10 steps to hire an assistant in 2025 [COMPLETE GUIDE]

TL;DR

• Wondering how to hire an assistant? Hiring an executive assistant is about freeing your time to focus on leading.
• This guide walks you through the 10 steps you need to take to hire the right assistant, from scoping responsibilities to building a strong partnership. 
• Whether you’re a CEO, COO, or People leader wondering how to hire an assistant or how to hire an executive assistant, the key is to be intentional at every stage.
• Done right, the decision to hire an EA can transform your daily workflow and company impact.

“Elizabeth has been able to do a lot without me. Instead of creating work for me, she takes it off my plate. She was learning about my preferences. Calendar has been good but team events have been great, scheduling in specific.” — Janna Bray, Head of Research, Notion

Finding the right assistant can transform your business. Whether you’re a CEO, COO, or VP of People, hiring an assistant isn’t just about filling a position; it’s about making a strategic investment. Understanding how to hire an assistant correctly can save months of friction and money.

This blog post follows Claire, a tech startup CEO, as she navigates the process of hiring an executive assistant and learns the importance of interviewing with intent, a critical phase of hiring an assistant for the first time. Claire’s story highlights exactly how to hire an executive assistant with purpose.

Prior to hiring an assistant, Claire spent her day juggling emails and meetings instead of focusing on leading her company. This stage of hiring an assistant is where many leaders feel the most pain because solving the problem requires a lot of effort. Realizing she needed help, she set out to find someone who could take over these time-consuming tasks so she could focus on what really mattered: growing her business. 

This realization pushed her to learn how to hire an assistant with intention. This was her first real step in learning how to hire an assistant effectively. Many leaders choose to hire a virtual assistant to move faster without sacrificing quality. 

Table of contents

10 steps to hiring the perfect assistant for your business

1. Define the role and responsibilities
2. Identify essential skills
3. Craft the perfect job description
4. Choose where to recruit
5. Screen candidates like a pro
6. Nail the interview process
7. Onboard your new assistant smoothly
8. Build a strong working relationship
9. Keep them engaged with growth opportunities
10. Troubleshoot common challenges

1. Define the role and responsibilities of an assistant

Claire’s process of bringing on an executive assistant began when she realized she was spending more time replying to emails and booking meetings than leading her team. That’s when she knew she needed help, but not just any help. She needed someone who could just figure it out, someone who could take on her day-to-day tasks, allowing her to focus on strategy.

The first thing Claire did was make a list of everything that was eating up her time. Was it the endless email, travel arrangements, or managing multiple calendars? For Claire, it was all of the above. She needed an assistant who could handle her inbox, book her travel, and organize important meetings. Once she wrote everything down, the role of the EA became clearer. This exercise simplifies hiring an assistant by identifying clear pain points where an EA can intervene and provide impactful support.

Ask yourself:

• Is my inbox out of control?
• Am I missing important meetings or deadlines?
• Could I use help with managing priorities?

Your answers will shape the role and make it easier to explain what you’re looking for. 

Common EA responsibilities include managing calendars, organizing meetings, handling emails, coordinating travel, and supporting special projects. Consider the level of decision-making, communication, and organizational skills required for the role. This clarity is essential when deciding how to hire an executive assistant.

“Vanessa has been a trusted partner and we’ve established an effective working relationship. She is going above and beyond to protect my calendar and give me leverage by assisting me in various tasks ranging from calendar and mail management, meeting organization and prep, and travel planning.” — Birkan Icacan, Head of Enterprise, Notion

Here’s the downloadable version of our hire a virtual assistant infographic.

2. Identify essential skills of an assistant

Once Claire knew what she needed, the next step was figuring out which skills her assistant should have. She knew her assistant had to be highly organized, tech-savvy, and a great communicator. But more than that, the EA needed to be proactive.

In the past, Claire had worked with assistants who waited for instructions. This time, she wanted someone who could anticipate her needs, so she made a checklist of essential skills: excellent time management, problem-solving, attention to detail, and being proactive in taking on tasks without being asked. These skills are central to how to hire an executive assistant successfully.

Top must-have skills you should look for in an EA candidate:

• Excellent communication (both written and verbal)
• Attention to detail
• Problem-solving ability
• Time management
• Proficiency with tech tools (from scheduling software to project management apps)
• A proactive mindset

These skills separate average outcomes from excellent results when hiring an assistant. You should also look for 3 key traits when hiring an executive assistant: proactiveness, intuition, and adaptability. These are 3 essential skills for an executive assistant. 

