Checklist to hire an executive assistant

Picture this: It’s Wednesday, you’re neck-deep in a product launch, your calendar is overflowing with back-to-back meetings, and emails are piling up. On top of that, you’ve got urgent customer calls and last-minute changes to your strategic plan. As the clock ticks, you realize you can’t do it all by yourself. Enter an executive assistant (EA) – your key to keeping everything on track without losing your sanity – or your business. Use this checklist to hire an executive assistant.

Hiring a proactive, high-performing executive assistant with strong business skills can be challenging. We’ve successfully matched hundreds of executives with EAs using a proven system that works. This checklist is designed to help with your hiring process. For more information, you can review our sample profiles.

Should you hire an executive assistant?

1. Can your soon-to-be executive assistant think on their feet?

A great EA doesn’t just follow instructions; they think ahead and handle things without you even asking. Look for someone who:

• Anticipates challenges before they happen.
• Finds solutions instead of waiting for direction.
• Understands your goals and works toward them.
• Makes quick decisions when things get hectic.
• Offers smart insights to push projects forward.

In an interview to hire an executive assistant, ask:

• Tell me about a time you solved a problem before it became an issue.
• How do you handle multiple urgent tasks simultaneously?
• What’s your approach to making decisions without all the information you might need?

“My Viva EA is a delight to work with! She jumps in and takes the time to learn and figure things out and asks questions along the way to ensure she is understanding our processes. She is consistent with her follow-up and I love how much she documents all of her activity. She is one step ahead of me and picked up everything within one-and-a-half weeks. She has made recommendations and offered solutions that make my day go smoother! 

– Senior Director of Talent Acquisition, from a San Francisco-based company

2. Does your EA keep everything organized?

Your EA should be a master of managing chaos. They’ll juggle tasks, keep projects on schedule, and make sure no detail slips through the cracks. Look for someone who:

• Can handle multiple responsibilities at the same time.
• Knows how to prioritize and meet deadlines.
• Pays attention to all the small details.
• Coordinates with teams to keep everything running smoothly.

In an interview to hire an executive assistant, ask:

• How do you stay organized when you’ve got a lot on your plate?
• What tools or systems do you use to manage deadlines?
• Tell me about a project you led and how you kept everything on track.

“My Viva EA has done an excellent job of managing {my} calendar and pushing hard on email management. There have been multiple examples now where I can push more and more complex tasks with less oversight to her. She has been managing all of this well and continuing to push for how she can do more!” 

– Jason Prestinario, CEO, Particle Health

3. Can your EA boost team morale?

Your EA isn’t just your right hand – they also help foster a positive team atmosphere. Look for someone who:

• Has strong interpersonal skills.
• Knows how to bring people together for team engagement activities.
• Helps keep communication flowing across teams.
• Understands how to enhance team collaboration.

In an interview to hire an executive assistant, ask:

• How do you plan team engagement activities to keep morale up?
• Give me an example of a time you improved communication within a team.
• What do you do to create a positive team environment?

4. Is your EA candidate open to feedback?

Growth is key. You want an EA who’s always improving, learning from feedback, and staying adaptable. Look for someone who:

• Regularly asks for feedback and uses it to get better.
• Learns from mistakes and makes changes.
• Seeks out professional development opportunities.

In an interview to hire an executive assistant, ask:

• How have you used feedback to improve your work?
• How do you ask for feedback and what’s your process for using it?
• What steps do you take to keep growing in your role?

5. Will your EA fit into your company culture?

Cultural fit is crucial. You need someone who blends with your team and embraces company values. Look for someone who:

• Can adapt to your work style.
• Embodies your company’s culture and values.
• Is flexible and can grow with the team.
• Builds strong relationships across departments.

In an interview to hire an executive assistant, ask:

• How do you adapt to different work styles?
• Can you share a time when you had to adjust to a big change?
• How do you integrate into new teams?

“Viva continues to be an amazing partner. Appreciate all your support! My executive assistant has been a huge value-add and is an integral part of the team.” 

 – Sachar Astor, Chief Growth Officer, Telegraph

Ready to hire an executive assistant?

Use this checklist to hire an executive assistant who can help you stay on top of things and boost your productivity. When you’re ready to take the next step, book a call with Viva Executive Assistants to get started. Not sure if hiring an EA is right for you? Have a free consultation by also booking a call with us.