Top 3 skills of an executive assistant

When it comes to hiring an executive assistant, many executives overlook key traits that can make a significant difference between a successful hire and a less effective one. Here are the top 3 skills of an executive assistant. 

An EA’s effectiveness extends beyond the traditional skill set. At Viva, we’ve refined this understanding by hiring hundreds of EAs and reviewing thousands of resumes. 

There are many things that executives would like to know about EAs before hiring them. Does the EA ask questions about your company and preferences on admin tasks? Will they instinctively know what to do when they don’t have all the answers? Are they proactive enough?

While business skills, soft skills, and technical abilities are critical and can be taught if your EA is trained before starting, some traits are harder to develop. When an EA already possesses these 3 essential skills, they are better equipped to hit the ground running.

Here are the top 3 essential skills you shouldn’t overlook when you’re in the process of  hiring an executive assistant: proactiveness, intuition, and adaptability.

Table of contents:

1. Proactiveness
2. Intuition
3. Adaptability
4. How to assess these skills in a job interview
5. Beyond business backgrounds
6. Hire an executive assistant who is proactive, intuitive, and adapts well

1. Proactiveness

Proactiveness is a defining quality that sets exceptional executive assistants apart from the rest. A proactive EA doesn’t wait for tasks to be assigned; instead, they anticipate the needs of both their executives and the organization, plan ahead, and take the initiative to address potential issues before they become problems. This forward-thinking approach helps an executive’s schedule and tasks flow smoothly, allowing the executive to focus on important projects and goals.

Example: A proactive virtual EA identifies potential scheduling conflicts in advance and suggests solutions to avoid disruptions, ensuring the executive’s day runs smoothly and efficiently.

During a job interview, consider asking this question to assess proactiveness:

“Can you provide an example of a time when you anticipated a problem or need before it was explicitly communicated to you? How did  you address it?”

Seek answers that clearly define the expectation and how it was exceeded, using specific examples. Focus on the details: what was the challenge, what specific actions were taken to address it, and how these actions impacted the results and the company overall.

“My EA has been very proactive with communication, calendar management, and email management. I love how he stays on top of the important items without much guidance and is always looking for ways to help streamline day- to-day operations.” 

– Patrick Nikoletich, CTO, Shippo

2. Intuition

Strong intuition is an invaluable asset for a virtual executive assistant. An intuitive EA uses their insights to ask the right questions and make better decisions, often without needing explicit instructions. They understand when to delve deeper into a topic or take action and make a decision, ensuring that actions are based on solid information rather than assumptions.

Example: An intuitive EA notices when the CEO they support is overwhelmed, adjusting the schedule to provide necessary downtime. They anticipate the CEO’s preferences for meeting formats and materials, ensuring everything aligns with their style.

My EA is responsive, efficient, and intelligent. She knows how to push people in the right way to get things done. I really appreciate having her on our team. 

– Lisa Cummins, CFO, Ayar Labs

To assess an executive assistant’s intuition, you might ask: “Describe a situation where you had to make a decision with incomplete information. How did you approach it, and what was the outcome?”

Seek answers that clearly outline the challenge they faced, including the missing information. Look for a detailed description of their thought process, how they weighed potential options, and the specific actions they took. Finally, focus on the outcome and how their decision positively impacted the situation or supported the executive or company.

3. Adaptability

Change is constant in the fast-paced world of startups. An exceptional EA must be adaptable, ready to pivot as priorities shift and new challenges arise. This trait allows EAs to thrive in dynamic environments and support executives by staying one step ahead of evolving needs.

Adaptability isn’t just about reacting to change; it’s about anticipating it. The best EAs proactively identify opportunities to streamline processes and improve efficiency. This forward-thinking mindset helps executives stay focused on their core objectives while navigating the complexities of their roles.

Example: As a startup progresses to a new funding round, it will likely hire more team members and experience shifting priorities. An EA who can manage these changes effectively is crucial. The same holds true if a startup faces reduced funding or needs to extend its runway. Being able to adapt to evolving circumstances can be a significant advantage.

My EA has adapted to my hectic calendar and done everything that I’ve asked. My email management has improved. She’s also going to be an enormous help working with our IT vendor.

– CTO, Series B, from a Virginia-based company

To evaluate an executive assistant’s adaptability, you might ask: “Tell me about a time when you had to adjust quickly to a significant change in priorities or a sudden challenge. How did you manage the situation, and what was the result?”

Seek answers that clearly describe the specific change or challenge they encountered. Look for details on how they quickly reassessed the situation, adapted their approach, and managed their tasks or priorities. Finally, focus on the result, emphasizing how their adaptability led to a successful outcome or contributed to the team’s or executive’s success.

Download our customizable job description template and find the best EA for your needs.

Beyond business backgrounds

While traditional business backgrounds can provide valuable insights, experience, and skills, we’ve found that these 3 key traits (proactiveness, intuition, and adaptability) are more indicative of an EA’s potential for success. We’re not suggesting you stay away from traditional business backgrounds when hiring an executive assistant. But we are saying that thinking outside the box can bring benefits. We’ve seen it happen again and again. 

Our top performers come from diverse backgrounds, including teaching, HR, NGOs, equestrian instruction, and, of course, business. 

• Teaching skills, like communication, organization, and adaptability, make for effective executive assistants. 
• NGO experience brings problem-solving, resourcefulness, and the ability to handle complex challenges. 
• Equestrian instruction develops discipline, attention to detail, and quick decision-making—all valuable traits in an EA.

With Viva, you can hire an executive assistant who is proactive, intuitive and adapts well

If you’d like to hire an executive assistant who has been previously vetted for these skills and upskilled in business, technical, and crucial hard and soft skills, don’t hesitate to book a call with us. Through a short and useful conversation, we can assess your needs and understand the kind of support you need, even if it’s not with us. 

Very pleased, surprisingly pleased. I’ve looked for other solutions and I haven’t found someone that can do as good a job—high quality of work and great value for the cost.

– Tim Ryder, CFO, Caveonix