Applicant Tracking Systems (ATS) are software tools employers use to screen resumes. They scan for keywords and structured data. If your resume lacks key terms or uses odd formatting, ATS may skip or reject it.
For an Executive Secretary, ATS looks for specific skills like calendar management, travel coordination, minutes taking, and executive support. It also checks for tools like Microsoft Office, Outlook, SharePoint, and electronic filing systems. Certifications such as Certified Administrative Professional (CAP) or courses in records management can also help.
- Use standard section titles: Work Experience, Education, Skills, Certifications.
- Include concrete keywords from job listings: scheduling, travel arrangements, expense reports, meeting coordination, confidential correspondence, transcription, stakeholder communication.
- List software: Outlook, Excel, Word, PowerPoint, Teams, SharePoint.
Avoid fancy layouts. Don’t use tables, columns, text boxes, headers, footers, or images. ATS often reads those parts wrong or skips them.
Choose a common font like Arial, Calibri, or Times New Roman. Save your file as a .docx or a simple PDF. If the job asks for one format, give that exact format.
Common mistakes trip up Executive Secretary applicants. Using creative job titles instead of exact titles reduces keyword matches. Hiding dates or duties in headers or images removes important details. Leaving out core tasks like calendar management or confidential correspondence will hurt your score.
Write clear experience bullets. Start bullets with action verbs like managed, coordinated, prepared, recorded. Keep each bullet short and focused. Match the job’s phrases when they fit your real work.