A proficient office assistant is like the wizard behind the scenes, capable of turning administrative chaos into a symphony of perfect organization. If this is the position you want to apply for, your first task will be to craft an office assistant cover letter that will show you’re not just another applicant but an essential missing piece of any office puzzle.
Your cover letter can be a formality or a narrative canvas you will use to demonstrate your abilities, motivation, and distinctive value in such a way as to leave potential employers in awe. The choice is yours!
If your vote goes to the second option, this article is for you. We’ll take you step by step through the entire process of creating an office assistant cover letter that stands out!
Key Takeaways
Your office assistant cover letter should be well-formatted and easy to read.
Research the company you’re applying for in order to tailor your cover letter to match the job requirements perfectly.
Focus on the relevant skills and qualifications for the job. Stay concise and highlight the abilities, experiences, and skills that resonate with the company’s culture.
Include a letter of recommendation if possible—it is solid proof of your aptitude for the position.
Office Assistant Cover Letter Format
Your cover letter should be formatted properly in order to be scannable and simple to read. So, it goes without saying that you need to make sure to adhere to the accepted formatting standards when writing it.
To that end, here’s how to format your cover letter the right way:
Cover Letter Format
Fill in the header with contact details. A cover letter starts with a header, which should include your contact information, the date of application, and the recipient's contact information.
Organize the information in the body. The body of the letter should start with a formal greeting. Then, draw the hiring manager’s attention with a compelling first paragraph, and explain your skills, abilities, and motivation in two to three paragraphs.
Round everything off with a call to action. Apart from a formal closing, invite the potential employer to further explore your resume.
Say everything in no more than 400 words. The letter should fit onto one page (with 1-inch margins).
Use legible, commonly used fonts, size 10-12pt, to ensure the letter is easy on the eyes.
Here’s a well-formatted office assistant cover letter sample:
What Structure to Use For Your Office Assistant Cover Letter
We can now move on to a more detailed description of how to write each section of your cover letter step by step:
#1. Heading
The heading is the place where you share all your contact details to make them easy to spot. Your name, title, phone number, and email address should go here, as well as your social media profiles in case you believe they are relevant for the job position. You should also include the recipient’s details and the date of writing.
If you don’t have the hiring manager’s name, you could do more thorough research on the company via social networks or the company’s website. In case you don’t manage to find the name, you can use the title instead or just the company name.
Here’s an example of a well-written header:
Good Example
Jim Mulligan Office Assistant 012-987-8970 jim.mulligan@example.com New York, NY New York, 08/19/2023 Joclyn Moore Hiring Manager [Company Name] 3890 Olive Lane New York, NY 10008
#2. Greeting
There is no need to stress over how to begin the cover letter because a polite and professional greeting is all you need. As long as you avoid generic phrases like “To whom it may concern,” you can’t make a mistake in this part.
If you know the hiring manager’s name, make sure to use it; if not, you can use “Mr.” or “Ms” instead.
Here is a good example of how to start a cover letter:
Good Example
Dear Ms. Moore
#3. Introduction
Hiring managers rarely have the time to read each cover letter carefully. Usually, they will skim the header and jump to the first paragraph. If they don’t find it compelling, your letter will end up in the wrong pile of disregarded applications. So, your first paragraph has to be attention-grabbing.
If you are writing an office assistant cover letter with experience, highlight your relevant achievements in the first paragraph to ensure it presents you as the ideal candidate. However, if you are writing an office assistant cover letter with no experience or an entry-level office assistant cover letter, it’s better to focus on your skills, abilities, and motivation for the role.
Here’s an example of a well-composed cover letter introduction:
Good Example
I am thrilled to express my interest in the position of Office Assistant at [Company Name]. With more than five years of experience, a proven track record of administrative excellence, and a sincere passion for contributing to efficient office operations, I’m confident that my abilities and commitment will help your business succeed.
#4. Experience & Qualifications
Since there will undoubtedly be many candidates with similar qualifications, skills, and work experience, the key to standing out in this regard is to focus on and highlight the most relevant skills for the job you’re applying for.
Therefore, research the company, its organizational culture, and its values to understand what kind of person they hope to employ. Every employer wants someone who can fit in as quickly as possible, so showing that you already share the company’s values may give you just the edge you need.
Explore the soft and hard skills desirable in the company you’re applying for and include them in your letter to highlight your expertise.
Now, let’s see how this approach looks in practice:
Good Example
Throughout my time at [Company Name], I consistently provided top-notch administrative support in a fast-paced office environment. I was able to deftly handle a diverse array of administrative responsibilities, such as arranging meetings, keeping records, maintaining business correspondence, and providing outstanding service to the management team. My proficiency in office software, including the Microsoft Office Suite, as well as my exceptional communication skills, allowed me to significantly improve efficiency and boost overall team productivity by 25%.
#5. Reasons for Applying
Hiring managers want to know about your motivation for the job because they know your performance depends significantly on how motivated you are. Therefore, this paragraph is your opportunity to show that you have specific professional skills to bring to the table.
Try to be honest here and find the company's values that match yours. Don’t hesitate to show your enthusiasm—it is just as valuable as your expertise!
Here’s how to do it:
Good Example
Your company has always impressed me with its unparalleled reputation and unwavering dedication to maintaining the highest possible professional standards. Therefore, I believe my passion for excellence and the continuous perfection of my skills align seamlessly with your company’s values. I am excited about the potential opportunity to contribute to your organization and make a positive impact on your professional performance.
#6. Call to Action
After you’ve presented yourself well in the previous paragraphs, it is time to round off your cover letter with a subtle and polite call to action. This doesn’t mean you should sound salesy—just remind the hiring manager to consider your resume, portfolio, or any other relevant professional references.
Check out this example:
Good Example
Thank you for taking the time to consider my job application. Please do not hesitate to get in touch with me at any time if you have any questions or require any further information regarding my professional background. It would be a pleasure to have the chance to talk more about the ways in which my experience can help your company improve its performance.
#7. Conclusion & Sign Off
Unless you applied for a company with unconventional business etiquette, a simple, polite closing is all you need to complete your cover letter. Here’s an example of how to end it:
Good Example
Sincerely,
Jim Mulligan
Remember to proofread your cover letter before sending it, as typos and writing errors may look very unprofessional.
Here’s a well-written office assistant cover letter example to which you can always come back for inspiration.
3 Tips for Writing an Office Assistant Cover Letter
Here are some helpful tips for writing an administrative assistant cover letter that stands out:
Office Assistant Cover Letter Expert Tips
Include a letter of recommendation. If possible, ask your previous employers to write a recommendation for you. This is hard proof that you are what you present yourself to be. If you don’t have any relevant work experience, you can also ask for a recommendation from a university professor.
Convert your cover letter to a PDF file. Your resume and cover letter styles should match, and both should be sent in PDF format. That way, you ensure they will look the same regardless of the device used to open them.
Highlight essential soft skills. Apart from specific professional skills, focus on those abilities that strongly support those professional skills, such as communication, organization, problem-solving, the ability to work under pressure, and similar.
Final Thoughts
Now you can be sure you’ve got everything you need to turn your cover letter into a fascinating showcase of your most significant professional assets!
The more attention you pay to this aspect of your job application, the better your chances of getting called to the next step of the hiring process—the job interview—will be. After all, you can always come back to this article if you need a reminder or inspiration for writing your office assistant cover letter from scratch!
