In a world where it's easier than ever for people to answer emails on the go, work from home, and be hands-on in running their businesses, employers often juggle too many responsibilities. This can lead to important details to falling through the cracks. If you wish that you had more hours in the day to ensure that your business functions as smoothly as possible, hiring an Executive Assistant could help. Check out these practical steps to hire the best Executive Assistant for your company's unique needs.
Create a Specific Job Description
Not all Executive Assistant (EA) positions are the same. An EA's roles and responsibilities can vary greatly from one employer to the next. With this in mind, you must establish clear expectations for the job you're striving to fill. There are three different levels of responsibility that an EA can assume. You may need someone who can:
Handle simple tasks, such as running errands, answering phones, and filing papers.
Assume more significant responsibilities, such as scheduling meetings, booking travel plans, and helping with projects.
Be a pivotal player in the company by taking on important projects, participating in meetings, and offering advice.
Be sure to specify who the EA will work under (one or several managers), that the position may include additional duties as needed, as well as appropriate compensation based on their experience and role. Keep in mind, it's worth forking out a little more money to find someone with experience, adaptability, and strong people skills.
Attract the Right Applicants
When it comes to finding the perfect fit for your company, it's better to have a few outstanding applicants to choose from than a plethora of unqualified ones. To attract the kinds of individuals you have in mind, don't be afraid to include behavioral traits, educational background, and experience in the job description as well. For example, your job listing could include something like, "Our ideal candidate is an EA who can effectively accomplish a variety of tasks, work well under pressure, and maintain a high energy level with exceptional communication skills."
Networking is a crucial step in locating your ideal EA. Along with asking for referrals from colleagues and friends, seek out the people you encounter who do their current jobs particularly well. Just because they aren't looking for a new job doesn't mean they won't be interested in the offer. Sometimes, all you have to do is ask. Lastly, consider hiring a recruiter that specializes in finding top Executive Assistants.
Ask the Right Questions
Once you've found potential candidates who look great on paper, it’s time to interview them. Take the time to ask thoughtful questions that will help you find the best person for the job. The two questions you should keep at the forefront of your mind throughout the interview process are:
Will this person do the job well?
Will they work well with you, their co-workers, and your clients?
To get to the bottom of these two critical questions, it's best to avoid "yes" or "no" questions. Instead, pose hypothetical situations from their previous positions that allow them to paint a picture of their personality and how they would likely interact with your employees and customers.
Tips to Find the Best Fit
You may be in a rush to fill your EA position as quickly as possible, but taking your time to ensure that you find the best fit possible will be well worth the wait. Here are some other helpful tips to keep in mind:
Involve your Human Resources team; they can help you sift through resumes, formulate interview questions, and screen candidates.
Reward current employees for referring you to qualified prospects.
Check references.
Avoid hiring during the interview; take the time to consider every candidate thoughtfully.
Whether you are an Administrative Professional or an Executive searching for the perfect Executive Assistant or Chief of Staff to add to your team, The Hire Standard is here to help you make your dream a reality. If instead you think you have what it takes to be a great Executive Assistant or Chief of Staff, we can help. Serving the San Francisco Bay Area and California, we work hard to pair fabulous employers with their ideal potential employees.