An Executive Assistant is a vital partner in leadership, streamlining operations, and enhancing productivity. When you’ve got too much on your plate while running a business, an Executive Assistant is the person who steps in and lightens that load.

Understanding The Role & Responsibilities

Executive Assistants are responsible for numerous tasks including:

• Manage the executive’s calendar
• Prepare meeting materials
• Coordinate travel plans
• Track action items

Along with these duties, Executive Assistants are often responsible for the bulk of the event planning, and coordinating with venues, caterers, and attendees. 

Skills To Look For In A Great Executive Assistant

The most essential skill to look for when hiring an Executive Assistant is organization and time management. An Executive Assistant is responsible for removing the stress of scheduling from their employer. Thus, they need to be on top of all upcoming meetings, calls, and events.

Second but equally important to organization is adaptability. Being on top of things is ideal, but schedules can change out of the blue, especially for a busy executive. When everyone wants some of your time, a good Executive Assistant will be able to react on the fly and organize tasks and meetings by priority, in order to ensure maximum productivity.

Another key skill for an executive is communication. An Executive Assistant, much like a secretary, is often the first point of contact. Being able to respond with a friendly and professional demeanor is a great ability for an Executive Assistant.

The ability to take initiative is a great skill for any Executive Assistant. Being able to anticipate the needs of their employer and react preemptively will make any candidate for an Executive Assistant position stand out.

Other Transferable Titles

When hiring for an Executive Assistant, sourcing your talent from other industries is a great way to expand your talent pool. Roles that emphasize organization, adaptability, communication, and taking the initiative are able to meet the needs of the Executive Assistant position, even if they don’t have the exact same title. Some transferable titles to consider include:

Event Coordinator

Event coordinators excel in planning and executing events, requiring strong organizational skills and attention to detail. These abilities are directly applicable to managing executive meetings and corporate events, ensuring everything runs smoothly and efficiently.

Project Manager

Project managers are skilled in planning, executing, and monitoring projects, which aligns well with the organizational and multitasking demands of an Executive Assistant. Their ability to prioritize tasks and manage timelines is invaluable for supporting executive initiatives.

Customer Service Representative

This role emphasizes strong communication, active listening, and problem-solving skills, which are vital for an Executive Assistant. The ability to interact effectively with clients and stakeholders helps in managing relationships on behalf of the executive.

HR Assistant

HR assistants handle sensitive information and foster employee relationships, skills that are crucial for maintaining confidentiality and professionalism as an Executive Assistant. Their familiarity with organizational policies and procedures enhances their ability to navigate the corporate landscape effectively.

Interview Questions

When interviewing candidates for the Executive Assistant position, it’s crucial to evaluate their ability to maintain professional relationships in addition to their organizational skills.

Here are some questions to guide your conversation:

• How do you prioritize tasks when faced with multiple deadlines?
• What techniques do you use to build rapport with colleagues and clients?
• What strategies do you use to maintain confidentiality in your work?
• How do you ensure effective communication between the executive and team members?
• How do you handle last-minute changes to schedules or plans?
• Can you describe your experience with travel coordination?
• What steps do you take to prepare for an important meeting?
• How do you stay organized when managing multiple projects at once?
• What do you believe are the most important qualities for an executive assistant?

By asking questions like these, you’ll be able to glean the ways a potential candidate would fit into an Executive Assistant role. You’ll ensure that the candidate you hire is not only organized but also able to communicate and work well with people.

Evaluating & Making The Final Decision

The next step in the process is to evaluate your candidates. Remember that a job title doesn't mean everything, and you shouldn’t rely on the title to determine who gets the position. Rather, compare candidates based on how they present their skillset and how you think they would interact with your company culture.

Conducting reference checks can provide additional insights into a candidate's work history and reliability. Speaking with former employers can reveal valuable information about their strengths and areas needing improvement. 

It’s also beneficial to consider a candidate’s ability to learn and adapt. The right attitude and adaptability will really shine when a candidate enters the role. 

Again, candidates don’t need to check every skill box to be worthy of hiring. It’s a combination of skills, cultural fit, and personality that make a candidate the best, so weigh all of those factors to ensure that you find and select the right person for the job.

Partner With Premier

Hiring an Executive Assistant is more than just the position - it’s about finding someone who will lighten the load for an executive and allow them to focus on running a business. Once you identify your needs, the candidate’s key skills, and evaluate their ability and cultural fit, you can be sure that you’re bringing an exceptional candidate on board.

Working with a staffing agency like Premier streamlines the hiring process, connecting you with skilled, pre-vetted candidates. Let us help you find an Executive Assistant who will go above and beyond for your business. Get started today!