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.
Find your next administrative assistant job
Skilled administrative assistants are in demand in cities across the United States. See our open administrative assistant jobs in these hot cities:
Admin positions cover a wide range of roles, each essential to maintaining an efficient office environment. Whether applying for a position as an office manager, a copy room specialist, or a secretary, following these quick and easy tips and the admin cover letter example can make your cover letter shine.
- Do stress your ability to improve office operations in a support role.
- Don’t discuss prior workplace situations in negative terms. While it’s a point in your favor to highlight problems you’ve solved and the outcomes, avoid criticizing former coworkers or employers.
- Do mention specific examples of working independently and without supervision, showing a forward-thinking, proactive mindset.
- Don’t focus on things you don’t want to do. Employers want to know you’re fully engaged.
- Do list applicable technical skills, including PCs, office software, and printers. If you have familiarity with specialized software such as design or publishing tools, mention it if it’s relevant to the industry or team you’d be working with.
- Don’t apologize for not having a particular skill requested in the job advertisement. Your cover letter shouldn’t focus on detractors. Instead save that skill as a talking point for interviews to demonstrate adaptability and willingness to learn.
Looking for cover letter examples designed for admin careers? The samples below are geared toward helping receptionists, secretaries, office managers, and other admin pros craft letters that will wow employers and help you get hired!
Cover Letter Tips for Admin
The rules have changed for finding employment in the last few years. Here are a few things to keep in mind when looking for jobs as a Admin:
1. Work on your elevator speech. The new reality of our interconnected, social media focused world is that you may be called upon at any moment to throw a sales pitch on who you are and why you would make a great employee. It always helps to practice this beforehand.
2. Keep networking. Along with the first point, talk to everyone you know about your job search and have business cards handy to pass out. You don’t have to have a job to have a card; networking cards can be ordered online that have your name, contact information, and basic skills or credentials.
3. Look for more resources. It’s better to try a new approach than you have probably used in the past. Visit your local government offices, find new job banks online including those that are focused on your state, and join new social media sites that emphasize professional networking. Chances are, you will discover new avenues of information that you didn’t even know existed.
4. Keep a positive attitude. If you convince yourself that you can’t find a job, you probably won’t. Keeping a good frame of mind will make you more interesting to others, and give you the energy you need to do what you need to do to have a successful search.
5. Take the time to follow up. If you send out an email, follow it up with a phone call. If you sent out a cover letter, inquire to make sure it was received and when you can expect an answer. Showing interest in your future and your potential opportunities can prove to others that you are committed and driven.
Admin Job Seeking Tips
What you have heard is true; cover letters aren’t that effective anymore. You should be aware, however, that this does not mean they are obsolete or irrelevant. In many cases, it is the only contact you have with a hiring manager, so you will want to make sure you have one that is well written, so follow these tips before looking for jobs as a Admin.
1. Be unique. If you need help writing a cover letter, you can of course use a template, but strive to organize your information in a way that won’t look just like everyone else’s.
2. Don’t waste space. A cover letter is a short synopsis of your professional career and is usually no more than one page in length. Don’t put anything on your cover letter that is not relevant, important information. For instance, don’t put cover letter” at the top, or mention hobbies or activities that don’t showcase a skill.
3. Contact information is essential, but do it right. Most people are putting email addresses on their cover letter these days, but don’t use an unprofessional sounding address. If necessary, create a separate email account to use for professional purposes. The best email address uses some variation on your legal name.
4. Add focus. This means adding a branding or summary statement at the top of your cover letter that draws immediate attention to your best skills and qualities. Include key words here if you know what they are.
5. Organize for maximum effect. What’s most important is what the reader should see first. Your summary statement or accomplishments go at the top of your cover letter; your experience should always be listed in chronological order with the most recent experience first and working backwards.