New year, new talent

Writing a job specification isn’t just about listing generic requirements like ‘team player’ or ‘self-starter’. Take a step back and think: What does your team genuinely need? What gaps are you trying to fill? If it’s a Personal Assistant (PA) or an Executive Assistant (EA) for example, then a well-thought-out job spec does more than describe duties – it paints a picture of the type of person you’re looking for and what they’ll achieve in the role. Be specific about what success looks like in a Personal Assistant (PA) or an Executive Assistant (EA) position. Remember, the more clarity you provide, the more likely you’ll attract candidates who align with your vision. Plus, you’ll save yourself a lot of time sifting through unsuitable applications.

Does your job really need ‘five years’ experience’ or a degree from a leading university? Of course, for a Senior Executive Assistant (EA) or Chief of Staff it might. But for a junior Receptionist role it’s highly likely that the ‘fit’ is much more important.  The truth is, skills can be taught. Cultural fit, work ethic and adaptability? Not so much. Look for potential over perfection and don’t get too prescriptive about what a candidate should look like on paper. The best hires are often the ones who bring something unexpected to the table – not just a catalogue of qualifications.

Interviews aren’t just about the candidate impressing you. You’ve got to sell the role and your company to them too. Gone are the days when people would accept any job that came their way. Today’s Personal Assistant (PA) or Executive Assistant (EA) candidates are looking for meaningful work, opportunities to grow, and a company they can be proud of. So, highlight what makes this role special. Talk about the impact they’ll make, the team they’ll join, and the career path ahead. A little enthusiasm goes a long way – and it might just be the deciding factor for a candidate juggling multiple offers.

An interview is more than a formality – it’s your opportunity to understand the candidate and determine if they’re the right fit for your team. The quality of the interview is only as good as the effort you put into it, so prepare as thoroughly as you would expect the PA or EA to do – review their CV, understand their background, and know what you’re looking for. Ask thoughtful, relevant questions instead of outdated cliches. And leave time for their questions too. A well-prepared, respectful interview doesn’t just avoid hiring mistakes – it shows Personal Assistant (PA) or Executive Assistant (EA) candidates you value their time and their talent.  A rushed 5 minute interview is not only rude, it does not showcase your Company.

Hiring the right Personal Assistant (PA) or Executive Assistant (EA) candidate is only half the battle – how you onboard them can make the difference between success or failure of the hire. A strong onboarding process ensures new hires feel welcomed, prepared, and excited to hit the ground running. Don’t just hand them a laptop and a handbook; create a tailored plan that helps them integrate into the team, understand their role, and align with your company’s goals. Schedule check-ins, assign mentors, and set clear expectations from day one. Investing in onboarding sets the stage for long-term retention and high performance.

Case studies and task-based assessments can be valuable – but only when they’re relevant. Don’t ask a superstar EA to spend hours on an unnecessary task that doesn’t reflect the role. For positions like mechanical engineering or data analysis, a case study might be appropriate. But for roles like Receptionists, Personal Assistants (PAs) or Executive Assistants (EAs)? Not so much. Instead of blindly following the case-study-trend, trust your instincts – and your interview process – to gauge whether someone has what it takes.

If you’re working with a reputable recruitment agency to hire your Personal Assistant (PA), Executive Assistant (EA) or Chief of Staff (CoS), let them do what they do best. These professionals are experts at sifting through the ‘noise’ of countless applicants, carefully vetting candidates, and matching the right people to the right roles. They’ve spent years honing their skills, building networks, and developing an eye for talent that goes beyond the surface level. The best fit for your team isn’t aways the one with the most obvious or polished CV. Agencies understand what truly matters – attitude, cultural fit, potential for growth, and unique skills that can make a difference. You hired them for a reason, so let them leverage their experience to find you the ‘right’ candidate.