Your Resume vs. The Robot

November 14, 2025 – Your resume is no longer for a human, it’s for a machine which is an applicant tracking system. It has one job: to screen you out, according to a new report from ExecSearches.com’s F. Jay Hall. A report by StandOut CV shows that, on average, 75 percent of resumes submitted to large companies are rejected by an applicant tracking system before a human ever sees them.

“This is a new reality for everyone. Job seekers must learn a new game,” Mr. Hall said. “Hiring managers must use a new tool. You must understand this new AI system. It is not a choice. It is a requirement for success. People used to look at every resume. Now, AI programs do the initial work. They sift through thousands of applications. They find a small group of people. These systems do not just match words. They look for signals that predict success.”

This automation helps organizations hire faster, according to Mr. Hall. “They handle more applications,” he said. “This is a reality across every sector, including those historically focused on human-centric work.” A recent report from SmartRecruiters found that AI-powered recruiting software helped one nonprofit senior living community reduce its time-to-fill by 33 percent. Similarly, a study by ResearchGate noted that AI has the potential to reduce time-to-hire in the public sector by up to 75 percent. This is a direct response to a difficult market where a Roosevelt Institute analysis found that the number of applicants for public sector jobs fell by 50 percent in a single year.

“This technology makes recruitment more efficient, but it also creates a new challenge for candidates,” Mr. Hall said. “Your resume must pass the AI review first. For hiring managers, the challenge is to set up the system right. It must find the right people, not just the resumes with the most keywords.

What AI Screeners Look For

To write a resume that an AI likes, you must know what it seeks, Mr. Hall explained. It has moved beyond simple word matching. It looks for deeper signs of your skills. He noted that AI does not just search for the word “leadership.” It looks for proof. It looks for numbers. Did you lead a team of 15? Did they beat their targets by 25 percent? Say that. This is far better than “strong leadership skills.” Mr. Hall noted that the AI wants context and it wants proof of how you used your skills.

Signs of Fit

“Advanced AI can even assess for cultural fit,” Mr. Hall said. “The system can be set to find language that aligns with an organization’s values.” If a company values innovation, he noted that the AI will search for terms about these ideas:

• Team projects.
• New process development.
• Agile methods.
• Patents.

“You should research an organization’s values,” Mr. Hall said. “Then, add related words to your resume and cover letter.”

Tips for an AI-Ready Resume

Adapting your resume for AI does not mean you remove the human element, it means you present your skills in a clear format, according to Mr. Hall. This format must work for both AI and people. Mr. Hall offers the following tips for job seekers and hiring managers:

For Job Seekers

• Use a simple format. Avoid tables, columns, images, or unusual fonts. A clean, chronological format is most effective.

Related: Executive Search 2025: Balancing AI Innovation with a Human Touch

• Integrate keywords with care. Look at the job description. Find the key terms. Put them naturally into your resume.
• Focus on results. Every point under your work history should answer this question: “What was the result?” Use numbers to show your value.
• Use standard headings. Stick to conventional headings like “Experience” and “Education.” Creative titles confuse the ATS.
• Submit the right file type. Use a Word document or PDF. These formats are the most compatible.

For Hiring Managers

• Configure your ATS with care. Do not use default settings. Work with your team to define the skills that signal a strong candidate.
• Audit regularly. Check the resumes your AI rejects. Are you missing good people? Adjust your parameters.
• Balance AI with human insight. Use AI to create a high-quality list. Do not let it make the final decision. An experienced manager’s judgment is irreplaceable.
• Ensure a fair search. AI can perpetuate bias. Make sure your criteria focus on skills. Audit the process to promote a diverse group of people.

“The future of executive recruitment is now,” Mr. Hall said. “It is not a trend to fight. It is a reality to embrace. For job seekers, you must build a strategic resume. It must speak to the machine first. For organizations, you must use AI as a tool to build stronger teams. The process must remain fair. The future is here. It is your job to adapt.”

ExecSearches.com’s job board has been serving the non-profit, government, education, and health sectors since 1999. Non-profit and government employers of all sizes use ExecSearches.com to fill executive, mid-level, and fundraising positions. The company is an online talent source with more than 87,000 active members in its member registry. Job postings start at $99 and there are never any additional fees when a job is filled through us. The site is entirely free and confidential for job seekers. Mr. Hall is the founder and president.

After working in higher education for five years, Mr. Hall joined Isaacson Miller, an executive search firm dedicated to finding leaders for mission-driven organizations. In this role, he helped major non-profit organizations find the executive and fundraising talent they needed. ExecSearches.com was rooted in trying to find the best way to help smaller organizations without the budget for traditional search.

Related: 5 C-Level Roles Being Impacted by AI

Contributed by Scott A. Scanlon, Editor-in-Chief and Dale M. Zupsansky, Executive Editor  – Hunt Scanlon Media