Crafting a CV that effectively showcases your organizational skills and attention to detail can be a significant challenge for a secretary. By following our guide, you’ll learn how to highlight these key competencies in a way that catches an employer's eye and demonstrates your professional value.
- Create an attention-grabbing header that integrates keywords and includes all vital information;
- Add strong action verbs and skills in your experience section, and get inspired by real-world professionals;
- List your education and relevant certification to fill in the gaps in your career history;
- Integrate both hard and soft skills all through your CV.
Discover more industry-specific guides to help you apply for any role in the links below:
How to ensure your profile stands out with your secretary CV format
It's sort of a Catch 22. You want your secretary CV to stand out amongst a pile of candidate profiles, yet you don't want it to be too over the top that it's unreadable. Where is the perfect balance between your CV format simple, while using it to shift the focus to what matters most. That is - your expertise. When creating your secretary CV:- list your experience in the reverse chronological order - starting with your latest roles;
- include a header with your professional contact information and - optionally - your photograph;
- organise vital and relevant CV sections - e.g. your experience, skills, summary/ objective, education - closer to the top;
- use no more than two pages to illustrate your professional expertise;
- format your information using plenty of white space and standard (2.54 cm) margins, with colours to accent key information.
Once you've completed your information, export your secretary CV in PDF, as this format is more likely to stay intact when read by the Applicant Tracker System or the ATS. A few words of advice about the ATS - or the software used to assess your profile:
- Generic fonts, e.g. Arial and Times New Roman, are ATS-compliant, yet many candidates stick with these safe choices. Ensure your CV stands out by using a more modern, and simple, fonts like Lato, Exo 2, Volkhov;
- All serif and sans-serif fonts are ATS-friendly. Avoid the likes of fancy decorative or script typography, as this may render your information to be illegible;
- Both single- and double-column formatted CVs could be assessed by the ATS;
- Integrating simple infographics, icons, and charts across your CV won't hurt your chances during the ATS assessment.
PRO TIP
Use font size and style strategically to create a visual hierarchy, drawing the reader's eye to the most important information first (like your name and most recent job title).
The top sections on a secretary CV
- Contact Information is essential for potential employers to reach out.
- Professional Summary provides a quick synopsis of skills and experience.
- Administrative Skills section showcases relevant abilities unique to the role.
- Work Experience demonstrates practical applications of secretarial duties.
- Education and Training highlight qualifications that support the secretary role.
What recruiters value on your CV:
- Emphasise your organisational skills by detailing past experiences where you effectively managed schedules, coordinated meetings, and maintained filing systems, showcasing your ability to keep operations running smoothly.
- Highlight your proficiency with office software, including word processing, spreadsheets, email management, and scheduling applications, which are crucial for a secretary to perform daily duties efficiently.
- Demonstrate your communication abilities by mentioning any roles that required correspondence handling, drafting documents, or interacting with clients and staff, as these are key functions of secretarial work.
- Showcase your initiative and problem-solving skills by providing examples of when you've implemented new systems or processes to improve office efficiency or overcome administrative challenges.
- Include any experience or training in minute-taking and report preparation, as these are often vital tasks for a secretary, indicating that you can accurately document discussions and actions from meetings.
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Making a good first impression with your secretary CV header
Your typical CV header consists of Your typical CV header consists of contact details and a headline. Make sure to list your professional phone number, email address, and a link to your professional portfolio (or, alternatively, your LinkedIn profile). When writing your CV headline , ensure it's:
- tailored to the job you're applying for;
- highlights your unique value as a professional;
- concise, yet matches relevant job ad keywords.
You can, for examples, list your current job title or a particular skill as part of your headline. Now, if you decide on including your photo in your CV header, ensure it's a professional one, rather than one from your graduation or night out. You may happen to have plenty more questions on how to make best the use of your CV headline. We'll help you with some real-world examples, below.
Examples of good CV headlines for secretary:
- Executive Assistant | Expert in Office Management | Certified Admin Professional | 10+ Years Experience
- Senior Legal Secretary | Proficient in Legal Documentation | ILSPA Qualified | Efficient Multitasking Specialist
- Junior Administrative Secretary | IT Savvy | Outstanding Organisational Skills | Aspiring Office Administrator
- Bilingual Personal Assistant | Fluent in Spanish & English | Diary Management Pro | 5 Years of Service
- Medical Secretary | NHS Experience | AMSPAR Certified | Patient Care & Coordination Expert
- Senior Company Secretary | Corporate Governance Specialist | ICSA Accredited | 15+ Years in C-Suite Support
Opting between a secretary CV summary or objective
Within the top one third of your secretary CV, you have the opportunity to briefly summarise your best achievements or present your professional goals and dreams. Those two functions are met by either the CV summary or the objective.
- The summary is three-to-five sentences long and should narrate your best successes, while answering key requirements for the role. Select up to three skills which you can feature in your summary. Always aim to present what the actual outcomes were of using your particular skill set. The summary is an excellent choice for more experienced professionals.
