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Office Assistant skills for your resume and career

One of the most important hard skills an office assistant can possess is data entry, as office assistants play a large role in keeping track of important data. It's also important for office assistants to have the hard skill of experience scheduling appointments, making and answering phone calls, and supervising a front office or reception area.
When it comes to soft skills, office assistants should have strong customer service skills above all else. Office assistants will act as the point of contact and correspondence for whom they are assisting, so great communication skills are also crucial.
15 office assistant skills for your resume and career
1. Data Entry
Data entry means entering data into a company's system with the help of a keyboard. A person responsible for entering data may also be asked to verify the authenticity of the data being entered. A person doing data entry must pay great attention to tiny details.
- Offered and accepted various positions while still job hunting including data entry, receptionist, administrative assistant and procurement associate.
- Selected office associate to implement medical data entry software to increase efficiency in organizing and filing medical records.
2. Patients
- Supported and assisted patients with physical therapy exercises and insurance issues
- Developed and maintained excellent relationships with patients and hospital staff.
3. Customer Service
Customer service is the process of offering assistance to all the current and potential customers -- answering questions, fixing problems, and providing excellent service. The main goal of customer service is to build a strong relationship with the customers so that they keep coming back for more business.
- Provided excellent customer service and information to constituents, prepared responses to inquiries, maintained and improved customer relations.
- Displayed exceptional communication skills in a fast-paced environment while providing outstanding customer service to clients and employees.
4. Telephone Calls
Telephone calls are a communication means through which a caller is connected to the called party. The call is done through a telecommunications device called a telephone. The caller can use a landline, mobile phone, or satellite phone to make the call.
- Received and directed telephone calls and relay conversation and pertinent messages to others while maintaining accuracy, clarity and confidentiality.
- Fielded telephone calls and answered customer inquiries about policies; interpreted for Spanish-speaking customers; performed Daily Payment Reminder calls.
5. Scheduling Appointments
Scheduling appointments is the practice of finding a free slot with the person(s) you want to meet. The process of scheduling appointments involves finding mutually free time, negotiating follow-ups, sending reminders, and creating new appointments. Scheduling appointments is important to ensure that the timings of consecutive meetings do not clash with each other.
- Provided assistance to Retention Counselors in scheduling appointments, coordinated orientation for incoming freshmen, and attended different seminars.
- Provided administrative support that included scheduling appointments, correspondence calls, maintaining access systems, and updating online calendars.
6. Front Desk
- Front Desk Reception *In charge of client expenses/bookkeeping *Received, logged and distributed legal correspondence *Responsible for inventory and office supplies
- Maintained front desk and communication with patrons Processed materials using various interfaces and computer systems, troubleshoot when necessary
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- Responded to incoming correspondence, phone calls and maintained office equipment and supplies including purchase requisitions and management of inventory.
- Maintained office equipment by completing preventive maintenance; troubleshooting failures; calling for repairs; monitoring equipment operation.
8. Payroll
Payroll is the sum of all the compensation that an organization has to pay to employees at a specified time. Payroll is managed by the finance or HR department while small business owners may handle it themselves. Payroll isn't fixed as it varies every month due to sick leaves, overtime, etc.
- Maintained office services by organizing office operations and procedures, preparing payroll, controlling correspondences, and designing filing systems.
- Coordinated employee payroll auditing and verification, and handled all accounts payable responsibilities.
9. Word Processing
- Perform a wide variety of administrative support work including word processing proofreading filing checking and recording information on records.
- Utilized automated word processing equipment to produce correspondence, forms, reports, statistical information and other departmental data.
10. PowerPoint
- Fall Gala, Exhibition events -Scanned art slides -Updated website information -Created and distributed gallery correspondence -Created PowerPoint presentations
- Developed innovative PowerPoint presentations used by different departments within the company to promote growth of the company.
