Many leaders will choose to work with technology to help them organize each day and manage their schedules. However, many still like to work with a professional to have someone personally assist them in managing their tasks. If you want to work as an executive assistant, preparing a cover letter is the first step in the job application process. This letter will help you stand out from the crowd and demonstrate your unique abilities to your potential boss.
Sample Letters
Why is writing a Perfect Cover Letter important?
A properly written cover letter for an executive assistant is included with your resume and other application materials. Job candidates can use this letter as a marketing tool to help showcase their talents and skills and land a coveted executive assistant position. Furthermore, job seekers can utilize this to elaborate on their qualifications for the post and provide details for the contents of their résumé.
This will help you demonstrate your interest in the position while providing more details to discuss the qualifications you can bring to the position and why you are the perfect candidate for the job.
Your resume shows your work and education experience based on where you attended college and which companies you worked for. Your resume also explains some of the skills you learned or how you helped that company succeed. In contrast, a cover letter gives you time to explain your qualifications and achievements while also saving room for any red flags that your resume may point out, like gaps in employment.
It may only be one page long, but when it is written well, it shows the hiring manager and potential employer how valuable you can be for the position.
As you work on writing a cover letter, you must show how you are uniquely qualified to handle the responsibilities of this role. As an executive assistant, you will do more than take phone messages.
There are many tasks that you may need to handle. These can include:
- Deal with the preparation of documents.
- Oversee other employees in the office
- Schedule appointments
- Answer phone calls
- Maintain filing systems
Depending on who they work for and the specific requirements of the high-level executive they collaborate with, the assistant will perform specific tasks.
Structure of an Executive Assistant Cover Letter
To write a cover letter, you must follow the proper structure.
Some components include:
The header
The header contains important information that allows the recruiting manager to contact you. This information includes your name, date of birth, address, and contact information, such as your email address and phone number. Putting those at the top of the list saves the hiring manager time.
The recruitment ATS software is another reason you should have a header with your contact details at the top. This software will seek a header with your contact information and add it to its database.
Greetings
An appropriate greeting is a form of etiquette and makes a good impression. If possible, find the exact name of the hiring manager who will receive this letter and include that in the greeting. This shows that you did your research and are ready to impress. If you do not know the hiring manager’s name, a simple “Dear Sir or Madam” can be an excellent place to start. “To whom it may concern” will work here too.
Introduction
The next part of the cover letter is the introduction. It would be best to find a way to connect with the hiring manager immediately. Start by mentioning the job position you are applying for and showing your enthusiasm for that role. Briefly highlight some of your skills or qualifications that the hiring manager will look for when hiring an executive assistant. You can look for keywords in the job description to help you choose what to put here.
Body
Now it is time to get into the critical part of your cover letter. The greater your ability to customize your experiences to the job description, the better. This is an opportunity for you to showcase what you can offer as an employee and you should be hired for the position.
List your accomplishments in bullet points. This draws attention and is an effective approach to displaying facts and data connected to your accomplishments. It is good to mention relevant experience here to make your resume stand out.
Executive assistants need to work closely with many people. You can prove yourself valuable if you can showcase your excellent communication skills and the success you have had using them to handle difficult situations.
You can mention some useful skills. In addition to some of the core skills, consider adding your skills in different areas. You can talk about any experience using Google Drive or Microsoft Office products. It will be a plus if you know how to use some other programs, such as accounting software, customer management software, or project management software. Web conference skills are helpful as well.
Some soft skills are expected from an executive assistant. These can include communication and interpersonal skills, patience, time management, and collaboration.
Closing
The final part of the cover letter should help reinforce the enthusiasm mentioned at the beginning of the letter. You can briefly reiterate how you feel your experience will fit well with the company and your excitement for the position at this time.
Your closing is a time to mention how you look forward to meeting with the hiring manager for an interview. A good call to action and a transition to an interview will help seal the deal. Finish off with a “Sincerely” or something similar to end the letter.
Executive Assistant Cover Letter Example
Take a closer look at a thoughtfully written sample cover letter for an executive assistant role. This practical example is designed to help you understand the key components and structure necessary for a successful application in the competitive field of executive support.
Sample
Dear Mr. Smith,
I am writing to express my keen interest in the Executive Assistant position at Global Innovations Inc., as advertised on LinkedIn. With over 5 years of experience in high-level administrative roles, I am confident in my ability to significantly contribute to your team and support the executive management effectively.
In my previous role at Tech Solutions Ltd., I provided comprehensive support to senior executives, including managing complex calendars, coordinating international travel, and handling confidential correspondence. My ability to multitask and prioritize tasks ensured the smooth operation of the executive office, even under tight deadlines. I am particularly proud of organizing a major international conference for Tech Solutions Ltd., which resulted in enhanced industry partnerships and a 20% increase in client engagement.
