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Executive assistants give business leaders back valuable time, so they can focus on priorities that drive growth and revenue. A skilled EA becomes a trusted partner, managing schedules, handling sensitive information, anticipating needs, and streamlining daily workflows.
This guide walks you through everything you need to hire a top executive assistant, from understanding their role and choosing full-time or freelance support to screening candidates and setting up seamless onboarding.
What is an executive assistant?
An executive assistant supports a company's top leaders, managers, and executives. They keep operations running smoothly by managing communication, organizing tasks, and assisting with time management.
Executive assistants handle their executive’s schedules, set up meetings, screen messages, and guard their executive’s time. They often work with confidential information, requiring them to be discreet and professional.
Unlike administrative or virtual assistants, who focus on basic office tasks, executive assistants manage projects, conduct research, and aid in decision-making.
Key responsibilities of an executive assistant
Schedule management: Organizing calendars, setting up meetings, and arranging travel.
Communication management: Screening calls, managing messages, and acting as a link between the executive and others.
Project coordination: Assisting in planning, managing, and tracking projects to meet goals.
Research and data collection: Gathering information, collecting data, and preparing reports to support decision-making.
Event planning: Coordinating meetings, conferences, and corporate events.
Travel arrangements: Booking flights, hotels, and other travel needs.
Expense tracking: Managing expense records and preparing reports.
Confidentiality: Handling private and sensitive information with care.
Why hire executive assistants?
Executive assistants take on critical tasks that would otherwise consume significant time and energy. By delegating responsibilities, executives can stay focused on high-level goals, make key decisions, and drive the company’s growth.
Increased productivity
One major benefit of hiring an executive assistant is increased productivity. Executives often feel bogged down by emails, meeting requests, travel plans, and other daily tasks. An executive assistant can manage these tasks, ensuring the executive’s time is dedicated to the most strategic and profitable activities.
Improved efficiency
Executive assistants excel at streamlining processes, optimizing workflows, and finding ways to make operations smoother. They implement systems that cut wasted time, eliminate bottlenecks, and ensure tasks are completed accurately and on time. This efficiency reduces errors and prevents missed opportunities.
Time management expertise
Executive assistants are also experts in time management. They support executives who juggle multiple priorities and tight deadlines. By carefully managing schedules, organizing meetings, and spotting conflicts, executive assistants help their executives make the best use of their time.
They can also handle urgent tasks, like preparing presentations or reports, giving executives more room to focus on big-picture strategies.
Skills and qualifications to look for in executive assistants
The right executive assistant combines technical know-how with essential soft skills, creating a skill set that supports executives effectively. From managing calendars and confidential information to adapting to ever-changing priorities, each skill contributes to a smooth, productive workflow. Look for the following skills when hiring an executive assistant to ensure the success of your new hire.
Technical skills
Proficiency in office software
Mastery of tools like Google Workspace and Microsoft Office Suite enables efficient document creation, analysis, and collaboration across teams.
Calendar and scheduling software
Executive assistants need to manage complex schedules and coordinate meetings across time zones. Strong calendar management helps them streamline workflows, reduce scheduling conflicts, and organize the executive’s day.
Project management tools
Project management tools like Asana and Trello assist in tracking ongoing projects, setting deadlines, and ensuring tasks are completed. Familiarity with these tools makes it easier for assistants to support team projects and stay on top of priorities.
Document management systems
Document management systems help organize and access files quickly. Proficiency in using SharePoint, Dropbox, Google Drive, or similar platforms ensures that files are stored securely, easily retrievable, and shared appropriately.
Basic accounting and expense tracking
Many executive assistants handle expense reports and budgeting. Skills in accounting software like QuickBooks and Expensify allow them to process reimbursements, track spending, and create accurate expense reports for review.
CRM software familiarity
If the assistant supports client-related tasks, knowledge of CRM tools like HubSpot and Salesforce is valuable for tracking client interactions, updating contact records, and managing client relationships.
Travel and event planning tools
Scheduling travel and organizing events are common tasks. Familiarity with tools like Concur and TripIt helps streamline bookings, ensure accuracy in reservations, and provide comprehensive itineraries.
Data entry and report preparation
Executive assistants often compile data for reports, presentations, and decision-making documents. Data entry skills ensure accuracy and allow the assistant to provide useful insights through well-prepared materials.
Digital security awareness
Executive assistants frequently handle sensitive information. A deep understanding of digital security practices helps protect confidential data and ensures secure passwords and other private information handling.
Soft skills
Organizational and time management skills
Essential for juggling multiple tasks, prioritizing deadlines, and keeping the executive’s day structured. This skill ensures all tasks are completed efficiently without missing important deadlines or details.
