Administrative assistants are typically highly organized, professional, and friendly people. They work in various administrative positions and will do everything to help people finish their tasks.
If you’re interested in becoming one, you will need a carefully crafted cover letter. The key is to captivate hiring managers by emphasizing the skills that make you stand out from other applicants. Your letter should clearly convey what makes you the best candidate for the job. In addition, it should provide details on how your knowledge, skills, and expertise align with the position.
With that in mind, let’s discuss what a cover letter is, the best format for writing one, and the things you should do before you craft it.
What is an Administrative Assistant Cover Letter?
Before we explain the basic structure of a cover letter, let’s briefly discuss what you are supposed to do to gather essential information.
Anyone working in administration can be an administrative assistant. You will manage, organize, and perform various clerical tasks and processes. The work you perform extends to other industries as well.
Your job includes the following duties:
- Scheduling meetings
- Providing consultation
- Handling paperwork
- Bookkeeping
- Event planning
- Documentation management
- Office organization
- Recordkeeping
Although you can work in positions across various industries, administrative assistants usually support office managers by handling tasks on their behalf.
EXAMPLE
Creating presentations, filing documents, keeping paperwork organized and accessible, sending and replying to emails, answering phones, and scheduling meetings.
Anyone considering applying for such a position has two options on their hands–entry-level and senior. You will need a unique cover letter to captivate the employer and get ahead of the curve, regardless of the position you are considering. Before sending your application, you should learn how to write one that will increase your chances of scoring an interview.
A cover letter plays a vital role in your job application. It highlights your education, previous work experience, skills, and expertise that qualify you for the position. It can grab the hiring manager’s attention, but only if you get it right.
EXAMPLE
If your previous work experience involved managing specific tasks or handling a software tool listed in the job application, you can include those details
A cover letter helps you connect your qualifications to the position requirements and emphasizes your communication and organizational skills, which make you the best fit for the job.
Use the Right Format
Since your cover letter serves the purpose of convincing employers that your knowledge, work experience, and qualifications can benefit their organization, it all comes down to how you present yourself.
The first impression is crucial for getting to an interview. That is why you must use the correct format. It is vital to choose the proper format to make your application easily readable and scannable.
We will share some professional format tips to get you started:
- Start with a proper introduction, followed by two concise body paragraphs.
- Add a well-written summary to round up the presented information and use standard business letter formatting to make it easy to scan quickly.
- The standard format is a preference in the corporate world. Many hiring managers prefer or even insist on it because it makes it easy to scan dozens of resumes.
- A standard business letter format increases your chances of getting it to the right pair of eyes.
- It also makes it easier for employers to assess your qualifications and determine whether you fit the bill.
Pay special attention to the font you use. Different industries have unique font requirements. However, the standard ranges between 10 and 12-point font sizes. Our recommendation is to use Arial or Times New Roman.
The best way to make it scannable is to set the margins to “1” on all sides. That way, your employers can easily skip to the specific information they need. If you write a compelling and captivating cover letter, readability might just be what wins you the interview.
Keep in mind that your formatting should be selective. Most hiring managers will dedicate no more than a couple of seconds to your letter, which is why you need consistent and easy-to-read text. You should also use italic and bold options for degrees, certifications, and job titles.
Finally, resort to bullet lists to structure your information into a real attention-grabber and increase your chances of scoring an interview.
Elements of an Ideal Cover Letter
Let’s discuss the best ways to structure your letter by organizing information into a concise whole. Aside from the standard business letter format, font, and font size, you must also carefully choose what to include.
The header should provide basic details such as your contact information, the date of your application, and the company’s address. Address it directly to the person in charge of putting out the job posting.
EXAMPLE
[Full Name]
[Physical Address]
[Telephone Number]
[Email Address]
[Date]
Either address it to a hiring manager or recruiter. Avoid generic greetings and try to think of something unique; it would be best if you could find the name of the person in charge. It shows that you are ready to put in the extra effort and dedication to learn more about the person you’re writing to.
It also shows that you’re willing to show initiative, and that’s something hiring managers and employers appreciate. Address the person in charge by name instead of writing “Dear Hiring Manager.”
EXAMPLE
Dear Mr. Smith
OR
Dear Tim Jones.
PRO TIP
Avoid starting your cover letter with your name. You will have your name and signature on your resume, so get straight to the point. You should also avoid adding portfolio information, profile URLs, and social media links with your contact details, as you already have those in your resume.
