An administrative assistant takes care of the administrative tasks in an office such as scheduling meetings, handling phone calls and diary management. Admin support is necessary in most organisations as it frees up time for managers and staff to get on with their day-to-day job. Admin only saves time if it is done well - a disorganised administrative assistant can cause chaos.
An admin assistant works in an office, and they need to be organised, computer literate and good at managing their time. Most businesses don’t require specific qualifications for this role, but there can be a lot of competition. If you are applying for this role, you can expect there to be a number of other applicants. Even more reason to get your administrative assistant cover letter just right! Your personality will matter a great deal, so allow your administrative assistant cover letter to share who you are as well as what you can do.
In this administrative assistant cover letter guide, together with our cover letter examples, we will look at the following aspects of your cover letter:
- The structure of the cover letter and the key points you should aim to get across.
- How to highlight your main skills and experience, which are relevant to the role.
- The most common mistakes made on a cover letter, and how to avoid these.
The number of administration jobs appears to be rising in the UK, particularly in London. The average salary for an administrative assistant in London can range from £22,700 to £31,000. In Scotland it is £23,800 and in the West Midlands the figure is £22,300. If you are seeking an admin assistant role, you need to start the application process by creating a cover letter that will guide the hiring manager to your CV. Get even more resources in writing tips in our 125+ cover letter examples.
Best format for an administrative assistant cover letter
Administrative assistants usually have strong organisation skills, and these can be handy when you are organising the format of your cover letter. There is a certain sequence you may want to follow, to ensure you keep on track and cover the most important elements of your expertise and skills. Make sure that the format is easy to follow - all admin assistants should pride themselves on their clear communication.
- Header – situated at the top of the cover letter, this is where you state your name and contact details
- Greeting – how you address the recipient of the cover letter
- Introduction – your main achievements relevant to the role
- Main body – detail on your skills and experience
- Conclusion – conclude your skills and experience, and include call to action
The cover letter should be your starting block that entices the hiring manager to want to read your CV, or in fact, to contact you directly after reading it. The administrative assistant cover letter does not need to be any longer than a page. You can check out our comprehensive cover letter guide if you’d like further help in formatting your administrative assistant cover letter.
Below you’ll find our administrative assistant cover letter sample.
Dear Ms. Meldrew,
I would like to apply for the role of administrative assistant at the King Monkton School, as detailed on your website.
I have 7 years of experience of working in administrative roles in the public sector along with expertise in supporting upper-level management. I have worked at schools with over 800 pupils and 80+ teachers, so I can handle the complexity.
As a highly organised and dedicated individual, I can manage a busy schedule effectively, including diary management and organising events. I can turn my hand to different tasks, including recruitment, payroll, HR, and quality assurance, which I understand is key for this role. I know that you have an important inspection next year – my previous school survived this last year, so I have plenty of useful insights to share.
I have a keen interest in the education industry and would particularly relish the opportunity to work with such a leading organisation. My friend Simon Bartle recommended me for the role.
I enjoy a challenge and working in a busy, varied environment. I would welcome the chance to discuss my experience in more detail at your earliest convenience.
Sincerely,
John Cook
Cover letter header
The cover letter header is where you inform the hiring manager of your name and your key contact details, including your email address, telephone number and if relevant, your social media handles. The font size in the cover letter header is usually slightly larger than the text in the rest of your cover letter in order to attract attention to your name.
You don't need to share your full home address on the top of the cover letter (or on the CV, for that matter). There are data protection and potential discrimination issues, so share it when you get that magic offer. Also, there is no requirement to add the "inside address" of the employer. Cover letters are sent electronically, so this convention is long outdated.
Goal of the cover letter header: The cover letter header is where you inform the hiring manager of how to reach you.
Cover letter greeting
As an administrative assistant, you will be familiar with professional greetings. The same applies to writing your administrative assistant cover letter.
Unlike writing emails, you should be formal with your cover letter greeting. It is not appropriate to write ‘hello’ on your cover letter, but instead to use “Dear.” You should try to personalise your cover letter greeting by using the surname of the recipient if you know it. If you can’t find the details of the recipient, you could also use “Dear Recruitment Team” or “Dear Hiring Manager.”
The purpose of the cover letter greeting: A greeting on the cover letter and help you to instantly build some rapport with the recipient.