Communication skills
Executive assistants act as liaisons and often communicate on behalf of the executive. Clear verbal and written communication skills are necessary to avoid misunderstandings, strengthen relationships, and ensure professionalism in all interactions.
Attention to detail and accuracy
Ensures that nothing falls through the cracks, whether scheduling meetings, handling finances, or preparing reports. This skill reduces errors and reinforces the assistant’s reliability.
Problem-solving and critical thinking
Unexpected issues often arise, and executive assistants need to resolve them without much direction. Strong problem-solving skills enable them to find solutions quickly and maintain workflow continuity.
Adaptability and flexibility
Best executive assistants effectively handle frequent changes in plans and shift priorities when necessary to maintain the best performance.
Ability to multitask and prioritize effectively
Necessary for handling a diverse range of administrative tasks simultaneously. This skill helps executive assistants maintain focus on what’s most critical, ensuring that high-priority tasks are completed first.
Writing an effective executive assistant job description
An effective job description is essential for attracting the right executive assistant. It should clearly outline the role, key responsibilities, and the skills required to succeed. Here are some tips to create a job description that stands out and helps you find the ideal candidate.
Tips for creating a job description
- Use a straightforward title, like "Executive Assistant" or "Chief Executive Assistant."
- Start with a short overview highlighting the role’s purpose and main duties.
- List primary tasks in bullet points with clear, specific details.
- Include any specialized skills, such as proficiency in particular software or languages.
- Mention key traits, like strong communication or excellent time management skills.
- Specify education requirements, such as a degree or high school diploma.
- Indicate if experience as an executive assistant role or similar position is necessary.
- List any physical requirements, like the ability to lift items or prolonged sitting.
- Note working hours, travel expectations, and any non-compete terms.
- Conclude with details on pay, benefits, and application instructions.
Example executive assistant job posting
Executive assistant to CEO
We are seeking an experienced and tech-savvy executive assistant to support our executive team. In this role, you will manage the CEO’s calendar, communications, and day-to-day operations.
Key responsibilities:
- Manage complex schedules and meetings across time zones
- Handle confidential information with full discretion
- Prepare reports, presentations, agendas, and travel plans
- Serve as the primary point of contact for the CEO’s communications
- Work closely with internal teams on multiple projects and events
- Anticipate needs and resolve issues to keep operations smooth
Requirements:
- Minimum of 5 years’ experience as an executive assistant or similar senior role
- Excellent communication skills
- Highly organized with strong attention to detail
- Proficient in Microsoft Office, G Suite, Asana, and Zoom; able to quickly learn new software as needed
- Ability to multitask and remain calm in a fast-paced setting
- Uses good judgment and remains composed under pressure
- Bachelor’s degree preferred but not required
This is a full-time, in-office role based in San Francisco. Pay ranges from $75,000 to $90,000 annually, depending on experience, plus full benefits.
The most important executive assistant interview questions
When interviewing for an executive assistant, asking the right questions is essential to finding the best fit. Here are five essential questions to ask and what to look for in their responses.
1. Describe a time when you managed multiple priorities and deadlines. How did you stay organized and ensure everything was completed on time?
This question tests the candidate’s time management and organizational abilities. Strong candidates will show they can prioritize tasks, use tools like calendars or to-do lists, and remain calm while meeting deadlines.
2. How would you handle a situation where an executive’s request conflicts with another executive’s priorities?
This question reveals how the candidate manages challenging situations and exercises judgment. Look for responses that show they value clear communication, can prioritize for the company’s benefit, and respect the chain of command.
3. Describe a time when you handled sensitive or confidential information. How did you ensure it remained private?
Since executive assistants often manage confidential information, this question is vital. A great executive assistant will demonstrate an understanding of confidentiality rules, show they’re trustworthy, and handle sensitive data with care.
4. What strategies do you use to build and maintain strong relationships with executives and coworkers?
Executive assistants need strong people skills and a collaborative approach. Look for candidates who mention active listening, clear communication, flexibility, and professionalism in creating positive work relationships.
5. Describe a time when you anticipated an executive’s needs or identified a potential issue before it was raised. How did you handle it?
This question checks the candidate’s ability to think ahead and take initiative. The best responses will include examples of how they spotted a potential issue or opportunity early, took action, and supported the executive’s success.
Full-time vs. freelance executive assistants
Choosing between a full-time or freelance executive assistant can greatly impact your business growth. Each option has its own benefits and drawbacks. Here’s a look at each.
