Resume Writing Tips for Steno & Office Assistant

Introduction

Your resume is often the very first impression you give to potential employers. For stenographers and office assistants, this document must highlight not just your qualifications but also your ability to manage fast-paced environments, handle confidential information, and support smooth office operations. An optimized resume will help you get past Applicant Tracking Systems (ATS), grab recruiters’ attention, and ultimately land interviews. Let’s dive into the essentials that will elevate your resume to the next level.

1. Resume Summary

The resume summary is your elevator pitch—a concise snapshot of your professional identity, relevant experience, and key accomplishments. This section should immediately convey your value to hiring managers, focusing on your reliability, speed, accuracy, and organizational skills—traits essential for stenos and office assistants.

Example: "Detail-oriented stenographer with 5+ years experience in high-volume legal and corporate environments. Proficient in shorthand, transcription, and office administration. Consistently praised for accuracy, confidentiality, and efficient multitasking. Adept at streamlining office workflows to support team productivity."

2. Key Skills

Highlighting relevant skills is crucial, particularly those that match the job description and demonstrate your proficiency with industry-standard tools and techniques. Here are ten must-have skills for steno and office assistant resumes:

• Shorthand Proficiency (e.g., Gregg, Pitman)
• Transcription Accuracy & Speed
• Office Administration & Scheduling
• Data Entry & Database Management
• Customer Service & Communication
• Document Management & Filing
• Time Management & Multitasking
• Confidentiality & Discretion
• MS Office Suite (Word, Excel, PowerPoint)
• Communication & Interpersonal Skills

3. Achievements

While listing responsibilities informs employers what you did, highlighting achievements shows how well you did it. Focus on your contributions and results to set yourself apart.

Example of turning a responsibility into an achievement: Instead of “Handled transcription tasks,” say “Transcribed and delivered 98% error-free official meeting records within 24 hours, improving departmental documentation turnaround by 30%.”

4. Tailor to Job

One-size-fits-all resumes rarely perform well. Always customize your resume to match the specific job description. Use keywords and phrases from the posting to increase your chances of getting noticed by ATS and recruiters. This includes skills, tools, certifications, and even soft skills relevant to the role.

5. Tools

• Microsoft Office (Word, Excel, Outlook, PowerPoint)
• Google Workspace (Docs, Sheets, Calendar)
• Stenography Software (e.g., Stenograph, Case CATalyst)
• Dictation and Voice Recognition Tools (e.g., Dragon NaturallySpeaking)
• Calendar & Scheduling Apps (e.g., Microsoft Outlook, Google Calendar)
• Database Management Systems
• Electronic Filing Systems
• Cloud Storage Platforms (e.g., Dropbox, OneDrive)
• Communication Platforms (e.g., Zoom, Microsoft Teams, Slack)
• Time-Tracking Software (e.g., Toggl)

6. Metrics

• Transcription accuracy rate (e.g., 98%+ accuracy)
• Volume of documents processed daily or monthly (e.g., 50+ pages per day)
• Turnaround time reduction for reports or meeting minutes (e.g., delivered within 24 hours)
• Number of calendar or meeting schedules managed weekly
• Improvement in office workflow efficiency (e.g., streamlined processes increasing productivity by 20%)

7. Education

• High School Diploma or GED (required for many roles)
• Certification in Stenography or Court Reporting
• Associate Degree in Office Administration or related field (optional but valuable)
• Relevant Continuing Education (e.g., Microsoft Office Specialist certification)

8. Format

• Use clear headings and consistent font styles for easy scanning
• Keep margin widths wide enough (0.7”–1”) for readability and ATS compatibility
• Utilize bullet points for responsibilities and achievements
• Avoid graphics, photos, or complex tables that confuse ATS parsing

9. Concise

Stick to two pages, max. Be succinct. Prioritize the most relevant and impactful information. Each bullet should communicate value without verbosity.

10. Bonus

• Include a link to a professional LinkedIn profile or online portfolio if applicable
• Use action verbs like “coordinated,” “managed,” “streamlined,” “transcribed,” and “collaborated” to energize your descriptions

Examples

• “Coordinated schedules for 10+ executives, reducing appointment conflicts by 25% through proactive calendar management.”
• “Implemented a digital filing system that decreased document retrieval time by 40%, enhancing office efficiency.”

Conclusion

In sum, a standout resume for steno and office assistant roles does more than list duties—it showcases your impact through measurable achievements, your leadership in managing office tasks, and your analytical ability to optimize processes. By carefully tailoring your resume to each job, emphasizing relevant skills and tools, and presenting your experience with clarity and precision, you position yourself as a candidate who not only fulfills the role but enhances the organization. Invest the time to craft your resume with these best practices and watch new career opportunities unfold.