I am adept at using tools such as Microsoft Office Suite, Salesforce, and Asana, which has enabled me to improve office efficiency and reduce costs in my previous roles. My excellent communication and interpersonal skills have been essential in fostering strong relationships with clients, stakeholders, and team members, ensuring a cohesive and productive work environment.
I am excited about the opportunity to bring my unique talents to Global Innovations Inc., a respected leader in the technology sector. I am particularly drawn to this role because of your company’s commitment to innovation and excellence in customer service. I am eager to contribute to your team and support your company’s strategic objectives.
Thank you for considering my application. I look forward to the opportunity to discuss how my skills and experiences align with the needs of your team. I am available at your convenience for an interview and can be reached at (555) 123-4567 or via email at jane.doe@email.com.
Sincerely,
Timothy Martin
Key Takeaways
This sample cover letter for an executive assistant position includes several key elements that make it effective and useful as a guide:
- Addressing the letter to a specific individual (e.g., John Smith) rather than a generic greeting like “To Whom It May Concern” demonstrates attention to detail and personalization.
- The opening paragraph clearly states the purpose of the letter—to express interest in the Executive Assistant position. It also mentions where the job was found, showing attentiveness to the recruitment process.
- The body of the letter showcases the applicant’s relevant experience and skills. It highlights specific experiences that are directly applicable to the role of an executive assistant.
- Including specific achievements (like organizing an international conference that increased client engagement) provides concrete evidence of the applicant’s capabilities and success in previous roles.
- Mentioning proficiency in specific tools and software e.g., Microsoft Office, Salesforce, and Asana relevant to the position demonstrates technical competence.
- The letter emphasizes the applicant’s communication and interpersonal skills, essential for an executive assistant who often serves as a liaison between executives and other staff or external contacts.
- Expressing excitement about the company’s industry leadership and commitment to innovation shows that the applicant has researched the company and is genuinely interested in its mission and values.
- The closing paragraph includes a thank you note, a call to action inviting the recipient to schedule an interview, and the applicant’s availability, making the next steps clear.
- The letter ends with a professional closing and the applicant’s name, maintaining a formal tone throughout.
Quick Tips
Some useful tips for drafting an effective and polished cover letter are mentioned below.
Always add references
You can tell the hiring manager about your skills, but it is more powerful when someone else says something good about you. Adding a few sentences from a former boss can suit this kind of cover letter. Make sure the reference words are from someone you have worked closely with.
Match your experiences with the job description
Make yourself stand out quite a bit by looking into the exact skills and qualifications necessary for this position and matching your experience to those mentioned in the job description.
Use a template
A template is a great way to get started with the right words. You will need to customize the template according to your particular requirements.
Get feedback before sending
Ask someone to go through your letter carefully before you email your cover letter. Choose someone who will give constructive feedback on how you can make it better to impress the hiring manager.
Provide examples of achievements
Your cover letter is a chance to shine and showcase your relevant skills and experience. Try to briefly give some examples from your previous role that could be useful for the job you are applying for.
EXAMPLE
- Were you instrumental in helping increase productivity for the last executive you worked for?
- Did you help the manager implement a new payroll system that helps get paychecks out on time and reduce costs?
These are the achievements a new hiring manager needs to know about.
Avoid using generic letters
Hiring managers can get many applications from qualified individuals. If you use general language, they will ignore you. This is out-of-date advice that will decrease your likelihood of succeeding in the job.
Omit an objective statement
You do not need to add an objective statement in your letter. This is out-of-date advice that will decrease your likelihood of qualifying for the job.
Avoid irrelevant information
Keep irrelevant information far from the cover letter. It should not contain any information that could be used against you in a discriminatory manner. This includes your political affiliations, weight, race, health, and height.
Making grammar and spelling mistakes
As an executive assistant, you need to be incredibly detail-oriented. If your cover letter is full of mistakes, it will look bad and make you appear unsuitable for the job. Proofread the letter carefully before sending it.
Do not focus solely on yourself
Show your impact on those around you. It is easy to focus on yourself, yet how you affect those around you will determine how successful you are in this position. Highlight your achievements as a team player.
Do not rely on general statements
Details are essential in a cover letter. You could list all the items you do during the day, but this needs to be more specific and exciting. Instead, it is better to pick a few essential tasks and focus on the details.
Conclusion
Working as an executive assistant can be a rewarding career, but finding the perfect position can take some time. You can face stiff competition when one of these job offers becomes available as they attempt to compete for the same position. One way to stand out from the crowd is to write an effective and polished cover letter for the position.
A good cover letter will help showcase how you have effectively helped previous employers and all the skills and experience you can offer the potential employer. By making a connection and highlighting some of your highest achievements, you will be able to impress the hiring manager, and this can help you get the job.
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