The role of an admin assistant is crucial for any organization, regardless of its size. Administrative assistants carry out a wide range of tasks, including managing schedules, organizing meetings, preparing reports, handling correspondence, and maintaining records.
They provide support to executives, managers, and other team members, helping them ensure that projects are completed successfully and that the organization runs smoothly.
As a result of their importance, the demand for administrative assistant positions has increased significantly in recent years. However, with the growing demand, there is also an increase in candidate supply, which has led to intense competition for these positions.
With so many candidates applying for the same administrative role, it can be difficult to stand out from the crowd.
To address this challenge, one tool that can be particularly valuable when applying for that position is an administrative assistant cover letter. A well-written cover letter can be a differential factor when a recruiter is choosing between two similar profiles.
That’s why today we will discuss the purpose of cover letters, what they are, what they are used for, how to write them, and specific cover letter tips to make yours stand out above all others.
What Is A Cover Letter, And Why Is It Important?
A cover letter is a brief document accompanying a resume or job application, providing additional information about the candidate’s qualifications and experience.
The primary goal of a strong administrative assistant cover letter is to make a strong connection with the employer and give them a better understanding of who the candidate is, particularly in the case of administrative assistant job positions where both skills and personality are important.
In addition, a cover letter helps to set expectations for the interview process. By highlighting specific accomplishments and experiences, candidates can give the employer a better idea of what they can expect from them during an interview.
This can help to build rapport with the hiring manager and increase the chances of success during the interview. Besides the connection that we mentioned before, the administrative assistant cover letter compensates for the weaknesses that your resume cannot fulfill.
What Is The Cover Letter’s Structure?
There are three main elements that you should know before starting:
First Part
The first has three main parts, that are:
Header
You should include here enough personal information for the employer to recognize you. Include there your full name, phone number, email, and even LinkedIn profile if required, and then a blank space in the header, that will cause the reader’s mind to pause before they take into your letter. Try to grab the recruiter’s attention from the start.
Greeting
You should keep things as simple as possible. Finding a greeting that suits you is a key part of your administrative assistant’s cover letter. It’s also important to know which tone you would like to use, but it will always be better to show you as an organized person (an essential attribute of an administrative assistant).
“Dear” or “Greetings” are perfect starters, the most formal ones, plus “Mr.”, “Ms.”, “Hiring Team” or “Company Name Team” will engage the one who is reading it, rather than a simple “To whom it may concern”.
Introduction
In the role of an admin assistant, we can agree that communication is one of the most essential skills you require, so show it from the start. Start capturing the reader’s attention with a strong sentence about you, who you are, where you have worked, and your achievements instead of just showing your interest in the position you’re applying for.
The introduction should not be the most extensive part of your administrative assistant’s cover letter, but it should not be the shortest. An introduction between 150 and 250 words would be enough.
The Middle Part
Your cover letter’s body offers you an opportunity to delve into your most significant achievements, motivations, and skills. Your goal should be to showcase your successes by using brief examples that detail the situation you faced, the steps you took, and the outcome it produced.
This is an ideal moment to elaborate on the aspects of your resume that do not fully demonstrate your determination, extensive experience, or capabilities. However, it is critical to maintain a steady pace and provide just enough information to pique the hiring manager’s interest and prompt them to want to learn more about you.
In the first middle paragraphs of your cover letter, you should show that you meet the role’s requirements and how you would do it better than other admin assistants, using examples.
Here, you should show your most interesting experiences, how you handled them, and your problem-solving strategies.
It is important to show your motivations in the middle part of your administrative assistant cover letter, let them know what things you would like to discuss during a potential interview with the team and show actual needs that the employer is not taking into account and that you could give them a plus.
The last part is really important because you are being hired to solve a problem, so show that you can handle those problems and even more, that you have great problem-solving abilities.
Have confidence in your skills, and let them know you’re fit for the position before they even meet you. Don’t t just mention positive values and achievements in these paragraphs, but also talk about your experience and how you developed your values.
