A cover letter is your chance to make a great first impression on a potential employer. It’s a document that you attach to your resume when applying for a job, offering a more personal view of your skills, experiences, and enthusiasm for the position.
Purpose of a Cover Letter
The main purpose of your cover letter is to show the employer that you’re the perfect fit for the role. You want to highlight your relevant skills and achievements, and explain how they make you uniquely qualified. The cover letter also demonstrates your writing and communication skills, giving the employer a sense of your personality and work style.
Format and Structure
In general, your cover letter should have the following structure:
- Header: Include your name, contact information, and the date.
- Salutation: Address the letter to the hiring manager by name, if possible.
- Opening paragraph: Introduce yourself and express your interest in the position.
- Body paragraphs: Discuss your experience, skills, and achievements that are relevant to the job.
- Closing paragraph: Thank the reader for considering your application and mention your desire for an interview.
- Sign-off: Use an appropriate closing, like “Sincerely,” followed by your full name.
Tailoring Your Cover Letter
It’s essential to tailor your cover letter for each job application. Show that you’ve researched the company and explain why you’re excited about working there. Focus on the specific requirements outlined in the job description, and match those with your skills and experiences. This personalized approach will help you stand out from other candidates.
Cover Letter Structure
When writing your executive assistant cover letter, it’s important to organize it into distinct sections. Following a logical structure helps you present a professional and coherent message.
Opening Paragraph
Start your cover letter with a strong, attention-grabbing opening paragraph. Introduce yourself and mention the executive assistant position you’re applying for. You can mention how you found the job posting, whether it was through a job board, networking, or a personal referral.
Body
In one or two paragraphs, highlight your main qualifications and relevant experiences as an executive assistant. Focus on achievements and quantifiable results, such as increasing efficiency by a certain percentage or improving booking systems. Use bullet points to make your accomplishments stand out and easier to read. For example:
- Increased scheduling accuracy by 20% by implementing new calendar management tools
- Streamlined communication between departments, reducing overall response times by 15%
You should also demonstrate how your skills match the specific job requirements detailed in the job posting. For instance, if the posting mentions knowledge of a particular software or the ability to handle multiple tasks simultaneously, explain how you meet those criteria.
Closing
Wrap up your cover letter with a brief closing paragraph. Express your enthusiasm for the position and mention that you’re looking forward to the opportunity to contribute to the company. Invite the hiring manager to contact you for further discussion or to schedule an interview. Avoid using clichรฉ phrases like “I look forward to hearing from you” โ try to be more personal and genuine.
Lastly, sign off your letter with an appropriate closing, such as “Sincerely,” followed by your full name. If you are submitting a hard copy, leave space for your handwritten signature above your typed name.
Making a Compelling Introduction
Your introduction should grab the reader’s attention and make them want to continue reading your letter. Here are some tips and examples to create a powerful and engaging opening.
First, address the hiring manager by name whenever possible. This helps personalize your letter and shows that you did your research. If you can’t find the name, use a professional salutation, like Dear Hiring Manager or Dear [Company] Team.
For example:
Dear Mr. Smith,
Next, mention the position you’re applying for right away. Be precise about the job title and where you found the listing. This helps the recipient understand the purpose of your letter quickly.
For example:
I was thrilled to find the Executive Assistant opening on your company website.
To showcase your enthusiasm, include a brief statement about what excites you most about the company or the role. This can be a powerful way to make a connection with the reader.
For example:
Having admired the innovative products and exceptional services provided by your organization, I am eager to contribute my skills and experiences to your team.
Now, highlight your most relevant skills or accomplishments that will make you stand out from other candidates. Choose one or two key achievements that demonstrate your ability to excel as an executive assistant.
For example:
With over five years of experience in providing high-level support to C-level executives and proven organizational skills, I am confident in my ability to manage complex projects and multitask efficiently at your organization.
Relevance to Job Description
When crafting your executive assistant cover letter, it’s important to emphasize how your skills and experience match the job description. To do this effectively, you should:
- Read the job description thoroughly. Make sure you understand the responsibilities and requirements of the role. Take note of any specific skills or qualifications the employer is looking for, as well as any soft skills or personality traits they value. This will help you tailor your cover letter to the specific organization and role.
- Highlight relevant experience. Show how you already have experience in similar tasks or roles. Provide concrete examples, such as coordinating large-scale events, managing travel arrangements, or maintaining complex schedules. Use specific numbers or achievements whenever possible, like reducing costs by a certain percentage or supporting multiple executives at once.
