An outstanding secretary resume will distinguish you from other candidates and show your organizational and communicative skills. Therefore, crafting an exceptional resume is essential for any secretary who wants to leave a lasting impression on potential employers.

You can run the office without a boss, but you can't run an office without secretaries.

Jane Fonda

This guide will help you construct an impeccable secretary resume to highlight your skills and experience.

Learn how to write an application for:

So, if you want to take your career to the next level, read on and find out how to write a winning resume!

Secretary Resume Examples

Administrative Secretary Resume Sample

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Legal Secretary Resume Example

Professional Summary

Results-oriented legal secretary with over 5 years of experience supporting legal professionals in diverse areas of law. Proven track record in providing efficient administrative support, drafting legal documents, and managing complex schedules. Adept at maintaining organized filing systems and communicating professionally with clients and legal personnel.

Experience

Legal Secretary Smith & Associates, New York City, NY

January 2020 - Present

  • Provide administrative support to partners and associates in the firm.
  • Draft, proofread, and edit legal documents, correspondence, and pleadings.
  • Manage attorney calendars, schedule appointments, and coordinate meetings.
  • Organize and maintain electronic and physical filing systems.
  • Communicate with clients, court personnel, and opposing counsel.

Legal Assistant Johnson Legal Services, Chicago, IL

June 2018 - December 2019

  • Assisted in the preparation and filing of legal documents.
  • Conducted legal research and compiled case-related information.
  • Coordinated document production and discovery processes.
  • Prepared and maintained case binders and trial notebooks.
  • Managed incoming calls, screened inquiries, and directed clients to appropriate attorneys.

Education

Bachelor Degree in Legal Studies

Columbia University

Graduated May 2018

Certification

  • Professional Writing Certification, National Association of Legal Secretaries, 2019
  • Advanced Certification in the Microsoft Office Program, American Institute of Professional Bookkeepers, 2018

Skills

  • Proficient in legal document preparation and formatting.
  • Strong organizational and multitasking abilities.
  • Excellent written and verbal communication skills.
  • Familiarity with legal research tools and databases.
  • Advanced knowledge of Microsoft Office Suite (Word, Excel, Outlook).
  • Ability to prioritize tasks and meet deadlines in a fast-paced environment.

Awards

  • Employee of the Month Award at Smith & Associates, 2019 & 2021

Entry-Level Secretary Resume Example

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School Secretary Resume Example

Objective

Dedicated and organized School Secretary with over 3 years of experience in administrative roles within educational institutions. Proficient in managing office operations, providing clerical support, and ensuring efficient communication between staff, students, and parents. Seeking to contribute administrative expertise to a dynamic school environment.

Education

Bachelor of Arts in Education Administration

Syracuse University, Syracuse, NY

Graduated: May 2020

Professional Experience

School Secretary, Greenwood Elementary School, Syracuse, NY

June 2022 - Present

  • Manage front office operations, including answering phones, greeting visitors, and handling inquiries from parents, students, and staff.
  • Maintain student records, including enrollment, attendance, and disciplinary actions, ensuring compliance with school policies and regulations.
  • Coordinate meetings and appointments for school administrators, faculty, and parents, managing calendars and scheduling conflicts efficiently.
  • Prepare and distribute correspondence, newsletters, and other communications to staff and parents, utilizing email, phone, and postal mail as appropriate.

Administrative Assistant, Hilltop High School, Syracuse, NY

August 2020 - May 2022

  • Provided administrative support to school administrators, including preparing reports, scheduling meetings, and managing correspondence.
  • Coordinated communication between school staff, students, and parents, disseminating information via email, phone, and written correspondence.
  • Assisted with the supervision of students in the school office, ensuring a safe and welcoming environment for all visitors.

Skills

  • Proficient in Word, Excel, PowerPoint, Outlook.
  • Knowledge of education administration policies.
  • Adaptability and discretion.
  • Event coordination and logistics.
  • Ability to maintain confidentiality and handle sensitive information appropriately.

Unit Secretary Resume Template

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Medical Secretary Resume Sample

Lisa J. Carpenter

133 Arthur Avenue, Dekalb, IL 60115
Email: lisacarpenter@email.com
Phone: (326) 456-2846

Objective:

Detail-oriented and organized medical secretary with 7 years of experience in supporting healthcare professionals and ensuring smooth clinic operations. Seeking to contribute strong administrative skills and medical knowledge to a dynamic medical practice.