Full-time executive assistants
Full-time executive assistants are valuable for companies looking for consistent, dedicated support. Working exclusively with your team makes them familiar with your company’s needs, culture, and goals. This administrative role goes beyond usual tasks; a full-time executive assistant can become a trusted partner contributing to productivity, efficiency, and long-term success.
Pros:
- Dedicated support: A full-time assistant is committed solely to your business, providing consistent and reliable help during work hours.
- In-depth knowledge: Over time, a full-time assistant gains a thorough understanding of your company’s operations, culture, and preferences.
- Stronger loyalty: Full-time employees tend to feel more connected to your business, which can encourage long-term retention.
- Easier communication: Working in-house allows smoother communication and collaboration since they’re part of your daily team.
Cons:
- Higher costs: Full-time employees require benefits, paid time off, and other overhead expenses.
- Less flexibility: Adjusting their hours or roles is often harder when needs or budgets change.
- Recruitment and training time: Hiring and training full-time staff can be time-intensive.
Freelance executive assistants
Freelance executive assistants are a flexible solution for businesses that need skilled support without the commitment of a full-time hire. Ideal for specific projects or fluctuating workloads, freelance executive assistants bring valuable expertise from diverse backgrounds and can quickly step in with minimal onboarding.
While they offer cost-effective and adaptable support, freelance executive assistants may have multiple clients, affecting their availability and continuity in your business.
Pros:
- Cost-effective: Freelancers are usually more affordable since you pay only for hours worked, with no extra benefits.
- Flexible hours: Freelancers offer adjustable support, which is ideal for projects or peak times.
- Broad expertise: Freelancers often bring varied capabilities when working with different clients.
- Quick onboarding: Freelancers tend to be self-sufficient and need minimal training, allowing them to start promptly.
Cons:
- Divided focus: Freelancers may have other clients, so they can’t always prioritize your needs.
- Confidentiality risks: Working with freelancers may require additional steps to secure sensitive information.
- Limited commitment: Freelancers often work on a short-term basis, which can lead to higher turnover.
Choosing between a full-time or freelance executive assistant depends on your needs, budget, and goals. A full-time assistant might be best if you need consistent, reliable support and long-term commitment. If your workload varies, you want to save on costs or you require specialized skills for specific projects; a freelance assistant could be the right fit.
How much does it cost to hire an executive assistant?
Hiring an executive assistant can be a significant investment, but their support in handling administrative tasks and keeping operations running smoothly can make it worthwhile. Executive assistant salaries vary widely based on location, industry, and experience.
In the United States, the average salary for an executive assistant is between $61,000 and $99,000 annually. Entry-level assistants with 1-3 years of experience typically earn $50,000 to $90,000. Those with 4-6 years of experience generally make $60,000 to $98,000. Highly experienced executive assistants over 7 years can earn from $62,000 to $110,000.
Employers hiring full-time executive assistants should consider additional costs like benefits, bonuses, and taxes. Freelance or contract executive assistants typically charge hourly rates from $25 to $75, depending on experience and project scope. When paying freelancers, remember that rates can vary based on specific skill sets, location, and the tasks' complexity.
Average salary and hourly rates by experience level
- Entry-level (1-3 years): $35,000 - $45,000 per year, or $20 - $30 per hour
- Mid-level (4-6 years): $45,000 - $55,000 per year, or $30 - $40 per hour
- Senior-level (7+ years): $55,000 - $75,000+ per year, or $40 - $75+ per hour
Factors affecting executive assistant pay rates
Several factors can impact pay rates for executive assistants, including:
- Location: Assistants in large cities like New York, San Francisco, and Los Angeles generally earn more due to higher living costs and competitive markets.
- Industry: Fields like finance, tech, and law often pay higher rates, especially if they require specialized skills.
- Company size: Larger companies usually offer higher pay to attract top talent.
- Specialized skills: Assistants with expertise in project management, event planning, or language fluency may command higher rates.
- Education and certifications: Although not always required, degrees or certifications (such as administrative professional certifications) can help assistants negotiate higher pay.
When budgeting for an executive assistant, remember to consider not just base salary but also added expenses like benefits, taxes, and any special skills needed for the role.
Where to hire executive assistants
When hiring an executive assistant, you have several options, each with its own advantages based on your needs, budget, and timeline. Here’s a quick look at where to find top candidates through global marketplaces, job boards, and staffing agencies.
Global marketplaces
Global marketplaces connect you with a diverse pool of global executive assistants, offering access to high-quality talent at more affordable rates. Marketplaces like Arc simplify hiring by providing pre-vetted executive assistants, saving you time in screening and interviewing.
