Assistant
Executive assistants · Secretaries
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Administration, secretaries, assistants
Office staff CV templates
For administrators, secretaries, assistants and receptionists. Office software skills, document management and team support are clearly presented.
Clear administrative dutiesPaperwork, meeting schedules and office purchasing all have a place.Specific office software skillsState your proficiency in each application.Team support skillsThe tasks that keep departments running smoothly every day.
Interpreter
Translation · Interpreting
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Reception
Reception · Front desk
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Office and admin CV templates: turn "proficient in MS Office" into evidence
An HR and admin manager, or a director who needs an assistant, reads an office CV with one question in mind: can this person take on, from day one, the work I currently have nobody for? That work includes drafting documents in the correct format, timesheets, meeting schedules and official letters. "Proficient in MS Office" does not answer that question. This article shows how to turn each skill into evidence and how to choose among the 3 templates.
What recruiters for admin and assistant roles look at first
Office roles look alike but are read differently. The first line under your name should state your exact field and years of experience; whatever the field, the reader looks for evidence of three things: drafting, spreadsheets and organisation.
| Role | Looked at first | What decides it |
|---|---|---|
| General administration | Looked at firstOfficial letters, office supplies, suppliers | What decides itNumber of staff supported, costs saved |
| Secretary, executive assistant | Looked at firstDiary management, meeting minutes, letters in English | What decides itDiscretion, number of meetings and business trips handled |
| HR administration | Looked at firstTimekeeping, labour contracts, social insurance paperwork | What decides itHR software, number of employees handled |
Office software: list functions and what you used them for
For Excel, say which functions you used and for what: Pivot to summarise costs by department, XLOOKUP to reconcile insurance lists, conditional formatting for an 80-person timesheet. For Word: mail merge to print 200 invitations, Track Changes when revising contracts. Add document management software, digital signatures and HR software such as Misa AMIS if you have used them. List the IT application skills certificate (chứng chỉ ứng dụng công nghệ thông tin) or MOS with the year.
Drafting documents in the correct format
Companies' official letters, decisions, notices and minutes usually follow the administrative document format set out in Decree 30/2020/ND-CP: the national name "CỘNG HOÀ XÃ HỘI CHỦ NGHĨA VIỆT NAM" (Socialist Republic of Viet Nam) in bold capitals; the motto "Độc lập - Tự do - Hạnh phúc" (Independence - Freedom - Happiness) in bold lower case, with hyphens between the phrases and a horizontal line underneath. A line in your CV such as "drafted official letters, decisions and minutes in line with Decree 30/2020" gets noticed immediately.
Admin experience written with numbers
Admin work repeats in cycles, so the numbers come from volume and frequency: how many staff you support, how many official letters a month, which costs you reduced. The formula action, number, result looks like this:
Example experience section for an administrative officer
General Administration Officer, X Joint Stock Company, Hanoi, 05/2022 to present
Support an office of 80 staff: buy office supplies worth 25 million VND a month, with spending cut by 12% by consolidating orders and changing suppliers. Process 150 official letters a month in the document management system, with none lost in 3 years. Organise 6 internal events a year, on budget.
Common mistakes in admin CVs
- "Proficient in MS Office" with no functions or examples of work.
- Uneven margins, spelling mistakes, two font sizes.
- Copying the job description word for word, with no numbers.
- No foreign language when applying to assist a foreign manager.
- An unprofessional email address or a careless photo.
The second mistake is spotted before anyone reads the content, because admin recruiters look at the layout first.
English or Vietnamese, and choosing from the 3 templates
Domestic companies accept CVs in Vietnamese. Assistants and secretaries to foreign managers need an English CV with a TOEIC or IELTS score and what you can do in the language: writing emails, translating documents, interpreting in meetings. One page is enough.
This group has 3 templates, all compact, in a single muted colour and still clear when printed in black and white. Admin staff should choose a one-column template; assistants and secretaries a two-column one, so languages and software sit in the side column. Each template offers 10 layouts, 36 backgrounds and 69 fonts; fill it in from your profile and download a PDF.
Frequently asked questions
Yes; many good administrators studied languages, economics or law. What you need to prove is your drafting and spreadsheet skills and your attention to detail, through work you did on internships or in part-time jobs.
Private companies do not require one, but it is quick evidence of your Excel and Word skills. For state agencies, the IT application skills certificate is often an application requirement.
List them with evidence: "no official letters lost in 3 years", "managed the board's diary and documents". Adjectives on their own are not convincing.