Hiring the Right Executive Assistant: How Do You Help the Leader?

Good leadership involves more than just making good decisions. There is typically a good support network behind every successful executive, and many of them keep to a well-coordinated schedule, communicate effectively, and have a plan for their daily priorities. That structure can be developed by an executive assistant, giving the leader time to concentrate on the strategy and the rest of the tasks are dealt with appropriately.

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Understand the Executive’s Working Style

An executive assistant’s job is more than just about handling a calendar. These tasks include scheduling, traveling, documents and correspondence, and follow-ups.

The job requires confidentiality and employees are expected to be discreet, judgmental and professional, given the nature of the work. A good assistant is able to spot the needs and let leadership know.

Determining the Skills That Matter

Companies need to establish the criteria for success in the job before starting a search. Others may need assistance with complicated scheduling and travel arrangements, or with project coordination, making presentations, or communicating with other departments.

Useful qualities include:

Organization: Maintaining accurate calendars, documents and deadlines.

Communication: the ability to convey information in a clear and effective manner, and to tailor the communication process for different audiences.

Prioritization: Identifying urgent requests and handling priorities.

Technology skills: using collaborative technologies and office software with confidence and working with calendars.

Discretion: confidentiality of business and personal information (discretionary).

Working with Executive Assistant Recruiters

It can take time to find candidates that have the right experience and judgment. Employers can partner with executive assistant recruiters to find the right professionals for the job because they can help them find the right people.

The focused search starts with responsibilities, experience, expectations and cultures in the workplace. Employers can leverage that data to find employees, assess their qualifications and schedule interviews. It can make the process more structured and give both parties an idea of whether or not it’s a feasible match.

Linking the Concepts of Administrative Support to Leadership Needs

Executive assistants have close contacts with other administrative and professional staff. Effective information flows within the organization which is a part of their effectiveness. Properly established procedures for preparing, approving, handling and follow-up meetings minimise confusion and can help to prevent important work being missed.

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It’s important that the hiring team share information about how the assistant will work with their colleagues and executives to help candidates have an accurate understanding of the position.

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Building a Positive Candidate Experience

Making good hiring decisions with a respectful hiring process. Employers need to share the expectation of the job, the job’s owner, the timeline and the job’s duties early. When interviewing, be sure to ask about real-life scenarios, such as what happens if someone has a conflict with the schedule, you need to keep information private, or someone changes their mind.

An individual has been chosen, and a structured onboarding program can provide a set of key contacts, preferred communication methods, systems and routine responsibilities.

Establishing a LWRP

Great executive assistants form a great relationship based on trust, communication, and expectations. Priority and preferred practices should be explained to leaders and the use of assistants to remind of requests and potential issues should be comfortable.

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Regular review of workload, upcoming commitments and process improvement can be achieved through regular check-ins.

Conclusion

An executive assistant is an investment in the leadership on a day-to-day basis. Defining the role, assessing practical skills and ensuring effective communication can help to identify support that is appropriate to companies. When used with good judgment and a positive working relationship, executive assistants can help their leaders remain organized, more efficient with time and keep business moving along.