- Showcase transferrable skills. Even if you don’t have direct experience in an executive assistant role, demonstrate how your current skillset transfers well to the position. For instance, if you excelled at project management, communication, or organization in a previous job, highlight those abilities. Related: Top Transferable Skills Every Company Wants
- Explain how you will apply your skills. Relate your past experiences and skills to the actual tasks and responsibilities described in the job posting. Explain how your specific expertise will benefit the company and the executive you would be working for. Related: What Are Soft Skills? (and How to Showcase Them)
- Use action verbs. Strong action verbs can make your cover letter stand out. Use words like organized, managed, coordinated, and collaborated, to describe your relevant experiences and skills.
Presenting Your Achievements
As an Executive Assistant, your cover letter should show off your most significant achievements. Give your cover letter a touch of personality while highlighting your relevant experience, skills, and accomplishments. Remember, showcasing your key selling points will let the hiring manager understand the value youโd bring to the role.
Bullet Points for Impact: To make your achievements stand out, use bullet points to highlight your top three to five accomplishments. This format helps break up the blocks of text and draws the reader’s eye, making it easier for them to absorb the most important information.
- Increased efficiency by 25% by implementing new task management software
- Successfully managed the schedules of four executives concurrently
- Oversaw a budget of $500,000, ensuring all expenses were within budget and well-allocated
Quantify Results: When possible, quantify your accomplishments by including specific numbers, percentages, or other measurable results. Doing so helps to paint a clear picture of your abilities and the kind of impact you could have on a prospective employer’s organization.
For example, instead of saying “Managed schedules“, try “Managed schedules, organizing over 30 meetings weekly and coordinating with multiple departments for cross-team collaboration.“
Tailor Your Examples: While you want to showcase your most amazing achievements, it’s also important that you tailor your examples to fit the job description. Try to choose examples that demonstrate the most relevant skills and experience to the role you’re applying for.
If the role calls for someone who is detail-oriented, you could mention: “Developed a new filing system, boosting document retrieval efficiency by 35%.“
Customizing for the Company
When crafting your executive assistant cover letter, it’s important to tailor it specifically for the company and role you’re applying for. This shows the employer that you’ve done your research and are genuinely interested in the position. Here are a few steps to help you customize your cover letter effectively:
Research the Company
Spend some time researching the company’s values, goals, and culture. Look for any information that can help you align your skills and experiences with their needs. For instance, if the company puts a strong emphasis on sustainability, you could mention your experience in organizing eco-friendly events or initiatives.
Identify Keywords
Go through the job description and identify the keywords related to the skills, experience, and qualifications the employer is looking for. Make sure to incorporate these keywords in your cover letter to increase the chances of your application getting noticed.
Address the Hiring Manager
If possible, find out the name of the hiring manager and address them directly in your cover letter. This personalizes your application, making it more likely to stand out among the crowd.
Highlight Achievements
Show the employer how you can add value to their organization by highlighting your accomplishments relevant to the executive assistant role. Quantify your achievements whenever possible. For example, if you successfully managed a team of four and helped increase office efficiency by 20%, make sure to mention it in your letter.
Reflect Company Culture
Show that you’re a great fit for the company culture by aligning your writing style and tone with the organization’s ethos. If the company is formal and conservative, keep your cover letter professional and concise. On the other hand, if it’s a more laid-back and creative environment, don’t be afraid to let your personality shine through.
Sealing with a Strong Conclusion
To wrap up your executive assistant cover letter, focus on expressing enthusiasm for the position and emphasizing your strong belief in your suitability for the role. Here are a few important components to include in your conclusion:
- Reiterate your interest: Let the hiring manager know how excited and passionate you are about joining their team as an executive assistant. Mention the specific aspects of the company or role that appeal to you.
- Highlight your skills: Take the opportunity to briefly restate your top skills and experiences that make you the ideal candidate for the executive assistant position.
- Express availability: Convey your openness to further discuss your qualifications and experience in an interview. Sharing your availability demonstrates your eagerness to move ahead in the hiring process.
- Thank the reader: Always express gratitude to the hiring manager for their time and consideration. A genuine and simple “thank you” can go a long way in leaving a positive impression.
Here’s an example of how you could craft a strong conclusion for your executive assistant cover letter:
“As a highly-organized and proactive professional, I am enthusiastic about the opportunity to contribute to your team’s success as an executive assistant. I am confident that my extensive administrative experience, time management skills, and ability to anticipate executive needs make me an excellent fit for this position. I would welcome the opportunity to discuss my qualifications further in an interview at your convenience. Thank you for considering my application.”
Examples of Strong Cover Letters
Example 1: Demonstrating Relevant Experience
Dear [Hiring Manager],
As a dedicated and passionate professional with over 5 years of experience in providing top-notch administrative support, I am thrilled to apply for the Executive Assistant position at [Company Name]. I am confident that my expertise in project management and exceptional interpersonal skills make me the ideal candidate for this role.