Experience:

Medical Secretary

Care Axis Clinic, Dekalb, IL, March 2020 - Present

  • Schedule patient appointments and manage calendars for 3 physicians, ensuring optimal patient flow and minimizing wait times.
  • Maintain patient records and update electronic health records (EHR) accurately and confidentially.
  • Handle insurance verification, billing, and coding tasks, resulting in a decrease in claim denials by 15%.
  • Prepare and submit medical documentation, reports, and correspondence.
  • Coordinate with laboratory and diagnostic imaging services for patient testing and results.

Administrative Assistant

Clini Fix, Dekalb, IL, June 2018 - February 2020

  • Provided administrative support to a team of 5 physicians.
  • Assisted in the preparation and maintenance of medical charts and reports.
  • Ensured compliance with HIPAA regulations regarding patient privacy and confidentiality.
  • Managed office supplies and inventory, optimizing cost efficiency.

Internship

Administrative Intern

Medi Life, Dekalb, IL, January 2017 - May 2017

  • Shadowed medical secretaries and gained hands-on experience in medical office procedures.
  • Assisted with patient intake, registration, and scheduling appointments.
  • Learned medical billing and coding processes under supervision.

Education:

Bachelor of Science in Healthcare Administration

Northern Illinois University, Dekalb, IL

  • Graduated: May 2018

Certification:

  • Certified Medical Administrative Assistant, American Association of Medical Assistants, 2020

Skills:

  • Efficient in medical terminology and transcription
  • Proficient in medical billing and coding (ICD-10 and CPT)
  • Experienced in electronic health records (EHR) systems (e.g., Epic, Cerner)
  • Strong interpersonal and communication skills
  • Excellent organizational and multitasking abilities
  • Detail-oriented and capable of maintaining patient confidentiality

About Writing Style

When writing a secretary resume, it is essential that you use professional language and proper formatting.

Use specific job-related terminology and phrases commonly used in the field. This will help emphasize the skills and qualifications you have that are necessary for the role. Avoid repeating words or phrases several times in a row and replace them with synonyms. Strive for a unique and versatile style of writing.

Formatting can also be used to capture the attention of potential employers. Use clear formatting with headings and bullet points to emphasize key sections and make them easier to read. Additionally, when writing descriptions, try to keep sentences concise and limited to twelve words. This allows recruiters to quickly assess your qualifications.

Here are examples of words you can use to make your secretary resume stronger:

  • Skilled: Prove extensive knowledge and experience in the relevant field.
  • Experienced: Have work history in the desired role.
  • Organized: Exhibit remarkable organizational aptitude and carefulness.
  • Responsible: Attest a strong sense of duty and commitment to assigned tasks.
  • Dedicated: Present deep devotion and loyalty to employers.
  • Innovative: Show creative problem-solving ability in challenging situations.
  • Reliable: Delivering dependable results under pressure.
  • Adaptable: Showcase capacity to adjust to changing conditions.
  • Motivated: Exhibit enthusiasm for learning new skills and taking on new challenges.
  • Professional: Demonstrate respect for colleagues, clients, and employers.
  • Detail-oriented: Pay attention to all aspects of work.

By following these tips for resume writing, you can create an effective secretary resume that will help you distinguish yourself.

How to Fill in Contact Information

When writing a resume for a secretary position, there are certain elements of contact and personal information to include:

  • Full name including any titles (i.e. Jr.).
  • Country and city you are currently residing in.
  • Phone number so the employer can contact you for further questions.
  • Email to receive relevant updates or correspondence related to your position.

Additionally, you should list any other pertinent contact information such as your LinkedIn profile or Twitter handle.

Your personal information should be legible and clearly presented. If you use an AI-powered resume builder to generate some parts of your resume, make sure to proofread it and break it into shorter sentences if necessary.

The correct contact details on a resume are critical for the employer to be able to contact you and invite to an interview.

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How to Organize Experience

Constructing a secretary's resume necessitates itemizing and ordering the work history appropriately:

  • The format should begin with the most recent employment and work backward in reverse chronological order.
  • The job titles, company names, dates of employment, and main duties must be listed for every position.