Greeting
Since you are applying for a professional position, you should work on a formal greeting or salutation. You will need something that sounds fresh and unique. You have already proven yourself by making an effort to find out the manager’s name.
Avoid generic greetings and add a personal touch to your salutation.
EXAMPLE
You can write “Dear Ms. Jones.” However, “Dear Frances” sounds less generic and formal.
Introductory statement
Now that you’ve completed the first two steps, it’s time to write your introductory statement. The introduction should be brief and concise, consisting of no more than three sentences. This statement should inform the recruiter of why you are addressing them and the position you are applying for.
Since this is the opening paragraph, it should be something catchy, memorable, and unique enough to compel the recruiter to keep reading.
EXAMPLE
As a lifetime supporter of Nike’s products and company culture, I was thrilled when I came across your job posting as an administrative assistant. I have been an administrative assistant for 7 years now with Reebok. Since I have the necessary expertise and experience, I feel like I could benefit your company by becoming a valuable member of your team.
Body section
The body section should concisely explain why the employer should choose you over other applicants. Start by pointing out how you meet job ad requirements and explaining why you think you are the right candidate.
It should include the following four sections:
- Training and experience
- Contributions and achievements
- Administrative assistant skills
- Your reasons for interest in the company
PRO TIP
Feel free to include the company’s name here to personalize the content and make it flow naturally. Hiring managers will feel more compelled to invite you for an interview if you present them with a dedicated cover letter.
1. Training and experience
Mention your training briefly in a few short sentences. Include information about your qualifications and how you obtained them. Then, connect the dots by explaining how your professional training qualifies you for the job by relating your experience and skills to the core competency requirements in the job ad.
Use a single sentence to highlight your past work experience by mentioning where you worked as an admin assistant and for how long. Describe the duties you have handled and how they align with the required responsibilities in the job ad.
PRO TIP
Use examples to explain what makes you a perfect candidate for the company.
EXAMPLE
In my current position with Reebok, I have been in charge of several responsibilities and accomplished achievements that will help me catch up quickly with a new role at Nike. Reebok shares a similar product lineup to Nike, so I honestly believe I would be a worthy addition to your team.
In addition, my directory maintenance and invoice management allowed me to propose solutions that boosted the company’s performance, such as:
- Better deals with new suppliers that resulted in $40,000 in annual savings;
- CRM and other similar programs helped me automate follow-ups resulting in a 10% increase in sales.”
2. Contributions and achievements
Mentioning your contributions and top accomplishments can significantly improve your chances of getting an interview. Write a few short sentences about your most recent contributions to your previous job to explain how you have benefited your previous employer.
Highlight your brightest career moments, such as:
- Being commended by your managers and employers for professional and dedicated behavior.
- Implementing a new filing system.
- Being entrusted with complex tasks and corporate arrangements.
3. Administrative assistant skills
As an administrative assistant, you need strong prioritization and interpersonal skills. You will often have to manage multiple tasks and competing priorities, from mundane clerical tasks to greeting and meeting clients.
Your employer must be sure you are capable of ensuring efficient daily operations without interference. Aside from being a team player and knowing your priorities, you should possess the following hard and soft skills:
- Phone etiquette
- Data entry
- Inventory management
- Scheduling software
- Microsoft Office and Google Drive
- Accounting (Sage 50 Accounting and Intuit QuickBooks)
- Record keeping and billing
- Project management software (Confluence, Microsoft Project, and Microsoft SharePoint)
- CRM software like Salesforce
- Enterprise resource planning (ERP) software (Oracle JD Edwards EnterpriseOne, SAP, and Microsoft Dynamics)
- Scheduling software
- Prioritization
- Collaboration
- Problem-solving skills
- Customer service skills
- Communication skills
- Attention to detail
- Multitasking
- People skill
- Interpersonal skills
4. Reasons for your interest in the company
Showing what you know about your future employer is an excellent conversation starter. It also indicates your dedication to the company and highlights your interest in becoming a part of their team.
Write a short sentence where you reflect on their public image, success stories, and key products or services. Add reasons why you want to become their employee by mentioning things that appeal to you the most.
Briefly explain how your previous work experience and expertise align with the company’s culture, mission, and goals. It is vital to explain how you plan to contribute to the company.
EXAMPLE
Becoming a part of the administrative team at Nike is my dream job. As a personal user of your products, I’ve realized that your company would be a perfect work environment for my professional development.
