Administrative assistant CVs suffer from a particular problem: the duties are genuinely similar across employers, so most applications read the same. What separates a shortlisted CV is specificity about who you supported, how much you handled and what you were trusted to decide without asking. This page shows how to write administrative assistant duties for a CV, with practical examples at entry and experienced level.
How to Write Administrative Assistant Duties on a CV
Start each bullet with an action verb, then add the scope. For administrative work, scope means the people you supported, the volume you handled and the systems you used: how many staff or managers, how much inbox or invoice traffic, which software.
Then show autonomy. This is what employers are really assessing, because administrative roles range from processing work against a defined procedure to running a function independently. Bullets that show you drafted correspondence, resolved queries or managed something end-to-end tell an employer far more than bullets describing tasks anyone in the role would perform.
Keep it honest and specific. Interviewers routinely ask candidates to expand on a bullet point, so every line should be something you can discuss in detail. For the underlying role description see administrative assistant duties.
Best Administrative Assistant Duties for Your CV
- Managing correspondence, including drafting and responding on behalf of the team.
- Maintaining physical and electronic filing systems.
- Capturing and updating records on company systems.
- Preparing reports, spreadsheets and presentations.
- Managing diaries and scheduling meetings and appointments.
- Taking and distributing minutes of meetings.
- Coordinating travel and accommodation arrangements.
- Processing invoices, expense claims and petty cash within delegated limits.
- Monitoring and ordering office supplies and stationery.
- Liaising with suppliers and service providers.
- Supporting the onboarding of new staff with administrative arrangements.
- Handling personal information in line with data protection requirements.
Entry-Level CV Duty Examples
With limited experience, emphasise accuracy, volume and the systems you have learned. Internships, temporary assignments and part-time administrative work all count when described concretely.
- Captured and updated client records on the company database with a low error rate.
- Managed a shared email inbox, responding to routine enquiries and escalating the rest.
- Maintained physical and electronic filing systems for a team of twelve.
- Prepared meeting rooms and took minutes at weekly team meetings.
- Assisted with diary management and scheduling for two managers.
- Processed and filed supplier invoices for approval.
- Monitored stationery levels and placed orders within an agreed budget.
Experienced CV Duty Examples
With more experience, shift the emphasis from performing tasks to owning processes and exercising judgment.
- Provided administrative support to a department of thirty-five staff across two floors.
- Drafted and issued correspondence independently on behalf of the department head.
- Managed diaries for four managers, resolving competing priorities without escalation.
- Triaged a shared inbox averaging sixty emails daily, handling the majority without referral.
- Prepared monthly management reports and supporting schedules to a fixed deadline.
- Processed supplier invoices and reconciled petty cash, identifying and resolving discrepancies.
- Coordinated international travel including visas, itineraries and expense reconciliation.
- Redesigned the departmental filing structure, reducing document retrieval time.
- Inducted and trained two new administrative staff on office systems and procedures.
Mistakes to Avoid
- Listing duties with no scope, such as answered emails, with no volume or context.
- Omitting how many people or managers you supported.
- Describing only tasks and never the judgment you exercised.
- Writing computer literate instead of naming the actual systems you used.
- Copying a job advert so the CV reads as a role definition rather than your experience.
- Repeating identical wording across several employers instead of showing progression.
- Leaving out measurable improvements you made to a process.
Related Job Duties and Templates
For the full description of the role, read administrative assistant duties. If you are preparing for interviews or writing an advert, see the administrative assistant job description. For CV duty wording across office roles generally, use Admin Duties for CV, and browse related positions under admin and office duties.
FAQs
How do I write administrative assistant duties on a CV?
Start with an action verb, add the scope and show the judgment involved. Instead of managed diaries, write managed diaries for four managers, resolving competing priorities without escalation. Scope and autonomy are what distinguish one administrative CV from another.
What are good examples of administrative assistant duties for a CV?
Strong examples include supporting a stated number of staff, drafting correspondence independently, triaging a shared inbox of a given volume, preparing monthly reports to deadline, reconciling petty cash and resolving discrepancies, and improving a filing or administrative process.
How do I show I am more than a junior administrator?
Show decisions rather than tasks. Bullets demonstrating that you drafted rather than typed, resolved rather than escalated, or improved rather than maintained all signal seniority. Adding the number of people you supported and any budget or approval limits you held reinforces it.
How many duty bullet points should I include?
Five to seven for your most recent role and two or three for earlier positions. Prioritise bullets that carry scope, autonomy or a measurable outcome over routine tasks that every administrator performs.
What should I avoid when writing admin duties on a CV?
Avoid duties without scope, omitting who you supported, describing tasks without judgment, writing computer literate instead of naming systems, copying a job advert, and repeating the same wording across multiple roles.