You can organize your experience by making use of bullet points. Here are two examples of secretary job history that can be used as reference:

Corporate Secretary - Hedwing Enterprises (2012-2017)

  • Oversaw the issuance of documentation and ensured their accuracy and compliance with regulations.
  • Wrote, edited, proofread, and distributed Board of Directors meeting minutes.
  • Monitored changes to legislation and regulatory guidelines to ensure compliance with corporate policies.

Legal Secretary - Mollis Law Firm (2008-2012)

  • Drafted documents including pleadings, motions, contracts, and deeds.
  • Scheduled court hearings and managed attorney calendars.
  • Assisted attorneys in preparing for trial by conducting research and organizing evidence.

This kind of information in the resume can be extremely beneficial. It provides the employer with clear evidence that you possess the necessary qualifications for the role.

However, if the data is listed incorrectly or not formatted properly, it will create a negative impression. For example, listing the experiences without any chronological order or not specifying the duties performed at each job will reflect poorly on your secretary resume.

According to indeed.com, the average annual salary for secretaries in the United States is approximately $31,686.

Consequently, it is crucial to accurately and professionally highlight your work experience when designing a resume for a secretary post. This will demonstrate to employers that you have the qualifications necessary for the position and boost your prospects of employment.

How to List Education

When mentioning educational information in a secretary resume example, it is important to keep the formatting consistent and easy to read.

Education should be listed starting with the highest degree:

  • Bachelor's Degree in Business Administration, Thomas Jefferson University, 2017-2021
  • Associate's Degree in Accounting, Community College of Philadelphia, 2016-2017

It is also helpful to mention any additional certifications that have been obtained. If you are applying for a secretary position, you may want to include the following information:

  • Certified Professional Assistant (Association of Administrative Professionals, 2019)

Such courses demonstrate your knowledge of business administration which is essential for a successful career as a secretary. The certification in particular shows that you have passed a professional exam demonstrating your proficiency in the field. It can give you an edge over other applicants.

Skills for Secretary Resume

Adding skills to a secretary resume will show qualifications for the position.

Responsibility without power, the fate of the secretary through the ages.

Ariel Dorfman

Soft skills are personal attributes that help a person interact with others and work effectively in a professional setting. They show a candidate's interpersonal and communication skills.

Examples of secretary soft skills:

  • Oriented to customer service and details;
  • Organized;
  • Able to prioritize tasks and multitask;
  • Communicative.

Hard skills are tangible abilities that are related to the job, such as computer or language competence.

Hard secretary skills might include:

  • Proficiency with Microsoft Word and Excel;
  • Knowledge of office equipment and data entry expertise;
  • Appointment scheduling ability;
  • Familiarity with business software applications;
  • Experience with digital record-keeping systems.

Mentioning secretary skills in a resume will demonstrate that the applicant is thoroughly qualified for the position. It will also help the candidate gain recognition among other applicants.

Including Social Media

In general, having social media links on a secretary resume might be beneficial under particular circumstances.

  • On one hand, it helps employers get a better understanding of the candidate's interests and personality.
  • On the other hand, it can be viewed as unprofessional if the content does not reflect positively on the job seeker.

Who can add social media:

  • Incorporating social media profiles may prove advantageous when seeking positions in creative industries.

    • Platforms like LinkedIn and portfolio websites could help demonstrate the applicant's experience.
    • Links to projects they have worked on could showcase their skills in web design or content creation.

Who shouldn't mention social media:

  • A secretary working for a large law firm should avoid including accounts that contain profane language or inappropriate images.

    Similarly, a clerk in a corporate environment could choose to abstain from linking to more personal social media profiles.

Overall, it comes down to how each individual job seeker chooses to present themselves and whether they are comfortable with employers viewing their online presence. Ultimately, inserting social media references should only be done if the content is professional.

Secretary Resume Summary

An outstanding resume summary should reflect the capacity to assist senior managers, aid with meeting preparation, and oversee intricate day-to-day operations.

An example of a great summary in a resume for a secretary can be:

Highly organized and detail-oriented secretary with 5+ years of experience providing administrative support to executive teams. Proven track record of developing efficient processes, managing calendars, and preparing conference materials. Adept at problem-solving and excellent communication skills.

Tips for Writing a Great Resume Summary:

    1. Be specific about your skills and experience. Make sure to give specific examples of your accomplishments relevant to the position you are applying for.
    2. Use keywords. Include industry-specific words to describe yourself to ensure your resume distinguishes itself from the other applicants. This will guarantee that your secretary resume is picked up by any automated ATS.
Use Secretary Resume Examples

Additional Information

Adding supplementary information to a resume is an important step to impress the recruiter. It provides more insight into the candidate's character and helps with questions for the interview.

