Well over 50% of large and medium
organizations are using technologies to scan
resumes for only keywords
Unlike a paper resume, an electronic resume
isn’t made to catch a reader’s eye. Only a
computer will see it.
Focus on technical and professional areas of
expertise, industry-related jargon, and work
Include the names of organizations of which
you are a member.
Always be specific. Example, It may be fine to
include "computer literate," you also want to list
specific software that you are proficient in
It’s not necessary to have a Keyword Summary at the
beginning of a resume if care has been given to using
keywords in whole resume. However, it’s
recommended it in most cases for the following
Keyword Summary provides an opportunity to include
other variations of a keyword that may not fit in the
rest of the resume.
The more keywords you have, the greater the
likelihood of ranking high.
Keywords are somewhat subjectively chosen by the
resume reviewer — and by the resume author — so it
is safer to ensure all possible keywords are covered.
PREPARING KEYWORDS FOR
Take a highlighter to a printed version of your resume.
Highlight all of the keywords that you find. These are
your keyword hits so far.
Make a list of synonyms and all forms and tenses of
your existing keywords, e.g., procurement, procured,
purchasing, purchased, etc.
From this list, and the existing keywords highlighted in
your printed resume, create a "Keyword Summary" and
place it after your name and address or after the
Use common industry acronyms such as ISO or TCP/IP,
but spell out less common abbreviations, or better yet,
use both forms.
Separate keywords with commas or periods in the
Scanning Can Dramatically Change Your Resume
Many OCR programs make mistakes when reading words or special
characters such as underlining, italics or bullets. Below, you can see how
scanning dramatically changed Fran's resume.
Convert your Resume to Electronic
Create and save your nicely formatted resume using
Take out underlines, lines, bolds, centering, italics,
bullets, indents or special formatting.
Use asterisks *'s or hyphens -"s to replace bullets and
check all lines carefully for words that have been
dropped onto a line by themselves.
Highlight text & select Courier 12 and left align your
text. (Use courier to make sure letters don’t touch)
Double check each line to make sure that it has word
wrapped with no extra spaces.
Set the page margins at 6.5 inches.
Convert your Resume to Electronic
Use "save as" command to save the file under a
different name as "text only."
Open the file using MS Notepad.
Put a blank line between your headings and
paragraphs to make your skill headings stand out.
Check and correct any other errors.
Save this file under a different file name with "save as"
command. It automatically saves the file as a .txt.
Convert your Resume to Electronic
Print the file. Proofread your resume and use the
hard copy as your scannable resume.
Print scannable resumes on white paper only and
only send originals.
Send your resume flat in a large envelope. Do not
fold or staple it.
5540 B Street * Bridgeton, Missouri 63044
314.555.1697 * firstname.lastname@example.org
Skilled and dedicated Executive Assistant with more than 12 years’ experience coordinating, planning, and
supporting daily operational and administrative functions.
** Demonstrated capacity to provide comprehensive support for executive-level staff; excel at scheduling
meetings, coordinating travel, and managing all essential tasks.
** Proven track record of accurately completing research, reporting, information management, and marketing
activities within demanding time frames.
** Adept at developing and maintaining administrative processes that reduce redundancy, improve accuracy
and efficiency, and achieve organizational objectives.
** Highly focused and results-oriented in supporting complex, deadline-driven operations; able to identify
goals and priorities and resolve issues in initial stages.
** Proficient in Microsoft Office Suite (Word, Outlook, Excel, PowerPoint), Visio, QuickBooks; Windows and
Mac OS; type 90 wpm with complete accuracy.
Executive Assistant, Executive Support, Administrative Support, Office Administration, Office Manager, Office
Administrator, Research, Customer Service, Time Management, Appointment Setting, Scheduling, Customer
Support, Client Relations, Accounting, Budget, Finance, Financial, Documenting, Reporting, Invoicing, Data
Entry, Phone Support
The Exceptional Administrative Assistant Seminar ~ Top Skill Seminars
Indispensable Executive-level Support ~ Top Skill Seminars
SPTM SYSTEMS, Inc., St. Louis, Missouri
-- Executive Assistant, 12/2004 to Present
Provide high-level administrative support to Chief Financial Officer of leading manufacturer of solid-imaging
products and solutions with more than $75 million in annual revenue. Perform a variety of key
functions, addressing inquiries of current and potential shareholders, communicating with marketing
department regarding investor-relations initiatives, and maintaining investor database. Collaborate with CFO
to oversee distribution of financial releases to NASDAQ. Develop spreadsheets to improve and inform
and risk-assessment initiatives. Prepare meeting agendas and carefully monitor all action items.
** Reduced company travel expenses by $47,000 within first three months of tenure by identifying
travel agencies and negotiating vendor contracts.
** Successfully coordinated and hosted numerous client seminars, creating invitations and promotional
materials, booking venues, and selecting guest speakers.
SMITH, INC, St. Louis, Missouri
-- Administrative Assistant, 10/2000 to 11/2004
Served as Administrative Assistant for three partners and one principal of financial-services firm with more
than 75 locations nationwide. Directed all administrative and project-support efforts. Conducted in-depth
business-development research and compiled results for review by proposal team. Created presentations
scheduled all executive-level meetings and travel. Prepared biweekly time, expense, and travel reports.
Managed invoicing and billing processes.
** Proactively developed vital competitive analysis process to facilitate implementation of aggressive
** Effectively managed license renewal process for all financial service representatives.
If an employer gives you a choice of sending in a
copy of your text version (scannable) or emailing
your resume, choose to email in your resume. If it is
already an electronic file, the software can read it
If you must send in a scannable resume, send a
visual resume in as well, with a post-it labeling each.
There are more sophisticated scanning devices
now, which are less likely to make mistakes, but
these are expensive. So, design your scannable
resume to be scanned correctly by both older and
newer scanning software.