- The objective is more focused on showcasing your unique value as a candidate and defining your dreams and ambitions. Think about highlighting how this current opportunity would answer your career vision. Also, about how you could help your potential employers grow. The objective matches the needs of less experienced candidates, who need to prove their skill set and, in particular, their soft skills.
Still not sure about how to write your CV opening statement? Use some best industry examples as inspiration:
CV summaries for a secretary job:
- With over 6 years as a dedicated secretary for a bustling London legal firm, I have honed exceptional organisational skills, maintaining confidentiality and streamlining office operations. Achieved a 20% increase in office efficiency through the implementation of an innovative digital filing system.
- Seasoned executive secretary possessing 10 years of experience, catering to high-level executives in a top-tier financial corporation in Manchester. Expert in travel coordination, managing calendars, and creating comprehensive reports. Recognised for single-handedly organising a global conference with 200 attendees.
- Former healthcare professional eager to transition into an administrative role, bringing robust attention to detail and a patient-focused approach to ensure smooth office operations. Proficient in medical billing software and a quick learner of new technologies, aiming to leverage 8 years of patient care into providing exceptional administrative support.
- Motivated educator with a decade of teaching experience, seeking to apply my organisational skills and exceptional communication abilities in a dynamic secretarial position. Accustomed to multitasking and meeting tight deadlines, I bring a unique perspective in fostering collaboration and enhancing workflow efficiency.
- Aspiring to engage my aptitude for robust organisational systems and my lively interpersonal skills to embark on a secretarial career. Keen to contribute to team success through hard work and an enthusiastic uptake of duties, while learning from seasoned professionals and refining my administrative competencies.
- Driven and meticulous individual looking to leverage a fast-paced, detail-oriented work ethic in a supportive administrative capacity. Eager to utilise my multitasking abilities and affinity for technology to develop a foundation for a successful secretarial career, absorbing knowledge and exceeding expectations.
How to meet job requirements with your secretary CV experience
We've now reached the essence of your actual CV - your experience section. This is the space where you can list your career roles and on-the-job successes. Many candidates tend to underestimate just how much time and effort they should put into writing this CV section. Your experience shouldn't be a random list of your responsibilities, but instead:
- Match the job description with your skills, values, and accomplishments;
- Start each bullet with a strong action verb, followed up with one key skill and your outcome of applying this skill;
- Spotlight parts of your career history that are relevant to the job you're applying for.
Before we move on, make sure to check out some professional CV experience sections.
Best practices for your CV's work experience section
- Managed a busy office calendar, successfully scheduling over 100 appointments and meetings per month while prioritising urgent tasks and ensuring no scheduling conflicts.
- Oversaw all aspects of general office coordination, maintaining office supplies inventory and ensuring the smooth operation of office equipment through regular checks and servicing.
- Developed and implemented an efficient filing system which improved document retrieval times by 30%, allowing for quicker response to stakeholder requests.
- Handled confidential documents with discretion, ensuring sensitive information was securely stored and only accessible to authorised personnel.
- Prepared detailed minutes during board meetings and distributed these minutes promptly, enhancing team communication and action on decisions.
- Streamlined travel arrangements for senior management, including flights, accommodations, and itineraries, saving the company an average of 10% on travel expenses through meticulous planning and research.
- Mastered a variety of office software, including Microsoft Office Suite and Google Workspace, deploying these tools to create professional presentations, reports, and correspondence.
- Provided top-notch customer service by handling incoming calls and emails, responding to enquiries in a timely and courteous manner.
- Collaborated with various departments to support planning and execution of corporate events, seminars, and staff functions, often receiving commendation for attention to detail and organisational skills.
- Streamlined the document management system using a cloud-based platform, ensuring access and retrieval of files is 30% faster for all departments.
- Coordinated the scheduling and logistical planning for 15+ company events per year, including board meetings and annual staff retreats, successfully maintaining the budget and timeline.
- Managed a daily influx of over 50 calls and emails, providing exceptional customer service and directing inquiries to the appropriate staff members.
- Implemented a new digital transcription service, reducing the time to produce meeting minutes by 50% and improving record accuracy.
- Supervised office supply inventory and negotiated with suppliers, cutting monthly costs by 20% while maintaining quality standards.
- Assisted in preparing reports and presentations for the executive team, supporting the communication of strategic objectives and company performance metrics to stakeholders.
- Organized an efficient filing system that increased ease of access to critical company documents by 40% and reduced clerical errors.
- Handled sensitive information with discretion, including managing the calendar and appointments for two C-level executives.
- Coordinated international travel arrangements for senior management, ensuring compliance with company policy and optimizing itineraries for cost and time savings.
- Initiated a cross-departmental communication strategy that led to a 25% improvement in project coordination and meeting efficiency.
- Developed and maintained a contact management system that tracked interactions with key clients, resulting in enhanced relationships and repeat business.
- Provided real-time language translation services during international conferences, facilitating clearer communication and strengthening partnerships.
- Managed procurement of office equipment and supplies for a workforce of over 200 employees, ensuring optimal stock levels at all times.
