Administrative assistant postings tend to repeat the calendar, the files, and a few office tools: meeting minutes, data entry, purchase orders, travel arrangements, and names such as Excel, Microsoft Word, Microsoft Outlook, and PowerPoint. Reflect a tool only under the name you actually used. The single words Word and Outlook are easy to over-read, and this site’s list does not treat them as products by themselves.
The posting and the snippet below are fictional. Counts come from the job description keyword extractor and the resume keyword matcher as they run now. The score is literal keyword overlap, not an ATS pass rate.
Words that recur for this role
Common labels for the work, not a universal list. Say whose calendar, which file, or which program.
| Category | Phrase | How a bullet usually carries it |
|---|---|---|
| Responsibilities | Calendar management | Name whose calendar and what you scheduled. |
| Responsibilities | Meeting minutes | Name the meeting and what you typed after it. |
| Responsibilities | Data entry | Name the sheet and the kind of record. |
| Responsibilities | Purchase orders | Name what you filed or matched. |
| Responsibilities | Travel arrangements | Name what you booked. Leave it off if you only took a message. |
| Tools or systems | Excel | Name the workbook and the entries. |
| Tools or systems | Microsoft Word | The tool looks for Microsoft Word or MS Word, not the word “word” by itself. |
| Tools or systems | Microsoft Outlook and PowerPoint | The tool looks for Microsoft Outlook or MS Outlook. PowerPoint can stand alone. “A positive outlook” is not the product. |
A fictional posting in the extractor
Fictional job description. This is not a real vacancy.
Administrative Assistant Manage calendars for a small office and keep the shared schedule current. Prepare meeting minutes and draft correspondence in Microsoft Word. Book travel arrangements and track confirmations in Microsoft Outlook. Enter data in Excel and file purchase orders. Required: data entry, calendar management, and clear communication. Preferred: PowerPoint for a weekly staff update.
Top skills: Calendar management, Travel arrangements, Purchase orders, Meeting minutes, Data entry, Excel, Outlook, Microsoft Word, and PowerPoint. Tools and software: Excel, Outlook, Microsoft Word, and PowerPoint. The posting says Microsoft Outlook, and the tool labels it Outlook. Soft skills: Communication. Action verbs: Manage. Required and preferred panels each keep the cue sentence.
The combined keyword list has 10 lines: Calendar management, Travel arrangements, Purchase orders, Meeting minutes, Data entry, Excel, Outlook, Microsoft Word, PowerPoint, and Communication. Data and Microsoft are not separate lines. The qualification sentences stay on the required and preferred panels.
The same posting in the matcher
Fictional resume snippet. Not a real applicant.
Administrative Assistant • Kept a shared calendar and typed meeting minutes after the weekly staff meeting. • Entered vendor data in Excel and filed purchase orders. • Skills: Excel, calendar management, data entry.
Keyword overlap is 50. The note reads: 6 of 12 job-description keywords also appear in your resume. The matcher rounds 6 ÷ 12 × 100 to 50. Communication is one of the 12. The extractor lists Communication as its own keyword line.
Matched: Calendar management, Meeting minutes, Purchase orders, Data entry, Excel, and Data. Important skills found: Calendar management, Meeting minutes, Purchase orders, Data entry, and Excel. Data is the repeated fragment, so it stays out of that shorter panel.
Missing: Travel arrangements, Outlook, Microsoft Word, Communication, PowerPoint, and Microsoft. Suggested keywords are those six. The snippet never books travel and never names Word, Outlook, PowerPoint, or communication. Microsoft is missing only because the resume does not use that word.
How to match a resume to a job description and resume bullet point examples keep the same limit on other fictional pages.
A before-and-after bullet
Fictional notes. Typed meeting minutes after the weekly staff meeting. Filed purchase orders. Entered vendor rows in Excel. Did not book travel and did not build a PowerPoint deck.
Before, fictional. “Did office work and supported the team.”
After, fictional. “Typed meeting minutes after the weekly staff meeting and filed purchase orders.” Frequency is the weekly meeting. The file type is the purchase order. Outlook, Word, and PowerPoint stay off.
Check a draft you actually wrote
Use the keyword extractor on the posting, then the keyword matcher on the original posting and your resume. The resume skills extractor lists tools the resume already names. It will not invent Microsoft Word from “word.” The tools run in the browser. Pasted text is not sent to a server or an AI service.
Frequently asked questions
Short answers.
My posting says Outlook, not Microsoft Outlook. Will the tool list it?
Not as a tool. This list looks for Microsoft Outlook or MS Outlook, because “outlook” is also an ordinary noun. If the posting only says Outlook and you used that program, you can still write Microsoft Outlook or Outlook in your own bullet. The overlap check will see the words you actually typed.
Does a high overlap score mean I will get an interview?
No. A high score does not guarantee interviews. This fictional pair scores 50, from 6 of 12 phrases, including the loose word Data. That is not an ATS pass rate.
Is the text I paste sent to a server or an AI service?
No. The keyword extractor, keyword matcher, and skills extractor process pasted text in your browser. It is not sent to a server or an AI service. The privacy policy says the same about the free tools.
Should I add the word Microsoft so the missing token goes away?
No. On this pair Microsoft is missing because the resume names Excel, not Microsoft Word or Microsoft Outlook. A bare “Microsoft” does not say which program you used. Add a product only when you used it, and name the task.