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An office is like a huge factory. It contains various departments, each responsible for different areas of the company. Within this massive, intertwined working unit, things can get disorganized. The role of an office assistant is crucial in managing all resources and making sure that everything is operating on the right track.
Office assistants are like bridges within a company, connecting and holding together the different segments. They are responsible for dealing with the company’s affairs, including scheduling meeting times, coordinating issues with all departments, and communicating both internally and externally. It requires one to be capable of handling multiple tasks all at once and working in a high-pressure environment.
Organizational and communication skills are core skills required for this position. An office administrator cover letter helps a candidate highlight them and offers the candidate an opportunity to elaborate on their interest in a particular company they’re applying to. By writing a good office admin cover letter, candidates can leave a good impression, allowing the recruiter to get to know the candidate’s strengths.
Don’t worry if you are not familiar with the strategies for writing an office assistant cover letter or if you have no work experience as an administrative assistant. This article provides tips and office assistant cover letter samples to help you land your dream job.
Below are two office assistant cover letter samples - a cover letter sample for an admin assistant and another cover letter sample for an office assistant with no experience. These samples are for people with different experience levels and can give you an idea of what content to include.
August 8, 2022
123 Street, CA 90008
Dear Mr. Chuang,
I am interested in applying for the office assistant job opening at XXX Corporation.
In my last role as an office administrator at XXX Fashion, I assisted the company’s CEO by scheduling meetings, keeping track of all the customer information, communicating with other departments, etc. I am used to working in a fast-paced environment, with 200+ documents to sort out and answering more than a hundred calls per day.
I know that XXX Corporation has a flat organizational structure, which is why I am the perfect candidate for this position. Personally, I work better with such horizontal communication, treating everyone equally and communicating on the same level. In my previous working experience, when dealing with a more hierarchical structure, I find it distant to easily express my concerns or opinions to my managers, whereas in a more equal environment, it feels more comfortable for two sides to tell what they want. Working in this environment, I would be able to run things more quickly and take care of the details that are missed out on by others.
I believe I will be a great fit for the company. Attached below is my resume and I look forward to hearing back from you if there are further interview opportunities to let you get to know me better. Thank you for your consideration.
August 8, 2022
123 Street, CA 90008
Dear Mr. Chuang,
I am writing this letter to apply for the office administrator position a tXXX Corporation. I graduated from Harvard University with a Bachelor’s degree in Business. During my time in college, I worked as the secretary for the student government and had experience in managing all the organization’s important documents and keeping records of all the files. I coordinated with 10 student clubs and helped bring 20 student life issues to the school within one school year.
I have long been familiar with most of your products. This allows me to better coordinate with different departments to bring them to life. I am confident that I can therefore properly set up everything and communicate effectively.
Thank you for taking the time to review my application. I look forward to hearing back from you and further discussing my skills and qualifications.
Given the two office assistant cover letter samples from above, you can see that a cover letter for admin jobs contains several parts and each element serves a different purpose. Here is a breakdown of what makes a complete office admin cover letter:
📍 Information of the sender and the recipient
Before you start drafting your office assistant cover letter, you should include the information of the sender, in this case, you, and the information of the recipient, which may be your hiring manager, on the top of the office admin cover letter so that when people receive this letter, they can find where and how to contact you more efficiently.
Some basic information to include is your name, your phone number, your email address, and either a website of your own portfolio or your LinkedIn profile. For the recipient’s part, write down their name, job title, company name, and address.
📍 A clear subject line (for emails)
If you’re sending your office assistant cover letter through email, having a clear subject line not only immediately states your purpose to the hiring manager but also increases the chance for your application to be seen among the large number of emails recruiters receive every day.
A professional subject line for an office administrator cover letter should include your name and the job position you intend to apply for, such as “Office Assistant Position - Ann Chen” or “Ann Chen - Application for Office Assistant.”
