Celebrate Administrative Professionals' Day: What It Is and How to Write an Effective Resume

National Administrative Professionals' Day, also called Admin Day or Secretaries Day, is an annual holiday held on the last Wednesday in April. The day is meant to recognize the contributions and hard work of administrative professionals such as administrative assistants, receptionists, and other support staff in offices and organizations.

The day is an opportunity for employers to show appreciation for the crucial role administrative professionals play in the success of their businesses and for administrative professionals to feel valued for the important work they do. The day typically involves employers presenting gifts or other tokens of appreciation to their administrative staff and might also include activities such as lunches, special events, or training sessions.

What is an admin professional, and what do they do?

An administrative professional, also known as an administrative assistant, executive assistant, or office administrator, is someone who provides administrative support to an individual or an organization. They play a vital role in the smooth running of an office or organization by performing a wide range of tasks and functions. The responsibilities of an administrative professional might include:

Answering and transferring phone calls
Scheduling meetings and appointments
Replying to emails and managing correspondence
Managing files and databases
Preparing reports and presentations
Organizing travel arrangements
Performing data entry and record-keeping tasks
Assisting with budgeting and financial tasks
Providing customer service and support

Administrative professionals play a critical role in supporting an organization's day-to-day operations, and they are often the first point of contact for customers, clients, and other visitors. Their ability to multitask, manage their time effectively, and maintain a high level of organization and attention to detail makes them essential parts of many businesses and organizations.

How to get a job as an administrative professional

Getting a job as an administrative professional can be a competitive process, but you can take the following steps to increase your chances of landing the job:

Build your resume: Make sure your resume is up-to-date, professional, and tailored to the administrative field. Highlight your relevant skills, education, and experience. When complete, upload your resume to CareerBuilder so employers find you.
Network: Use your personal and professional network to find out about job opportunities and get referrals. Attend job fairs and industry events to meet potential employers.
Improve your skills: Consider taking courses or workshops in areas such as computer applications, communication, and time management. This step shows potential employers you are serious about your career and committed to continuous learning and development.
Apply for jobs: Search for administrative professional job openings on CareerBuilder.
Prepare for interviews: Research the company and be ready to discuss your relevant skills and experiences and how they align with the position. Practice answering common interview questions, and come prepared with your own questions to ask the interviewer.
Follow up: After an interview, thank the interviewer via email. This shows your passion and gratitude for the opportunity and restates your interest in the position.

"Administrative professionals play a critical role in supporting an organization's day-to-day operations, and they are often the first point of contact for customers, clients, and other visitors."

Interview questions (and how to answer them)

Here are common administrative assistant interview questions you might face, along with tips for answering them effectively:

Can you tell us about your previous administrative experience?

How to answer: Emphasize your relevant experience, including your specific responsibilities and the size and type of employer. Include any accomplishments or achievements in your previous roles. Be concise and to the point while highlighting what makes you stand out from other candidates.

How do you prioritize tasks and manage your time effectively?

How to answer: Share your time management strategies, such as using a task list, calendar, or prioritization method. Provide examples of how you have effectively managed multiple tasks and deadlines in the past. Emphasize your ability to work under tight deadlines, handle multiple responsibilities, and work efficiently.

How do you handle confidential information?

How to answer: Emphasize your commitment to maintaining confidentiality, and discuss the steps you take to protect sensitive information. You might also share an example of a situation where you had to handle confidential information and how you approached it. Mention any relevant policies or procedures you are familiar with and how you follow them.

How do you handle challenging situations or difficult people?

How to answer: This question is designed to test your interpersonal skills and ability to handle conflict. Choose an example that demonstrates your problem-solving and communication skills and ability to stay professional in a challenging situation. Explain the steps you took to resolve the conflict, and emphasize your commitment to finding a positive resolution. Discuss your approach to handling challenging situations, such as staying calm and professional, seeking clarification, and finding a solution that works for all parties involved.

Resume template download

Here is an administrative assistant resume template you can follow when writing your own. Don't forget to include your most relevant resume skills for an administrative assistant:

[Full name]

[Location]

[Phone number]

[Email address]

Professional Summary

[In your administrative assistant resume summary, include one to three sentences that outline your key skills, expertise, and why the company should hire you.]

Education

[Degree]

[Name of the institution]

[Graduation date]

Experience

[Company name, job title, dates of employment]

[Key responsibility]
[Key responsibility]
[Key responsibility]
[Key responsibility]
[Key responsibility]

[Company name, job title, dates of employment]

[Key responsibility]
[Key responsibility]
[Key responsibility]

[Company name, job title, dates of employment]

[Key responsibility]
[Key responsibility]
[Key responsibility]

Skills

[Administration resume skills]
[Administration resume skills]
[Administration resume skills]
[Administration resume skills]
[Administration resume skills]

Resume example

Here is an example of an administrative assistant resume you can use to help you write yours:

Emily Candid

Carlton, New Jersey

555-555-5555

[email protected]

Professional Summary

Administrative professional with more than five years of experience providing administrative support in fast-paced office environments. Possesses excellent organizational, communication, and interpersonal skills with a proven ability to manage multiple tasks efficiently. Proficient in Microsoft Office Suite and experienced in handling confidential information.

Education

Bachelor of Science in Business

ABC University

May 2018

Experience

Stanton Corp., Administrative Manager, Jan 2020 - Present

Provided administrative support to the department, including answering phones, responding to emails, and scheduling appointments
Managed and maintained accurate and organized filing systems, both physical and digital
Prepared and distributed reports, memos, and other correspondence
Prepared presentations and other materials for meetings
Coordinated and organized meetings, including scheduling rooms, preparing agendas, and taking minutes

Three Rivers Inc., Administrative Assistant, May 2018 - Dec 2019

Ordered and maintained office supplies, ensuring cost-effectiveness and inventory control
Answered and directed incoming calls to the appropriate department or individual
Greeted visitors, provided information, and directed them to the appropriate person or area

D&B Printing, Receptionist, Nov 2016 - April 2018

Managed and maintained an organized and up-to-date appointment scheduling system
Assisted in the preparation of reports, memos, and other correspondence
Maintained a clean and professional reception area

Skills

Proficient in Microsoft Word, Outlook, and Excel
Excellent written and verbal communication skills
Ability to manage multiple tasks and prioritize effectively
Attention to detail and accuracy
Ability to work under pressure and meet deadlines

Salary information

When you're looking for a job as an administrative professional, it's helpful to know what the market rate is for a similar role. When you know the average salary, you can make more informed decisions when offered a job. It's a great way to know which job offers are appropriate and which ones might undervalue you. Check out CareerBuilder's salary calculator.

The best way to celebrate Administrative Professionals' Day is by building a strong resume and finding the perfect job for your skills and interests. Don't forget to create a profile on CareerBuilder and let employers find you.