Administrator CV Example & Writing Guide

Not minding your own business can be a good thing if it helps an organisation and the people working there thrive. From that perspective, your administrator CV must capture the whole gamut of employer expectations you are equipped to meet. 

Resume.io can help you put it all together. The following writing guide, along with an adaptable CV example for an administrator, will cover the following topics:

• What an administrator does
• How to write an administrator CV (correct structure and general guidelines)
• Advice for each CV section: header, summary, work history, education and skills
• Professional layout and design hints for CVs that look as good as they read.

What does an administrator do?

It’s hard to think of much that administrators don’t do. While they may not do everything single-handedly, there are few aspects of running an organisation they don’t have a hand in. Whether in a support or management capacity, they make life easier for their colleagues.

Administrators typically have some responsibility for organising, supervising, managing, facilitating, budgeting for, and reporting on the workflows, and interactions between other staff members. Their functional relationships may extend to suppliers, customers, or clients.

Not all administrator jobs are created equal. Particularly in a smaller office, department or business, similar duties might be carried out — at least in part — by someone with a job title such as office administrator, administrative assistant, administrative coordinator, or office manager. There may be overlap with positions such as office assistant, personal assistant, office clerk, secretary, or receptionist. Some administrators might have gained experience in those capacities, or even as a customer service representative, or customer service manager. 

Certain transferable skills might be applicable for administrators seeking (or coming from) an operations manager, or HR manager position.

How to write an administrator CV

What virtually all applications have in common, regardless of occupation, applies to your administrator CV too. As you will see from our CV example, it should be organised to include these essential components, ideally on one page:

• Header
• Summary
• Employment history section
• Education section
• Skills section

We’ll be taking a closer look at each section later. But first, we can’t emphasise enough that you need to create a different customised version of your CV every time you apply for a different administrator position. The posted job ad is the best source of determining how to do this, for two vitally important reasons.

1. As discussed earlier, few administrator jobs are exactly like, and identical requirements — as outlined verbatim for more than one advertised position — would be rare. 
   
   Addressing the employer’s specific needs conveys that you’re an excellent fit for this position. That’s really the only incentive for busy hiring managers to pay attention to your CV. But it’s not up to them to figure this out on their own. The onus is on you to make an exact match between your qualifications and what the employer needs and wants. 
   
   From a problem-solving perspective, a made-to-measure CV speaks to the value you will bring to the organisation when hired. A generic CV sends a message that you may be blanketing multiple employers with the same half-hearted approach — that you aren’t serious enough to make the effort that tailoring requires.
    
2. Using the right keywords wherever possible in your CV will better its chances of being read at all — by a human. The importance of keyword optimisation should not be underestimated to avoid rejection by Applicant Tracking Systems (ATS). These electronic filters, programmed by employers to scan and rank CVs for keyword use, have become commonplace.

Choosing the best CV format for an administrator

Job applicants in all fields can choose from three possible formats to organise their CV information. For the majority, the most familiar chronological format, emphasising work experience, is the best option. It is also what prospective employers prefer. It’s the most straightforward way to review your job history listed under employer headings.

For those whose work history does not follow a linear pattern of employee positions — for example, freelancers or others working independently as consultants — a functional resume approach may be suitable. Relevant qualifications are presented in relation to transferable skills. The hybrid CV layout includes both chronological and functional elements. 

CV header

The effectiveness of a distinctive CV header for esthetic purposes should not be downplayed, although it’s not only for show. Drawing the reader’s eye to the orderly, well-balanced placement of information on the page sets the stage for substance and style being delivered in a cohesive branded package. 

Practically speaking, your CV will stand out from the rest, so there is no mistaking it for anyone else’s. Most important, the prominence of your name, occupation, and contact information makes it easy for duly impressed hiring managers to identify who your CV belongs to, and to readily get in touch with you for an interview.

CV profile example

Off the top, your CV personal statement is a tightly telling synopsis of your most relevant and relatable qualifications — a ‘why hire me?’ snapshot of who you are and what you’ve accomplished. And yet, it’s not all about you. Rather, this mini-success story should cast prospective employers into the next unwritten chapter. 

Essentially, your profile (or summary), as it’s sometimes called, speaks to the heart of what this employer needs from its next administrator — you. How do you know what that is? Go back to the posted job ad and read it again carefully. Beyond keywords, look for more clues in the language that will help you speak like ‘one of them.’

Get a sense of what the hiring organisation expects and values most. See if you pick up any vibe — not just about the place and the people, but how you would fit in. Then, for the same purpose, research everything you can find online and in publications.

Your profile’s initial hook should find recruiters compelled to read more. But already, they should have the feeling it would be a big mistake not to shortlist you for an interview. The reaction you’re after: ‘This person really gets it!’

Below is an administrator CV sample summary you can adapt for your own situation.

Employment history sample

Relevance must guide your decisions about what to include or omit from your CV’s employment history section. Be selective in reserving this space for your shiniest work experience highlights. 

Find a way to showcase your past achievements in terms that resonate with your future employer. Everything listed here should give a sense of how bosses and coworkers will benefit from your expertise and finesse when office activities and projects run smoothly. 

Descriptive and dynamic action verbs are integral to your concisely precise language. Keep the focus on contributions, accomplishments and outcomes, as opposed to job duties. 

Talk about what you did, not what you were responsible for. Discuss tangible results that could be replicated in your next administrator role. Incorporate numbers to quantify deliverables to your credit, such as cost savings or efficiency improvements.

Below is an administrator employment history CV sample you can modify.

Administrator CV education example

Administrators are likely to come from widely different education and training backgrounds. Business degrees are typical, but some candidates might have graduated in an industry-specific field such as healthcare, education, finance or IT.

In any case, the education section of your CV should be straightforward. List your most relevant and recent college degrees in reverse chronological order, from highest to lowest level. Only include your high school in the absence of postsecondary graduation.

Don’t overlook diploma programs, internships and on-the-job training you’ve completed, along with workshops or online courses. Certifications and professional association memberships also have a place here, showing your commitment to continued learning and networking.

Below is the education section from an administrator CV sample you can modify.

CV skills example

Take the employer’s perspective in developing your CV skills list, which should not be composed offhandedly. Think beyond the obvious generic abilities that recruiters will rightfully take for granted in all job applicants. Imagine yourself already hired and consider the types of activities and functions you will be managing. 

Remember too that not everything you accomplish will be in isolation. That means soft skills have an influential place on your CV, alongside the hard skills that are essential to be an outstanding administrator. Think about the strengths that will best enable you to communicate and collaborate in this organisation.

Check out an administrator CV sample for the skills section below.

CV layout and design

An orderly layout and eye-pleasing design details will start working in your favour before recruiters dive into your CV content. A clean, polished and clutter-free page automatically looks inviting to read. It sends a reassuring message about your regard for every ‘put-together’ nuance of an administrator’s role in keeping all office activities on track. 

Go leaner with text-dense blocks by amplifying white space on the page. Stick to the default one-inch margins, and ensure line and paragraph spacing is adequate.

Be sure your choices of fonts, text formatting and graphic touches enhance readability. The goal is to attract attention, not distract. Take a look at our CV example for more inspiration. 

Key takeaways

1. An exceptional CV that reflects the breadth and depth of your expertise and experience can give you a competitive edge as an administrator job candidate.
2. Strategically target a new version of your CV to each job application and align with the employer’s specific needs and expectations.
3. Aim to make a direct, immediate ‘hire me’ connection with recruiters in your CV summary, reinforced in the work history section and skills list.
4. Consider using a pre-made CV template to produce a high-quality, reader-friendly document that visually sets you apart from other job candidates.