Administrative Assistant Resume Example (2026 Guide)
The keywords to use on an administrative assistant resume are the ones the posting names, and most postings draw on the same short list: calendar management, scheduling, travel coordination, expense reporting, executive support, document preparation, data entry, and the software (Microsoft Office with Outlook and Excel, Google Workspace, an expense tool such as SAP Concur). Use a term only where a bullet can back it with a number, such as "Booked 25 to 30 business trips a month within policy."
The example below shows where each kind goes: the software in a grouped skills section, and the duties in bullets that say how many people you supported and what got faster.
Administrative Assistant resume example
A complete sample in the Modern template FitMyRole exports. The person and employers are fictional; the structure, skills and bullet style are what to copy.
Hannah Carver
[email protected] • (555) 010-3178 • Phoenix, AZ • linkedin.com/in/hannahcarver
Professional Summary
Administrative Assistant with 4 years of front office and administrative experience in engineering, property management and healthcare offices. Supports the managing principal and three department directors of an 85-person civil engineering firm with calendar management, travel coordination, expense reporting and document preparation. Cut expense report turnaround from 12 days to 4 and books 25 to 30 business trips a month within policy. Organized, discreet with confidential information, and quick to turn a recurring problem into a simple system the whole office can follow.
Skills
- Executive Support: Calendar management, scheduling, meeting coordination, travel coordination, executive correspondence, confidential records
- Office Management: Office operations, vendor management, supply ordering, facilities requests, new hire onboarding, filing systems
- Expense & Invoice Processing: Expense reporting, SAP Concur, invoice processing, purchase orders, budget tracking, petty cash
- MS Office & Software: Microsoft Office (Word, Excel, PowerPoint, Outlook), Microsoft Teams, SharePoint, Google Workspace, Zoom, Adobe Acrobat, AppFolio
- Communication: Professional correspondence, phone and email etiquette, minute taking, proofreading, customer service
- Events & Meetings: Event coordination, venue and catering booking, meeting logistics, AV setup, agenda preparation
Education & Certification
- Coursework focus: Business Writing, Organizational Communication and Event Planning; worked part time at a physical therapy front desk throughout senior year.
Work Experience
- Manage calendars for the managing principal and three department directors, scheduling 60 to 80 meetings a week across client sites, Teams calls and four time zones.
- Cut expense report turnaround from 12 days to 4 by rolling out receipt capture in SAP Concur to 85 staff and checking every report against policy before approval.
- Saved about $18K on travel in 2025 by booking 25 to 30 trips a month at least 14 days ahead, covering flights, hotels and rental cars within company policy.
- Reduced office supply spend by 15% by consolidating three vendors into one Amazon Business account with approval rules and a single monthly order day.
- Organized the firm’s 2025 annual meeting for 110 employees and 20 guests, handling venue, catering, AV and agenda, and finished under its $22K budget.
- Prepare client proposals, board meeting packets and project status reports in Word, Excel and PowerPoint, proofreading every document before it is sent.
- Set folder standards for the shared SharePoint drive across 12 active projects, so engineers and directors find drawings and contracts without asking.
- Handled 70 to 100 calls and emails a day from tenants, owners and vendors for a portfolio of 1,400 rental units, logging maintenance requests in AppFolio the same day.
- Cut late lease renewals by 30% by building a 90, 60 and 30-day reminder schedule in Outlook and AppFolio for the leasing team.
- Processed 250+ vendor invoices a month, coding each to the correct property and flagging duplicates before payment.
- Scheduled move-in inspections, vendor visits and owner meetings for four property managers using shared Outlook calendars.
- Replaced a paper key log with an Excel tracker for keys, gate remotes and access cards across 18 communities, ending weekly searches for missing items.
- Checked in 60 to 80 patients a day, verifying insurance and collecting copays with a daily cash drawer balanced to the cent.
- Reduced no-shows from 14% to 9% by calling patients the day before each visit and offering open slots to a waitlist.
- Scheduled appointments for five physical therapists in WebPT, balancing new evaluations and follow-up visits to keep each schedule full.
- Scanned intake forms and physician referrals into patient records the same day, following HIPAA privacy rules at the front desk.
Want yours to read like this? Upload your resume and a job posting, and FitMyRole rewrites it for that job in this template.
Tailor my resumeWhy This Resume Works
- Scale replaces duties: 60 to 80 meetings a week, 25 to 30 trips a month and 85 staff on Concur tell a hiring manager how much this person handles, which "answered phones" never could.
- Small improvements are measured, such as expense report turnaround cut from 12 days to 4, supply spend down 15% and patient no-shows down from 14% to 9%.
- Software keywords from admin postings appear in real tasks: SAP Concur for expenses, SharePoint for shared files, AppFolio for maintenance requests and WebPT for scheduling.
- Every bullet names who was supported (the managing principal, three department directors, four property managers, five physical therapists), which shows executive support at a glance.
- The two Microsoft Office Specialist certifications back up the "MS Office" skill group with something an employer can verify.
Common Resume Mistakes
- Listing only duties (e.g. "Answered phones") without impact or scale.
- Missing software or tool keywords from job descriptions.
- No metrics; add volume, time saved, or stakeholders supported.
Keywords Recruiters Look For
- Calendar management
- MS Office
- Executive support
- Travel coordination
- Scheduling
- Expense reporting
- Office management
- Communication
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