Hobbies should be featured in the resume to show that the potential employee is well-rounded. If an applicant lists volunteering or playing a musical instrument as their hobby, this could demonstrate enthusiasm and community engagement.

Courses must be incorporated into a resume for the secretary position in order to validate qualifications and reveal dedication to learning. This is especially important for secretaries who are expected to have knowledge of office software or to take on additional responsibility.

Languages can be added to demonstrate aptitude for conversing effectively with clients from multiple cultures. It also demonstrates that they are open-minded and willing to learn new concepts and ideas.

Alaska, California, and Washington rank as the top three states in terms of salary for secretaries.

A secretary resume should showcase awards, indicating the level of professionalism and dedication towards the work. Awards can also reflect success achieved in the career and desire to continue doing so.

Mentioning internships confirms that the candidate has experience working in an office environment and has been able to utilize their skills in a real-life setting. An example could be listing any internships completed at local businesses or government offices.

References should also be included on a resume for a secretary position. This gives an independent opinion about the applicant's work ethic and skills from someone who has worked with them before. You can enumerate any former managers or colleagues that can vouch for your abilities.

Additionally, certificates can be affixed to a secretary resume. These illustrate acknowledgment by industry bodies for having specific qualifications or comprehension.

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The resume creator offers an array of customizable templates that could be used for any job category, from entry-level to executive. You can easily tailor the template to suit your needs and highlight your qualifications.

Using secretary resume resume templates has many advantages:

  • Flexibility. Choose any pre-made template and colors while preserving uniformity throughout the whole document.
  • Professionally designed. The resume will look professional and have proper readability. The resume builder also automatically makes your secretary resume Applicant Tracking Systems (ATS) compatible.
  • Time-saving. Save time by using templates instead of writing a resume from scratch. All you need to do is fill in your information, and you'll have a great-looking resume in no time!

Through the free resume builder, you'll be able to make an appealing and productive resume that can assist you in acquiring the job you want. Try it out today!

Secretary Cover Letter

Secretary Cover Letter
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One of the most important parts of securing your dream position is to write a cover letter. An exceptional cover letter can make you stand out among other applicants and give potential employers a glimpse into why you'll be an asset to their team.

To get started, it's important to understand what a cover letter is and how it will be used in the hiring process.

A cover letter serves as a short document that accompanies your resume and introduces you to the employer. It should provide an overview of who you are and explain why you're qualified for the position. Additionally, discuss any relevant experience or skills that prove you are a good fit for the job.

When writing a cover letter, keep in mind that it should be tailored specifically to the job description. Utilize keywords from the job description to show how your background matches the role.

  1. Start by introducing yourself and stating the reason you're applying for the job.
  2. Elaborate on your qualifications and emphasize how they make you an ideal candidate for the role.
  3. Remember to include relevant details about your past positions, such as achievements or awards you have received.
  4. Finally, express genuine enthusiasm for the role and thank them for considering your application.

It's also important to guarantee that your cover letter is composed adequately and free of mistakes Proofread your secretary cover letter multiple times to catch any typos or grammar errors, as these can leave a bad impression.

Below are two example cover letters for a secretary role:

Good secretary cover letter example:

  • Dear Hiring Manager,

    I am writing to express my interest in the Secretary position at Lang-Ebert. With a solid background in administrative roles, particularly my tenure at Shields PLC, I am enthusiastic about the opportunity to contribute to your esteemed organization.

    During my time at Shields PLC, I honed my skills in managing office tasks, maintaining records, and facilitating smooth communication between departments. The fast-paced environment taught me to prioritize tasks effectively, ensuring deadlines were consistently met.

    What excites me about Lang-Ebert is its reputation for fostering a collaborative and innovative work culture. I am eager to be a part of a team where my organizational skills and attention to detail can be utilized to streamline administrative processes and contribute to the overall success of the organization.

    Furthermore, my proficiency in Microsoft Office Suite and experience with CRM software ensures that I can efficiently navigate modern office technology, enhancing productivity and facilitating seamless communication within the company.