Though I enjoy managing multifaceted office support, nothing would make me happier than working in your office. I’m quite positive my friends would envy me, too.
A comprehensive and appropriate use of humor will only do you good. Display your wit, be honest, and do not hesitate to convey your enthusiasm.
Closing
Your expertise, skills, and previous work experience qualify you for the position. However, most candidates are capable of meeting the same technical requirements. That is why you need an engaging closing to make your cover letter more memorable and get you closer to getting an interview.
Here are a few tips on how to craft a compelling closing statement:
- Reflect on your interest in the company.
- Talk about the positives of becoming an administrative assistant and what thrills you the most about the job.
- Your enthusiasm will show the hiring managers that you are not only qualified for the position but also passionate about it.
- List your strengths and focus on how your experience and skills can contribute to the company.
Call to action
Add a call to action to encourage the recruiter to contact you and thank them for their time.
EXAMPLE
Thank you for your consideration. I will be eagerly awaiting your reply, and I appreciate the opportunity to discuss my qualifications with you.
Sign off
Sign off with “Sincerely,” and add your signature.
EXAMPLE
Sincerely,
Jane Adams
Add a postscript
Although adding a postscript after your signature is not necessary, you can add it to grab the reader’s attention.
EXAMPLE
P.S. I’d appreciate the opportunity to discuss how I can help your company the way I helped Reebok.
PRO TIP
Keep your tone formal but creative, from the header to the closing statement.
Administrative Assistant Cover Letter Template
[Your Name]
[Your Address]
[City, State, Zip Code]
[Your Email Address]
[Your Phone Number]
[Today’s Date]
[Hiring Manager’s Name]
[Their Job Title, if known, or simply “Hiring Manager”]
[Company Name]
[Company Address]
[City, State, Zip Code]
Subject: Application for Administrative Assistant Position – [Your Full Name]
Dear [Hiring Manager’s Name],
I am writing to express my interest in the Administrative Assistant position at [Company Name], as advertised on [where you found the job listing]. With a strong background in administrative support and a commitment to organizational excellence, I am confident in my ability to contribute effectively to your team.
In my previous role at [Previous Employer], I successfully managed a variety of administrative tasks, including scheduling meetings, managing email correspondence, preparing reports, and maintaining records. My ability to adapt to new technologies and software has allowed me to streamline processes and improve efficiency within the office. I pride myself on my organizational skills and attention to detail, which have been essential in supporting the smooth operation of the departments I have worked with.
What attracts me to the position at [Company Name] is not only the opportunity to bring my expertise to your team but also [mention any reason you are drawn to this company, such as its culture, values, or industry reputation]. I am particularly impressed by [specific detail about the company or its initiatives], and I am eager to contribute to such a dynamic and forward-thinking environment.
My key strengths include:
- Proficient in a range of office software, including MS Office Suite, Google Workspace, and [any other relevant software].
- Excellent communication and interpersonal skills, enabling me to liaise effectively with all levels of staff and external stakeholders.
- A proactive approach to problem-solving and the ability to manage multiple priorities with efficiency and a positive attitude.
I am excited about the opportunity to further discuss how I can contribute to the success of [Company Name] as an Administrative Assistant. Enclosed is my resume, which provides more detail about my qualifications and experience. I am looking forward to the possibility of discussing this exciting opportunity with you. I am available for an interview at your earliest convenience and can be reached at [Your Phone Number] or [Your Email Address].
Thank you for considering my application. I am keen to bring my strong work ethic, professionalism, and passion for administrative excellence to [Company Name].
Sincerely,
[Your Name]
Sample Cover Letter
Subject: Application for Administrative Assistant Position – Sophia Martinez
Dear Ms. Lee,
I am writing to apply for the Administrative Assistant position at Elegant Textiles Ltd., as advertised on LinkedIn. With over three years of administrative experience in fast-paced environments and a genuine passion for the textile industry, I am excited about the opportunity to contribute to your esteemed company.
At my current position with Crafty Fabrics Co., I have honed my skills in managing complex scheduling, coordinating logistics for raw materials, and supporting sales and marketing teams with client communications and event planning. My proficiency in a variety of software programs, including MS Office Suite and Adobe Creative Suite, has enabled me to efficiently handle document preparation, presentation design, and data management, contributing to a 15% increase in organizational efficiency within my department.
