Secretary Resume: Learn How to Write an Impressive Resume with these 15+ Examples

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According to the U.S. Census Bureau, there are currently 2.78 million secretaries and administrative assistant positions in the United States. While there is a downward trend for secretary roles, there are still plenty of opportunities out there.

A secretary or admin assistant is responsible for a company’s whole clerical process, such as arranging meetings, typing documents, filing and answering the phone. It should be noted that this is much more involved than a receptionist job. 

Having a clean and succinct resume for a job application is vital. If it is your job to act as a professional face for a manager or department then showing off your organization and clerical skills is nothing short of important.

How to Write a Winning Secretary Resume

Resume Header

Everyone should have their full details at the beginning of their resume as specified below. Make sure that this information is accurate, up-to-date, and easily accessible:

  1. Full name. If you have a hard-to-pronounce name, consider including your English name or a phonetic spelling in brackets.
  2. Professional title. Make sure to align this title with the one you're applying for.
  3. Email address. While using an email address you have since college is okay, make sure that it looks (or sounds) professional.
  4. Phone number. If you cannot be reached via phone number, remember to mention your preferred contact method in your cover letter.
  5. Location information. This information can opt-out if you're applying for remote work, or you can mention the country instead of the city you're in.

💡Pro Tip: Unnecessary personal details such as home address, gender, date of birth, etc. can be omitted.

Resume Headline

A headline is what gets hiring managers interested in you as a candidate and entices them to read further. 

To create an attractive headline for your secretary resume, point out your greatest strengths and experiences in one sentence. Using some powerful words and phrases or highlighting your unique skills can truly make your headline stand out. 

It’s important to try and incorporate keywords here related to the required skills, qualifications, or experiences of the applying job. Since secretary positions typically have many candidates, it’s recommended to spend some time here to make sure your resume gets added to the interview pile. 

Here are 3 secretary resume headline examples:

Secretary Resume Headline Example #1

Enthusiastic Recent Graduate with Internship Experience in Administrative Support and Strong Organizational Skills Seeking Challenging Administrative Position

Secretary Resume Headline Example #2

Spanish-Speaking Secretary with 2 Years of Administrative Experience in Finance with a Knack for Communication and Office Efficiency

Secretary Resume Headline Example #3

I’m a Versatile Administrative Assistant with 6 Years of Cross-Industry Experience Excelling in Diverse Office Environments

💡Pro Tip: You can use this resume headline in your LinkedIn or CakeResume bio to catch the attention of a recruiter.

Career Objectives

A good secretary resume objective demonstrates your career goals and ambitions in order to allow recruiters to understand your ambitions and qualifications.

The career objective is typically 2 sentences long and includes a few words about your positive characteristics (detail-oriented, enthusiastic), your relevant experience, impressive achievements and your career goals. Make your description clear and concise and tailor your career goals to match with the opening job.

The career objective can replace the resume headline section if desired. It is typical for those with less experience or those who wish to change careers to write a career objective. Otherwise, opting for a resume headline or summary will be more appropriate. 

Here are some examples of secretary resume objectives:

Secretary Resume - Career Objective Example: #1

Objective: Motivated recent graduate in Business Administration with a valuable summer internship experience in corporate support roles. Eager to leverage my organizational skills, attention to detail, and Word and Excel skills to contribute to a dynamic team as a secretary.

Secretary Resume - Career Objective Example: #2

Talented administrative assistant with three years experience of running small office environments. Adept at multitasking and delivering exceptional organizational support. Seeking to transition my skills to a larger company where I can contribute to an international team, utilize advanced resources and develop professionally.

Secretary Resume - Career Objective Example: #3

  • Dedicated administrative professional with six years of comprehensive experience, poised to transition into an executive assistant role 
  • Proven track record of providing high-level administrative support, managing confidential information, and facilitating smooth operations in fast-paced environments 
  • Eager to bring my extensive skills in calendar management, travel coordination, and executive correspondence to a large firm as an executive assistant

Work Experience

No matter what industry for which you are applying, the most important part of your secretary resume is the work experience section. It lists your professional experience and gives insights into your qualifications and abilities for future employers.

The work experience section of a secretary resume is truly important as it serves as a tangible demonstration of your proficiency and capability in handling various administrative tasks effectively. 

Through detailing past roles and responsibilities, this section showcases your ability to perform duties like manage calendars, coordinate meetings, maintain records and communicate efficiently. Furthermore, it highlights your overall career progression, demonstrating growth, reliability, and dedication over time. 