- Trained and supervised a team of 3 junior administrative staff, improving overall administrative efficiency by 30% within the first year.
- Oversaw the digitization of paper records, significantly reducing physical storage needs and improving document retrieval times by over 60%.
- Played a pivotal role in the planning and execution of the company's 50th-anniversary celebration, attended by 500+ guests and receiving positive media coverage.
- Facilitated the transition to a new customer relationship management (CRM) system, ensuring data integrity and improved follow-up practices.
- Conducted extensive research that contributed to the executive team's strategic planning, providing insights into market trends and competitive landscapes.
- Managed and updated the executive team's complex schedules, improving meeting attendance by ensuring no schedule conflicts.
- Supported HR with the onboarding process for new hires, creating welcome kits and coordinating orientation sessions to foster a positive first impression of the company.
- Maintained strict confidentiality for all company mergers and acquisitions documentation, assuring secure handling and distribution among authorized personnel.
How to ensure your secretary CV stands out when you have no experience
This part of our step-by-step guide will help you substitute your experience section by helping you spotlight your skill set. First off, your ability to land your first job will depend on the time you take to assess precisely how you match the job requirements. Whether that's via your relevant education and courses, skill set, or any potential extracurricular activities. Next:
- Systematise your CV so that it spotlights your most relevant experience (whether that's your education or volunteer work) towards the top;
- Focus recruiters' attention to your transferrable skill set and in particular how your personality would be the perfect fit for the role;
- Consider how your current background has helped you build your technological understanding - whether you've created projects in your free time or as part of your uni degree;
- Ensure you've expanded on your teamwork capabilities with any relevant internships, part-time roles, or projects you've participated in the past.
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PRO TIP
If applicable, briefly mention a situation where things didn’t go as planned and what you learned from it, demonstrating your ability to learn and adapt.
Mix and match hard and soft skills across your secretary CV
Your skill set play an equally valid role as your experience to your application. That is because recruiters are looking for both:
- hard skills or your aptitude in applying particular technologies
- soft skills or your ability to work in a team using your personal skills, e.g. leadership, time management, etc.
Are you wondering how you should include both hard and soft skills across your secretary CV? Use the:
- skills section to list between ten and twelve technologies that are part of the job requirement (and that you're capable to use);
- strengths and achievements section to detail how you've used particular hard and soft skills that led to great results for you at work;
- summary or objective to spotlight up to three skills that are crucial for the role and how they've helped you optimise your work processes.
One final note - when writing about the skills you have, make sure to match them exactly as they are written in the job ad. Take this precautionary measure to ensure your CV passes the Applicant Tracker System (ATS) assessment.
Top skills for your secretary CV:
Typing speed and accuracy
Proficiency in Microsoft Office (Word, Excel, PowerPoint)
Familiarity with office equipment (printers, fax machines)
Data entry
Basic bookkeeping and financial reporting
Scheduling and calendar management
Document and file management
Stenography or shorthand (optional)
Minute-taking during meetings
Email and correspondence handling
Interpersonal skills
Organisational skills
Time management
Communication skills
Attention to detail
Problem-solving
Adaptability
Discretion and maintaining confidentiality
Teamwork
Stress management
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If you have received professional endorsements or recommendations for certain skills, especially on platforms like LinkedIn, mention these to add credibility.
CV education and certificates: your academic background as proof of your skill set
A common misconception about your secretary CV education is that you only need it, if you have less professional experience. That is completely false. The CV education section serves to back up your technical (and sometimes personal) capabilities, fill in gaps in your work history, and show you have the initial industry background and know-how. When creating your education section:
- List your degrees in the reverse chronological order, starting with the most recent (and relevant) ones first;
- Include your degree and university names, start and graduation dates. It's optional to also denote you received a "First-Class Honours" for diplomas that are more relevant to the role;
- Curate your relevant university coursework, projects, or thesis work if you happen to have less professional expertise and need to integrate more job keywords and skills.
Your professional qualifications don't need to stop at your academic background. It's advisable to also select up to three of your most noteworthy (and relevant) industry certificates and feature them in a dedicated section. Once more, include the certificate name, the institution that issued it out, and the date you obtained it on. You could feature both hard skills and soft skills certificates, as in the examples below:
PRO TIP
Focus on describing skills in the context of the outcomes they’ve helped you achieve, linking them directly to tangible results or successes in your career.
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Key takeaways
Impressing recruiters with your experience, skill set, and values starts with your professional secretary CV. Write concisely and always aim to answer job requirements with what you've achieved; furthermore:
- Select a simple design that complements your experience and ensures your profile is presentable;
- Include an opening statement that either spotlights your key achievements (summary) or showcases your career ambitions (objective);
- Curate your experience bullets, so that each one commences with a strong, action verb and is followed up by your skill and accomplishment;
- List your hard and soft skills all across different sections of your CV to ensure your application meets the requirements;
- Dedicate space to your relevant higher education diplomas and your certificates to show recruiters you have the necessary industry background.
