You've carefully crafted a resume highlighting your skills and experience as an administrative assistant. You've made sure to match your skills with the requirements of the job description. But if you think you can get by with a cut-and-paste cover letter — or, worse, none at all — you‘re probably wasting your time. Hiring managers often have more resumes to read than time to read them. A well-written cover letter is the hook your resume needs to increase its chances of being read — and your chances of getting an interview and being hired. Check out this cover letter sample that will help you make your application stand out from the crowd when you're trying to land an administrative position.
Sample cover letter template for an administrative job
Customize each cover letter to pique a hiring manager's interest and show that you've done your research about the position — just like your resume or CV. Highlight keywords in the job listing and make sure you use them in your correspondence. Some organizations use software to scan cover letters to filter out applicants who don't match for certain terms. Use this template to craft your correspondence to a potential manager and land an interview for your next administrative job.
A cover letter should have a more conversational tone than a resume. But keep it professional — this is still business correspondence. Avoid the generic "To Whom It May Concern" and address the hiring manager personally. If you don't know his or her name, it's worth a phone call to the office to find out. And don't make assumptions about the hiring manager's gender or marital status. If you're not sure if that Morgan, Terry or Alex is a man or a woman, see if you can figure it out by searching for the hiring manager on LinkedIn. And don't assume women are married or use the term Mrs. — opt for Ms. when addressing women.
The first paragraph should be an attention grabber. Do some research on the employer beforehand to show that you're familiar with the company and the type of work it does before writing it. Then you can naturally follow up with the reasons you're interested in the position, whatever those may be.
Dear Mr./Ms. [Name],
I was excited to see your posting for an executive assistant and think I would be an asset to your organization. I would love the opportunity to work for [company name] because of your innovative work in the [blank] industry. I am also impressed by your involvement in the community and commitment to lessening the organization's carbon footprint. I think I would fit in with the corporate culture because I, too, strive to be the best at what I do.
Now, it's time to highlight your skills and work experience. The goal is to touch on what you have to offer the organization without getting too longwinded or simply rehashing what's in your resume. Rather than just writing out a list of your job duties, highlight areas where you've made a measurable impact in your organization:
As an administrative assistant, I am a jack-of-all-trades, and I am looking to expand my role to meet the diverse needs of a fast-paced company such as yours. I multitask well thanks to my organizational and time management skills, and I welcome the challenge of meeting tight deadlines. I'm also a natural problem solver, always on the lookout for ways to maximize efficiency and provide solutions that benefit the organization. At my previous job, I proposed several cost-cutting measures, saving the company [$X,XXX] over the course of a year. Communicating effectively is another one of my strong suits. I am comfortable dealing with clients, customers and vendors, and am considered the office guru by new hires when they need information.
No cover letter is complete without the last piece of the puzzle: the wrap-up. This final section should cover any specific skills, career accomplishments or additional training you bring to the table that complement the job requirements. End the note by saying you hope to meet in person for further discussion:
I have experience running virtual meetings and giving PowerPoint presentations. I possess a wide range of software skills, including [expertise in FileMaker Pro, Concur, etc.], and continue to seek training to further enhance my skill set. I can also help the company manage its online profile because I am well-versed in social media such as Facebook, Pinterest and Twitter. I look forward to the opportunity to meet with you to discuss other ways I can contribute to your operations as an employee.
A compelling invitation to a potential employer
A customized cover letter is more than just a preface. It's good PR for your resume, an invitation to an employer to read the attached information and select you for an interview. Use the cover letter example above as the basis to craft a compelling document of your own. If you need help finding new administrative job opportunities, contact the recruiters at OfficeTeam.
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Administrative Assistant Cover Letter Examples
Including a cover letter with your application materials can give you the opportunity to highlight and enhance the information on your resume. It can also help to clarify what is included on the application, if there is one. Writing an administrative assistant cover letter to submit with your resume is a good way to provide connections between your skills and the job requirements.
What to Include in Your Cover Letter
Your cover letter should be targeted to the job you are applying for.
Before you start writing, it’s a good idea to make a list of the qualifications, requirements, and preferences that are stated in the job posting. Then you can come up with examples from your work experiences to highlight the skills that match what they are looking for. The more closely you can match your experience to what they are seeking in a candidate, the better your chances for getting an interview, and eventually, the job.
If you can find the name of the hiring manager responsible for filling the position, it’s an excellent idea to use it. “Dear Mr. Jones” or “Dear Riley Smith” is a much more personal greeting than “Dear Hiring Manager”, and it shows that you made the extra effort to find out to whom you are writing. If you have been referred by someone, be sure to mention that in your opening paragraph as well.
Email Cover Letter Example
Subject: Administrative Assistant - Jane Doe
Dear Mr. Smith,
I am writing in reference to the open position of administrative assistant in the marketing department at XYZ Enterprises. Susan Jones was a colleague of mine for many years, and she recommended I contact you directly about the position. She believed that my varied experiences and education give me the skills necessary to be a successful candidate for your organization.
I have experience in many aspects of office administration. I have been responsible for accounting, ordering stock and office supplies, maintaining records, creating and updating inventories, scheduling appointments and greeting customers at the door.
During my time as administrative assistant at ABC Industries, I utilized many of these skills, and also had the opportunity to work closely with the marketing department. One of my duties was maintaining communication between departments as we were undergoing a restructuring of our advertising campaign. I was excited to be a part of the 30% growth we experienced as a result of the new marketing strategy.
My experience with White Books provided me with the opportunity to hone my written ability, as I was responsible for proofreading and editing executive correspondence. It also helped me to develop excellent time management and prioritizing skills to complete work on a deadline.
I would appreciate the opportunity to meet with you to discuss the administrative assistant opportunity you have available. I believe that I would be a good fit at XYZ Enterprises, and I thank you for your consideration.
Printed Cover Letter Example
Your City, State, Zip Code
Your Phone Number
City, State, Zip Code
Dear Hiring Committee,
I am responding to your posting on Craigslist for an administrative assistant. I believe my experiences in the nonprofit world, as well as my passion for the goals of labor unions, make me an ideal candidate for the position.
Here is a summary of my skills:
--Organizing office procedures
--Training and supervisory experience
You specify that the ideal candidate will be able to take on multiple roles within the Union. Since 20XX, I've volunteered in a variety of capacities for XYZ Nonprofit. I began as a writer/editor for their newsletter, assisted in producing various special events, and have been active in volunteer recruitment and website management.
I believe all of these experiences and skills would translate well into your administrative assistant position.
Last summer I completed a seminar at A Circle of Ten, Inc. - an intensive workshop that explores the process of collaboration, community development, and fundraising. I now understand, more than ever, how essential unions are in ensuring a voice for employees. I am excited at the prospect of being part of the tradition that protects employee rights.
I am a long-time activist and grew up in a family that is pro-union. My great-uncle was a Wobbly. My uncle remembers meetings at his house with Emma Goldman. This family history has made me extremely passionate about the long, bitter struggle for worker rights.
Thank you for your time. I look forward to hearing from you to arrange a time to speak further about how I can contribute to your organization.
Your Typed Name
More Cover Letter Examples: Sample Cover Letters
Suggested Reading: Writing Effective Cover Letters