How to Hire Your Executive Assistant (EA)

Hiring an Executive Assistant is a pivotal step in scaling productivity and focusing on what truly matters in your business, and by understanding the role, crafting a compelling job description, conducting thorough interviews, and investing in a solid onboarding process, you can find an EA who not only meets your needs but also becomes an indispensable part of your team.

How to Hire Your Executive Assistant (EA)

Hiring an Executive Assistant (EA) is a pivotal moment for any entrepreneur, CEO, or leader. It marks a transition from juggling every responsibility single-handedly to delegating tasks that allow you to focus on what you do best—steering the ship. An EA does more than manage your calendar or answer emails; they become your right hand, often anticipating needs you didn't even know you had. Let's dive into how you can hire an Executive Assistant who not only fits the bill but also elevates your work life to new heights.

Understanding the Role of an Executive Assistant

Before you even post the job listing, it's crucial to understand what an Executive Assistant does and what you specifically need from them. EAs handle administrative tasks, sure, but they also manage projects, act as a liaison between you and other staff, and sometimes even take on roles that are more strategic in nature.

Key Responsibilities

  • Calendar Management: Scheduling meetings, ensuring you have prep time between calls, and managing cancellations or rescheduling.
  • Email Filtering: Acting as the first point of contact for your email, filtering out what needs your attention and what can be handled by them.
  • Travel Arrangements: Booking flights, accommodations, and creating itineraries that make business trips as smooth as possible.
  • Meeting Preparation: Gathering necessary documents, preparing briefs, and ensuring you have everything you need for successful meetings.
  • Project Management: Overseeing projects from start to finish, ensuring deadlines are met and objectives are achieved.

Crafting the Perfect Job Description

The job description is your first opportunity to attract the right candidates. Be clear about the skills and qualities you're looking for, but also highlight what makes your company a great place to work.

Must-Have Skills and Qualities

  • Exceptional Organizational Skills: Your EA will be keeping you and potentially your projects in order, so they need to be highly organized.
  • Strong Communication Skills: They'll be communicating on your behalf, so clear and professional communication is a must.
  • Proactivity: Look for someone who anticipates needs and takes action without always being asked.
  • Discretion: Your EA will likely handle sensitive information, so trustworthiness and discretion are paramount.
  • Adaptability: No two days are the same, so your EA should be able to pivot and adapt to changing priorities.

Selling Your Company

Remember, the best candidates will have their pick of positions, so make sure to sell them on the benefits of working with you. Whether it's your company culture, the opportunity for growth, or the perks you offer, make sure these are front and center in your job description.

The Hiring Process

Screening Resumes

Start by looking for experience that aligns with the key responsibilities of the role. But also pay attention to the less tangible qualities, like evidence of problem-solving skills or a proactive approach to previous roles.

Conducting Interviews

Interviews are your chance to dig deeper. Prepare questions that help you understand how the candidate handles complex situations, manages stress, and works with others. Behavioral interview questions can be particularly revealing.

Sample Interview Questions

  • Can you tell me about a time you had to handle a difficult situation on behalf of your executive?
  • How do you prioritize tasks when everything is a priority?
  • Describe a project you managed from start to finish. What was the outcome?

Reference Checks

Always, always check references. Previous employers can provide insights into how the candidate works under pressure, their reliability, and their ability to fit into a team.

Onboarding Your Executive Assistant

Once you've found the perfect EA, a thorough onboarding process is key to setting them up for success. This means not just introducing them to the team and showing them where the coffee machine is, but also spending time going over your preferences, communication styles, and expectations.

Setting Clear Expectations

Be clear about what success looks like in this role. What are the key tasks you expect to be handled? How do you prefer to communicate? What are your pet peeves? The more your EA understands about how you work, the better they can support you.

Regular Check-ins

Especially in the early days, regular check-ins can help iron out any kinks in the working relationship. Use this time to provide feedback, adjust expectations as needed, and answer any questions your EA might have.

Conclusion

Hiring an Executive Assistant is a significant step in scaling your productivity and focusing on what truly matters in your business. By understanding the role, crafting a compelling job description, conducting thorough interviews, and investing in a solid onboarding process, you can find an EA who not only meets your needs but also becomes an indispensable part of your team. Remember, the goal is to find someone who complements your working style, helps you stay organized, and ultimately, makes your life easier. With the right approach, hiring your Executive Assistant can be one of the best decisions you make for your business.