Cover letter introduction
You only have a few minutes to make your cover letter count so the introduction should set yourself apart from the other candidates and show the hiring manager what you can achieve. It only needs to be a couple of sentences and should contain your most attractive attributes or important achievements. When you are an administrative assistant, you should focus on how you will be helping your future boss. Think carefully about their needs and make sure that your cover letter starts by addressing them. If they feel that you are speaking to them directly, they will be much more interested in an interview.
Consider why the hiring manager would want to recruit you. How can you entice them?
The main purpose of the cover letter intro: Give the hiring manager an insight into what you have achieved and where you are in your career.
Dear Ms. Meldrew,
I would like to apply for the role of administrative assistant at the King Monkton School, as detailed on your website.
Cover letter middle part (body)
The body, or middle part, will make up the bulk of your administrative assistant cover letter. This is where you highlight your main skills and expertise that are relevant to the role. If you have any major achievements that you feel are most significant, you can state these here. You may want to use bullet points to highlight these or you can write short sentences. Keep it to the point.
Share the types of administrative story that you will be expected to repeat in your future role. Include times when you came up against obstacles and overcame them. Admin professionals come into their own when they are solving problems. How do you make things happen when all around you is going wrong? Interpersonal skills are often at the centre of everything that you do.
The overall purpose of the body of your cover letter: This is the main section of the cover letter and should show the hiring manager what you are able to achieve. Highlight what you can bring to the role here.
You can tailor it here to suit the role as admin assistants can operate in a wide range of industries, and quite often, many functions!
I have 7 years of experience of working in administrative roles in the public sector along with expertise in supporting upper-level management. I have worked at schools with over 800 pupils and 80+ teachers, so I can handle the complexity.
As a highly organised and dedicated individual, I can manage a busy schedule effectively, including diary management and organising events. I can turn my hand to different tasks, including recruitment, payroll, HR, and quality assurance, which I understand is key for this role. I know that you have an important inspection next year – my previous school survived this last year, so I have plenty of useful insights to share.
I have a keen interest in the education industry and would particularly relish the opportunity to work with such a leading organisation. My friend Simon Bartle recommended me for the role.
How to close an administrative assistant cover letter (conclusion and sign-off)
You’ll want to close your administrative assistant cover letter by informing the hiring manager of your interest and encouraging them to contact you through a call to action. This sentence describes your enthusiasm for the role and invites the employer to set up an interview – without coming across as pushy, of course!
When you close the cover letter, think about the last thing that you would want them to think as they move onto the next person. You want to remain as memorable as possible for as long as possible. Push yourself to the front of the queue by adopting a hopeful but determined tone. You know that you can get this done.
The purpose of the conclusion: Try to tailor your conclusion to suit the company and the role, this is your opportunity to reinforce your interest and reasons why you are applying for this role.
I enjoy a challenge and working in a busy, varied environment. I would welcome the chance to discuss my experience in more detail at your earliest convenience.
Sincerely,
John Cook
Common mistakes in an administrative assistant application letter (and how to avoid them)
No matter how organised you may be and how closely you pay to the finer details, mistakes can occur and when they happen on a cover letter, it can cause your application to head for the nearest shredder! There are some common mistakes that candidates tend to make so it’s worth paying close attention to these.
- Spelling – The most common mistake made on cover letters is spelling. If you don’t get your spelling right, it could suggest that you are poor at attention to detail, a quality that is essential for an administrative assistant.
- Writing a novel – The cover letter should be short and lead you to the more in-depth CV. You don’t need to go into much detail on the cover letter, just cover the basics with the most appealing aspects of your experience and skills.
- Failing to change company details – If you’re applying for a number of jobs, you may forget to change the company details. This is a common mistake but can be catastrophic for your job prospects. Make sure you always tailor your cover letter to each role you are applying for.
Poor formatting is another major mistake that causes hiring managers to move candidate’s cover letters to the bottom of the pile. Luckily, a professionally-designed cover letter template can make it easy to avoid these errors.
Key takeaways
- Focus on the key attributes you have that make you the ideal candidate for the role.
- Show your excitement for the industry and mention any key elements you find particularly appealing about the company.
- Tailor your cover letter to the role, don’t forget to proofread and alter the company and contact details.
- Check out our adaptable administrative assistant cover letter example for more ideas on creating a concise and convincing document.
