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 an administrative assistant, 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. As an administrative assistant, your cover 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 Administrative Assistant Cover Letter?
Before we explain the basic structure of an administrative assistant cover letter, let’s briefly discuss what you, as an administrative assistant, are supposed to do to gather essential information.
Anyone working in administration can be an administrative assistant. As a professional admin assistant, you will manage, organize, and perform various clerical tasks and processes. The work you perform far exceeds administration and extends to other industries as well.
Also called an admin assistant, your job includes the following duties:
- Scheduling meetings
- Providing consultation
- Handling paperwork
- Event planning
- Documentation management
- Office organization
Although you can work in positions across various industries, administrative assistants usually support office managers by handling administrative tasks on their behalf.
Creating presentations, filing documents, keeping paperwork organized and accessible, sending and replying to emails, answering phones, and scheduling meetings.
Anyone considering applying for an admin assistant 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 a cover letter that will increase your chances of scoring an interview.
A cover letter has a vital role in your job application. It highlights your education, previous work experience, skills, and expertise that qualify you for the position. A stellar cover letter can grab the hiring manager’s attention, but only if you get it right.
If your previous work experience involved managing specific tasks or handling a software tool listed in the job application, you can include those details in your cover letter.
Cover letter helps you connect your qualifications to the position requirements and emphasize your communication and organizational skills, which make you the best fit for the job.
Use Right Format for Your Administrative Assistant Cover Letter
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 for your cover letter. When crafting an administrative assistant cover letter, it is vital to choose the proper format to make your application easily readable and scannable.
We will share some professional cover letter format tips to get you started:
- Start your cover letter with a proper introduction and follow with 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 fast.
- 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 your cover letter to the right pair of eyes.
- It also makes it easier for employers to assess your qualifications and ascertain whether you fit the bill.
Pay special attention to the font you use for your cover letter. Different industries have unique font requirements. However, the standard ranges between the 10 and 12 point font size. Our recommendation is to use Arial or Times New Roman.
The best way to make your cover letter easily 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 cover 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.
Anatomy of Perfect Administrative Assistant Cover Letter
Let’s discuss the best ways to structure your cover 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 in your cover letter.
The header should provide basic details such as your contact information, the date of your application, and the company’s address. Address your cover letter directly to the person in charge of putting out the job posting.
Here is an example:
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.”
Here is a good 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.
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.
Now, turn your cover letter into a real game-changer by avoiding generic greetings and adding a personal touch to your salutation.
Here is an example:
You can write “Dear Ms. Jones.” However, “Dear Frances” sounds less generic and formal.
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 of your cover letter, it should be something catchy, memorable, and unique enough to compel the recruiter to keep reading.
Here is an example of how to write an attention-grabbing introduction:
“As a lifetime supporter of Nike’s products and company culture, I was thrilled when I came across your job posting for 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 of the cover letter
The body of your cover letter should concisely explain why the employer should choose you over other applicants. Start by pointing out how you meet job ad requirements and explain why you think you are the right candidate.
The cover letter body 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 in the cover letter body 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.
Here is an 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 contributions and top accomplishments can significantly improve your chances of getting an interview. Write a few short sentences about the most recent contributions in 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, a member of the administrative staff 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)
- Recordkeeping 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
- Problem-solving skills
- Customer service skills
- Communication skills
- Attention to detail
- 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 upon 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.
Here is an 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.”
The comprehensive and appropriate use of humor will only do you good. Display your wit, be honest, and do not hesitate to convey your enthusiasm.
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 for your cover letter:
- Reflect upon 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 passionate.
- 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 your cover letter to encourage the recruiter to contact you and thank them for their time.
Here is an 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 with “Sincerely,” and add your signature.
Here is an example:
Add a postscript
Although adding a postscript after your signature is not necessary, you can add it to grab the reader’s attention.
Here is an 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 cover letter tone formal but creative, from the header to the closing statement.
Sample Cover Letter
1 Main Street, New Cityland, CA 91010
Application for the Position of Admin Assistant.
Dear Mr. Andreas Smith,
I am addressing you to apply for the job of administrative assistant. Please accept my application for the position at Lyke Tax Professionals. My extensive work experience, expertise, and skills make me an ideal candidate for this job. I’m looking forward to becoming a valued member of your team.
With over 10 years of experience as an admin assistant, I have been in charge of multiple responsibilities, such as maintaining office organization and a functional work environment, including providing administrative support for sales and production teams. If you take a look at my resume, you will notice that I have the necessary qualifications to meet the requirements for the position. Although I am a team player, I can work independently and help solve everyday problems and client inquiries while honoring deadlines.
In my current job, I am adept at:
· Building and maintaining meaningful relationships with clients;
· Addressing correspondence on time;
· Prioritizing ongoing projects;
· Managing office documents, reports, and communications with accuracy and efficiency;
· Problem-solving and scheduling;
· Handling emails, memos, drafts, and reports for management.
This valuable experience helped me gather more clients and increase production by 30% in my previous position.
I am excited to apply to Lyke Tax Professionals because I admire your company culture. As the administrative assistant, I will provide the necessary training for new office assistants to ensure compliance with company regulations and policies.
You’ll find my resume in the attachment. Please read it and contact me via phone or email to further discuss how I can be of service to you.
Thank you for considering my application. I am sincerely looking forward to hearing from you.
Administrative Assistant Cover Letter Templates
Although you may find our samples and examples of the administrative assistant cover letter useful, it will be much easier to prepare yours if you don’t have to do it from scratch. Pre-made templates for an administrative assistant’s cover letter can help you save time and effort.
Our templates are free to download and allow you to customize them according to your needs.
8 Best Administrative Assistant Cover Letter Writing Tips
Before we conclude our guide, here are eight tips for writing a captivating administrative assistant 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 by four times. If you have a referral, include it in your cover letter’s 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. So, before you start working on your cover letter, do some research to gather the necessary keywords and phrases according to the job description and requirements. Follow the right cover letter 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.
Here is a good 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 your cover letters match the requirements. If you don’t receive a reply after seven days, send a follow-up.
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 cover letter before sending it. No one will hire an admin assistant with poor written communication skills.
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. When applying for an admin assistant job, 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 your cover letter before sending it.