Writing a cover letter for an Administrative Assistant position helps you tell the story about why you’re qualified for the role you are applying for. You need to create a cover letter that helps you stand out from other applicants and express your interest in that specific job. An effective cover letter encourages the reader to continue reviewing your resume so that you can be considered for the next step of the application or interview process. This article shares the steps for writing an effective cover letter including a strong introduction, a call-to-action and a proper conclusion to remain eligible for the position.
How to write an Administrative Assistant cover letter
Here are some steps you can follow to structure your Administrative Assistant cover letter:
1. First, add your full name and your contact information
List your full name and give the employer all of your contact information. Some of the mandatory elements required from employers include your email address and your phone number. Make sure to double-check the accuracy of your info to ensure they can contact you promptly if they’re interested in interviewing you.
Some additional elements that you can consider adding to your cover letter would be your physical address or a link to your professional networking site.
Example of listing your name and contact information in a cover letter:
568 Sherbrooke Drive
Buffalo, NY 14205
2. Second, list the date you plan on submitting your cover letter and the company’s details
The date of the cover letter should always be listed as the date you send your application. Next, list the company, so it’s clear that you’re addressing them in your cover letter in addition to the hiring manager. This is the best way to personalize your cover letter and increase the chances of it being noticed by the employer.
Example of listing the date and the employer’s details in a cover letter:
December 27, 2019
Ms. Jamie Miranda
Director of Human Resources
Scripps Architecture and Design
158 Rowayton Place
Buffalo, NY 14205
3. Third, write an opening greeting
Your opening greeting is the first opportunity to speak with the hiring manager directly. Stick to a formal greeting by using Mr. or Ms. Using Mrs. implies that they’re married, so using Ms. is proper etiquette for your greeting.
Example of a greeting in a cover letter:
‘Dear. Ms. Miranda’
4. Fourth, state your objective in your introductory statement
The objective of why you’re writing your cover letter should be listed in the introductory paragraph. It should give them direction about they should continue reading your cover letter.
Example of an effective objective in a cover letter:
‘As a longtime follower of Scripps Architecture and Design services, I was thrilled to see the job posting for the Administrative Assistant position. With my two previous internships in human resources and graduating magna cum laude at the University of Buffalo, I believe that I have the proper mix of academic and professional experience to be an integral member of the Scripps team.’
This example is a combination of the applicant’s enthusiasm and the experience that makes them qualified for the role. It should encourage the employer to want to review their resume to see if the experience matches the applicant’s aspiration of working for the company.
Example of an objective that isn’t effective in a cover letter:
‘Based on my previous academic and professional experience, I believe that I’m the best fit for the Administrative Assistant position at Scripps Architecture and Design.’
This example is a basic statement. You need to be specific about the types of experience that make you a unique candidate. A company wants to know about you from the beginning, so a brief preview of your academic and work experience can interest them in reading further.
5. Fifth, explain why you’re the right fit for the position
Once you entice the employer with your introductory statement, elaborate on why you’re the right fit for the job. List quantifiable metrics that show you can provide tangible results to benefit the company.
Example of a compelling summary of experience:
‘In my previous internship with the University of Buffalo, I held various responsibilities and earned significant achievements that can be applied to the role at Scripps Architecture and Design. The University of Buffalo had a smaller human resources team, so I can make a quick transition. Also, I saved $1,000 for the upcoming fiscal year on office supplies after restructuring the current deal with our supplier, and increased project completions by 10% once I implemented our project management system.’
The example shows how you’re highlighting the experience that the employer should be looking at and how the results lead to the success of their organization.
Example of a summary of experience that is not compelling:
‘I believe that my experience at the University of Buffalo and the skills I learned there are transferable. I was able to pick up technical skills to help advance our team’s projects that made our team more efficient in the long run. Also, I was at the forefront of ordering supplies that streamlined the performance of our administrative staff.’
Overall, you need to be exact about the measurable impact you had with an organization. Collaborate with your manager on getting statistics that fit into why you’re the most qualified to work at the company. This way, you can tie in the skills and how the advancement of your skills increased your performance.
6. Then, describe why the position fits the trajectory of your career path
A company wants to know what your vision for the future is to determine if you can establish longevity with your organization. Take time to reflect on your career goals and see why the organization you’re applying for fits within the goals you’re trying to accomplish.
Example of expressing interest in the role:
‘Receiving an offer from Scripps Architecture and Design would be a top milestone for my career. I’ve been an avid follower of your organization and the stories you tell about client testimonials on social media. The company’s commitment to its people and clients have encouraged me to apply for this role. As much as I like working for a university, the tight-knit culture of a small company like Scripps would make it an honor for me to be a part of this team.’
You’re noting here that this position is highly coveted one, considering your admiration for the company and how they run their business. Attentive observation of your career path and the company’s operations shows your pathway to achievement in this role.
Example that lacks genuine interest in the role:
‘I believe this position is a great way to begin my career in human resources. The passion I have for this position is the reason why I applied for this position, and I think it’s a vital change from working at a university. In the end, this company can provide me the right tools to grow, and I believe my experience can be a vital asset to the team.’
As good as it is to express your interest, you need to detail the reasons why because it shows how you’re going to contribute to the expansion of the company’s culture. The cover letter is a chance of the company to get to know you, so be specific about your initial interest in the organization and where you can see this experience taking you.
7. Next, finish with a compelling conclusion
Conclude the body of your cover letter by reiterating your willingness to work for the company if you’re given an offer. You should also thank the employer for their time and consideration.
Example of a conclusion in a cover letter:
‘I look forward to the opportunity to speak about the human resources department’s strategic plan and discuss how I can provide meaningful contributions to the team. Thank you for your time and consideration.’
8. Finally, sign off with a complimentary closing and your name
All you need here is a complimentary closing such as ‘Sincerely’ or ‘Best regards’ and follow it with your full name to finish your cover letter.
Example of a complimentary closing in a cover letter:
‘Sincerely, Mandy Smith’