Questions to ask during executive assistant interview

While most interviews focus on learning about a candidate’s experience, education and background, an executive assistant interview has another level to it – that of detailed competency, confidentiality and tact. Posing tough hypothetical questions to interview candidates will help you gain an in-depth understanding of their ability to take on the most critical executive-level tasks.

General Introductory Questions

It’s a good idea to lay the groundwork for tough interview questions by asking typical "get-to-know you" questions about educational credentials, as well as her experience working for upper-level executives. Inquire about length of employment, and why the applicant left her previous positions. This will help you gauge how well she handles stress, and if there are mitigating factors that might raise red flags; for example, if the applicant has an inability to handle frustrations, tight deadlines or multiple, simultaneous tasks.

Dealing with Confidentiality

An executive assistant is often tasked with responsibilities that involve a certain degree of confidentiality. The executive assistant may need to use credit cards so that she can make travel arrangements, she may need to view personal email and correspondence or she may need to take minutes in meetings that have sensitive subject matter. Ask questions related to how the applicant will handle this type of responsibility:

1. What types of information do you consider to be highly sensitive or confidential?
2. How do you handle computer files, emails or print-outs that contain sensitive or proprietary information?
3. If a colleague asked you about an office rumor about your boss, how would you respond?

High-Level Communication Skills

Executive assistants need solid, high-level communication skills for her to effectively represent you and the company – both internally and externally. In addition to having exceptional writing skills and phone etiquette, the applicant should also be able to be assertive when necessary, accommodating when necessary, and professional at all times. Here are some tough questions to pose:

1. Tell me about a time you dealt with a frustrating and belligerent client who wouldn’t take "No" for an answer.
2. Explain how you turn down a meeting request on your boss’ behalf.
3. If your boss asks you to try to secure an appointment with a hard-to-reach executive, describe how you go about making that happen.
   

Multi-tasking and Prioritizing

An executive assistant is charged with not only multi-tasking, but also in figuring out how to prioritize tasks in what can be a rapidly-changing work environment. To learn how she juggles scheduling, ask her these questions:

1. If the executive you support is asked to participate in two high-level speaking engagements at the same time, how do you juggle the schedule to accommodate both requests?
2. If a board meeting is running long and your boss is late for another appointment on the other side of town, how do you manage to make certain she meets both obligations?
3. If you have 12 phone calls to return, how do you prioritize the order in which to tackle them?

Fast-Paced Environment 

Organizational skills are critical for an executive assistant in a fast-paced work environment. Learn how well your candidates handle stress, by asking the following queries:

1. Tell me about a time you felt overwhelmed at work, and how you rebounded.
2.  Explain how you handle impending deadlines when an emergency project pops up that requires immediate attention. 
3.  Outline the most effective ways you’ve organized yourself to help you stay on top of competing workplace priorities. 
   

Availability and Flexibility 

Few executives work a typical 8-hour workday, so executive assistants are often expected to also be available for work outside of regular work hours. To get a feel for whether a candidate is open to this type of scheduling, ask the following:

1. What is your philosophy about occasionally working from home, such as at night or on weekends?
2. Tell me how flexible your schedule is. 
3. Discuss a time in which you felt you were asked to do too much outside the typical workday environment, and how you handled the request.
   

Of course, there will be issues specific to your business or industry that you might want to pose to executive assistant candidates. For best results, ask open-ended questions that allow the candidates to elaborate on their approach, style or operating methodology, or request examples of how they’ve handled similar situations in the past.

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So you're in a job interview and you think everything is going well. You have managed to speak slowly and confidently. You have nailed every question your interviewer has asked. Your hair hasn't gone frizzy and you don't feel any sweat on your forehead. You're crushing it.Then, all of the sudden, just as you thought you were off the hook, they grill you with the final and hardest question of the day: "So, do you have any questions for us?"We all know this question is coming, yet hardly put thought into it. However, the truth is, giving some thought to this question can pay dividends. First, great questions can make you sound interested. You want the potential employer to believe, if you extended, you would absolutely accept their offer. Second, you can learn whether the potential employer is truly a good fit for you. They are getting to know you AND you are getting to know them!We checked out what general guidance was out there on the internet for employee interviews, and then conducted our own user research by listening to what some of Cabinet's executive assistants and administrative assistants had to say. The needs of administrative professionals are very different than other roles' needs at a company.Here is Cabinet's list of guaranteed good questions to ask in an interview.

Questions to Ask a Manager or Superior

1. What qualities make a candidate successful in this position?
2. What did the previous administrative professional do well in that you’d like to see the new one continue to do?
3. Are new tasks being assigned to this position that the previous person wasn't assigned?
4. What should I be able to accomplish on my own within 30/60/90 days?
5. What are the current goals that the company is focused on, and how does this team work to support hitting those goals?
6. What goals or metrics will my performance be measured against?
7. What is the number one thing keeping you up at night, and how can the new hire help be part of solution to solving this?

Questions to Ask a Potential Coworker or Fellow Admin

In addition to these questions, it would be wise of you to get a better look into the culture you're entering. At the end of the day, this is also an interview of the company.

1. What is the leadership style of the team or executives the new hire would support?
2. What is degree of autonomy like in the role?
3. How long have you been at the company?
4. What do you like most about your job and the company?
5. What part is most challenging?
6. How has your role changed since being here?
7. How has the company changed since you've been here?
8. How would you describe the work environment here—is the work typically collaborative or more independent?

These should be good grounds for a) showing you care about making an impact b) showing you know how to manage expectations and c) discovering whether you will be happy in this work environment.

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