Struggling to land interviews for administration assistant positions? You’re not alone. With employers receiving hundreds of applications for each admin role, your resume needs to stand out from the crowd and showcase exactly why you’re the perfect candidate to keep their office running smoothly.
Administration assistants are the backbone of Australian businesses, from small startups in Sydney to multinational corporations in Melbourne. Whether you’re a recent graduate, changing careers, or returning to the workforce, this comprehensive guide will help you create a compelling resume that gets noticed by hiring managers and recruiters across Australia.
We’ll walk you through everything you need to know about crafting an administration assistant resume that highlights your organisational skills, technical proficiency, and ability to support busy teams. From formatting tips specifically for the Australian job market to real examples that work, you’ll have all the tools to land your next admin role.
This free sample resume for an administration assistant has an accompanying sample administration assistant cover letter and sample administration assistant job advertisement to help you put together a winning job application.
Administration Assistant Resume Examples and How to Write
Administration Assistant Resume (Text Version)
Sarah Chen
Administration Assistant
Melbourne, VIC 3000
Mobile: 0412 345 678
Email: [email protected]
LinkedIn: linkedin.com/in/sarahchen
PROFESSIONAL SUMMARY
Highly organised administration assistant with 4+ years of experience supporting executive teams and managing office operations across diverse industries. Proven track record of streamlining processes, reducing administrative costs by 15%, and maintaining 99% accuracy in data entry tasks. Seeking to leverage strong communication skills and advanced proficiency in Microsoft Office Suite to support operational excellence at a growing Melbourne-based company.
PROFESSIONAL EXPERIENCE
Senior Administration Assistant | Collins & Associates Law Firm | Melbourne, VIC
March 2022 – Present
- Manage complex calendars for 3 senior partners, coordinating over 200 client meetings and court appointments monthly
- Streamlined filing system and implemented digital document management, reducing retrieval time by 40%
- Prepare legal documents, correspondence, and reports with 100% accuracy and strict confidentiality
- Coordinate travel arrangements and expense management for legal team, saving firm $8,000 annually through strategic vendor negotiations
- Train and mentor 2 junior administrative staff members on office procedures and client service standards
Administration Assistant | Melbourne Property Group | Melbourne, VIC
June 2020 – February 2022
- Provided comprehensive administrative support to property management team of 8 staff members
- Processed tenant applications, lease agreements, and maintenance requests using Rockend REST software
- Managed reception duties and handled 50+ customer enquiries daily with 95% customer satisfaction rating
- Maintained accurate tenant records and coordinated property inspections for 150+ rental properties
- Assisted with monthly financial reporting and reconciliation processes
Office Coordinator | TechStart Solutions | Melbourne, VIC
January 2019 – May 2020
- Coordinated office operations for 25-person startup, including supply management and vendor relationships
- Implemented new inventory tracking system, reducing supply costs by 20%
- Organised company events, meetings, and training sessions for up to 50 attendees
- Maintained employee records and assisted with payroll processing using MYOB software
EDUCATION
Certificate III in Business Administration | RMIT University | Melbourne, VIC
Completed: December 2018
Diploma of Business | Swinburne University of Technology | Melbourne, VIC
Completed: June 2017
KEY SKILLS
- Advanced Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
- Database management and CRM systems (Salesforce, MYOB)
- Document preparation and formatting
- Calendar and appointment scheduling
- Multi-line phone system operation
- Expense reporting and budget tracking
- Project coordination and time management
- Customer service excellence
- Confidentiality and data security protocols
PROFESSIONAL CERTIFICATIONS
Microsoft Office Specialist (Excel) | Microsoft | 2021
First Aid Certificate | St John Ambulance Australia | 2023
What is The Best Format for an Administration Assistant Resume?
The reverse chronological format is the gold standard for administration assistant resumes in Australia. This format lists your most recent experience first, making it easy for hiring managers to quickly see your career progression and current skill level. Given that admin roles value consistency and reliability, this traditional approach demonstrates your stable work history.