11. Clerical Support
Clerical support performs activities that must be done in every workplace in order to support the company going forward. These duties, which come within the category of clerical support, are typically delegated to entry-level employees since they are simple and easy to learn. Even though clerical duties like printing and filing are easy, they require time and in many instances, other workers are preoccupied with other activities and unable to keep up with all that needs to be accomplished. As a result, many businesses employ clerical support staff who are solely responsible for these duties.
- Assisted grade-level teachers with diversified clerical support in areas of document proofreading, duplication, collating and distribution, and miscellaneous assignments
- Coordinated referrals to mental health and outside organizations, provided clerical support for service coordinators, communicated and resolved patient issues.
12. Administrative Tasks
- Performed day-to-day administrative tasks such as filing and processing paperwork using CARS to upload prospective student information.
- Manage all executive level administrative tasks including scheduling meetings and conference calls, and arranging travel.
13. Patient Appointments
- Scheduled patient appointments/follow up visits, referrals, submitted insurance claims, provided necessary patient information to physicians and insurance companies.
- Scheduled patient appointments, assisted with periodontal charting, filed patient information, assisted with general office tasks
14. HR
HR stands for human resources and is used to describe the set of people who work for a company or an organization. HR responsibilities revolve around updating employee records and carrying out management processes like planning, recruitment, evaluation, and selection processes. HR is a key contributor to any company or organization's growth as they are in charge of hiring the right employees, processing payrolls, conducting disciplinary actions, etc.
- Assisted HR Manager with review of resumes and applications and interviewed perspective candidates for employment consideration.
- Supported HR Manager in scheduling interviews with candidates interested in working with Family Research Council.
15. Direct Calls
Direct calls are connections established with a previous customer or client, most likely a subscriber.
- Provide general information on incoming calls and direct callers to appropriate individual.
- Redirect calls to medical assistants and administrative support staff as appropriate.
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What skills help Office Assistants find jobs?
Tell us what job you are looking for, we’ll show you what skills employers want.
What skills stand out on Office Assistant resumes?
What Office Assistant skills would you recommend for someone trying to advance their career?
Anne McConnell Ph.D.
Professor, West Virginia State University
What type of skills will young Office Assistants need?
Associate Professor of History, Meredith College
Students are practicing other skills that are necessary to success in the workplace, whether that will be in person or online. Time management, seeing a project through from start to finish, hosting and contributing to meetings, working on a team-whether it's two people or ten-and creating appropriate types of presentations to communicate ideas are all things our students can tell their employers they will come in with so they can hit the ground running. In addition, our majors develop self-awareness, empathy, and an appreciation of diverse opinions and approaches to problems through investigation of the life experiences of historical figures and their classroom discussions with classmates. Certainly, every employer wants you to learn the specifics within their sector, but these skills are fairly universal and will benefit majors as they move from the classroom to career.
What technical skills for an Office Assistant stand out to employers?
Christi Patton Luks
Professor (NTT) and Associate Chair for Academic Affairs, Missouri University of Science & Technology
What soft skills should all Office Assistants possess?
List of office assistant skills to add to your resume
The most important skills for an office assistant resume and required skills for an office assistant to have include:
- Data Entry
- Patients
- Customer Service
- Telephone Calls
- Scheduling Appointments
- Front Desk
- Office Equipment
- Payroll
- Word Processing
- PowerPoint
- Clerical Support
- Administrative Tasks
- Patient Appointments
- HR
- Direct Calls
- Office Support
- Office Operations
- Computer System
- Office Machines
- Multi-Line Phone System
- Clerical Tasks
- Travel Arrangements
- Fax Machines
- QuickBooks
- Patient Charts
- Bank Deposits
- Office Procedures
- Office Tasks
- Insurance Verification
- Event Planning
- Multi-Line Telephone
- Expense Reports
- Transferring Calls
- Database Systems
- Database Management
- Customer Complaints
- A/R
- Customer Orders
- Insurance Claims
- Customer Inquiries
- FedEx
- Greeting Clients
Updated January 8, 2025