During my time at [Previous Company], I successfully managed and coordinated multiple executive-level projects and provided key support in planning and executing strategic initiatives. My attention to detail and ability to efficiently prioritize tasks helped me exceed expectations and contribute to the company’s overall success. In this role, I also honed my skills in:
- Calendar management: Streamlined both personal and professional calendars for C-level executives, ensuring timely attendance to all meetings and events.
- Meeting coordination: Scheduled and organized weekly team meetings, quarterly strategy sessions, and annual board meetings, managing all logistics and communication.
- Travel arrangements: Booked cost-effective and convenient travel itineraries for executives and stakeholders, handling any last-minute changes with ease.
I look forward to discussing further how my experience and skills can contribute to [Company Name]’s success as an Executive Assistant. Thank you for considering my application.
Sincerely,
[Your Name]
Example 2: Emphasizing Diverse Skill Set
Dear [Hiring Manager],
Your Executive Assistant role at [Company Name] caught my attention due to your focus on innovation and growth. With a background in executive support, project management, and event coordination, I am eager to contribute my diverse skills and enthusiasm to your team.
Among my most notable achievements at [Previous Company] were my efforts in organizing company-wide events, such as annual retreats and training seminars. I have also developed expertise in:
- Process improvement: Implemented new systems and tools for document management and day-to-day operations, increasing efficiency by 20%.
- High-stakes communication: Effectively liaised with clients, vendors, and stakeholders, handling sensitive information discreetly and professionally.
- Problem-solving: Adapted to unforeseen challenges and conflicts, providing support and solutions to ensure seamless operations.
I am excited about the prospect of joining [Company Name] and helping the team operate at its highest potential. I appreciate your time and consideration and look forward to discussing this opportunity further.
Best Regards,
[Your Name]
Frequently Asked Questions
What are the key elements to include in an executive assistant cover letter?
When writing your executive assistant cover letter, make sure to include:
- Your name and contact details.
- A professional greeting.
- A compelling opening paragraph demonstrating your interest in the position.
- A clear outline of your relevant skills and experience.
- Examples of accomplishments that showcase your ability to excel in the role.
- A closing paragraph, expressing your enthusiasm for the position and desire for an interview.
- A professional closing, and your signature.
How can I make my executive assistant cover letter stand out?
To make your cover letter stand out:
- Tailor it to the specific job and company you’re applying to.
- Use a strong and confident tone.
- Share your unique qualifications and accomplishments specific to the role.
- Do thorough research about the company and mention how you can contribute to their goals.
- Employ keywords from the job posting to demonstrate you’ve read and understood the job requirements.
- Use a clean, professional format and avoid overdoing it with fonts or colors.
What’s the ideal length for an executive assistant cover letter?
A well-crafted executive assistant cover letter should typically be one page in length. Aim for three to four paragraphs, focusing on your most relevant skills, qualifications, and achievements. A concise cover letter demonstrates excellent communication skills and respects the reader’s time.
Are there any creative approaches for writing an executive assistant cover letter?
While maintaining a professional tone, consider some of the following creative approaches to enhance your cover letter:
- Begin with a surprising fact or achievement relevant to your experience.
- Share a brief personal story that illustrates your dedication to the role.
- Use a bold statement to pique the reader’s interest and create curiosity.
- Mention a specific instance of how the company’s values align with your own.
You can also add a hook: this can be a question, a bold statement, or a thought-provoking idea related to the position or company. For example: “Are you looking for a detail-oriented and forward-thinking executive assistant who can anticipate the needs of busy executives while maintaining a positive work environment? If so, I am the candidate you seek.”
Always ensure that your creative approach reflects the company’s culture and style.
How should I tailor my cover letter for a specific executive assistant position?
To tailor your cover letter for a specific executive assistant position:
- Address the hiring manager directly, if possible.
- Reference job-specific skills and requirements from the job listing.
- Highlight experiences that directly relate to the tasks and responsibilities mentioned in the job posting.
- Mention the company’s name and any notable achievements or values that resonate with you.
Tailoring your cover letter demonstrates your attention to detail and genuine interest in the position. It also gives the reader a better understanding of how you would fit in their organization.
What common mistakes should I avoid in my executive assistant cover letter?
Avoid these common mistakes when crafting your cover letter:
- Failing to proofread for typos, grammatical errors, or awkward phrasing.
- Simply rehashing your resume rather than presenting a distinct narrative.
- Being too generic or not tailoring the cover letter to the specific job and company.
- Writing overly long paragraphs or lengthy cover letters.
- Emphasizing your personal needs or wants over the company’s needs.
- Using unprofessional or informal language.
Take the time to carefully craft and review your executive assistant cover letter to ensure it accurately and effectively represents your value to potential employers.