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Office Assistant skills for your resume and career

Updated January 8, 2025
4 min read
Quoted experts
Dr. Mike Peterson Ph.D.,
Anne McConnell Ph.D.
Office Assistant example skills

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.

Below we've compiled a list of the most critical office assistant skills. We ranked the top skills for office assistants based on the percentage of resumes they appeared on. For example, 15.7% of office assistant resumes contained data entry as a skill. Continue reading to find out what skills an office assistant needs to be successful in the workplace.

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.

Here's how office assistants use data entry:
  • 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

Here's how office assistants use 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.

Here's how office assistants use customer service:
  • 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.

Here's how office assistants use telephone calls:
  • 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.

Here's how office assistants use scheduling appointments:
  • 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

Here's how office assistants use 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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7. Office Equipment

Here's how office assistants use office equipment:
  • 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.

Here's how office assistants use payroll:
  • 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

Here's how office assistants use 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

Here's how office assistants use 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.

Here's how office assistants use clerical support:
  • 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

Here's how office assistants use 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

Here's how office assistants use 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.

Here's how office assistants use hr:
  • 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.

Here's how office assistants use direct calls:
  • Provide general information on incoming calls and direct callers to appropriate individual.
  • Redirect calls to medical assistants and administrative support staff as appropriate.
top-skills

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?

Dr. Mike Peterson Ph.D.Dr. Mike Peterson Ph.D. LinkedIn profile

Department Chair and Associate Professor of English, Dixie State University

Writing skills have always been valued by employers, but anything that shows an ability to write, produce, or communicate in digital spaces will stand out. While employers are becoming increasingly comfortable having employees work and collaborate digitally (from home or elsewhere), they may still be reluctant to train employees how to do that. They want to see evidence that applicants will know how to use technology and stay productive without extensive training and without a supervisor having to stand behind them. That isn't to say training won't take place, but employers want to use their valuable time and resources training employees on their own systems, policies, and procedures; they don't want to have to show new-hires how to use Zoom, how to format a memo, how to write an email, or how to co-edit a document using OneDrive.

What Office Assistant skills would you recommend for someone trying to advance their career?

Anne McConnell Ph.D.

Professor, West Virginia State University

I would encourage someone taking a gap year to branch out, seeking work experiences and employment situations that expose them to new skills and allow them to interact with a diverse set of people. Sometimes we find ourselves in a bubble-communicating with the same people, who tend to share the same ideas-and a gap year provides the opportunity to extend beyond that. Employers value employees who have open, flexible minds, and seeking out experiences that demonstrate that openness can be helpful.

What type of skills will young Office Assistants need?

Angela Robbins Ph.D.Angela Robbins Ph.D. LinkedIn profile

Associate Professor of History, Meredith College

History majors are in high demand in government, business, and non-profits because of the knowledge and skills they gain in the classroom. History majors, in particular, are especially good at contextualizing-that is, explaining how an event or discussion fits within the big picture. This includes how things that are going on today-such as the Capitol riot on January 6-connects to the Constitution, the balance of powers, the way democracy works, and related issues such as the implications of propaganda and misinformation. This goes well beyond merely expressing an opinion or debating two sides of an issue. Students of history do their research and practice skills of analysis, collecting and scrutinizing evidence rather than taking something at face value or only relying on a single source. We take sources apart to evaluate the credentials of their creators and search for bias. We examine sources from various creators so we take into account multiple experiences and points of view. Then we synthesize-or bring the sources together-in order to communicate what it all means. These skills are desired by employers and translate well into many careers and work environments. Seeking good evidence to answer questions and solve problems, whether that's in the classroom today or working with clients later, is a skill that employers highly value.

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

I've always felt that the most important thing we teach our students is problem-solving skills. The students who can readily relate the theory to their practical experience to develop new solutions are the most valuable. Engineering students that are active on design teams or took advantage of internships and co-ops are in great position for this.

What soft skills should all Office Assistants possess?

Brandy BaileyBrandy Bailey LinkedIn profile

Career Coach, Ohio University - Lancaster Campus

Soft skills may vary depending on the employer, industry, and personal opinions. My biggest ones are communication skills, adaptability, self-awareness, teamwork, problem-solving, intercultural competency, creativity or innovation, and time management.

List of office assistant skills to add to your resume

Office Assistant skills

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

Zippia Research Team
Zippia Team

Editorial Staff

The Zippia Research Team has spent countless hours reviewing resumes, job postings, and government data to determine what goes into getting a job in each phase of life. Professional writers and data scientists comprise the Zippia Research Team.

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