Here are some examples of a well-written secretary work experience section:

Secretary Resume - Experience Section - Example #1

Administrative Assistant, Universal Insurance Ltd
April 2023 to August 2023

  • Assisted in organizing and maintaining company records, including client policies and claims data 
  • Supported team members in preparing materials for client meetings, presentations, and company events 
  • Managed incoming communication channels, including emails and phone calls, and directed inquiries to the appropriate departments or personnel

Secretary Resume - Experience Section - Example #2

Administrative Assistant, ABC Healthcare Clinic
January 2022 to Present

  • Managed patient scheduling and appointment coordination, optimizing clinic efficiency and ensuring timely access to care
  • Coordinated communication between healthcare providers, patients, and external stakeholders, facilitating seamless information flow and enhancing patient experience.
  • Maintained electronic medical records (EMR) system, accurately updating patient information and documenting interactions in compliance with local regulations

Secretary Resume - Experience Section - Example #3

Executive Assistant, XYZ Corporation
October 2022 to Present

  • Provided comprehensive administrative support to C-suite executives, including managing complex calendars, scheduling meetings, and coordinating travel arrangements
  • Screened and prioritized incoming communications, including emails and phone calls, handling inquiries with professionalism and discretion
  • Prepared and edited correspondence, presentations, and reports for executive review
  • Facilitated executive meetings and conferences, handling logistics, preparing agendas, and documenting meeting minutes

Secretary Skills for Resume

The skills section for a secretary resume is uniquely important. Job postings for secretaries or admin assistants will usually spell out specific skills required and this is the space for you to highlight your appropriateness for the job.

Whether it be language skills, software abilities or data entry experience, you should list out all of your hard skills and soft skills that make you a good candidate and use bullet points here.

You should read the job description carefully to make sure all the skills you list on your secretary resume are relevant to the opening job.

Here are some common secretary skills for your resume:

Hard skills

  • Microsoft Office Suite - Proficient in Word, Excel, PowerPoint, Outlook
  • Calendar Management - Scheduling meetings, appointments, and events
  • Data Entry - Accurate and efficient data input
  • Record Keeping - Organized and up-to-date records
  • Database and Filing Management - Both physical and digital filing systems
  • Office Equipment Operation - Copiers, scanners, fax machines, etc.
  • Phone Etiquette - Professional communication via the phone
  • Appointment Scheduling Software - Google Calendar, Microsoft Outlook Calendar, or scheduling tools like Calendly
  • Travel Arrangements - Booking flights, hotels, and transportation
  • Meeting Coordination - Arranging meetings, materials, and logistics
  • Document Management Systems (DMS) - SharePoint, Dropbox, or Google Drive 
  • Proofreading and Editing - Ensuring accuracy and consistency in written documents.
  • Typing Speed - WPM (Words Per Minute) proficiency
  • Transcription - Transcribe meetings, memos, and other documents

Soft skills

  • Communication - Ability to communicate effectively with colleagues and clients
  • Time Management - Prioritizing tasks and managing time efficiently 
  • Organizational Skills - Managing files, documents, and schedules effectively
  • Attention to Detail - Proofreading, data entry, and document organization to ensure accuracy
  • Adaptability - Ability to adapt to changing priorities, procedures, and environments 
  • Professionalism - Demonstrating professionalism in demeanor, appearance, and communication with all stakeholders
  • Problem Solving - Identify issues and find solutions
  • Interpersonal Skills - Positive relationships with colleagues, clients, and vendors
  • Confidentiality - Maintaining discretion when handling sensitive information
  • Teamwork - Collaborating effectively with team members

    Education

    Highlighting your academic qualifications on your resume is important to show HR your foundational training and a commitment to follow through on projects. 

    Education requirements for secretary positions can vary widely, depending on factors such as industry, organization size, and job responsibilities. While a high school diploma or equivalent is often the minimum requirement for secretary or admin positions, some employers prefer candidates with additional education. 

    In large organizations or specialized industries, a bachelor's degree in business administration, communications, or a related field may be preferred. 

    Overall, while specific education requirements may vary, possessing relevant education and certifications can help you stand out in a competitive field and make your secretary resume shine.

    Here’s an example of how to write an education section on your secretary resume:

    Secretary Resume - Education Example

    Bachelor of Arts in Business Administration
    
    University of Michigan, 2019-2023

    • Relevant Coursework: Accounting Principles, Operations Management, Organizational Behavior
    • GPA: 3.9

    If you haven't graduated yet but are still pursuing a degree, you can adapt the education section on your resume to reflect your current academic status. Here's a guide on how to do that:

    Secretary Resume - Education Example

    Associate of Applied Science in Office Administration
    Washington Community College, Anticipated Graduation May 2024

    Relevant Coursework:

    • Office Procedures and Management
    • Business Communication
    • Accounting Principles

    Certification

    Any certifications you’ve attained that can be applied to your secretary resume will give you a serious leg up on the competition. And while not a compulsory requirement, having credentials like a MOS (Microsoft Office Suite) certification will definitely make an impact.