Your resume should use professional fonts like Arial, Calibri, or Times New Roman. Set headings at 14-16pt and body text at 10-12pt for optimal readability. Maintain 2.5cm margins on all sides with adequate white space to ensure your resume doesn’t appear cluttered – a crucial consideration since attention to detail is paramount in administrative roles.
Always submit your resume as a PDF unless the job advertisement specifically requests another format. PDFs preserve your formatting across different devices and systems, ensuring your carefully crafted resume appears exactly as intended when viewed by hiring managers and applicant tracking systems (ATS).
Essential Resume Sections:
- Header: Include your full name, location (suburb and state), mobile number, professional email address, and LinkedIn profile URL
- Professional Summary: A 3-4 line overview highlighting your experience level, key achievements, and career objectives
- Professional Experience: Your work history with specific achievements and quantifiable results
- Education: Your formal qualifications, certifications, and relevant training
- Skills: Technical and soft skills relevant to administration work
- Additional Sections: Certifications, languages, volunteer work, or professional memberships as applicable
What Experience Should Be on Your Administration Assistant Resume?
Your experience section should focus on accomplishments that demonstrate your ability to support teams, manage multiple priorities, and contribute to operational efficiency. Hiring managers want to see specific examples of how you’ve added value in previous roles, not just a list of daily tasks.
Focus on achievements that showcase key administration skills: process improvement, cost savings, accuracy rates, customer service metrics, and technology implementation. Use action verbs like “streamlined,” “coordinated,” “implemented,” and “managed” to begin each bullet point, followed by specific results whenever possible.
Correct Example:
Administration Assistant | ABC Marketing Agency | Sydney, NSW
February 2021 – Present
- Managed executive calendars for 3 directors, coordinating 150+ meetings monthly and reducing scheduling conflicts by 80%
- Implemented digital filing system, improving document retrieval time by 50% and reducing paper costs by $2,400 annually
- Processed expense reports for 15 staff members, maintaining 99.5% accuracy and ensuring timely reimbursements
- Coordinated client presentations and events for up to 100 attendees, receiving consistent positive feedback
Incorrect Example:
Administration Assistant | ABC Marketing Agency | Sydney, NSW
February 2021 – Present
- Answered phones and emails
- Filed documents and maintained office supplies
- Helped with scheduling meetings
- Assisted other staff members with various tasks
Entry-Level Administration Assistant Resume Sample (Experience)
If you’re new to administration work, focus on transferable skills from retail, hospitality, customer service, or volunteer roles. Highlight experiences that demonstrate organisation, communication, problem-solving, and attention to detail – all crucial for admin positions.
Correct Example:
Customer Service Representative | Telstra Store | Brisbane, QLD
June 2022 – Present
- Managed customer database of 500+ accounts, maintaining accurate records and updating contact information
- Processed sales transactions and warranty claims using point-of-sale systems with 100% cash balance accuracy
- Coordinated with technical support teams to resolve 30+ customer enquiries daily, achieving 95% satisfaction rating
- Trained 3 new staff members on systems and procedures, reducing their onboarding time by 2 weeks
Incorrect Example:
Customer Service Representative | Telstra Store | Brisbane, QLD
June 2022 – Present
- Worked in retail selling phones
- Talked to customers about their problems
- Used the computer system
- Helped train new people sometimes
How to Write the Education Section for Your Administration Assistant Resume
Education is particularly important for administration assistant roles in Australia, as many employers prefer candidates with formal business qualifications. Certificate III or IV in Business Administration, completed through TAFE or registered training organisations, demonstrates your commitment to the profession and provides foundational knowledge in office procedures, communication, and business operations.
If you’re a recent graduate, place your education section near the top of your resume. For experienced professionals, it can appear after your work experience. Always include the full qualification name, institution, location, and completion date. If your GPA was 6.0 or higher (on the 7-point Australian scale), consider including it to demonstrate academic excellence.
