How To Hire An Executive Assistant
Complete with job descriptions, skill profiles, and interview templates. Use this Executive Assistant hiring guide to help you make the right decisions, fast.
Executive Assistant Recruitment Guide
What does an Executive Assistant do?
An Executive Assistant works directly with executives and provides administrative support that will support them to perform their job. The role of an Executive Assistant is critical in the business as they assist key people with preparing documents, managing their calendar, and organising their days.
Day to day tasks of a Executive Assistant
- Answer phone calls professionally and take messages when needed.
- Maintain documents and records accurately and with confidentiality.
- Prepare correspondences such as emails, memos, invitations, and respond to messages on behalf of the executive.
- Organise meetings–manage calendar, book events, reserve a caterer, send invitations, finalise program flow.
- Prepare minor accounting reports, when needed.
- Ensure that office supplies are in stock.
- Manage the calendar and prioritize most important matters.
- Prepare presentations for meetings.
- Attend meetings and take notes for the minutes.
- Organise and maintain the filing system.
Executive Assistant definition
An Executive Assistant’s primary responsibility is to provide administrative support to the executive or executives for whom they work with. Because of this, they require skills that allow them to work on a variety of clerical tasks quickly but efficiently.
HIRING PROCESS
Executive Assistant Hiring Process
Build the ideal candidate profile
Skills needed for a Executive Assistant
An Executive Assistant must have excellent organizational and multitasking skills. Because of the nature of the job, an Executive Assistant needs to be sharp and resilient.
- Organization
- Communication
- Attention to Detail
Pro Tip
You might receive a number of applications for this role, rather than a particular Executive Assistant. Ensure that you highlight the key skills needed for this role, and the expectations from them. You can also provide details about the company’s mission and vision so that applicants can align their objectives.
WRITE A JOB DESCRIPTION BASED ON SKILLS
How to write a Executive Assistant job description
Once you’ve determined the skills required for the role, you can write the job description to advertise for your position. Here’s what to include in your Executive Assistant job description:
Job Title: What position are you hiring for?
Summary: What makes your company unique? What would it be like to work for you?
Responsibilities: An overview of the role’s day-to-day activities, and how the position contributes to the organization
Requirements: Skills a candidate must have to perform the job successfully
Benefits: Details of compensation, benefits, and any perks on offer
Pro Tip
In building your candidate profile, remember you’ve already identified what skills are needed to succeed in the role. Here’s where to list your “must-have” skills and maybe a couple of “nice-to-have” skills. For example, an Executive Assistant must be organised, and it would also be nice to have experience in accounting software.
SELECTING THE IDEAL CANDIDATE
Sample skill tests for a Executive Assistant
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Question 1
Organization
Question Type: Text
Being spread across multiple projects, tasks, and activities can be quite overwhelming, especially in a new environment, it can lead to stress and impact your mental health as well as your performance.
How do you keep on top of multiple projects when you are supporting top-level executives?
Question 2
Communication
Question Type: Text
Bob and Peter are in a customer workshop and have given strict instructions not be disturbed. During the workshop you become aware that a major security breach has been detected and a negative article is about to be published online. You have tried to contact Bob and Peter by email, but there is no response.
What do you do?
Question 3
Attention to Detail
Question Type: Document
One of the Executives has started offering Mentoring for individuals wanting to excel their careers. She has asked if you could read over the mentoring agreement and make any necessary changes.
Please review the document below and note any changes.
INTERVIEW TOP PERFORMERS
How to interview a Executive Assistant
Once your Vervoe skills assessment has surfaced the most qualified people for your open role, you can focus on interviewing these candidates. The interview should focus on any skills that require development that were highlighted from the skills assessment.
Now you know that candidates can do the job, the interview becomes more of a relationship building exercise where you can get to know the candidate on a more personal level, understand their motivations, and how they would fit in with the team.
Making An Offer
How much does it cost to hire a Executive Assistant?
The US average for an Executive Assistant, according to Glassdoor.com, is $49,996, while from Talent.com, it is at $50,000. The average salary varies depending on the location and years of experience but the range of salary starts from $37,000 and can reach up to $124,000.
Executive Assistant Salary United States
Executive Assistants’ average salary in the United States is around $50,000. The lowest reported salary is at $37,000, and the highest can go up to $124,000.
Source: Glassdoor.com, Talent.com
Executive Assistant Salary United Kingdom
Executive Assistants’ average salaries in the United Kingdom range from £32,406 – £40,057 (GBP). The lowest reported salary is at £23,000, while the highest is at £56,000 (GBP). These figures depend on the years of experience in the profession, additional skills, and the location.
Source: Glassdoor.com, Payscale.com
Executive Assistant Salary Australia
Executive Assistants’ average salaries in Australia range from $73,537 – $86,361 (AUD). The lowest salary reported is at $54,000, while the highest reported is at $99,835.
Source: Talent.com, Payscale.com