A proactive EA predicts needs and solves issues early. Intuition helps them make smart decisions, even with incomplete information. Adaptability allows them to handle changing priorities while staying productive. These traits are vital for smooth support and can greatly improve workflow and organization.

“Mari has been extremely helpful and effective in making me more focused on what needs to get done for the company by taking many smaller scheduling tasks off my plate, supporting me with documentation, and keeping me on track with my tasks.” — Director Program Management, Series B company

3. Craft the perfect job description to hire an assistant

With the responsibilities and skills in mind, Claire, the CEO, was ready to write the EA’s job description. She knew this was her chance to attract the right candidates, so she focused on being clear and specific. The EA’s role would involve managing Claire’s calendar, coordinating travel, overseeing key projects, and handling sensitive information.

Claire also included the qualifications she was looking for: someone who had experience supporting executives, strong communication skills, and proficiency with scheduling tools like Google Calendar and project management apps. She ended the description with a brief note about her company’s mission and values, making it clear that culture fit was just as important as skillset.

A detailed template can guide you by listing essential tasks and required skills. Our Viva template includes a ready-to-use job description, allowing leaders to quickly identify the support they need and simplify recruitment efforts.

“The EA Viva provided me with is fantastic. She’s highly capable, energetic, intelligent, and has a great attitude.” — Sean Kelly, General Partner, FamilyFundVC

4. Choose where to recruit an executive assistant

Next came the question of where to find the right candidates. The CEO knew she could post the job on popular platforms like LinkedIn and Indeed, but she wanted to be strategic. So, she tapped into her professional network and asked for referrals from colleagues. 

Claire also decided to explore subscription services like Viva, which specializes in connecting busy executives with high-quality remote executive assistants. For many executives, this is the easiest way to hire a virtual assistant.

Viva is the strategic EA partner of 100+ executives at fast-growing companies in the U.S. We provide the highest-quality, most proactive, and resourceful EAs, ensuring leaders thrive in their roles. With 92% of clients experiencing increased focus and productivity in the first week, Viva ensures seamless onboarding and their customers see results in less than 1 week.

This is what our customers say about us: 

5. Screen assistant candidates like a pro

The applications started rolling in. Claire was excited but she knew she didn’t have the time to interview everyone, so she developed a screening process. A structured process is essential when hiring an assistant.

First, she scanned resumes for relevant experience. Did the candidates have a history of working with executives? Could they handle complex administrative tasks? Claire shortlisted candidates who stood out and set up quick phone interviews to assess their personality and communication skills.

This allowed her to quickly filter out anyone who wasn’t a good fit, narrowing her pool to the top contenders.

Key steps for screening:

• Use a checklist to filter out candidates who don’t meet your must-have skills and abilities 
• Review resumes for relevant experience
• Conduct initial phone interviews to assess personality and skills

Looking for top-tier talent? Viva connects growing companies with skilled, pre-vetted remote executive assistants who can hit the ground running. Book a call today to find your ideal executive assistant. This is an efficient way to hire a virtual assistant without managing the recruiting yourself.

6. Nail the interview process to hire an assistant

After narrowing her list to a few candidates, Claire was ready for interviews. She didn’t want to focus just on their past experience; she wanted to know how they handled real-life challenges. 

This is a critical insight into how to hire an executive assistant who can operate independently. She asked questions like, “How do you manage conflicting priorities?” and “Tell me about a time you had to solve a problem without much guidance.”

One candidate, Sarah, impressed Claire with her responses. Sarah explained how she had worked for a CEO who was traveling constantly and had a chaotic schedule. She had taken the initiative to organize his travel plans, managed last-minute changes, and even anticipated scheduling conflicts before they happened.

Sarah’s ability to handle pressure and think ahead was exactly what Claire needed.

Some questions to ask when interviewing an executive assistant:

• How do you handle conflicting priorities?
• Tell me about a time you proactively solved a problem for your executive.
• How do you adapt when last-minute changes come up?

Their answers will give you insights into how they’ll perform and if the EA will fit your working style and your company’s culture. 

In our experience working with >100 executives across the US, we’ve noticed that a good fit is determined not just by the hard skills that you see on a resume; fit is also aboutthe soft skills that need to be properly assessed to make sure you are getting a great candidate. This approach reflects best practices for how to hire an assistant in fast-paced environments.

7. Onboard your new assistant smoothly

Claire was thrilled to hire Sarah as her new executive assistant. But she knew the hiring process wasn’t over yet; onboarding was key to ensuring Sarah would succeed in her new role. Clear onboarding systems are especially important when you hire a virtual assistant remotely.

