8 Tips for Making a Portfolio for an Administrative Executive Assistant

Updated on May 23, 2020

You are happily working in your career as an administrative assistant. Your days are filled with projects and tasks that require meeting deadlines, juggling priorities, and managing crises. How are you supposed to make a professional portfolio, too? Try these 8 tips.

1. Make a File

You just open a file on your computer or in your desk drawer. Label it "Career Portfolio." Use Dropbox or OneNote or your mobile app. Just pick a spot to save items relating to your career that you can easily navigate.

Now you have a designated place to put the items in your portfolio. Nothing fancy—just one spot that is easy for you to remember. Make a file because you deserve it!

2. Remind Yourself

Set up a reminder on your calendar to work on your portfolio. Give yourself a workable schedule, whether it's monthly, quarterly, every six months—at least once a year. With set reminders, you will be more likely to follow through and maintain your portfolio.

Again, nothing fancy here. Set aside a half-hour timeslot on a regular basis to work on your portfolio and keep it up to date. You may need more when you first begin. Once you have your first presentation completed, maintaining your portfolio will take less time.

3. Suggestions of Career Items to Keep

  • Work samples: a brochure you designed, a web page you maintain, a chart, a report, a spreadsheet
  • Thank you notes/compliments from bosses, from other executives, and co-workers whether handwritten, in letter form, or emailed
  • Thank you notes from customers
  • Certificates received for accomplishments
  • Certificates received for completing workshops or seminars or college courses
  • News articles about you and/or your work
  • Work-related articles or blogs authored by you
  • List of recently read publications (books, articles, magazines) hopefully shows not only your enthusiasm for your industry and your growth potential but also your other interests
  • Recent performance evaluations—last two or three years
  • Attendance records/awards
  • Volunteer awards or recognition

4. What to Do With Items

As soon as you receive a thank you or a certificate, copy it, scan it, or place it into your designated file. Do not fret over how big or little the item is, just save it first.

When you create that wonderful promotional flyer, keep a copy for your file. That great spreadsheet or presentation—put a copy in your file.

Just be sure that you do not divulge confidential information in your items.

Do this as an ongoing process—this is what you do often during the year, not what your reminders are set for. Your reminders are set to work on your presentation—see #5.

5. Presentation Is Everything

Invest in a nice leather portfolio with plastic sheet protectors for your originals. When you get that reminder, take the items you've been dropping in that file and place your best ones in your portfolio.

Make at least one copy in a regular binder or copy to a CD/flash drive that you could leave with an interviewer. Or, if you want, scan it into a website you have created and give the website address only to those you want to have it.

Do not leave your original hard copy with an interviewer.

Storing Portfolio Options
Leather Binder
On-line Website
Compact Disc
Flash Drive

How to Sell Yourself

6. Other Items for Your Portfolio

  • Table of Contents
  • Mission Statement
  • Career Items
  • Section Summaries
  • Resumes

7. Tips on Set Up

You can keep updating your Table of Contents and can add two or three sentences summarizing each section.

You can keep your portfolio chronologically or by skillset. You could place items in order of when you created or received them. Or, you could divide your portfolio into section areas such as customer service, marketing, website management, organizational skills, education, or professional development.

The idea is for you to be able to readily find the example during a performance review or an interview.

Great Example of How to Use Your Portfolio in an Interview

8. Maintain Your Portfolio

  • Only keep your best work—be sure it is error-free.
  • Keep your portfolio neat and clean.
  • Maintain your work items in order—a random, thrown-together-at-the-last-minute look is not the look you want to go for.
  • Do not include items that are too personal. Keep it professional.

Ideas for Creating an Online Portfolio

A professional portfolio is necessary for all secretaries or administrative assistants, whether you have 25 years of experience or only 25 months. Every administrative assistant should maintain a professional portfolio for three important reasons.

First, the portfolio is a great record that should make you feel good about your career. Follow the tips above to maintain a Career Portfolio file. Second, you can use it at performance review time or job interview time. A professional presentation of your portfolio will impress your supervisor or potential employer. Third, even if you decide not to use it, the process will help you look at your career and make any needed adjustments.

Reflection is the first step on the ladder of improvement. Start climbing today!

This article is accurate and true to the best of the author’s knowledge. Content is for informational or entertainment purposes only and does not substitute for personal counsel or professional advice in business, financial, legal, or technical matters.


