Administrative Assistant / Records Management / Data Entry
Resume Sample
A real resume example showing how we transform records management experience into proof employers trust
Being qualified isn't enough — you need to be the obvious choice.
We fix your resume with one conversation
What Makes a Strong Administrative Assistant Resume?
An Administrative Assistant/Records Management/Data Entry resume must prove organizational excellence and data accuracy. Hiring managers scan for filing system expertise, data entry speed, and attention to detail. This sample demonstrates sorting 60+ file-folders daily, supervising 5 staff, and oil & gas industry expertise with a 100-hour practicum.
Why Do Administrative Assistant Resumes
Get Rejected?
Most administrative assistant resumes get rejected not because of ATS software, but because they don't prove you're better than the other 31 applicants. Generic bullets like "managed construction projects" don't differentiate you — quantified achievements do.
See how we transform generic statements into interview-winning proof:
Practiced and honed time-management skills by keeping up with all demands of the job — sorted through 3 large boxes with over 60 file-folders per day; reorganized using numerical label system."
Quantifies high-volume capability (60+ folders/day), shows system organization skills, and demonstrates time management.
Accountable for inventory control; placed orders through wholesale and distributors twice weekly. Organized daily workloads and maintained Excel to formulate monthly budgets & track all invoices."
Shows leadership through staff supervision, demonstrates positive management style, and highlights financial tracking.
Worked with a group of 3 peers to develop and present new operational strategies for multiple oil & gas companies; particular onus on saving money, retaining employees, and maximizing productivity."
Shows industry-specific training, demonstrates research and presentation skills, and highlights strategic thinking.
How Do Administrative Resume Writers Transform a Administrative Assistant Resume?
Professional resume writers transform administrative assistant resumes by analyzing job postings for required keywords, extracting specific achievements through targeted questions, quantifying impact with dollar values and percentages, and positioning you as the solution to employer problems.
We Analyze Administrative Assistant Job Postings
We identify exactly what hiring managers search for:
- Budget management and cost control requirements
- Schedule recovery and timeline management skills
- Site safety compliance and OSHA standards
- Subcontractor coordination and vendor management
We Extract Your Achievements
Our 1-on-1 interview uncovers:
- Project values and budgets you've managed
- Team sizes and subcontractors you've coordinated
- Problems you've solved that others couldn't
- Metrics you didn't think to track or quantify
We Quantify Your Impact
We find the numbers that prove ROI:
- Dollar values of projects completed on time
- Percentage of schedule improvements achieved
- Cost savings from value engineering decisions
- Safety record improvements and incident reductions
We Position You as the Solution
Your resume proves you solve employer problems:
- Delivering projects on time despite site challenges
- Managing subcontractors and maintaining quality
- Controlling costs while meeting specifications
- Leading teams through complex project phases
Listen to a Real Resume Interview
Hear how our writers extract achievements from administrative professionals.
What Does a Administrative Assistant Resume Interview Look Like?
A administrative assistant resume interview is a conversation where our writer asks targeted questions about your projects, probes for specific details, and extracts achievements you'd never think to include.
Performed clerical and administrative functions in accordance with Company Name's policies and procedures, including: proper filing and indexing of critical documents; photocopying, printing, and scanning documents; and entering various forms of data into Excel and other relevant databases.
Practiced and honed time-management skills by keeping up with all demands of the job — sorted through 3 large boxes with over 60 file-folders per day; reorganized using numerical label system.
Every bullet on this resume was created through this same process.
Schedule Your InterviewHave questions? 1-877-777-6805
Watch How We Transformed Khoi's Resume
See how our interview process uncovered achievements and turned them into interview-winning proof.
Get Your Resume Transformed
What a Administrative Assistant Resume Example That Gets Interviews Looks Like
A complete administrative assistant resume is typically 1-2 pages and includes a professional summary, core competencies, detailed work experience with quantified achievements, education, and certifications. Here's an actual resume created through our interview process.
Which Administrative Assistant Resume Example
Do You Need?
The administrative assistant resume you need depends on your career stage:
Career Entry
Your resume needs to prove organizational skills, attention to detail, and data entry accuracy.
Questions We Ask in Your Interview:
- What filing experience do you have?
- What data entry have you done?
- What software are you proficient in?
What We Highlight on Your Resume:
- Filing and organization
- Data entry experience
- Software proficiency
- Attention to detail
Senior Admin Transition
Your resume needs to demonstrate leadership, process improvement, and high-volume capability.
Questions We Ask in Your Interview:
- What volume of records have you managed?
- Have you supervised others?
- What process improvements have you made?
What We Highlight on Your Resume:
- High-volume records management
- Team supervision
- Process improvement
- System implementation
How Do You Write a Administrative Assistant Resume That Gets Interviews?
To write a administrative assistant resume that gets interviews, focus on four key sections:
- Professional Summary — highlighting your experience level and specialty areas
- Skills Section — matching keywords from your target job postings
- Work Experience — quantified achievements using the Problem-Solution-Result format
- Credentials — relevant certifications and education
Most records management resume guides give you generic templates. We interview you to extract the specific achievements that prove your value - like processing 60+ file-folders daily or supervising 5 staff with positive evaluations.
What Should a Records Management Professional Put in Their Summary?
Your summary must signal organizational excellence and attention to detail.
Include years of experience, key capabilities (filing, data entry, office administration), and industry focus.