Administration Assistant Resume Example (Education)
EDUCATION
Certificate IV in Business Administration | North Sydney TAFE | Sydney, NSW
Completed: November 2022 | GPA: 6.2/7.0
Certificate III in Business Administration | North Sydney TAFE | Sydney, NSW
Completed: June 2021
Relevant Coursework: Office Procedures, Business Communication, Document Preparation, Customer Service, Records Management, Workplace Health and Safety
How to Write the Skills Section for Your Administration Assistant Resume
The skills section is crucial for administration assistant resumes because it helps you pass applicant tracking systems (ATS) and quickly communicates your capabilities to hiring managers. Include 8-12 skills that directly relate to the job requirements, balancing technical competencies with interpersonal abilities.
Prioritise skills mentioned in the job advertisement, as many Australian employers use ATS software to scan resumes for specific keywords. Focus on a mix of hard skills (technical abilities) and soft skills (interpersonal qualities) that are essential for administrative success.
Administration Assistant Resume Skills (Hard Skills)
- Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams)
- Database management (Access, FileMaker Pro, CRM systems)
- Accounting software (MYOB, Xero, QuickBooks)
- Document management systems
- Multi-line phone systems and voicemail management
- Appointment scheduling software (Calendly, Acuity Scheduling)
- Adobe Acrobat and PDF editing
- Data entry and 10-key proficiency
- Social media management (LinkedIn, Facebook Business)
- Project management tools (Asana, Trello, Monday.com)
- Travel booking platforms and expense management
- Basic graphic design (Canva, Publisher)
Administration Assistant Resume Skills (Soft Skills)
- Exceptional written and verbal communication
- Time management and prioritisation
- Attention to detail and accuracy
- Problem-solving and critical thinking
- Customer service excellence
- Discretion and confidentiality
- Adaptability and flexibility
- Team collaboration and support
- Professional phone etiquette
- Stress management under pressure
- Initiative and proactive thinking
- Cultural sensitivity and inclusivity
How to Pick the Best Administration Assistant Skills:
- Review the job advertisement carefully and identify 5-8 key skills mentioned repeatedly
- Match your genuine abilities to the employer’s requirements – never list skills you don’t possess
- Prioritise industry-standard software like Microsoft Office, which appears in 90% of admin job postings
- Include both technical and interpersonal skills to demonstrate well-rounded capabilities
- Research the company’s systems and industry-specific tools they might use
- Consider skills that set you apart from other candidates, such as additional languages or specialised certifications
Administration Assistant Resume Examples (Skills)
KEY SKILLS
- Advanced Excel proficiency – created automated expense tracking spreadsheets saving 5 hours weekly
- Customer relationship management – maintained Salesforce database for 800+ client accounts
- Event coordination – successfully organised quarterly board meetings for 20+ executives
- Process improvement – redesigned filing system, reducing document retrieval time by 40%
- Confidential document handling – managed sensitive legal documents with zero security breaches
- Multi-tasking expertise – simultaneously managed 4 executive calendars with 98% scheduling accuracy
Should I Add Bonus Sections to My Administration Assistant Resume?
Additional sections can strengthen your administration assistant resume by showcasing qualifications and experiences that set you apart from other candidates. However, only include sections that add genuine value and relate to the role you’re seeking.
Valuable bonus sections for administration assistants include:
Professional Certifications: Microsoft Office Specialist certifications, First Aid certificates, or industry-specific training demonstrate your commitment to professional development and practical skills.
Languages: Australia’s multicultural business environment makes multilingual candidates highly valuable. List languages with proficiency levels (Basic, Conversational, Fluent, Native).
Professional Associations: Membership in organisations like the Australian Institute of Office Professionals (AIOP) shows industry engagement and networking commitment.
Volunteer Work: Administrative volunteer roles demonstrate community involvement and can provide relevant experience, especially for entry-level candidates.
Awards and Honours: Employee of the month awards, academic distinctions, or professional recognition highlight your excellence and reliability.
