Administrative Assistant CV example: complete and up to date for 2026

This administrative assistant CV example is designed for small and medium businesses, professional firms, trading and manufacturing companies in 2026. It shows how to describe e-invoicing, cash and bank records, accounts receivable and payable, bank reconciliations, payment reminders, ERP software and Excel, in a clear CV that ATS software can read.

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What an administrative assistant does

An administrative assistant handles the company's daily documents and money flows: invoices, payments, collections, banks and relations with the accountant and consultants.

  • Receivables and payables

    The core of the role in SMEs.

    • Issuing customer invoices and checking their transmission.
    • Receiving, checking and recording supplier invoices.
    • Managing collections, payments and due dates.

  • Basic bookkeeping

    In many companies the full accounts are kept by the accountant, but someone has to prepare the data.

    • Cash and bank records.
    • Bank reconciliations.
    • Collecting documents for VAT, closings and financial statements.

  • Office support

    In smaller companies the role is also organizational.

    • Managing email, certified email, phone and archive.
    • Supporting staff (attendance, expense claims) and managers.

In short:

This is a role where accuracy, order and reliability matter most. Your CV must show which tasks you handled independently and with which tools.

Administrative assistant with 6 years of experience in trading and manufacturing SMEs. I manage accounts receivable and payable: e-invoicing, cash and bank entries, payment schedules, bank reconciliations and customer reminders. I work closely with the external accountant on periodic deadlines and use ERP software and advanced Excel every day. Accurate, organized and used to handling several priorities during closing periods.

[Email]

[Address]

[Phone]

[Date of Birth]

[Nationality]

[Social]

Skills

  • E-invoicing (Italian SdI system)

  • Accounts receivable and payable

  • Cash and bank records

  • Bank reconciliations

  • Payment schedules and reminders

  • Supplier payments and online banking

  • Support with VAT and closings

  • ERP software

  • Advanced Excel (pivot tables, XLOOKUP, SUMIFS)

  • Certified email and digital archiving

  • Accuracy and meeting deadlines

  • Data confidentiality

Languages

  • Italian

    Level: Native

  • English

    Level: Intermediate (B1)

EUROPEAN FORMAT
Administrative Assistant
[Name]
[Surname]

Experiences

__SET_DATE__

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Administrative Assistant

Mechanical manufacturing SME (45 employees), Treviso

  • Issued around 250 electronic invoices a month through the ERP and checked notifications from the Italian e-invoicing system (SdI) for rejections and deliveries.
  • Recorded supplier invoices and matched them with purchase orders and delivery notes before approval.
  • Kept cash and bank records and reconciled 4 bank accounts monthly.
  • Managed the customer payment schedule and sent reminders, reducing receivables overdue by more than 60 days by about 30% in one year.
  • Prepared supplier payment runs and bank transfers via online banking for management approval.
  • Supported the external accountant with VAT settlements, monthly closings and the annual financial statements by preparing the required documents.
  • Collected attendance data and sent it to the payroll consultant.
  • Built monthly Excel reports on sales and collections (pivot tables and XLOOKUP) for management.

__SET_DATE__

__SET_DATE__

Administration and office assistant

Electrical supplies trading company, Treviso

  • Entered customer orders and prepared delivery notes.
  • Issued sales invoices and archived documents digitally.
  • Managed the switchboard, email and the company's certified email (PEC).
  • Handled administrative queries from customers and suppliers and checked payments.

Education

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__SET_DATE__

Technical diploma – Administration, Finance and Marketing

Technical Institute of Economics, Veneto

How to write an effective admin CV

Admin job ads receive a lot of applications. Your CV must show your level of independence immediately.

What to highlight

Answer these questions in your profile.

  • Which part of administration you handle: receivables, payables, banks, credit control, payroll.
  • How far you go: basic entries, adjustments, support for financial statements.
  • Which ERP and tools you use.
  • In which kinds of companies: SMEs, firms, groups, sector.

Useful numbers

They make your responsibilities concrete.

  • Invoices issued or recorded per month.
  • Number of bank accounts managed.
  • Measurable results: fewer overdue receivables, faster closings.