    0 of 8192 characters used
    Post Comment

    No comments yet.


    This website uses cookies

    As a user in the EEA, your approval is needed on a few things. To provide a better website experience, toughnickel.com uses cookies (and other similar technologies) and may collect, process, and share personal data. Please choose which areas of our service you consent to our doing so.

    For more information on managing or withdrawing consents and how we handle data, visit our Privacy Policy at: https://maven.io/company/pages/privacy

    Show Details
    HubPages Device IDThis is used to identify particular browsers or devices when the access the service, and is used for security reasons.
    LoginThis is necessary to sign in to the HubPages Service.
    Google RecaptchaThis is used to prevent bots and spam. (Privacy Policy)
    AkismetThis is used to detect comment spam. (Privacy Policy)
    HubPages Google AnalyticsThis is used to provide data on traffic to our website, all personally identifyable data is anonymized. (Privacy Policy)
    HubPages Traffic PixelThis is used to collect data on traffic to articles and other pages on our site. Unless you are signed in to a HubPages account, all personally identifiable information is anonymized.
    Amazon Web ServicesThis is a cloud services platform that we used to host our service. (Privacy Policy)
    CloudflareThis is a cloud CDN service that we use to efficiently deliver files required for our service to operate such as javascript, cascading style sheets, images, and videos. (Privacy Policy)
    Google Hosted LibrariesJavascript software libraries such as jQuery are loaded at endpoints on the googleapis.com or gstatic.com domains, for performance and efficiency reasons. (Privacy Policy)
    Google Custom SearchThis is feature allows you to search the site. (Privacy Policy)
    Google MapsSome articles have Google Maps embedded in them. (Privacy Policy)
    Google ChartsThis is used to display charts and graphs on articles and the author center. (Privacy Policy)
    Google AdSense Host APIThis service allows you to sign up for or associate a Google AdSense account with HubPages, so that you can earn money from ads on your articles. No data is shared unless you engage with this feature. (Privacy Policy)
    Google YouTubeSome articles have YouTube videos embedded in them. (Privacy Policy)
    VimeoSome articles have Vimeo videos embedded in them. (Privacy Policy)
    PaypalThis is used for a registered author who enrolls in the HubPages Earnings program and requests to be paid via PayPal. No data is shared with Paypal unless you engage with this feature. (Privacy Policy)
    Facebook LoginYou can use this to streamline signing up for, or signing in to your Hubpages account. No data is shared with Facebook unless you engage with this feature. (Privacy Policy)
    MavenThis supports the Maven widget and search functionality. (Privacy Policy)
    Google AdSenseThis is an ad network. (Privacy Policy)
    Google DoubleClickGoogle provides ad serving technology and runs an ad network. (Privacy Policy)
    Index ExchangeThis is an ad network. (Privacy Policy)
    SovrnThis is an ad network. (Privacy Policy)
    Facebook AdsThis is an ad network. (Privacy Policy)
    Amazon Unified Ad MarketplaceThis is an ad network. (Privacy Policy)
    AppNexusThis is an ad network. (Privacy Policy)
    OpenxThis is an ad network. (Privacy Policy)
    Rubicon ProjectThis is an ad network. (Privacy Policy)
    TripleLiftThis is an ad network. (Privacy Policy)
    Say MediaWe partner with Say Media to deliver ad campaigns on our sites. (Privacy Policy)
    Remarketing PixelsWe may use remarketing pixels from advertising networks such as Google AdWords, Bing Ads, and Facebook in order to advertise the HubPages Service to people that have visited our sites.
    Conversion Tracking PixelsWe may use conversion tracking pixels from advertising networks such as Google AdWords, Bing Ads, and Facebook in order to identify when an advertisement has successfully resulted in the desired action, such as signing up for the HubPages Service or publishing an article on the HubPages Service.
    Author Google AnalyticsThis is used to provide traffic data and reports to the authors of articles on the HubPages Service. (Privacy Policy)
    ComscoreComScore is a media measurement and analytics company providing marketing data and analytics to enterprises, media and advertising agencies, and publishers. Non-consent will result in ComScore only processing obfuscated personal data. (Privacy Policy)
    Amazon Tracking PixelSome articles display amazon products as part of the Amazon Affiliate program, this pixel provides traffic statistics for those products (Privacy Policy)
    ClickscoThis is a data management platform studying reader behavior (Privacy Policy)