Assistant CV Example

A strong assistant CV is one to two pages, reverse-chronological, and error-free. Your CV is your work sample, so typos or inconsistent formatting directly contradict the attention to detail the role demands. Proofread multiple times.

Format and length

One page for entry-level or graduate assistant roles; two pages if you have four or more years of PA or EA experience. Use clear section headings, consistent fonts (10-12pt), and plenty of white space so recruiters can scan quickly. No photo, no date of birth.

Section order

1. Contact details – name, location (city), mobile, email, LinkedIn URL.
2. Personal statement – two to three sentences summarising your experience level, core PA skills and what you bring to the role.
3. Key skills – a short list (8-12 items) of software, tools and assistant-specific competencies. Name your stack explicitly: Microsoft 365, Google Workspace, Asana, Trello.
4. Work experience – reverse-chronological roles with 3-4 achievement bullets each. Lead with the core duties recruiters scan for: diary and calendar management, travel and hotel bookings, itinerary handling, meeting scheduling. If you held multiple roles at the same employer, group them together to show internal progression rather than looking job-hoppy.
5. Education – degrees, A-Levels and relevant qualifications in reverse-chronological order.
6. Certifications and achievements – PA diplomas, secretarial qualifications, MS Office certifications. Put these near the top of the page (in a skills or achievements section) so they are not overlooked.
7. Additional information – languages, volunteering or professional memberships if relevant. Omit generic interests.

What to include in each section

Use assistant-specific action verbs to open each bullet: Assist, Arrange, Coordinate, Ensure, Maintain, Manage, Oversee, Prepare, Record, Schedule. These map directly to EA and PA duties and beat vague phrasing like "responsible for".

Assistant work can feel invisible, so your CV must translate daily support into measurable impact. Recruiters want to see the result of your work, not a list of duties. Use the result-plus-metric pattern: what you did, the outcome, and a number that proves it.

The result-plus-metric pattern

Weak (duty): Responsible for managing diaries and booking travel for senior managers.

Strong (achievement): Managed diaries for three senior managers, coordinating approximately 60 client meetings per month with zero double-bookings, and arranged international travel achieving 15% cost savings through preferred supplier agreements.

Weak (duty): Took minutes at board meetings and distributed papers.

Strong (achievement): Recorded detailed minutes for monthly board meetings, circulating draft notes within 48 hours and maintaining a secure archive of decisions and action points for eight directors.

Weak (duty): Handled confidential documents and maintained filing systems.

Strong (achievement): Maintained confidential personnel files and contract records for 120 employees, ensuring GDPR compliance and supporting two internal audits with zero findings.

Quantify assistant impact

Numbers turn invisible support work into measurable value. Where possible, include:

• Volume: number of meetings coordinated per month, travel bookings arranged, expense claims processed.
• Cost savings: percentage reduction in travel spend, supplier consolidation, negotiated rates.
• Efficiency gains: time saved through new systems, reduction in errors, faster turnaround.
• Scope: number of executives supported, size of budgets managed, number of board members served.

Assistant-specific action verbs

Open each bullet with a verb that maps to PA and EA duties:

• Arrange – travel, accommodation, itineraries, logistics.
• Coordinate – diaries, meetings, schedules, events.
• Manage – calendars, budgets, records, stakeholders.
• Prepare – board packs, meeting papers, reports, presentations.
• Record – minutes, notes, decisions, action points.
• Schedule – appointments, calls, meetings, site visits.
• Maintain – filing systems, databases, confidential records.
• Oversee – junior admin staff, office operations, supplier relationships.
• Ensure – compliance, accuracy, confidentiality, timely delivery.
• Process – expenses, invoices, purchase orders, claims.

Before and after examples

Demonstrate scheduling under pressure: managing multi-person, busy calendars without double-booking and getting the right documents to the right people at the right time. Reference the scheduling tools you use (Outlook, Google Calendar, Calendly) to prevent clashes and show you can handle complexity.

Most PA and EA roles require A-Levels or equivalent as a minimum, though many employers value relevant experience and certifications over degree-level qualifications. If you are a recent graduate, include relevant modules or placements that demonstrate admin or organisational skills. If you have several years of experience, keep the education section brief and let your work history lead.

Qualifications to include

• Degrees – business administration, management, languages or related fields. Include institution, degree title, field of study and dates. If you graduated within the past three years, you can add a line about relevant modules or a placement.
• A-Levels and equivalent – list subjects and institution. Omit grades unless specifically requested or if they are exceptional.
• PA and secretarial diplomas – Level 3 Diploma for Personal Assistants, Level 4 Diploma in Business and Administrative Management, or equivalent qualifications from the Institute of Administrative Management. These signal formal training in PA duties and should appear near the top of your CV (in a certifications or achievements section) so they are not overlooked.
• Microsoft Office certifications – Microsoft Office Specialist (MOS) for Word, Excel, PowerPoint or Outlook. Employers value these because they prove proficiency in the tools you will use daily.
• Google Workspace certifications – if you have formal Google Workspace training or certification, include it.
• Project management or CRM training – certifications in Asana, Trello, Monday.com or Salesforce can differentiate you, especially for EA roles supporting operations or sales teams.

What not to include

• GCSE results (unless you have no higher qualifications).
• Expired or irrelevant training (e.g. first aid from ten years ago, unless the role specifically requires it).
• Unrelated hobbies or interests that add no value ("reading, socialising").

If you are changing career into a PA role, lead with transferable skills: any role with organisational responsibility, financial handling, or stakeholder liaison can be reframed as assistant experience. Highlight diary coordination, confidential document handling, meeting support and software proficiency to bridge the gap.