Work experience

For each role give your job title, type and size of company, city, dates and 5-8 concrete tasks.

How to describe tasks

Start with the most important and most independent tasks.

  • Use precise verbs: issued, recorded, reconciled, prepared, checked.
  • State volumes and frequency (daily, monthly, yearly).
  • Clarify what you did independently and what in support of others.

Company size and sector

They help the recruiter understand the context.

  • Give the number of employees or turnover, if not confidential.
  • State the sector: trade, manufacturing, services, construction.

Technical and soft skills

Choose 8-12 precise skills. Avoid generic entries like “accounting” without detail.

Technical skills

The most requested in job ads.

  • E-invoicing and the e-invoicing exchange system.
  • Cash and bank entries, basic bookkeeping and reconciliations.
  • Payment schedules and reminders.
  • Withholding taxes and tax payment forms, if you handle them.
  • Excel: pivot tables, lookup functions, conditional formatting.

Soft skills

Link them to real examples.

  • Accuracy and data checking.
  • Organization and deadline management.
  • Confidentiality.
  • Polite but firm communication when chasing payments.

Education and certifications

A business diploma or an economics degree is a good start, but practical courses count too.

What to include

In order of relevance.

  • Business/accounting diploma or economics degree.
  • Courses in accounting, payroll, e-invoicing.
  • Excel courses or IT certifications.
  • Language courses, if the company works abroad.

ERP software and IT tools

Knowing ERP software is often a requirement: list it precisely.

What to write

Give the software name and how well you use it.

  • ERP and accounting software used (for example SAP Business One, TeamSystem, Zucchetti, Danea, Mexal or others).
  • Corporate online banking and payment portals.
  • E-invoicing and digital archiving portals.
  • Office or Google Workspace, with your Excel level.

If the ad asks for software you do not know

List what you know and stress that you learn quickly: ERP systems work in similar ways, and many companies know it.

Keywords from job ads

Many companies and agencies filter CVs with ATS software. Use the words from the ad when they truly describe your work.

Frequent keywords

Use them in your profile, experience and skills.

  • Administrative assistant / accounts assistant / admin back office
  • E-invoicing / accounts receivable / accounts payable
  • Bookkeeping / bank reconciliations / payment schedule
  • Credit control / reminders / supplier payments
  • ERP / accounting software / Excel / pivot

Check your CV

With WizardsCV's free ATS checker you can compare your CV with a job ad and see which keywords are missing.

ATS-friendly format and layout

For an admin role, the CV itself is an example of your order and accuracy.

Practical rules

Order and consistency.

  • One or two pages, precise alignment, dates in the same format.
  • Standard section titles and selectable text.
  • No typos: in this job they are noticed immediately.
  • PDF with a clear name.

Mistakes to avoid

Mistakes that cost interviews for admin roles.

The most common

Check your CV line by line.

  • Writing “accounting” without saying to what level.
  • Claiming you kept the full accounts when you only entered data.
  • Not listing the software you used.
  • Typos, inconsistent dates, mixed formats.
  • Long lists of basic IT skills (e.g. “internet use”).

Junior administrative assistant CV

If you are starting out, focus on education, internships and tools.

What to highlight

Even short experiences count.

  • Internships in administration or accounting firms.
  • School accounting projects or business simulations.
  • Courses in Excel, e-invoicing, accounting.
  • Office or front-desk experience.

Profile example

Concrete and honest.

  • “Graduate in Administration, Finance and Marketing, with a 6-month internship in an accounting firm (invoice entry and bookkeeping). Good knowledge of Excel. Looking for a junior administration role.”

Cover letter

It is more often requested for office roles: it must be short, tidy and error-free.

Structure

Three short paragraphs.

  • The position you are applying for and how you found it.
  • Your main experience and tools, linked to the ad.
  • Availability and closing.

Short example

Adapt it.

  • “I am applying for the administrative assistant position. Over the last 6 years I have independently managed e-invoicing, bookkeeping, reconciliations and payment reminders in a manufacturing SME, working with the accountant on closings. I use ERP software and advanced Excel. I would be glad to discuss this further in an interview.”