Administration Assistant Resume Examples (Other Sections)
PROFESSIONAL CERTIFICATIONS
Microsoft Office Specialist (Excel Advanced) | Microsoft | 2023
Certificate IV in Training and Assessment | RMIT University | 2022
Mental Health First Aid | Mental Health First Aid Australia | 2023
LANGUAGES
English (Native)
Mandarin Chinese (Fluent)
Japanese (Conversational)
VOLUNTEER EXPERIENCE
Administrative Volunteer | Beyond Blue | Melbourne, VIC
2021 – Present
• Manage volunteer database and coordinate training schedules for 50+ volunteers
• Assist with event planning and donor communication for fundraising activities
HOBBIES AND INTERESTS
Reading, cooking, watching Netflix, hanging out with friends, travelling when possible, going to the gym sometimes, playing with my cats
REFERENCES
Available upon request
Tip: Avoid generic hobbies unless they demonstrate relevant skills (e.g., “Event planning for local community groups” shows organisation skills). Never include “References available upon request” – it’s assumed and wastes valuable space.
How to Write an Administration Assistant Resume Objective or Resume Summary
A professional summary is more effective than an objective for administration assistant resumes. Summaries focus on what you can offer employers rather than what you want from them. Write 3-4 lines that highlight your experience level, key achievements, relevant skills, and career goals.
Include specific metrics where possible, mention software proficiency, and align your summary with the job requirements. This section should entice hiring managers to read the rest of your resume by immediately demonstrating your value as a candidate.
Key elements of an effective administration assistant summary:
- Years of experience and role level
- Specific achievements with quantifiable results
- Technical skills and software proficiency
- Industry knowledge or specialisation
- Career goals that align with the position
Administration Assistant Resume Summary Examples
Correct Example:
Detail-oriented administration assistant with 5+ years of experience supporting C-suite executives in fast-paced corporate environments. Proven track record of streamlining office operations, reducing administrative costs by 20%, and maintaining 99.8% accuracy in data management. Expert proficiency in Microsoft Office Suite, Salesforce CRM, and project management tools. Seeking to leverage exceptional organisational skills and process improvement expertise to support operational excellence at a leading Melbourne professional services firm.
Incorrect Example:
Hard-working person looking for an admin job where I can use my skills and learn new things. I have some experience with computers and am good at organising. I want to work for a company that will help me grow my career and provide opportunities for advancement.
For entry-level candidates, an objective statement can be appropriate when you lack extensive professional experience. Focus on your transferable skills, educational qualifications, and enthusiasm for the role while clearly stating your career goals.
Entry-Level Administration Assistant Resume Summary Examples
Correct Example:
Recent Certificate IV in Business Administration graduate with strong organisational skills and customer service experience gained through 3 years in retail management. Demonstrated ability to manage multiple priorities, maintain accurate records, and communicate effectively with diverse stakeholders. Proficient in Microsoft Office Suite and eager to apply newly acquired administrative skills to support team productivity in a dynamic office environment.
Incorrect Example:
New graduate seeking an entry-level administration assistant position to gain experience in the business world. I am a quick learner who is willing to do whatever tasks are needed. I completed my certificate and am ready to start my career in administration.
How to Update Your LinkedIn Profile When Updating Your Administration Assistant Resume
LinkedIn profile optimisation is crucial for administration assistant job seekers in Australia, where 89% of recruiters use the platform to find candidates. Your LinkedIn profile should complement your resume while taking advantage of the platform’s unique features like recommendations, skill endorsements, and expanded content space.
When updating your resume, simultaneously refresh your LinkedIn profile to ensure consistency across both documents. Australian recruiters often cross-reference resumes with LinkedIn profiles, so discrepancies in dates, job titles, or achievements can raise red flags and damage your credibility.
LinkedIn allows for more personality and storytelling than a traditional resume, so use this space to provide context around your achievements and demonstrate your professional brand. Include industry keywords naturally throughout your profile to improve visibility in recruiter searches.
LinkedIn Headline Optimisation for Administration Assistants
Your LinkedIn headline is prime real estate for capturing recruiter attention and should extend beyond your job title to highlight key skills and value propositions. Include relevant keywords that Australian employers search for, such as “Executive Support,” “Office Management,” or industry-specific terms.
