The responsibilities of executives and senior managers are plentiful and always evolving as business priorities shift and change.  Executives need to focus on their core responsibilities and cannot afford to be overwhelmed by every task or piece of information that comes their way.  They need help to stay organized, prepared and completely dedicated to achieving the company’s goals.  The best help they can receive is provided by an experienced Administrative Assistant. 

When it comes to hiring the right Administrative Assistant, it is important to remember that these professionals do more than answer phones and take messages.  Candidates must possess the wide-ranging administrative skills that are integral to supporting executives and senior managers so that they can perform more efficiently, effectively, and successfully.  That’s why it’s vital that you find the right candidates when you’re in the process of hiring a new Administrative or Executive Assistant. 

With the guidelines below, you will be able to successfully select qualified Administrative Assistant candidates from the many applications you’ll receive. 

How to Catch the Attention of Qualified Assistants

If you want to attract the top-tier candidates with the best administrative skills, then your job posting has to catch their eye and appeal to their professional interests.  Write the post using a professional yet conversational tone that doesn’t rely on buzzwords or corporate jargon.  Be brief, straightforward and direct but in a friendly way. 

A similar style also applies to the job description included in the posting.  Be thorough and detailed with the specific duties of the administrative assistant and direct with the requirements that are necessary for consideration.  A vague description can lead to a lack of qualified candidates and an influx of inexperienced applicants.  Using bullet points and brief sentences helps the job seeker easily review the duties and requirements to determine if the role is worth pursuing.  Having a well-written job posting and description makes the hiring process more manageable by attracting qualified applicants, which in turn helps hiring managers better identify potential hires to streamline the interview timeline. 

How to Select a Few Administrative Assistant Candidates    

Now that the job posting and description has led to the arrival of quality applications, it’s time to identify the candidates who have what it takes to be considered for the executive assistant position.  The following questions will help you narrow down the pool:

• Does the applicant have prior administrative assistant experience?

• Is the candidate’s work history accurate and truthful?  Does it make sense? Does the career progression follow a typical pattern?  Trustworthiness is vital for any administrative role so if there is any hint of untruthfulness, steer clear.

• Are the resume and cover letter clearly written, concise and grammatically correct?  If so, the candidate likely has strong communication and writing skills.

• Is the applicant proficient with communication and scheduling tools like Microsoft Outlook, word processing programs like MS Word, or spreadsheet software like Excel or Google Sheets?

• Did the candidate include a link to their complete LinkedIn profile?  If so, you’ll have greater insight in their experience, achievements, skills and network.

How to Choose the Right Administrative Assistant 

After you have compiled a list of eligible candidates, it’s time to interview them.  Ask questions about their experience, and present scenarios that involve handling certain critical business situations or decisions.  You may also want to consider presenting candidates with a test that will help you determine if they’re truly prepared for the role.  Such a test may involve the candidate taking verbal direction, writing a document on behalf of the executive using the required software, and accepting feedback from the interviewer after review.  These types of in-house tests help hiring managers verify that the candidate has the administrative skills required for the role, and that they can successfully take direction and work independently in a high-energy environment. 

This is just a brief overview of the highly involved process of hiring an Administrative Assistant.  Just as the right assistants can help your executives and upper managers achieve success, an experienced staffing agency can assist your company with its search for the right candidates.  We will help you craft the perfect job posting and description, use the proper channels to connect with qualified, diverse job seekers, and work with you to select the best administrative candidates for the final steps of the hiring process.  Contact us today to discuss the many ways Elite Personnel can help you find your next executive assistant!