How to Interview an Executive Assistant and Personal Assistant

Job titles vary from company to company and individual to individual.  They are not set in stone but broadly:

• Executive Assistant (EA): An EA plays a multifaceted role dedicated to optimising their employer’s efficiency. They oversee all aspects of their employer’s professional life, managing schedules, diaries, and coordinating meetings and travel arrangements. Additionally, EAs often oversee business ventures and projects, ensuring deadlines are adhered to while nurturing crucial internal and external relationships.  Often more experienced than a PA.
• Business PA/Business Assistant: A Business PA/Assistant focuses on professional tasks such as managing business-related schedules, coordinating and attending meetings, analysis and preparing reports and presentations, and assisting with project management. 
• Personal Assistant (PA): A PA primarily supports individuals on a business and personal level. PAs organise personal appointments, events and travel arrangements for their employer. Their role is supportive, ensuring their employer’s personal life runs smoothly allowing them to focus on professional responsibilities. 

• Private PA: Focuses on supporting an individual with their personal and household affairs such as managing properties, household staff, running personal errands, and coordinating private travel. 
• Virtual PA: Provides support to their employer remotely. Their duties can encompass both business and personal support, including managing schedules, handling emails and phone calls, coordinating meetings, and conducting research. 

• Key Positives: Look for relevant experience in similar roles or industries. For example, if you work in the art world, a Personal Assistant (PA) with five years of experience supporting an art dealer might be more suited to your needs than someone from a boutique finance background. Their experience suggests they have a good understanding of the art world, its unique demands, and the specific skills necessary in that environment.
• Red Flags: Note any areas of concern, such as frequent job changes, short tenures, or unexplained gaps in employment. For instance, if a candidate has taken a two-year break from their career without specifying reasons, it’s important to explore this during the interview.
• Areas of Interest: Identify elements that may complement your company’s culture. For example, if your company values adventure and often organises activities, such as climbing the Three Peaks, a candidate who expresses a passion for hiking in their free time might be a strong cultural fit.

• Formal Interviews: These are excellent for evaluating professionalism, structured communication, and suitability for corporate environments. They help gauge how candidates present themselves in more traditional settings.
• Relaxed Interviews: These are useful for evaluating cultural fit, especially in creative environments or entry-level positions where a more relaxed setting may help the candidate showcase their personality.
• Competency-Based Interviews: These are ideal for understanding how candidates apply their skills and experience in practical situations. This format is particularly effective for predicting performance in roles requiring effective decision-making and problem-solving under pressure.

• Open-Ended Questions: Help you understand the candidate’s thought process and experiences, for example: “Please describe a time when you managed multiple priorities successfully?”
• Closed Questions: Obtain specific, straightforward information, for example: E.g., “How many years have you worked as an EA?”

Interviews are not just about candidates selling themselves; they’re also a prime opportunity for companies to showcase what they have to offer.

1. Sell the Opportunity: Present the role not just as a job but as a career opportunity. Highlight the competitive salary offerings, benefits and perks such as flexible work arrangements, wellness programs or employee discounts. Emphasise the potential for professional growth within the company, illustrating this with examples such as the career progression of past employees who have advanced within the organisation.
2. Highlight Company Mission, Values, and Culture: Clearly articulate how the role aligns with your company’s overarching mission and values. Describe specific initiatives or events that showcase your commitment to diversity, sustainability, or community involvement. For example, at Sky, employees are granted the opportunity to volunteer an hour a week to engage with the elderly, aiming to combat loneliness. This initiative not only showcases Sky’s commitment to social responsibility but also highlights a supportive and compassionate workplace culture.

Providing constructive feedback to unsuccessful candidates is important as it acknowledges their effort in attending an interview, can be helpful for future interviews and enhances the candidate experience.

In conclusion, interviewing your next EA or PA successfully requires thorough preparation, a clear understanding of what you need, and conducting a structured, insightful and strategic interview process. By following these guidelines, you’ll be well on your way to finding the perfect candidate for your company. If you are considering hiring an EA or PA, please contact Knightsbridge Recruitment as we would love to help.