Arc also offers flexible options, making hiring remote executive assistants for full-time, part-time, or project-based work easy.
Job boards
Job boards allow you to post open executive assistant roles and reach a broad audience. They are a good choice if you’re looking for candidates within a specific region or want full control over hiring, from screening resumes to conducting interviews.
Job boards typically attract a high volume of applicants, which can be helpful but may require additional time to filter through resumes and applications. Look for job boards that cater to administrative or executive assistant jobs, as these may attract candidates with more relevant experience.
Staffing agencies
Staffing agencies are a strong option when filling an executive assistant role quickly. Agencies handle the recruiting process on your behalf, from sourcing candidates to conducting initial interviews and background checks.
This is a good option if you’re looking for a higher screening level and need a reliable, long-term hire. However, agencies often come with additional costs, and you may have less flexibility with candidates’ employment terms than with marketplaces or job boards.
Screening and shortlisting executive assistants
Finding a great executive assistant starts with identifying candidates with the right skills to effectively support your needs. Here's how to screen and shortlist candidates based on their skills and experience to find your perfect match.
Industry fit and relevant experience
Experience in your industry or knowledge of specific tools and processes can be valuable. Evaluate industry fit by looking for candidates with experience in similar settings or with relevant tools and processes. Review resumes for specific mentions of industry-related software, terminology, or workflows, which can indicate a smoother transition and shorter training period.
During the interview, ask about projects or roles where they applied similar skills. This will provide insight into how their background aligns with your industry’s needs and how quickly they may adapt to your company’s environment.
Communication and interpersonal skills
Evaluate communication skills by examining the candidate’s resume and portfolio for clear, concise language and a professional tone. Look for well-organized materials that demonstrate attention to detail in formatting and accuracy. These elements reflect their ability to convey information effectively.
Consider conducting brief phone interviews or requesting writing samples to further assess their written and verbal communication skills. During these interactions, note their clarity, professionalism, and ability to articulate past experiences. This approach provides insight into their communication and interpersonal skills.
Time management and organizational skills
Look for resume keywords that demonstrate a candidate’s ability to multitask, prioritize, and schedule meetings effectively. Indicators such as experience with project coordination, meeting deadlines, and managing calendars are all relevant.
Requesting work samples or reviewing portfolios can also reveal organizational skills, particularly in how they structure and present information. Additionally, take a personalized approach by inquiring about specific examples in interviews to understand how they prioritize tasks and schedule meetings to optimize an executive's time.
Discretion and confidentiality
To assess a candidate's ability to handle sensitive information, look for indications in their resume or cover letter that highlight past experience with confidential matters. Phrases like “maintained confidentiality,” “handled sensitive information,” or “trusted with private data” suggest they understand the importance of discretion.
During interviews, ask about specific situations where they managed confidential information and how they ensured its security. Their responses will provide insight into their level of responsibility and commitment to maintaining confidentiality.
Onboarding your new executive assistant
When you hire an executive assistant, a well-thought-out onboarding process is essential to set them up for success. Here are the key steps to take when onboarding a new executive assistant.
Define roles and expectations
On day one, outline the executive assistant’s role, administrative duties, and expectations. Share a job description that lists main tasks, like managing schedules, handling communications, organizing travel, and other specific responsibilities. Discuss your preferred work style, communication methods, and any special procedures.
Set realistic expectations for their workload, deadlines, and availability. Encourage open communication to build a strong working relationship.
Train on company-specific processes
Familiarize your assistant with the company’s workflows, tools, and software. Provide detailed training on systems or programs they’ll use regularly. Introduce them to key team members and departments they’ll interact with often. Share organizational charts, contact lists, and other helpful resources.
Assigning a mentor or buddy within the company can also help them navigate onboarding and answer any questions.
Offer ongoing support and development
Regularly check in with your assistant to address challenges and identify any new skills needed to better support business operations. Encourage them to ask questions and provide feedback on processes.
Support their professional growth by offering training, workshops, or courses to expand their skills. This investment benefits your organization and shows you value their development.
A well-structured onboarding process sets your executive assistant up for success and builds a solid foundation for a productive working relationship.
Key takeaways of hiring top executive assistants
A highly skilled executive assistant is more than just administrative support; they’re a strategic partner who improves workflow, increases productivity, and drives your company’s success. By crafting a structured hiring process, you’ll be prepared to find and hire the right person who aligns with your needs and company culture.
A strong onboarding process will help establish a productive partnership from day one. With the right mindset and clear goals, you can hire an executive assistant who quickly becomes invaluable to your team and drives business success.
