to you other than helping you to the organized because if you’re typing things into a form you can pretty much do the job yourself.  While hiring a résumé writing service you want to talk to some of the phone who can ask you particular and pointed questions such as the ones included on this web site that an interviewer would be interested in learning about you.

a good résumé writing service will stay on the phone with you for a long time.  Long enough to know your exact work experiences, your exact career goals, and exactly how to articulate those to hiring manager.  Be wary of firms that are quick to get off the phone with you and have staff that are unenthusiastic especially during these times of economic uncertainty.

résumé writing services can be of great benefit to many people it’s almost like having your own personal assistant or you can simply dictate soon they will write all of your thoughts down. since for most people starting to résumé is the most difficult part résumé writing services often end up paying more in the long run than they do cost up front.

Consider choosing a résumé writing service that is part of one of the three Association for résumé writers that can be found at

• parw.com (Professional Association of Resume Writers)
• cmiinstitute.com (Career Master’s Institute)
• nrwa.com (National Resume Writers Association)
• http://www.awriteimpression.com/

Résumé Action Verbs

In any type of writing it is important to get your reader to take action in the case of writing a résumé you want your hiring manager to schedule you for interview.  you want them to want to know to know more about you. that is the goal of writing a good résumé and cover letter.  Below is a list of action verbs.  Action verbs are what writers use to inspire as implied action by the reader.  A résumé that is full of action verbs will create a sense of immediacy in the mind of the reader and give you a better chance of landing the interview.




Communication Section
Teaching Section
Technical Section
Research Section
Data/Financial Section
Detail/Clerical Section
Creative Section
Helping Section
Management Section

Communication

addressed
arbitrated
arranged
authored
communicated
corresponded
counseled
developed
defined
directed
drafted
edited
enlisted
formulated
influenced
interpreted
lectured
mediated
moderated
motivated
negotiated
persuaded
promoted
publicized
reconciled
reunited
renegotiated
reported
researched
summarized
spoke
translated
wrote

Teaching

adapted
advised
clarified
coached
communicated
coordinated
defined
developed
enabled
encouraged
evaluated
explained
facilitated
guided
informed
initiated
instructed
lectured
persuaded
presented
set goals
stimulated
taught
trained
updated

Technical

analyzed
assembled
built
calculated
computed
designed
devised
engineered
fabricated
inspected
maintained
operated
overhauled
programmed
remodeled
repaired
solved
trained
upgraded

Research

clarified
collected
conceived
critiqued
detected
diagnosed
disproved
evaluated
examined
extracted
identified
inspected
interpreted
interviewed
investigated
organized
researched
reported
reviewed
searched
studied
summarized
surveyed
systematized
wrote

Data/Financial

Administered
Adjusted
Allocated
Analyzed
Appraised
Assessed
Audited
Balanced
Budgeted
Calculated
Computed
Conserved
Corrected
Determined
Developed
Estimated
Forecasted
Managed
Marketed
Measured
Netted
Planned
Prepared
Programmed
Projected
Qualified
Reconciled
Reduced
Researched
Retrieved

adjusted
administered
allocated
analyzed
appraised
audited
balanced
budgeted
calculated
compared
computed
developed
estimated
forecast
forecasted
managed
marketed
planned
projected
reevaluated
reconciled
researched
sold

Detail/Clerical

activated
altered
assembled
approved
arranged
catalogued
classified
collected
compiled
described
dispatched
edited
estimated
executed
gathered
generated
implemented
inspected
listed
maintained
monitored
observed
operated
organized
overhauled
prepared
processed
proofread
published
purchased
recorded
reduced
retrieved
screened
specified
streamlined
systematized

Creative

acted
applied
composed
conceived
conceptualized
created
designed
developed
directed
established
evaluated
fashioned
formed
formulated
founded
illustrated
instituted
integrated
introduced
invented
loaded
molded
originated
perceived
performed
planned
presented
produced
refined
rewrote
updated

Helping

advised
aided
assessed
assisted
brought
clarified
coached
coordinated
counseled
dealt
demonstrated
diagnosed
educated
encouraged
enlisted
expedited
facilitated
familiarized
guided
helped
inspired
maintained
modified
performed
referred
rehabilitated
represented
supported
upheld

Management

achieved
administered
analyzed
assigned
attained
chaired
conceived
contracted
consolidated
coordinated
decided
delegated
developed
directed
encouraged
evaluated
executed
handled
implemented
improved
incorporated
increased
inspired
launched
led
managed
motivated
organized
outlined
oversaw
planned
prioritized
produced
recommended
reevaluated
rejected
reported
reviewed
scheduled
strengthened
supervised
united

feel free to use any variation of these action verbs to help you get the interview.

Example:

“Helped to implement several management protocols over the period of three years saving the company over 20%.

this statement uses three action verbs to illustrate the fact that you were not only present but you are a leader in implementing these protocols.  The last action verbs saving the company 20% simply quantifies your actions showing that you have good judgment.

action verbs will be at the corner of any effective résumé or sales and marketing document.  Do not ignore these action verbs and be sure to look up the meaning and not to become overly flowery with the language they use just to use additional words and seem intelligent.  It is far better to be understood and not to isolate or intimidate the hiring manager with language that is not used in common speech in your area.

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