When writing your office assistant cover letter, focus on how you can help coordinate daily operations for the company that posted the job. Also, emphasize your related skills like data entry, customer service, or process streamlining.
This guide will help you write a cover letter to get interviews for your next job as an office assistant.
Office Assistant Cover Letter Templates and Examples
- Entry-Level
- Mid-Career
- Senior-Level
How To Write an Office Assistant Cover Letter
A great office assistant cover letter usually has five sections, outlined below. When possible, connect each section back to your administrative skills and the employer’s hiring needs. The following advice and examples show what to include in your cover letter so it’s optimized for each job application.
1. Heading
At the top of the page, include your resume contact header, the date, and any contact details you have for your recipient. To set a clear focus, add the title “Office Assistant” to your contact header. (Note: Feel free to omit this section if you send your letter as an email message and your contact information is part of your email signature.)
Example
Emma Brown
Office Assistant | [email protected] | (987) 654-3210 | 555 Main St., San Francisco, CA 09876
February 1, 2024
Jane Lopez
Office Manager
DHL Supplies
(123) 456-7890
[email protected]
2. Salutation
Whenever you can, address your recipient by name – it’s the quickest way to signal you’re sending a job-specific letter and not a boilerplate. If you can’t find the recipient’s name, use a variation of “Dear Hiring Manager” so your greeting is still tailored somewhat to each job opening.
Examples
Dear Mr. Barber,
Dear Office Manager:
Dear Wood PLC Recruitment Manager:
3. “Hook” or introduction
To catch the reader’s attention, start your letter with a clear example or measure of your success as an office assistant. (Consult your resume bullet points for ideas.) Choose a highlight that shows you can streamline procedures, take on new duties, or support daily communications. In the office assistant cover letter example below, see how the applicant frames her chosen example with administrative skills and traits relevant to her target job.
Example
My organized nature and attention to detail helped me become a valued member of the Teller’s Manufacturing administrative team. One of my most significant accomplishments was increasing office efficiency by leading the project to go digital, reducing almost all paperwork. I hope to bring my resourcefulness and flexibility to DHL supplies as an office assistant.
4. Body paragraph(s)
Use the main section of your letter to tell why you’re drawn to this job or workplace. Most office assistant roles are varied, but read the job posting closely and highlight any core duties or focus areas that emerge. How do they compare to your background or goals? For instance, maybe the job requires a lot of phone interaction with clients, an area in which you excel. Or the office is described as dynamic and fast-paced, and you’re eager to return to that kind of work environment.
Following this explanation, cite two or three more of your main skills or achievements, possibly as bullet points.
Example
I can help your organization achieve its mission to provide excellent customer service and quality products. Your job opening stated you’re looking for an employee to work in a fast-paced environment while maintaining a positive attitude. I am well-suited to this position. My past contributions include:
- Supporting over 150 office staff with administrative tasks
- Answering a high volume of phone calls, directing callers to the correct departments, and responding to questions
- Using advanced Microsoft Office skills, including Word and Excel, to organize company files and data
5. Call to action
Finally, request an interview for the position. Consider briefly restating your dedication to quality office support – this lets you maintain your letter’s focus through the last paragraph. To end your cover letter, use a simple closing like “Sincerely” or “Best regards” and then your name.
Example
I hope to explain further how my excellent organizational skills and flexible working style make me the ideal candidate. Please contact me to schedule an interview.
Sincerely,
Patricia Martinez
Office Assistant Cover Letter Tips
1. Display your administrative strengths
Add a short list of bullet points to show your success in office support areas like data accuracy, documentation, or process streamlining. For each area, spell out how your work helped the business run more quickly or cost-effectively. Also, consider using this section to name relevant hardware equipment or software programs you’re versed in.
Example
My past accomplishments illustrate how I can contribute to your company in the future:
- Streamlined administrative processes to improve accuracy and efficiency
- Used Microsoft Office Suite, including Word, Excel, and Outlook, to maintain detailed records, generate reports, and coordinate meetings for staff
- Led the smooth transition to move from paper invoices to QuickBooks software
2. Focus on similar work experiences
If the scope of your past duties is similar to the job opening, include numbers on your cover letter to highlight that overlap. In the following office assistant cover letter example, the applicant notes her support of 120 employees – a detail that’ll stand out to hiring managers at similar-size companies.
Example
Managing and processing payroll for 120 employees at my current position while providing administrative support and coordinating daily operations has prepared me for a role in a busy office environment. I hope to bring my level of success with me to Brooks Design as an office assistant.
3. Mention your relevant traits
Desired qualities in office assistants include precision, efficiency, flexibility, organization, and a service mindset. Think about which of these traits best describes you, then give an example or two of how you’ve shown them in a work setting.
Office Assistant Text-Only Cover Letter Templates and Examples
- Entry-Level
- Mid-Career
- Senior-Level
Patricia Martinez
Office Assistant | [email protected] | (765) 432-1098 | 55 Address Rd., Portland, ME 45678
February 9, 2024
Landon Barber
Senior Recruitment Manager
Wood PLC
(765) 432-1098
[email protected]
Dear Mr. Barber,
Streamlining the employee onboarding process to increase completion speed by 70% was my most significant achievement in 2020. I believe that I can offer the same initiative and excellent problem-solving skills as an office assistant at Wood PLC.
As a driven individual who thrives in a fast-paced working environment, I would relish the challenge of providing high-quality administrative support for multiple offices at Wood PLC. My recent accomplishments demonstrate that I have the strategic skills and drive to excel in such a role. These include:
- Receiving recognition as Employee of the Month in January for independently managing a large project load and meeting 100% of deadlines
- Leading a small team to overhaul the office scheduling system, reducing booking errors by 56%
- Training five new administrative team members to use Microsoft Office software proficiently
I hope to explain further how my excellent organizational skills and flexible working style make me the ideal candidate. Please contact me to schedule an interview.
Sincerely,
Patricia Martinez
Office Assistant Cover Letter Frequently Asked Questions
What’s the most important part of a cover letter? -
Any explanation you give for why the specific job opening or employer interests you. These details distinguish the cover letter from your resume and other application materials and can help you get past applicant tracking systems. They also set up a good interview discussion about how you fit the role and the office’s work culture.
Should I say “My name is…” on a cover letter? -
No. As long as your name appears in the letter’s closing section, you don’t need to state it directly.
What’s the best way to start a cover letter?-
With a clear example of your success in the type of role you’re after. The concept of “show, don’t tell” absolutely applies to your cover letter’s opening. For instance, don’t just tell the hiring manager you’re a “proactive administrative professional.” Show it by citing a time you exceeded expectations or found a new way to enhance office functions.
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