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Cover letter example

Administrative assistant cover letter example

Recruiters for administrative assistant roles read for precision and for proof that you can manage a flow of documents without losing track.

Name the processes you know (orders, invoices, customer files, HR paperwork), the tools you used, and one improvement you brought to an existing process.

Cover letter example

Replace the parts in brackets with your own details.

Subject: Application for Administrative Assistant, [Department], [Company]

Dear [Name],

I am interested in the administrative assistant position in your [department] team. I completed my BTS GPME through an apprenticeship at [Company], where I then worked for [x] years supporting the purchasing department.

My main tasks were entering purchase orders in [ERP], matching supplier invoices with delivery notes and resolving discrepancies with suppliers and warehouse staff. When I joined, unpaid invoices were tracked in several emails, so I set up a shared Excel tracker with accounting showing the status of each invoice and the missing document. Disputes became easier to resolve because everyone could see where a file was blocked. I also kept supplier compliance documents up to date and prepared the monthly purchasing report.

Your company works with suppliers in several countries. I write and speak English at a professional level, which would help when documents need to be requested abroad.

I would welcome the opportunity to discuss the role with you.

Kind regards,[First Name Last Name][Phone] | [Email]

What to highlight

  • Processes you have handled
  • ERP and Excel skills
  • One example of improving a process
  • Ability to work with several departments
  • Languages if relevant

Mistakes to avoid

  • Listing qualities like 'organised' and 'rigorous' without an example.
  • Ignoring the department named in the job ad.
  • Sending a letter longer than the role requires.
  • Leaving errors in figures or names, which the recruiter will notice.

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Frequently asked questions

Should I send the letter even if it is optional?

Yes, a short one. For administrative roles, it shows your writing and how you present information. Four paragraphs that name your processes and tools are enough, and a recruiter comparing similar resumes will often pick the candidate who took the time to write one.

How do I explain a gap in an administrative career?

In one sentence, without detail, and then move on to what you did to stay current: a training course, temp work, volunteering with administrative tasks. Recruiters focus on whether you can use their tools now.

Can I apply with experience from another country?

Yes. Explain the processes and tools you used, which transfer well. Be honest about what is new to you in France, such as French invoicing rules or local HR documents, and show that you are learning them.

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