Anytime you’re applying for a job as an office assistant, cover letters give you the ability to point out the essential information on your resume and improve your candidacy. The letter will be the first impression you make when applying for the position, so you’ll want to stand out. It is also an ideal place to market your candidacy and show that you have taken the initiative to highlight yourself as a strong candidate. Writing an office assistant cover letter is crucial in your job search, so this article will discuss how to effectively write one and boost your chances of securing the position.
Purpose of Writing Office Assistant Cover Letter
The main goal of writing an office assistant cover letter is to give hiring managers a clear understanding of who you are and to highlight specific qualifications and abilities you may have. In other words, a strong cover letter is essentially a way to market yourself as a candidate. It shows you have initiative and care about obtaining the role. As you are creating a personalized letter to write to the hiring manager, you’re showing them that you have taken the time and effort in the hopes of securing that position.
Office assistant cover letters are also an excellent tool to explain your skills and experiences in a more personalized way. For example, you can directly speak to the hiring manager and tell them how your experience will benefit them. So as the resume is only going to list skills and experiences, the cover letter will explain them in detail and show how they are relevant to your candidacy.
Likewise, you could explain any potential problems that may arise. For example, if you don’t have much work experience, you can explain that you are a quick learner and have a lot of theoretical experience.
Tip: It’s a good idea to make sure you are frequently updating your cover letter, especially as time goes by. Entry-level office assistants will make between $10 and $15 an hour, while more experienced administrators earn up to $20/hr. So as you continue to gain more experience, it’s natural that your salary will be increase So it’s a good idea to update this to earn an appropriate salary consistently.
Depending on the specific position being applied for, many skills are required of any candidate. Regardless of the position you’re applying for; all office assistant cover letters should include the following skills:
As office assistants will need to type up formal documents or transcribe information constantly, it is required for an office assistant to have the ability to type quickly. If you have ever taken some test to determine your specific typing speed, that would be appropriate to include in the office assistant cover letter.
Your primary role in the position will include using several computer office software programs daily. In addition, you’ll need to understand how to do basic tasks such as answering emails, creating and saving documents, and reading spreadsheets. So, it’s a good thing to mention your computer skills in the cover letter.
Since you will need to consistently write formal letters, e-mails, and other internal documents, a proper understanding of grammar is fundamental. Therefore, make sure your cover letters are grammatically perfect.
Another critical role as an office assistant is maintaining a tidy and orderly office space. Therefore, it’s good to mention your ability to maintain order and organize an office. Your organizational skills mentioned in your office assistant cover letters will differentiate you from others.
Finally, office assistants are often responsible for being the face of the office. They’ll greet customers and walk potential clients into the office, so it’s vital to maintain a professional and pleasant demeanor. Reflecting this in the tone of your letter is a great way to highlight that skill set.
Tip: Use professional formatting
A well-formatted office assistant cover letter is crucial to obtaining the position. Since it is a professional letter, there are a few formatting techniques to keep in mind. First, make sure to use the well-known 3-paragraph layout for the body of the letter. It’s also considered standard practice to keep the letter left-aligned and single-spaced with 1” margins. Also, keep the cover letter to less than a single page and use the font, usually Times New Roman or Arial having a size of 12 pt.
What to Include in the Letter
Several vital components should always be included in your office assistant cover letter. These elements are like many other forms of cover letter writing. However, a few ideas are specific to office assistant candidates.
Consider, including the following points:
Write the purpose of writing
The very first element to include in your office assistant cover letter is a simple statement at the beginning that specifies your writing purpose. This way, the letter reader immediately understands why they are being addressed and makes sure there is no confusion. This type of clarity is essential to show that you are professional and concise with your writing.
Show your enthusiasm
Naturally, it’s essential to demonstrate your enthusiasm for the position you are applying for. Hiring managers will want to add passionate members to their team rather than someone who shows no enthusiasm. Of course, this highlights you as a cheerful coworker. It also shows that you are generally interested in the job and would be motivated to do well.
Education and training
Your education and training should always be highlighted in a cover letter, as it demonstrates to your potential employer that you are capable of carrying out the job. In addition, showing examples of any specific training you’ve received and your relevant education will give the hiring manager a better idea of who you are and what you can do for their company.
Previous experience and role
Showing previous experience in a similar role will develop a sense of trust essential to earning the job. You must show the hiring manager you are an ideal candidate by explaining how you already worked in a similar role. Upon reading this, it will immediately make the reader more interested in your candidacy and starts the hiring process off on a good foot. Many hiring managers want to see candidates ready to start working on the first day. So, if you’ve worked in a similar position, this will make you stand out.