Effective LinkedIn Headlines:
- “Senior Administration Assistant | Executive Support Specialist | Process Improvement Expert | Melbourne”
- “Administration Professional | Microsoft Office Expert | Customer Service Excellence | Sydney CBD”
- “Executive Assistant | Legal Industry Experience | Confidential Document Management | Brisbane”
- “Office Manager | Team Coordination | MYOB & Xero Proficient | Perth Commercial District”
Ineffective LinkedIn Headlines:
- “Administration Assistant”
- “Looking for new opportunities”
- “Experienced office worker”
- “Admin professional seeking growth”
LinkedIn Summary vs Resume Summary: Key Differences
While your resume summary should be concise and achievement-focused, your LinkedIn summary can be more conversational and detailed. Use first-person language and tell your professional story, including your career journey, passion for administration work, and specific ways you add value to organisations.
Your LinkedIn summary can be 3-5 paragraphs compared to the 3-4 lines on your resume. Use this space to elaborate on major achievements, explain career transitions, and showcase your personality while maintaining professionalism. Include a call-to-action encouraging profile visitors to connect or reach out about opportunities.
Showcasing Administration Assistant Experience on LinkedIn
LinkedIn’s experience section allows for more detailed descriptions than your resume bullet points. Expand on your most impressive achievements by providing additional context, challenges overcome, and methodologies used. Include relevant project outcomes, team sizes managed, and specific software implementations.
Take advantage of LinkedIn’s media upload feature to showcase your work visually. Upload examples of process flow charts you’ve created, training materials you’ve developed, or before-and-after photos of office organisation projects (ensuring confidentiality requirements are met).
Use LinkedIn’s “Skills & Experience” section to list specific projects, even if they were part of your regular duties. This helps you appear in more search results and provides concrete examples of your capabilities.
LinkedIn Skills and Endorsements for Administration Assistants
Prioritise the 10 most relevant skills for your target roles, placing them at the top of your skills section. Focus on skills that appear frequently in job advertisements, such as “Executive Support,” “Microsoft Office,” “Database Management,” and “Customer Service.”
Actively seek endorsements from colleagues, supervisors, and clients who can vouch for your abilities. Return the favour by endorsing connections for their skills, which often encourages reciprocal endorsements. Consider completing LinkedIn’s skill assessments for key competencies like Microsoft Excel or Customer Service to earn verified badges.
LinkedIn Profile Tips for Australian Administration Assistants
Optimise your profile for Australian search terms and location preferences. Include your Australian city and state clearly, use Australian English spelling, and mention familiarity with local business practices or regulations where relevant.
Join Australian professional groups such as “Australian Administrative Professionals,” “Executive Assistants Network Australia,” or city-specific business groups. Engage with content by commenting thoughtfully on posts and sharing relevant industry articles to increase your visibility.
Connect strategically with Australian recruiters, HR professionals, and administration leaders in your target industries. Personalise connection requests with brief messages mentioning shared connections, interests, or professional goals to increase acceptance rates.
Consider following major Australian companies in your target sectors and engaging with their content. This demonstrates industry interest and may lead to networking opportunities or early awareness of job openings.
Crafting a compelling administration assistant resume is your first step toward landing interviews and advancing your career in Australia’s competitive job market. Remember that your resume is a marketing document designed to showcase your unique value proposition to potential employers.
Focus on quantifiable achievements, use industry-relevant keywords, and tailor your content to each specific role you’re pursuing. Combined with a well-optimised LinkedIn profile and targeted job search strategy using platforms like Seek and LinkedIn Australia, your polished resume will open doors to exciting administration opportunities.
Once your resume is ready, complement it with a compelling cover letter that tells your professional story and demonstrates genuine interest in each specific role. For additional resources and current administration assistant job openings across Australia, explore career opportunities that match your skills and aspirations.
Ready to take the next step? Browse current administration assistant positions and start applying with confidence, knowing your resume effectively communicates your professional capabilities and career potential.