Closing
When considering how to approach this final paragraph, it’s important to keep a few things in mind. Firstly, it’s crucial that you demonstrate a genuine interest in working with them, and specifically highlight why you believe you’re the right candidate for the job.
You’ve already provided some compelling arguments in previous paragraphs, so there’s no need to continue making your case here. Instead, aim to strike a friendly and personable tone, subtly encouraging them to take action and invite you for an interview.
Additionally, you may want to briefly touch on how working together would benefit both parties.
As you wrap up your message, be sure to end with a professional and courteous farewell. Closing the letter with phrases like “Sincerely”, “Best regards”, or “Best” are all good options.
Tips To Take Into Consideration
There are some specific tips that you should take into account while writing your administrative assistant cover letter to make this one even more attractive, so here we will give you some of them.
Highlight The Main Qualities
As an administrative assistant position, possessing organizational and efficient work ethic qualities is crucial for the success of the role.
Employers require an assistant who can effectively manage their boss’s schedule, locate essential documents, and provide correct information. Hence, it is imperative to showcase your organizational skills and demonstrate your ability to keep track of your work.
Share information about the platforms and programs you use and how you use them while highlighting why you chose them over others. This approach can add to your credibility and instill confidence in your employer.
Furthermore, multitasking and efficiency are other essential skills to emphasize. Even if you’re well-organized, if you are unable to complete tasks efficiently and within the given timeframe, your organizational skills will be futile.
As an administrative assistant, your primary role is to support the work of others, and not meeting deadlines could slow down their processes. Therefore, timely completion of tasks is critical for your job’s success.
Show You’re Interested In The Organization
Demonstrating a genuine interest in the company and its values can set you apart from other candidates.
Employers are looking for candidates who want to contribute to the company’s success and be part of its culture, not just someone who is solely interested in the job for monetary reasons. This approach can help build trust and rapport with the employer.
In addition, highlighting your desire to grow and advance within the company can add another layer of confidence. Employers want to invest in employees who are committed to their long-term goals and willing to stay for an extended period.
It shows that you have a vested interest in the company’s success and are willing to work hard to achieve it.
Employers want to avoid the hassle of having to recruit and train new employees repeatedly. By expressing your interest in a long-term relationship with the company, you can alleviate their concerns about employee retention and demonstrate your commitment to the organization’s success.
Common Mistakes People Make In Cover Letters
Omitting certain actions can be just as influential as taking the action itself. In the case of cover letters, there are a few things that should be avoided if you want to secure a valuable job opportunity.
Grammar and Spelling Mistakes
This is something that deserves careful consideration. It’s one of the primary red flags that could hinder your application and is a frequent reason for rejection.
As an administrative assistant, having an eye for detail is crucial, and if your cover letter – which serves as your main introduction alongside your CV – contains grammatical or spelling errors, it may convey a lack of care and attention, leading to immediate rejection.
Format
Use appropriate formatting that aligns with the company’s image. Avoid knock-off letterheads and overly bold colors, which can make you appear out of touch in some industries. Professional formatting tools can help you strike the right balance.
Too Much Personal Information
In some cases, it’s better to keep it concise, and this is one of them. Remember that employers are interested in your skills and experience, not your fixation on a particular sport or passion for animals.
Revealing too much personal information might come across as unsettling, so it’s best to provide just enough for them to get a sense of who you are and form a mental picture of you.
Use Professional Tools:
There are a lot of free tools that would help you to start writing your administrative assistant’s cover letter. Resume.io, Zety.com or Canva are some very useful platforms where you will have infinite examples and tools to differentiate from a regular cover letter.
Now that you have all this information, you can use it as a guide to create your cover letter and secure that admin assistant job you’ve been seeking. Don’t hesitate to start writing your admin assistant cover letter today!
If you’d like to learn more about how to improve your skills and get your dream job, don’t hesitate to contact us. Visit our Find A Career page to join our team of talented Latin American freelancers.
See more articles by Samuel Torres.
