Essential executive assistant interview questions for business owners

The right executive assistant can be a game-changer for any business owner. He or she will not only be doing administrative work but also handle schedule organization, prioritizing tasks, and other daily operations. To make your life easier and give you a proper idea about the candidate’s skills, experience, and culture fit, we present to you some key interview questions.

Understanding past experiences

Administrative Experience: How would you rate your experience with administrative support?

This is quite an important question since it will give you a chance to know what background the candidate has in regard to providing administrative support. Past experiences where the employee handled many responsibilities will help you understand how they manage multiples of tasks effectively. You should ensure you get specific examples that show their efficiency and dependability.

Describe any difficult situation you had to go through while on duty and how you managed to overcome it.

Your future executive assistant needs to know how to handle conflicts. Ask them to describe a few examples of difficult situations they have gone through and how they managed to deal with them. Problem-solving behavior will give you some ideas about their critical thinking and dealing with stress.

Skillset and competency assessment

How would you prioritize activities when everything is urgent?

The ability to prioritize in chaos defines a great executive assistant. Note how the candidates establish a task management system: Do they utilize software tools, or can they quickly switch gears based on priority levels? Their response is a good indicator of their decisiveness and organizational skills.

Which communication style do you prefer when working intimately with executives?

An executive assistant needs to align with your communications style to avoid misunderstandings. Whether it is direct, brief updates or reports with a lot of detail, their comfort level with these styles will affect your working relationship.

• How do you manage different projects and deadlines?
• How do you handle conflicts and disagreements within the team?
• Do you show proactive leadership when needed?

Assessing technical skills

Which software applications do you have experience with?

It is not necessary to compromise on technical skills in an executive assistant. Familiarity with productivity and project management software speaks to a person who can hit the road running. The most common software utilized today in the business world includes, but is not limited to, Microsoft Office, Google Workspace, and enterprise scheduling systems.

Why don’t you give me some examples of how you have used technology to enhance workflow in previous positions?

Examples of actual scenarios where candidates used technology to enhance efficiency could talk much about their innovating capabilities. Automating the regular tasks or using new software solutions to enhance productivity would go a long way in boosting output.

Looking at personal attributes and work ethic

What are your goals about your career, and where does this position fit?

Being able to understand a candidate’s career goals allows you to understand their long-term goals and dedication to the position. A motivated executive assistant who looks at this position as a learning opportunity will more than likely show more dedication and enthusiasm for your company.

How would you align yourself with the company and executive values?

Value alignment is pivotal in a seamless workplace. A candidate should demonstrate awareness and respect for the company’s mission and focus. They should reflect executive values, too, along with corporate ethics, in their actions and decisions.

Testing problem-solving skills and flexibility

What would you do if the executive’s schedule changed at the last minute?

The executive assistant should be flexible and able to think on their feet. Applicants should explain how they would rearrange the schedule to minimize disruptions. Their plan should incorporate direct communication so all parties stay current on the situation.

Can you give an example of how you managed conflicting priorities?

This question provides insight into how the candidate will manage their tasks. You are provided with real-life scenarios on how one can multitask with various priorities without compromising focus. Their method will lead you to conclude whether or not they can sustain productivity when things start getting out of hand.

Cultural fit and teamwork assessment

Describe any situation where you were part of a team to accomplish something.

There are many such roles that require coordination with several departments. Listen for stories that describe teamwork and their role within a group. Good collaboration can be a good indicator if they fit well with your corporate culture.

How would you ensure effective communication within a team?

Clear communication and regular interaction amongst members will ensure that there is no misunderstanding that may act as a hindrance to synergy. The candidate shall explain how he or she creates open lines of communication and fosters a harmonious work environment.

Understanding initiative and pro-activity

Describe any situation where you took the initiative to start a process or solve a problem at work.

An accomplished executive assistant will be one step ahead of the game through proactive measures. The candidate needs to provide real examples of how they can identify inefficiencies and take initiative on their own without needing to be instructed. Their stories must ring with creativity and tenacity.

What do you do to keep up with industry trends and best practices?

Continuous learning is extremely relevant in today’s fast-changing business environment. Accordingly, the ideal candidate will demonstrate a desire to learn more and an initiative to continually improve themselves. Whether it be reading, online courses, or joining a networking group, it’s all about keeping up to date.

Final considerations

Why do you want to work for our company specifically?

This is a classic but revealing question. It is one way to assess their interest in your business and whether they have done some research about your brand. Their response may also be indicative of the passion and loyalty they could demonstrate towards your organization.

If you were to be hired, what is the first thing that you would want to accomplish in this position?

This will help them explain what their original goals were, how they intend to fit into the company, and what immediate value they should bring. This serves to give an impression of their strategic thinking and positivity towards contribution in your team dynamics.