Administrative Position Cover Letter Example
When you’re applying for an administrative job, it’s important to highlight your most relevant qualifications for the job in your cover letter. The employer will want to know how you're qualified to do the job.
Administrative roles serve a great deal of functions in the workplace. These duties often include assisting office managers, taking calls, managing calendars and travel plans, arranging meetings and scheduling events, preparing reports, data entry, training, customer relations, filing, welcoming clients, working with customers and third party vendors, and more.
What Employer Look For
Administrative positions require strong interpersonal and communication skills, leadership, computer and research competency, and the ability to work independently and with others from all levels of the organization. It's important for anyone in an administrative role to have top-notch teamwork skills. Time management and the ability to multitask and prioritize projects are paramount to the success of an administrative professional.
Share these top administrative skills in your cover letter, focusing on the ones that are the closest match to the job requirements. The easiest way to do it is to make a list of the qualifications listed in the job posting. Then match your qualifications to the requirements the employer has posted. Mention your strongest skills in your cover letter.
Based on the nature of the role and the level of personal interaction daily, administrative professionals should be able to communicate clearly both orally and in writing.
The following is an example of a cover letter for an administrative position. See below for more cover letter samples, and tips for emailing a cover letter and resume.
Sample Cover Letter for an Administrative Position
Your City, State, Zip Code
Your Phone Number
City, State Zip
Dear Hiring Manager,
As my resume indicates, I have roughly eight years of professional experience in an administrative capacity. I have worked as an assistant either to a department, single individual or multiple individuals in separate departments. I am sure you are aware of the flexibility, focus and diplomacy such positions require. I want to bring the knowledge and insight gained through these various experiences to the Office of the Registrar at GA University.
I have much to offer in the way of diversity of experience and profession in that I have worked in three (3) major industries in the United States: staffing, law, and currently, education. Within these industries I have had the opportunity to learn human resource policies, procedures and the protocol necessary to enforce them ethically and without liability. From my work in a law office I have sharpened my organizational skills, attention to detail and my ability to work with speed and accuracy.
In my past and current positions at GA University I have gained experience in research, writing reports, designing high impact Power Point presentations, administrating grants, and much more. Combine all of this experience with my natural talents (writing, aesthetics, analytical problem solving, logistical planning, and research) and with my work ethic you have a well-rounded candidate you will be proud to have on your staff.
Finally, in all the previous positions I have held, I have approached them as opportunities for career advancement and discovery. I will bring the same entrepreneurial spirit and value added vision to your office.
It is my sincere hope that we will meet for an interview to discuss any questions you may have and a future for me at the Office of the Registrar at GA University. Of course, feel free to call (555-555-5555) or e-mail (youremailaddress.com) me to schedule an interview.
Thank you for your time and consideration, and best regards.
Very truly yours,
How to Send an Email Cover Letter
If you're sending your cover letter via email, list your name and the job title in the subject line of the email message. Include your contact information in your email signature, and don't list the employer contact information.
Start your email message with the salutation.
More Cover Letter Samples
Review sample cover letters for a variety of scenarios including a follow-up letter, inquiry letters, job/industry specific sample cover letters, cold contact and referral letter samples.
A job in administration may require you to lead a group of staff, develop an overall vision for an organization and be the liaison with the various people who work there or whom the organization serves. The materials you may need to submit for this higher-level position could include a resume or CV, a cover letter, transcripts and a personal statement, which is your chance to share your story and let the employer know how you think.
Remember the Purpose
Before you start scribbling down notes that will form the backbone of your letter, take some time to figure out what you'll do here. A personal statement, in blanket terms, tells a story about you and how you've come to where you are today. When employers ask you to write one as part of your application packet, they're likely to give you a prompt, such as "Share your educational journey" or "Explain what motivated you to pursue this type of career." Don't get so busy writing the letter that you forget to answer the questions posed. Yes, it's your personal statement, but as with all aspects of the application, you need to tailor it to the job.
Know the Organization's Needs
While you'll speak more directly in your cover letter about how you can solve the organization's problems, you should also take them into account in your personal statement. Before you start writing, do as much research as possible on the organization, talking to colleagues and reading newspaper articles and blogs, for example, to get a good idea of what issues the organization's facing. Say a school district is dealing with a low graduation rate among at-risk kids, for example. While the personal statement won't be the place to make overt statements, such as "I can help you solve the graduation problem," you might say that you want to help at-risk youth and then tell a story about why you feel that way. That research into the organization's needs will also come in handy when you make it to the interview phase of the application process.
No matter what the job, the basic outline of a personal statement remains the same. The first paragraph should start out with a personal story about you, drawing the reader in. For an administrator job, it might be a story about a leader whom you admire or, for school administrator jobs, your first experiences at school or a teacher who moved you. Toward the end of the first paragraph, mention the job for which you're applying and the name of the prospective employer.
The Bulk of the Letter
The second paragraph is the meat of the letter, in which you address the question posed by the employer and provide details about how your employment and personal journey have made you the best candidate for this job. Tell the employer what drives you, providing details or stories that other readers won't share, suggests the Purdue Online Writing Lab. Use the "what drives you" statement to help you separate what you'll include in your personal statement versus your cover letter, resume or other application materials. This is the place to talk about your personal journey rather than reiterate details about where you've studied or list the past jobs you've had. For example, in the cover letter, you may mention the types of coursework you took for your master's degree. In the personal statement, meanwhile, you may tell the reader about your work philosophy and how you've applied it in practice.
Sum It All Up
If the bulk of the letter gets long, break it into one to three paragraphs -- just try to keep your personal statement to about one page. To close, you'll need to write one last paragraph that sums everything up. Follow the standard format for letter writing, and hark back to the intro. For example, if you mentioned an admired leader, bring her up again. If you highlighted your love for working with at-risk youth, you might say you have other ideas for working with that population. After you're done writing, have a friend or colleague proofread the letter to look for typos and grammatical mistakes. People in leadership positions -- and especially those who work as school administrators -- should avoid those gaffes at all costs.
About the Author
Nicole Vulcan has been a journalist since 1997, covering parenting and fitness for The Oregonian, careers for CareerAddict, and travel, gardening and fitness for Black Hills Woman and other publications. Vulcan holds a Bachelor of Arts in English and journalism from the University of Minnesota. She's also a lifelong athlete and is pursuing certification as a personal trainer.
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