The Ultimate Guide to Hiring the Perfect Personal Assistant: 10 Interview Questions to Uncover Hidden Gems

Hiring a Personal Assistant (PA), Executive Assistant (EA), Private PA or Chief of Staff is like finding a co-pilot for your professional life—someone who can steer the ship when things get choppy and make sure you’re always on course. But how do you sift through the sea of resumes to find that one perfect candidate? The secret lies in asking the right questions during the interview process.

In this guide, we’ll break down 10 crucial areas to explore with your potential PA. By the end, you’ll be armed with the tools to uncover the hidden gem who will make your life infinitely easier.

Example Questions:

• "Can you tell me about your experience as a PA, EA, Private PA or Chief of Staff?"
• "What types of tasks did you handle in your previous PA, EA, Private PA or Chief of Staff role?"

Scenario: Imagine your candidate casually mentioning they once organized an international conference for 300 people with just two weeks’ notice. That’s the kind of experience that should make your ears perk up. These questions help you understand if the candidate has the depth and breadth of experience to manage the chaos that might come their way in your role.

Why It Matters: A seasoned PA will not only have the technical know-how but also the street smarts to handle unpredictable situations—like when your flight gets cancelled an hour before a crucial meeting across the country.

Example Questions:

• "How do you manage and organize your employer’s calendar?"
• "Can you provide an example of a time when you had to resolve a scheduling conflict?"

Scenario: Picture this: Your PA manages to fit a last-minute investor meeting into a jam-packed day by skilfully shifting things around and even arranging a helicopter ride to make sure you’re not late. That’s the level of organisational prowess you’re looking for.

Why It Matters: A great PA isn’t just organised; they’re a logistical expert who can juggle multiple tasks without dropping a single ball.

Example Questions:

• "How do you handle communication between different departments or external contacts on behalf of your employer?"
• "Can you give an example of a time when you had to deal with a difficult situation or person?"

Scenario: Try to find evidence of the time when, for example, your PA diffused a tense situation with a major client by crafting a perfectly worded email that turned the situation around. These questions will help you gauge how well they can navigate tricky social dynamics.

Why It Matters: Communication is the backbone of any successful relationship, especially when your PA is the one interfacing with key stakeholders on your behalf.

Example Questions:

• "Describe a situation where you had to think on your feet to solve a problem for your employer."
• "How do you handle unexpected changes to your employer’s schedule?"

Scenario: Imagine your PA saving the day by finding an alternate venue for an event after a last-minute cancellation. These questions will reveal how quick they are on their feet and how well they can adapt to changing circumstances.

Why It Matters: Life is unpredictable, and a top-notch PA needs to be your problem-solving partner, ready to tackle challenges as they arise.

Example Questions:

• "What experience do you have with the software and tools necessary for this role?"
• "How do you stay updated on the latest technology or tools that could improve your efficiency as a PA?"

Scenario: Suppose your PA automates your task management system, freeing up hours of your time each week. These questions will help you assess whether they’re tech-savvy enough to optimize your workflow.

Why It Matters: In today’s digital age, a PA who’s proficient with technology can be a game-changer, streamlining processes and boosting productivity.

Example Questions:

• "How do you prefer to structure your day when managing a busy schedule?"
• "How do you ensure that your employer’s preferences and working style are always respected?"

Scenario: Imagine a PA who knows exactly when to bring you your favourite coffee (not too early, not too late) and always keeps your inbox clean. These questions will help you figure out if their working style aligns with yours.

Why It Matters: A PA who meshes well with your work habits will not only make your life easier but also more enjoyable.

Example Questions:

• "Can you describe a time when your attention to detail prevented a significant issue?"
• "How do you ensure that all correspondence and documentation are accurate and error-free?"

Scenario: Picture a PA who spots a typo in a crucial contract that could have cost you millions. These questions aim to uncover if they have the eagle eyes necessary for such tasks.

Why It Matters: A keen eye for detail can mean the difference between success and disaster, especially when handling high-stakes projects.

Example Questions:

• "How do you maintain confidentiality when handling personal or sensitive information?"
• "Can you provide an example of how you’ve managed delicate information or a sensitive situation?"

Scenario: Imagine your PA is privy to major business deals or personal matters but never lets a word slip. These questions help you determine if they can be trusted with sensitive information.

Why It Matters: Discretion is key in a PA role; you need someone who can be the vault for your secrets.

Example Questions:

• "Describe a time when you took the initiative to improve a process or task for your employer."
• "How do you anticipate your employer’s needs?"

Scenario: Consider a PA who organises flowers from you for a colleague who has had her first child before you even hear the happy news, or preps a brief before you’ve asked for it. These questions will reveal if they’re the kind of proactive person who makes things happen without being told.

Why It Matters: A proactive PA doesn’t just respond to needs—they anticipate them, making your life smoother in ways you didn’t even know you needed.

Example Questions:

• "What do you enjoy most about being a PA, EA, Private PA or Chief of Staff?"
• "How do you ensure that you are aligned with your employer’s values and expectations?"

Scenario: Imagine a PA who shares your passion for sustainability and helps organize eco-friendly events for your company. These questions will help you assess if they align with your values and can integrate seamlessly into your workplace culture.

Why It Matters: A PA who fits well into your company culture and shares your values is more likely to be a long-term, fulfilling addition to your team