How to Hire an Executive Assistant
An executive assistant multiplies the time and focus of the person they support, and sees some of the most sensitive information in the company. The wrong hire costs an executive hours every week and can damage trust; the right one becomes a genuine partner. This guide helps you assess judgement, discretion and anticipation, which are hard to see on a CV, and build a process in which the executive is involved at the right moment.
What to Look For
- Anticipation: spotting a clash, a gap or a need before it becomes a problem
- Discretion that is visible in how they talk about previous executives
- Judgement about what to decide alone, what to flag and what to protect
- Calm and tact when handling senior people, external VIPs and last-minute changes
- Strong written communication in the executive's name
- A personal system for tracking commitments, not reliance on memory
The Hiring Process
- 1
Clarify what the executive needs
Some executives want a gatekeeper, others a chief of staff, others a logistics expert. Meet the executive first and agree on the real expectations and the style of working.
- 2
Write a role-focused job description
Describe the level of seniority supported, the travel load, the typical hours and the expected autonomy. Avoid generic lists of office tasks.
- 3
Screen for experience and discretion
A short call checks the level of executives previously supported and how the candidate talks about them. Gossip at this stage is a decisive signal.
- 4
Run a structured interview
Use situational questions about overbooked calendars, conflicting priorities and confidential information. Score everyone with the same grid.
- 5
Add a practical exercise
Give a realistic scenario, such as rebuilding a week of conflicting meetings or preparing a trip itinerary. Look at how they prioritise and what questions they ask.
- 6
Let the executive meet finalists
Chemistry and working style matter more in this role than in most. Check references on reliability, trustworthiness and ability to handle pressure.
Interview Tips
- Ask for a precise story where they anticipated a problem for an executive and how they noticed it
- Present an overbooked week and ask them to resolve it aloud, including the questions they would ask first
- Ask what they would never share, even with a trusted colleague, to test their sense of confidentiality
- Ask how they would disagree with an executive in private about a decision that concerns them
- Ask how they structure a day when the executive changes plans three times
Red Flags
- Shares details about former executives, even in a flattering way
- Waits to be told what to do instead of anticipating
- Cannot describe a situation where they exercised judgement on their own
- Is rigid when schedules change at short notice
- Describes support work as beneath them or as purely clerical
Executive Assistant: let the AI hold the first interview
Every candidate takes a structured voice interview from their secure portal. Your team reads one scored report per candidate and makes the decision.