    Depending on the industry you are working, there are other certifications that HR might look at fondly, such as accounting certifications for finance or design software in marketing/advertising.

    Either way, consider including any of the following certifications, especially if it is listed on the job description.

    Example List of Secretary Certifications:

    • Administrative Assistant Certificate
    • Office Administration Certificate
    • Executive Secretary Certificate
    • Legal Secretary Certificate
    • Medical Secretary Certificate
    • Virtual Assistant Training Program
    • Records Management Certificate
    • Business Writing and Communication Certificate
    • Microsoft Office Specialist (MOS) Certification Program
    • Customer Service Skills Certificate

    📚Further reading: Licenses & Certifications on a Resume - An Easy Guide

    Tips for Writing the Best Secretary Resume

    Start with the Right Resume Format

    Be aware of the three different resume formats and choose the one that suits your needs:

    • Chronological Resumes: The chronological resume is the most commonly used resume type where you list your work experience in reverse chronological order, from the most recent to the least recent. If your past several work experiences align with the position for which you are applying, then go with this format.
    • Functional Resume: A functional resume highlights your skills rather than your chronological experience in your resume. This resume format is highly suitable for recent graduates with limited work experience or people changing careers. It's important in a functional resume to provide examples of how you have applied these skills in your previous experiences.
    • Combination Resume: A combination resume also focuses on skills but uses work experience as a supplement to support skills. This is great for people who are switching careers, and much of their work experience might not be relevant.

    📚Further reading: How to write a professional resume | Ultimate writing guide & tips 2023

    Use Keywords from the Job Description

    It’s important to use keywords from the job description on your secretary resume as many large companies use an Applicant Tracking System (ATS) for hiring. An ATS is a type of software used by employers to scan, rate, and organize resumes submitted for their positions. It scans applications looking for keywords, specific skills, and experience that are important to the job.

    Those keywords are usually mentioned in the job listing, sometimes more than once, so applicants should take note which ones to include on their resumes for a high-rated ATS.

 

    Consider the following steps when incorporating keywords:

    1. Read the job description
      Example: “Seeking an adaptable secretary proficient in Microsoft Excel and Powerpoint, calendar management, and excellent communication skills to provide efficient administrative support.”
      
    2. Analyze the keywords mentioned
      Keywords: adaptable, Excel and PowerPoint, calendar management, excellent communication skills
      
    3. Craft your sentences using the keywords
      • Adaptable professional adept at managing busy schedules and client requests using excellent communication skills
      • Capable of creating and editing presentations, reports, and spreadsheets with precision in Microsoft Excel and PowerPoint
      • Skilled in calendar management, demonstrating the ability to coordinate meetings, appointments, and travel arrangements seamlessly

    By incorporating these specific keywords into your resume, you increase the likelihood of your application successfully navigating through ATS filters. 15+ ATS-Friendly Resume Templates

    Reordering Resume Sections

    By strategically moving sections on your secretary resume (such as moving Volunteer Experience or Skills towards the top), candidates can immediately capture a recruiter’s attention and make a strong first impression. 

    Rearranging sections on a resume can be helpful for several reasons. Firstly, it allows candidates to highlight their most relevant qualifications and experiences at the forefront. Additionally, rearranging sections can tailor the resume to specific job requirements or industry norms, such as having certifications higher up when they are a known requirement. 

    Fresh graduates or job changers may want to write a secretary resume with little experience. Under this situation, reordering the sections to create a more powerful resume is a useful technique.

    However, take care when rearranging sections to maintain clarity and coherence. Abrupt shifts in the organization of information may confuse readers and make the resume look out of place or harder to follow.

    Secretary Resume Examples

    When it comes to writing a secretary resume, using the best secretary resume template can make all the difference in presenting your skills and experience in a clear and concise manner. With the plethora of templates available online, it can be overwhelming to choose the right one.

    Secretary Resume Example #1

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    Secretary Resume Example #1

    Secretary Resume Example #2

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    Secretary Resume Example #2

    Secretary Resume Example #3

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    Secretary Resume Example #3

    Secretary Resume Example #4

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    Secretary Resume Example #4

    Secretary Resume Example #5

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    Secretary Resume Example #5

    Make a lasting impression with CakeResume – craft polished online resumes using the best resume builder with ease. Drag-and-drop editing and sleek templates help you stand out for free. Create your professional online presence now.

    --- Originally written by Michael Reid--- 

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