How To Write an Administrative Assistant Cover Letter (With Example)

By Indeed Editorial Team

Published 27 September 2021

The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeed's data and insights to deliver useful tips to help guide your career journey.

Administrative assistants provide support to administrative professionals by scheduling meetings, communicating with clients and colleagues, creating time-management systems and preparing materials. When applying for new positions, administrative assistants can demonstrate their skills and abilities by preparing effective application materials. If you're applying for an assistant position, learning more about how to write a cover letter can be beneficial. In this article, we explain how to write an administrative assistant cover letter, describe what these professionals do, detail what to include in your letter and provide a template and example.

Related: What Is an Administrative Assistant? (And How To Become One)

How to write an administrative assistant cover letter

When you apply for open administrative assistant positions, you prepare application materials that show who you are and your qualifications. By writing an effective administrative assistant cover letter, you can encourage the hiring team to offer you the position. These are the steps you can follow to write an administrative assistant cover letter:

1. Format your cover letter document

The first step to writing an effective administrative assistant cover letter is selecting a word processor and formatting your document. Though you can write your cover letter by hand, it's usually better to use a computer because it produces more uniform and legible writing. To format your document, use a professional font like Times New Roman or Georgia and select font size 11 or 12. You can set the margins to 1-inch on each side and avoid including images or other stylistic flourishes.

If you don't want to format the document yourself, many word processors have template files from which you can select the template that works best for you. If your cover letter includes aesthetic qualities like colours or certain fonts, it's best to ensure your other application materials use the same components for a uniform appearance.

Read more: How to Structure a Cover Letter (With Example)

2. Include your current contact information

It's important to include your current contact information because the hiring team can use this information to contact you and schedule an interview. Relevant information includes your full name, location, phone number and professional email address. A professional email address is usually some combination of your first and last name. If you don't have a professional email address, consider signing up for one before submitting your application materials.

3. Write your introductory paragraph

The introductory paragraph for your cover letter includes information about who you are and why you're writing. Specify the position and company you're applying for and explain why you're interested in working there. You can also use the introductory paragraph to highlight your most relevant skills and qualifications, as it's the portion of your cover letter that the hiring manager is likely to read first. You can include your level of experience and the value you believe you can contribute to the organisation.

Read more: 7 Powerful Ways To Start a Cover Letter (With Examples)

4. Highlight your relevant skills and traits

In the body of the cover letter, you can emphasise your most relevant and impressive skills, traits and accomplishments. When explaining your skills, it's best to provide exact figures that show the value you contributed to the team. This allows the hiring manager to understand your accomplishments and visualise how you may improve workflow within their company.

For example, you might write, Through organisation and innovation, I implemented a new filing system for physical documents that reduced search time by 31%, filing time by 12% and increased overall efficiency.

5. Create an effective closing paragraph

The closing paragraph is the last section of the cover letter, and therefore, it's a good opportunity to thank the hiring manager for their time. It's also best practice to include a call-to-action in this portion of the letter, encouraging the reader to contact you for further information or to schedule an interview. You can express your gratitude and excitement in this paragraph, showing your passion for the work and commitment to the company and position.

6. Thoroughly edit and proofread before submission

Before you mail or submit your application materials, schedule time to edit and proofread your cover letter. Examine the letter carefully and determine if there are any places where you can strengthen your language by changing certain wordings. Ask your colleagues and friends to help you improve the cover letter by using more impactful words and refining your statements. When proofreading, consider reading the letter out loud to identify and remedy minor errors. You can also consider using online applications that focus on finding and fixing spelling and grammatical errors.

Related: How To Write a Cover Letter With No Experience in 7 Steps

What does an administrative assistant do?

An administrative assistant's job can vary depending on the company they work for. You can include relevant duties as part of your CV or cover letter if you have experience performing administrative tasks. These are some common duties an administrative assistant may perform:

  • Manage communications: Administrative assistants may answer phone calls, take messages, receive faxes and make phone calls to clients or colleagues on behalf of the company. Managing communication is an important part of the assistant's job and requires that they be organised and articulate.

  • Create schedules and meetings: Assisting the administrator with their time management by scheduling their meetings, updating their schedule and fielding incoming communication is another aspect of the assistant's job. They may provide productivity and efficiency support by managing minor tasks so the administrator can focus on more complex duties.

  • Prepare administrative materials: The assistant may also prepare materials like agendas, letters and informational documents for the administrator to use during meetings or when completing their work.

  • Maintain data storage and filing: Data storage may mean creating and managing an organised filing system for important documents, including implementing a digital storage system through databases and cloud document storage.

Related: Writing a Cover Letter for a Career Change (With an Example)

Cover letter template for administrative assistant position

To use a template, input your specific information and qualifications in the bracketed fields. Using a template can help you create a draft cover letter before refining and submitting it with your job application. This is a cover letter template you can use to create your own:

[Date]

[Your name]
[Your location]
[Your phone number]
[Professional email address]

[Recipient's name]
[Recipient's job title]
[Company name]
[Company address]

Dear [recipient's name or title],

My name is [your name] and I am writing to express my interest in the administrative assistant position at [company name]. I believe my abilities regarding [skills and qualifications] make me an ideal candidate for this position. As an administrative professional with [years of experience] in providing administrative support and [expertise], I believe I can contribute value to [company name] and improve the administrative experience.

In my present role as [present role] with [current employer], I reliably provide support through my abilities in [relevant skill] and [relevant ability]. For my current responsibilities, I [job responsibility], [duty] and [task], with the purpose of facilitating efficiency for administrators. I am highly technically competent with [technical skill] and [technical skill]. I believe these skills and qualifications make me an excellent candidate for this job.

I am grateful for your time and consideration. Please don't hesitate to contact me at [your phone number] or [professional email address] if you have further enquiries or need additional information regarding my competency. I eagerly anticipate hearing from you soon.

Regards,

[Your name]

Cover letter example for administrative assistant

You can use this example letter as inspiration when creating and refining your own:

13 September 2021

Zan Wen
10 Tai Hang Street,
Tai Hang, Hong Kong
5555 5555
zwen@email.com

He Shui
Hiring manager
Yahui Fu Financial Group
100 Queen's Road Central,
Central, Hong Kong

Dear He Shui,

I'm Zan Wen and I am writing to express my interest in the administrative assistant position at Yahui Fu Financial Group. I believe my abilities regarding time management and file organisation make me an ideal candidate for this position. As an administrative professional with five years of experience in providing administrative support and optimising administrative time, I believe I can contribute value to Yahui Fu Financial Group and improve the administrative experience.

In my present role as an administrative assistant with Lian Zhong Equity Firm, I reliably provide support through my abilities in communication and problem-solving. In my first year as an administrative assistant, I implemented a new email system that increased efficiency by 43%. For my current responsibilities, I field incoming communications, conduct company research and prepare materials for presentation, with the purpose of facilitating efficiency for administrators. I am highly technically competent with word processors and spreadsheets. I believe these skills and qualifications make me an excellent candidate for this job.

I am grateful for your time and consideration. Please don't hesitate to contact me at 5555 5555 or zwen@email.com if you have further enquiries or need additional information regarding my competency. I eagerly anticipate hearing from you soon.

Regards,

Zan Wen

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