Administrative Assistant CV Template & Guide: ATS-Optimised Format with Operations Metrics

Prioritise software names and operations-specific terms: Microsoft Outlook, Asana, SAP, Workday, Concur, expense reconciliation, calendar management, vendor coordination, meeting preparation, travel itinerary, HRIS support, and invoice processing. ATS systems search for exact tool matches; generic terms like 'organised' or 'detail-oriented' don't trigger keyword matches. Include both the tool name and the function (e.g., 'Microsoft Outlook calendar management for 6 executives') to signal both technical proficiency and operational scale.

Use three metric types: accuracy (calendar uptime %, expense error rate, meeting punctuality %), speed (processing time reduction, turnaround hours, cycle time improvement), and cost (annual spend managed, savings negotiated, budget reconciliation). Example: 'Managed £2.3M annual expenses with 99.1% reconciliation accuracy; reduced processing cycle from 10 days to 5 days.' Avoid vague claims like 'improved efficiency'—always attach a number, percentage, or timeframe.

Yes—absolutely. Operations teams hire for efficiency and problem-solving, not just task execution. If you redesigned a workflow, standardised a template, or renegotiated vendor contracts, include it as a separate bullet or mini-project section. Example: 'Redesigned meeting agenda template; adopted by 8 departments, saving 15 hours/month.' This differentiates you from candidates who only list daily tasks and signals readiness for senior administrative or operations coordinator roles.

An unoptimised Administrative Assistant CV typically scores 55–65% on ATS systems. To reach 75–85%, add specific software names (Outlook, Asana, SAP, Workday), quantified metrics (calendar accuracy %, expense processing speed, cost savings), and operations terminology (stakeholder coordination, vendor management, expense reconciliation). Use the job description as a keyword map: if the posting mentions 'Asana' or 'Workday,' ensure those terms appear in your CV. Avoid acronyms without explanation (spell out 'HRIS' once, then use the acronym).

Lead each role with a 1–2 sentence scope statement (e.g., 'Managed calendars and travel for VP Operations and 3 regional managers across EMEA region'). Then list 4–5 achievement bullets, each with a metric: calendar accuracy, expense volume & error rate, meeting preparation turnaround, vendor negotiations, or process improvements. Avoid task-based bullets ('answered phones,' 'filed documents'); instead, show operational outcomes. End with a brief process improvement or cost-saving example if applicable. This structure signals both competence and strategic thinking.