For career starters, emphasize training and accuracy.
Expert Questions We Ask:
- "What filing experience do you have?"
- "What data entry have you done?"
For experienced professionals, emphasize volume and leadership.
Expert Questions We Ask:
- "What volume have you handled?"
- "Have you supervised others?"
What Skills Should Records Professionals Highlight?
Skills must demonstrate organizational excellence.
Lead with Filing and Records Management, Database Management, Data Entry, and Time Management. Include System Administration and Customer Service.
Organizational skills establish foundation.
Expert Questions We Ask:
- "What filing systems do you know?"
- "What software are you proficient in?"
Leadership skills differentiate for advancement.
Expert Questions We Ask:
- "What volume can you handle?"
- "What team experience do you have?"
How Should Records Professionals Describe Their Experience?
Show organizational capability with quantified achievements.
Lead with volume metrics and scope. Highlight filing systems, data entry accuracy, and any supervision responsibilities.
Any records experience demonstrates capability.
Expert Questions We Ask:
- "What filing have you done?"
- "What data entry experience do you have?"
Volume and leadership show readiness.
Expert Questions We Ask:
- "What is your highest volume processed?"
- "Have you supervised staff?"
What Education Matters for Records Management?
Education supports demonstrated records expertise.
Include diplomas, certificates, and any industry-specific training. Oil & Gas or other sector credentials add value.
Training establishes foundation.
Expert Questions We Ask:
- "What administrative training do you have?"
- "What certifications do you hold?"
Industry certifications support advancement.
Expert Questions We Ask:
- "What industry-specific training do you have?"
- "What advanced certifications have you earned?"
Skip the guesswork — let our expert resume writers ask these questions for you.
Schedule Your Resume InterviewHow Does a Resume Interview Extract
Your Administrative Assistant Achievements?
A professional resume interview extracts administrative assistant achievements by probing into specific projects, uncovering the goals you were trying to achieve, documenting the systems and processes you implemented, and surfacing challenges you overcame.
What Projects Should You Include
on a Administrative Assistant Resume?
Include projects that demonstrate scope, stakes, and significance. We probe to understand the project value, team size, and your specific role.
How Do You Show Business Impact
on a Resume?
Connect your work to business outcomes by documenting the company's objectives and how your contributions achieved them.
What Systems and Processes
Should You Highlight?
Document the specific systems, processes, and strategies you implemented. This is where your expertise becomes visible.
How Do You Present
Challenges Overcome?
Describe challenges you faced and how you solved them. Problem-solving examples prove you can handle obstacles.
The Power of a 1-on-1 Resume Interview
No cookie-cutter calls. Your interview length matches your career complexity. We ask the questions you can't ask yourself.
Telephone Interview
Telephone Interview
Telephone Interview
Telephone Interview
Telephone Interview
How Competitive Is the
Administrative Assistant Job Market?
Administrative Assistant jobs are moderately competitive, averaging 32 applicants per position. With most job seekers applying to 20+ roles, you're competing against approximately 640 candidates for the same jobs.
Administrative Assistant Job
Jobs Posted (30 Days)
Per 20 Applications
Hardest to Land
Most competitive administrative rolesEasier to Land
Less competitive administrative rolesData based on LinkedIn job postings, updated January 2026. View full job market data →
Here's the math most job seekers don't do:
Your resume needs to stand out against 640 other administrative professionals.
Most of them list the same projects. The same certifications. The same responsibilities.
What makes you different is the story behind the projects.
Administrative Professionals We've Helped Are Now Working At
From general contractors to specialty trades, our clients land roles at top administrative firms across North America.
Reach Administrative's Hidden Job Market
80% of administrative positions are never advertised. Get your resume directly into the hands of recruiters filling confidential searches.
Administrative Recruiter Network
When you purchase our Resume Distribution service, your resume goes to 450+ recruiters specializing in administrative — included in Advanced & Ultimate packages.
Robert Half
Nationwide
Hays Recruitment
Nationwide
Sample Administrative Recruiters
450+ Total| Agency | Location |
|---|---|
RH Robert Half |
Nationwide |
HA Hays Recruitment |
Nationwide |
RA Randstad |
Nationwide |
KE Kelly Services |
Nationwide |
AD Adecco |
Nationwide |
Frequently Asked Questions About
Administrative Assistant Resumes
A Records Management resume should include filing system expertise, data entry proficiency, volume metrics, and organizational skills. Highlight quantified achievements like files processed per day.
Quantify your throughput with specific numbers. This sample shows "60 file-folders per day" and "3 large boxes" - concrete proof of capacity.
Yes, leadership differentiates candidates. This sample shows supervising 5 staff with positive evaluations indicating "motivational spirit."
Records Management positions average 32 applicants per job - moderately competitive. High-volume experience, leadership, and industry expertise help differentiate candidates.
Yes, especially for specialized industries. Oil & Gas Administrative Assistant Diploma shows targeted expertise for energy sector roles.
Include database and spreadsheet proficiency. This sample shows Excel for "monthly budgets & track all invoices" plus data entry into relevant databases.
Ready to Transform Your Resume?
Schedule your 30-minute interview and get a resume that proves you're the obvious choice.
Choose Your Interview LengthHave Questions?
Talk to an advisor who can recommend the right package for your situation.
Talk to an Advisor 1-877-777-6805