Claire made sure that Sarah, the executive assistant, had access to all the tools she’d need: logins to her email, calendar, and project management software. She also introduced Sarah to the team and set up weekly check-ins to track her progress. By the end of the first week, Sarah was already booking meetings and organizing travel without needing much guidance.

Steps for onboarding:

• Provide the assistant with essential tools (log-ins, software access, etc.)
• Introduce them to the whole team and have them shadow you in key meetings to learn your style
• Set up regular check-ins during their first few weeks

The better the onboarding, the faster your assistant will become an indispensable part of your team.

“Now that I am ramped up with a Viva EA I don’t think I could go back. Dani ramped up so quickly and has been enthusiastic with a learner’s mindset.” — Lauryn Isford, Head of Product Growth, Notion

8. Build a strong working relationship with your assistant

As the weeks went on, Claire realized that her working relationship with Sarah would be the foundation of their success. To keep things running smoothly, they established clear communication guidelines. Strong communication is essential when you hire a virtual assistant.

Claire created a “personal operating manual,” which outlined her preferences, how she liked emails to be handled, her preferred meeting times, and when to loop her into decisions.

Claire and Sarah also set up weekly one-on-ones to go over priorities, address any roadblocks, and give feedback. This open line of communication helped them stay aligned, and Sarah quickly became an indispensable part of Claire’s team.

Tips for success:

• Schedule weekly one-on-one meetings
• Set SMART goals for your assistant
• Be open to feedback and adjustments

9. Keep your assistant engaged with growth opportunities

Claire, the CEO, understood that for Sarah, the assistant, to stay motivated and happy in her role, it was important to provide opportunities for growth. She encouraged Sarah to take on new projects, attend industry webinars, and even lead team meetings when Claire was unavailable.

By offering these professional development opportunities, Claire kept Sarah engaged and showed that she valued her contributions. Sarah felt invested in the company’s success and was eager to take on more responsibility.

Did you know that Viva takes care of growth opportunities for your executive assistant? Besides hiring, training, and pairing EAs with executives from fast-growing companies in the US, Viva also handles growth, PTO, backfills, bonuses, equipment, and security, so all you have to do is delegate. 

“Because you all are creating a great working environment that allows her flexibility and the ability to continue to grow, I believe she is able to come to work each day excited to start the day and able and willing to give her all to support us.” — Whitney Young, Talent Acquisition Business Partner, Homeward Health

10. Common challenges of working with an assistant

Of course, no working relationship is without its challenges. A few months into the job, Sarah, the executive assistant, faced an unexpected situation: Claire’s travel plans changed at the last minute, and there were overlapping meetings that couldn’t be rescheduled. Challenges are a normal part of hiring an assistant and building trust.

Instead of panicking, Sarah stayed calm. She communicated the issue clearly, offered solutions, and worked with Claire to adjust the CEO’s schedule. It wasn’t always easy, but they were able to find solutions together by addressing challenges head-on and staying flexible.

How to handle challenges with your executive assistant:

• Set up daily check-ins if priorities aren’t clear
• Offer targeted training for skill gaps
• Adjust responsibilities as your business evolves

Hiring the perfect assistant is more than just checking off a list of skills. It’s about finding someone who understands your needs, works well with your style, and can handle the unpredictable nature of running a business. That’s why understanding how to hire an executive assistant is so impactful for leaders.

If you’re looking for an assistant who can do the same for you, remember that it all starts with clear expectations, a thoughtful hiring process, and a commitment to building a strong working relationship. 

Viva hires, trains, and coaches high-quality executive assistants. Our service is an all-in-one solution. It all starts with clarity and knowing how to hire an assistant the right way. 

Book a call with our team to see how quickly your EA can start delivering results with an AI-ready executive assistant.

FAQs 

What are the top skills to look for in an executive assistant? 

Look for proactiveness, strong communication, attention to detail, and comfort with tools like Google Workspace, Superhuman, and Slack. 

How long does it take to hire a great executive assistant? 

If you’re working with a partner like Viva, it can take as little as one week to match and onboard a high-performing EA. 

Can one EA support multiple executives? 

Yes, many Viva customers assign 2-3 execs per EA, especially when the support needed is strategic but not always full-time. 

What should I delegate to an executive assistant? 

Calendar and inbox management, meeting prep, internal follow-ups, travel booking, hiring coordination, and stakeholder communication. 

How do I know if someone is the right fit? 

Cultural alignment matters. Use scenario-based interview questions and trial tasks to assess decision-making, speed, and working style.

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