    I am particularly drawn to Lang-Ebert's commitment to diversity, inclusion, and sustainability, as reflected in your company values. I share these values and am excited about the opportunity to contribute to an organization that prioritizes social responsibility and ethical business practices.

    Thank you for considering my application. I am looking forward to the possibility of discussing how my experiences and skills can contribute to the continued success of Lang-Ebert.

    Warmest regards,

    Jesse Gentle

Bad secretary cover letter example:

  • Dear Hiring Manager:

    I want to apply for the Secretary position at Jacobson LLC. My experience includes assistant positions where I was successful in tracking data & ensuring deadlines were met on time every single time & had excellent customer service skills & excellent communication skills too! Utilizing Microsoft Office is no problem either! I think I'm perfect for this job & would love to discuss more during an interview! Please call me at 123-456-789 or email me at jimjim@email.com if interested!

    Thanks!

The first cover letter example is much better than the second one:

  • It clearly explains why the applicant is qualified for the job while also expressing genuine excitement for it.
  • It also provides relevant information about their past experiences rather than simply listing off generic skills without any context or examples of how they used them successfully in the previous position.
  • Plus, it finishes with a polite request for an interview as opposed to merely asking them to make contact.

If you have no work experience, you still can capture the attention to your resume by highlighting your skills and achievements.

Entry-Level Secretary Cover Letter Example

  • Dear Recruiter,

    I am writing to apply for the Secretary position at Gleason Group. I have a great passion for working in a corporate atmosphere and am eager to take on new challenges and develop my skills.

    Although I have never worked as a secretary, I possess plenty of transferable skills that make me a valuable asset to your team. I have substantial knowledge of office procedures, good communication and organizational skills, and experience in data entry and customer service.

    I am confident that I can quickly become acquainted with the needs of your organization and prove to be an effective member of your team. With my strong work ethic, meticulousness, and willingness to go the extra mile, I am certain I will make meaningful contributions to your team.

    I would love the opportunity to discuss my qualifications further in person. Please feel free to contact me at any time via phone or email if you require additional information or have questions regarding my resume.

    Thank you for considering my application. I look forward to hearing from you soon about this exciting opportunity.

    Best regards,

    Bonnie Owens

How do I write a cover letter for a secretary resume without experience?

  1. Focus on transferable skills. Despite not having any background in secretarial duties, you may have other skills from previous jobs or studies that are applicable to the position.
  2. Identify any pertinent credentials. If you have any relevant certifications or qualifications related to the role, mention them in your cover letter. This will demonstrate your suitability for the position even if you do not have prior experience.
  3. Show enthusiasm. It is important to show enthusiasm for the role you are applying for and demonstrate why you believe that this is the perfect job for you. Make sure that this comes across clearly in your writing so that the employer can see how passionate you are about working in this position.
  4. Reread carefully. As with any job application, it is critical to check the cover letter very carefully prior to sending it off - typos or grammar mistakes could mean that recruiters overlook your resume entirely!

Proofread Everything

Checking your resume and cover letter is essential to ensure that you are presenting yourself in the best possible light. Poor grammar, spelling errors, or incorrect word choices can leave a negative impression on employers and potentially disqualify you from the position.

Writing without revising is the literary equivalent of waltzing gaily out of the house in your underwear.

Patricia Fuller

Meticulousness in the application shows your linguistic proficiency and precision. Employers will appreciate it when they receive an application with no typos or mistakes. Make sure the length of the secretary resume is appropriate.

When deciding on what words to use, ensure they accurately reflect the meaning you want to convey. Avoid using overly technical language, slang, or jargon that may be misinterpreted.

  1. Start by reading your secretary cover letter and resume out loud. This can assist you to detect any clumsy phrasing or mistakes in the text.
  2. Consider having someone else review your documents with a fresh pair of eyes.
  3. Take advantage of online spellcheckers to help identify any spelling or grammatical errors.

As a final step reread your paper backward, sentence by sentence. This will help you isolate sentences and make it easier to see errors you may have overlooked before.

By taking these steps to proofread your application materials, you can rest assured that they meet the standards expected by employers for secretary positions.

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Conclusion

A well-crafted secretary resume can help you stand out from the crowd. To simplify the process, consider using an online resume builder to create an impressive document with minimal effort. Start writing your resume for a secretary position now and get that dream job!

By following these tips on composing an effective secretary resume and cover letter you will sure be noticed among other applicants when applying for the position. Good luck!