Office assistant skills and accomplishments
It’s essential to show off any skills you have as an office assistant and concrete examples of past accomplishments. In addition, it’s a good idea to quantify these skills and accomplishments so that the hiring managers can get a clear idea of who you are. Finally, including specific examples of these skills and accomplishments helps show the reader that you are detail-oriented and can prove how you will be an asset to the company.
Thank the recipient and ask for the interview
Finally, professionalism is critical. Thank the recipient for taking the time to read your letter. This demonstrates a level of respect and shows that you appreciate their time. Likewise, you can take the opportunity to be proactive and request an interview with the hiring manager. This call to action at the end will demonstrate your professionalism and initiative. Both of these qualities are excellent to have as a potential candidate.
Template and Sample
It is beneficial to use a sample or template as a guide to starting to facilitate the writing process. You can use the following template and sample of office assistant cover letters to help you secure the office assistant job you’re applying for.
Dear [Name of manager],
I am interested in applying for the office assistant position, as found on [company name]’s website. I worked as an office assistant for three years, and I received my degree in [specialized subject] from [university name]. In addition to my education and training, I have strong communication skills, excellent organization skills, and computer software abilities [include other relevant skills].
In my previous position, I maintained a clean and orderly office to improve productivity [write your past job’s duties]. Working as an office assistant at [previous employment] has prepared me to work in a fast-paced environment and meet strict deadlines. Additionally, I have an eye for detail. In my previous position, I lowered overhead costs of paper waste by 30% by suggesting a proposal to mandate electronic memos rather than physical copies.
I believe my experience and training make me an excellent candidate for this position. I look forward to being able to help support [Company name]. I am attaching my resume for reference. Thank you for your time and consideration. Don’t hesitate to get in touch with me at [contact info] to set up an interview at your convenience.
July 12th, 20xx
557 Fairdrive Way, Springfield CT 12345
Dear Mr. White,
I am interested in applying for the office assistant position, as found on the Marketing Company’s website. I have previously worked as an office assistant for three years, and I have received my bachelor’s degree in Psychology from the University of Texas. In addition to my education and training, I have strong communication skills, excellent organization skills, and computer software abilities.
I frequently used my eye for organization to coordinate multiple events between my colleagues and managers in my previous position. Working as an office assistant at a Marketing Company has prepared me to work in a fast-paced environment and meet strict deadlines. Additionally, I have an eye for detail. In my previous position, I lowered overhead costs of paper waste by 30% by suggesting a proposal to mandate electronic memos rather than physical copies.
I believe my experience and training make me an excellent candidate for this position. I look forward to being able to help support Paper Company. I am attaching my resume for reference. Thank you for your time and consideration. Don’t hesitate to contact me at 123-456-7890 to set up an interview at your convenience.
Essential Tips for Letter Writing
As you are writing, there are a few considerations to keep in mind to make your office assistant cover letter as successful as possible. Utilize these five tips to writing an effective cover letter:
Don’t write too long
A simple one-page office assistant cover letter is ideal for your application, as it makes it easy to read quickly but still shows you put in the effort. Try to state all of your ideas within three paragraphs and keep the language concise.
Try to find a contact person
Ideally, you should find the hiring manager’s name responsible for filling the job position. A personalized greeting will show that you’ve made an effort to learn about the company and do some basic research. This may set you apart from other candidates who write “To Whom It May Concern”.
Match the cover letter with the job description
It’s imperative to pay attention to the specific job qualifications and requirements listed in the job description. This shows that you’ve paid attention to the company’s needs and that you’re a good fit, but it may also be helpful in the case of automated application filtering systems that check for keywords. Therefore, you should match the letter to the job description available.
If you can highlight specific examples of how you have succeeded in your past workplace environments, it will give the employer a better understanding of your capabilities. In addition, concrete examples help show your potential employer specific ways you helped another company.
Before submitting the office assistant cover letter, you should always carefully proofread everything. For an office assistant position especially, simple spelling and grammatical mistakes may not speak well of your ability to be detail oriented. So, make sure to triple-check through your cover letter before submitting it.
A properly written office assistant cover letter is the first step towards securing the job. It is your place to show that you are qualified for the position and that you will excel during your employment.
So here are a few takeaways to remember about office assistant cover letters:
- Office assistant cover letters are the first step in making sure you secure a new employment position.
- Your cover letter should reflect the exact job description that the company has written to demonstrate that you will be an excellent candidate.
- These office letters are a perfect way to show that you are an excellent fit for the job opening, so you should take the time to write one effectively.
- Keep your writing clear and organized. Your office assistant cover letter should demonstrate your ability to organize and present information neatly.