The first step in writing an admin clerk cover letter is to greet your hiring manager. Start off with a professional greeting such as Dear Mr. or Ms. Chen if you know their name. If none of the information is known, you can also use “Dear hiring manager”.
📍 Body paragraph(s)
The body paragraphs of an office assistant cover letter can be separated into 2-3 parts:
The opening paragraph of the cover letter for admin support is the part where you mention your intention in applying for this particular job position and briefly introduce your background.
The most important part(s) of an office assistant cover letter is where you begin to elaborate on your work experience or experiences that can highlight your organizational and communication skills.
Instead of explaining all the details, pick the ones that are most memorable and outstanding. Try quantifying your accomplishments into numbers so that it is easier for recruiters to picture the results when reading your office admin cover letter.
After demonstrating your abilities, explain to recruiters why you are specifically interested in applying for this particular company and what values you are looking for in that environment. This helps customize your office admin cover letter, showing the hiring manager that you have done research on the company and you have a clear goal.
As you reach the end of your office assistant cover letter, thank the hiring manager for spending time going over your cover letter and restate your interest in the company, showing that you are willing to discuss more issues in future interviews. Lastly, bring up the most convenient time and methods for your hiring manager to reach out to you if they have further questions.
When you have finished your cover letter for the admin job, remember to sign off formally along with your full name, such as “Sincerely, Ann Chen” or “Best regards, Ann Chen.”
📍 Your contact information (for emails)
In the end, include your contact information once again so that it is more convenient for the hiring manager to find ways to approach you when you’re sending an email for your office assistant cover letter.
When writing an office admin cover letter, keep in mind that the content you choose to emphasize decides the image you present to the recruiters. Here are some tips that may help improve and customize your cover letter for the admin job.
1. Highlight your computer skills
Handling large amounts of documents and email communication is a major part of an office assistant’s work. Nowadays most data and information have been digitalized, which requires office assistants to be familiar with using computers. In your office admin cover letter, you can highlight your computer skills either by mentioning what applications or software you know well or a filing system you created on your own.
2. Emphasize your typing speed
Since office assistants have to work fast when dealing with all the administration work, you can emphasize your typing speed in your admin assistant cover letter to demonstrate that you have the ability to digest a large amount of work within a short period of time and increase efficiency.
3. Proofread your cover letter
Other than working fast, office assistants should be careful and attentive. Make sure to proofread your office administrator cover letter so that there are no spelling errors or obvious mistakes that would decrease your credibility.
4. Focus more on your connection with the company
If you are writing an office admin cover letter with no prior work experience, instead of concentrating on your achievements, it is better to stress more on connecting yourself with the company you’re applying for.
Research the company and tell the hiring manager why this company attracts you in your cover letter for the admin position. You can also share your experience in using certain products from the company and how that sparks your interest in the company’s values and culture. Making this connection tells the recruiters whether you’re a good fit with the company and what you may contribute in the future.
The samples and tips can be a little overwhelming if you are trying to write a cover letter for an admin job for the first time. Feel free to refer to the office admin cover letter template below.
[Hiring Manager’s Name]
[Hiring Manager’s Job Title]
Dear [Hiring Manager Name],
I am excited to apply for the office assistant role at [Company]. I have [number of years] of experience working as an office admin, gaining advanced skills in [list skills]. I believe I would be a great match for this position.
I have worked in [Previous company] as [Previous job title], helping with [list of responsibilities]. I once [discuss major accomplishments as an office administrator]. I am confident that my [list skills] can help contribute to the company’s [aspects that you want to work on].
When I worked in [Previous company], I really valued [work philosophy you think is important]. Therefore, I am particularly inspired by [discuss one of the company’s projects or values] because [reasons you are excited about working in this company]. My experience, skills, and passion for [the value or product] make me the perfect candidate for the office admin role at [Company].
I have attached my resume, with more information on my skills, education, and work experiences. Please feel free to contact me at [contact information]. Thank you for your consideration. I look forward to hearing back from you.
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--- Originally written by Ann Chen ---