What is an administrative assistant? The short answer and how to qualify
An administrative assistant handles the clerical and organizational work that keeps an office running. That includes scheduling, answering calls and email, preparing documents, managing files, and coordinating meetings and supplies. The Bureau of Labor Statistics says most positions need a high school diploma and short on-the-job training. Executive, legal, and medical versions ask for more experience or specialized knowledge, and executive roles usually pay the most.
By I start Monday team · Published October 26, 2026 · 5 min read
An administrative assistant keeps an office running. They manage calendars and phones, organize files and records, prepare documents and spreadsheets, and handle routine requests so the people they support can focus on their own work. The Bureau of Labor Statistics groups the job with secretaries and says most positions need a high school diploma plus short on-the-job training. Rule of thumb: if most of a posting's duties are scheduling, correspondence, and records, treat it as an administrative assistant job whatever the title says.
Where the title means something more specific
BLS says the general version of the job, outside legal, medical, and executive work, is the largest subcategory of the occupation. Three specialties change the requirements. Executive assistants provide high-level support for top executives, and BLS notes they typically need several years of work experience in other administrative positions, and that employers may prefer candidates who have taken some college courses or have a bachelor's degree. Legal and medical secretaries need knowledge of their field's terminology and procedures, and BLS says they may need additional training, sometimes lasting several months, to learn it. BLS lists receptionists as a similar occupation, so read the duties list before you decide whether you qualify.
| Situation | What to do |
|---|---|
| Posting says executive assistant | Show years supporting senior leaders, calendar ownership, and confidential work |
| Posting says medical or legal secretary | List field terminology, records systems, and any specialized coursework |
| Title says office coordinator or front desk | Read the duties list and match your resume to those exact tasks |
| You come from retail or hospitality | Lead with scheduling, vendor orders, customer contact, and software you used daily |
| Posting asks for a degree you lack | Apply if you match most duties; BLS lists a high school diploma as typical |
Why the duties list matters more than the title
BLS says specific job duties vary by experience, job title, and specialty. One administrative assistant may prepare invoices and do basic bookkeeping, while another mostly answers phones, schedules appointments, and arranges staff meetings. Because the work varies this much, match your resume to the specific tasks and software named in each posting. Tailoring your resume to the job description walks through how.
Pay works the same way. In the Occupational Outlook Handbook, BLS reports separate median wages for executive assistants, for legal and medical secretaries, and for the general category, and the executive figure is the highest of the group. Check the current numbers there before you negotiate, then look up local wage data through CareerOneStop, because pay varies by state and industry.
If you are starting out, the path BLS describes is short. BLS says high school graduates who are comfortable using word processing and spreadsheet programs typically qualify for entry-level positions, and workers typically learn their duties over several weeks on the job. Some community colleges and technical schools offer courses in office procedures, and temporary placement agencies may provide training in word processing, spreadsheet, and database software.
FIT CHECK
Write down every duty and software tool the posting lists. Count how many you have done in a paid, volunteer, or school role. Divide that count by the total. If the result is one half or more, apply, and build your bullets around the matches. Matching 5 of 8 clears the bar. If you match 3 of 8, close the gap first, for example by practicing in the free version of the spreadsheet or calendar tool the posting names.
Worked example: a career changer's resume
Picture a restaurant shift lead applying for admin work. Their original bullet read: "Responsible for opening and closing the restaurant and helping with staff schedules." It names a duty and stops there. The posting asks for calendar management, vendor communication, and Excel, so the rewrite borrows those words:
- "Built and posted weekly schedules for a staff of 9 in Excel, adjusting for same-day call-outs."
- "Placed weekly supply orders with 4 vendors and reconciled invoices against deliveries."
- "Answered phone reservations and resolved double bookings during peak service."
Each line now uses the posting's language, names a tool or a count, and describes concrete work. Format matters as well; ATS-friendly resume formatting covers layout and section headings. For more rewrites like these, see resume bullet points that get read. If the move into admin work is a bigger shift, writing a CV for a career change shows how to frame transferable experience, and explaining an employment gap has wording you can use if time passed between roles.
Try it
Search the ATS job boards I start Monday tracks, and build a tailored resume and cover letter for the roles that match. Start on I start Monday
Frequently asked questions
Do I need a certification to become an administrative assistant?
The BLS profile does not list a certification among the typical requirements. It describes a high school diploma or equivalent plus on-the-job training that typically lasts a few weeks as the usual path. Some community colleges and technical schools offer courses or programs in office procedures, and temporary placement agencies may provide training in word processing, spreadsheet, and database software.
What is the difference between an administrative assistant and a secretary?
BLS covers secretaries and administrative assistants as one occupational group and names its detailed occupations with both titles, such as legal secretaries and administrative assistants. BLS also notes that specific job duties vary by experience, job title, and specialty, so decide whether a job fits you by reading its duties list rather than the title alone.
What software should an administrative assistant resume list?
List the tools the posting names first, spelled exactly the way the posting spells them. After that, BLS says high school graduates who are comfortable using word processing and spreadsheet programs typically qualify for entry-level positions, and that these workers use computer software to create spreadsheets, manage databases, and prepare presentations, reports, and documents. BLS also notes they use videoconferencing and lists basic bookkeeping among typical duties, so name any database, presentation, videoconferencing, or bookkeeping program you have used.
More on Office and Admin
- Receptionist interview questions: what managers ask and how to answer each one
- Customer Service Skills for a Resume: Practical Examples
- Customer service interview questions: what managers ask and how to answer