What draws me particularly to Elegant Textiles Ltd. is your commitment to sustainability and innovation in textile production. I am impressed by your recent initiatives to incorporate recycled materials into your fabric lines and your dedication to ethical sourcing. I am eager to support these efforts with my organizational skills and to contribute to the success of your projects and objectives.
Key strengths I can bring to the Elegant Textiles Ltd. team include:
- Exceptional organizational abilities and a keen eye for detail, ensuring smooth operation of office tasks and project logistics.
- Strong communication skills, cultivated through extensive interaction with suppliers, clients, and team members, facilitating effective information exchange and collaboration.
- A proactive approach to problem-solving, demonstrated through successful vendor negotiations and the implementation of a new inventory tracking system at Crafty Fabrics Co.
I am enthusiastic about the possibility of joining Elegant Textiles Ltd. as an Administrative Assistant, where I can utilize my skills and passion for textiles to make a meaningful contribution to your team. Enclosed is my resume for your review. I look forward to the opportunity to discuss how I can contribute to the continued growth and success of Elegant Textiles Ltd. I am available for an interview at your earliest convenience and can be reached at (555) 123-4567 or via email at sophia.martinez@email.com.
Thank you for considering my application. I am keen to bring my strong administrative skills and dedication to excellence to the Elegant Textiles Ltd. team.
Sincerely,
Sophia Martinez
Analysis
The letter effectively introduces the candidate for the Administrative Assistant position at Elegant Textiles Ltd. It begins with a professional tone, addressing the recipient directly and stating the purpose clearly. The candidate highlights their relevant administrative experience and skills, emphasizing proficiency in managing scheduling, logistics, and supporting teams, which align well with the position’s requirements. Specific achievements are mentioned to demonstrate value as a potential employee.
The candidate expresses genuine interest in the company, referencing its commitment to sustainability and innovation, thereby showcasing alignment with the organization’s values and objectives. Key strengths, such as organizational abilities, communication skills, and proactive problem-solving, are outlined with examples to support each point. This not only reinforces qualifications but also provides insight into capabilities.
The letter closes with a proactive invitation for an interview, indicating enthusiasm for the position and readiness to discuss qualifications further. Overall, the letter effectively presents the candidate as a qualified and motivated individual eager to contribute to the success of Elegant Textiles Ltd.
Administrative Assistant Cover Letter Templates
8 Best Writing Tips
Before we conclude our guide, here are eight tips for writing a captivating cover letter:
Research the company
The first step is to research the company that posted the job ad. Look for their requirements to see what kind of applicant they want. Use that information to tailor your cover letter to meet those qualifications.
Find out everything about the company’s goals, mission, and culture so that you can state how your expertise, skills, and experience align with their values.
Mention a referral
A referral can significantly increase your chances of getting a job four times. If you have a referral, include it in your opening paragraph to grab the reader’s attention right from the start.
Match your cover letter to the job description
Make sure your cover letter matches the job posting and description. Do some research to gather the necessary keywords and phrases according to the job description and requirements. Follow the right format when listing your preferences, requirements, and qualifications.
Don’t be too general
Being too general about yourself could make your cover letter sound too generic. Be open, friendly, and sincere, but also memorable and specific.
EXAMPLE
Establishing meaningful relationships with VIP clients, prospects, visitors, and callers.
Quantify your experiences
Nothing speaks louder about your accomplishments than numbers. Hiring managers love stats, facts, and figures. So quantify your experiences by listing the number of products you directed, the size of your team, and how many employees you supervised.
Take the lead
Sending just one application won’t be enough to get an interview. Employers won’t try to reach out to you with an offer of a lifetime. Therefore, you should show some incentive and send out dozens of applications. Pay attention to each job description and make sure you match the requirements. If you don’t receive a reply after seven days, send a follow-up.
Carefully proofread
You can write the most memorable and unique cover letter in the world, but it will mean nothing if you send it out full of spelling, grammar, and formatting errors.
One mistake is enough to cost you your interview. Carefully proofread your letter before sending it. No one will hire an admin assistant with poor written communication skills.
Final Thoughts
An administrative cover letter allows job applicants to highlight their skills, knowledge, work experience, and expertise. It serves the purpose of increasing an applicant’s chances of getting an interview. Focus on your qualifications, experience, and accomplishments that communicate your hard, soft, communication, and organizational skills to the hiring managers. Use the correct business letter format for your cover letter and include a strong, attention-grabbing opening statement. Add a call to action in the closing. Proofread it before sending it.
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