how to find an executive assistant

How to Find an Executive Assistant: A Comprehensive Guide 

July 14, 2023

By  Jeff J Hunter

Knowing how to find an executive assistant is crucial for entrepreneurs and busy executives. These professionals are the backbone of efficient operations, providing invaluable support in handling administrative tasks, attending meetings, and scheduling appointments.

In this comprehensive guide on knowing how to find an executive assistant, we will walk you through essential steps such as creating a detailed job description that highlights required skills and responsibilities; advertising on job boards with compelling ads; conducting multiple interview rounds to assess candidates’ soft skills effectively; exploring pre-employment testing methods for reliable results; and assess any additional administrative duties you can assign to your VA.

We will also delve into virtual executive assistant options, including the benefits of hiring a VA Staffer-trained Executive Assistant. Lastly, discover subscription staffing services that have proven successful for many entrepreneurs seeking top-tier assistance.

Creating a Detailed Job Description

Crafting an accurate and detailed job description is the first step in finding an executive assistant.

To get started, create a list of tasks you need to get done. Based on this list, create a Standard Operating Procedure or a step-by-step guide on how to do a particular task. The best way to do it is through screenshots or video recordings.

This will help you determine if you need dedicated full-time assistance or more flexible agency-based services.

Table Of Contents:

Determining Required Skill Set Based on Organizational Needs

Before diving into the hiring process, identify the skills and qualities that make up a great executive assistant.

  • Excellent communication skills: They’ll be responsible for liaising with clients, colleagues, and stakeholders on your behalf.
  • Meticulous attention to detail: A good EA can spot errors before they become problems.
  • Prioritization abilities: They should be able to juggle multiple tasks while keeping everything organized.
  • Tech-savviness: Your EA should be comfortable using various software tools like Microsoft Office Suite or Google Workspace.

Include these requirements in your customized job description to attract top talent during the hiring stage.

Finding Your Perfect Executive Assistant Match

Post your open position on popular job boards like LinkedIn, Indeed, and Glassdoor to attract the best executive assistants out there.

Highlight any unique aspects of the role or company culture that might appeal to potential applicants.

So, what are you waiting for? Start crafting a thorough job description today and find an executive assistant who will help take your business to new heights.

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Conducting Multiple Rounds of Interviews

In the recruitment process for executive assistants, it is essential to have a carefully organized interview protocol that incorporates multiple interviews.

Behavioral vs Situational Interview Questions

If you want to know how to find an executive assistant, you need to ask the right questions during the interview process.

  • Behavioral questions: These focus on past experiences and actions taken by the candidate in specific situations. Check out these great examples from Workable.
  • Situational questions: These are hypothetical scenarios that assess how the candidate would handle a particular challenge or task. Here’s an excellent list of situational interview questions from Indeed.

It’s vital to take the necessary steps and inquire about the proper queries during the interview for locating a superb executive assistant for any business.

Exploring Virtual Executive Assistant Options

Benefits of Hiring a Virtual Executive Assistant

  • Flexibility: VEAs work remotely, allowing them to adapt their schedules according to your needs without being tied down by office hours.
  • Affordability: By eliminating the need for office space and equipment costs, hiring a VEA can be more cost-effective than an in-house employee.
  • Talent Pool: With no geographical limitations on candidates’ locations, you have access to top-notch talent from around the world.

Mindmaven-Trained Assistants: A Game Changer for Your Business

If you’re looking for a great executive assistant, Mindmaven-trained assistants certainly fit the bill.

These professionals are trained not only in essential administrative tasks but also equipped with advanced communication skills that allow them to build strong relationships within your network.

Find remote executive assistants that can handle everything from scheduling meetings to attending them, leaving you with more time to focus on growing your business.

Don’t waste time with a lengthy executive assistant hiring process or dealing with the HR department. Hire executive assistants that are ready to hit the ground running and make a real impact on your business.

For businesses looking to increase efficiency and drive growth, virtual assistants are an ideal solution for providing executive assistant services.

  • Get your executive assistant without the hassle of a long hiring process.
  • Find executive assistants with diverse skill sets and experience.
  • Hire remote executive assistants and save on office space and equipment.
  • Scale up or down as needed with incredible flexibility.
  • Affordable pricing options that fit your budget.

Looking to hire an executive assistant but don’t know where to start?

  • Check out our executive assistant hiring process to find your perfect match.
  • Get tips on how to interview and hire a good executive assistant.
  • Uncover the advantages of employing a full-time executive assistant.
  • Find out how a personal assistant can help you with administrative tasks.
  • Discover the advantages of hiring a virtual assistant.
  • Get insights on how to write an effective job description for an executive assistant.
  • Learn about the challenges of hiring in-house and how a remote executive assistant can help.
  • Find out how an executive assistant can help with attending and scheduling meetings.
  • And much more.

Partner with us at Vastaffer and find your executive assistant today.

FAQs in Relation to How to Find an Executive Assistant

How to Find the Executive Assistant that Suits You

To find the executive assistant, you need to create a detailed job description outlining essential skills and responsibilities. Advertise on relevant job boards with compelling ads to attract ideal candidates.

Use resume parsers for efficient application sorting, conduct multiple interview rounds assessing soft skills, and implement pre-employment testing methods. Consider exploring virtual executive assistants or subscription staffing services as well.

What is the Difference Between a PA and an EA?

A Personal Assistant (PA) primarily focuses on managing personal tasks for their employer, such as scheduling appointments or handling correspondence. An Executive Assistant (EA), however, supports high-level executives in professional capacities by managing schedules, coordinating meetings, preparing reports, and handling other administrative duties related to business operations.

How to Find an Assistant

Finding an assistant involves advertising on job boards like LinkedIn, and Indeed, or specialized platforms like Belay Solutions. Write engaging ads targeting your desired candidate profile.

Here at VA Staffer, we do things differently. We vet and train virtual assistants to make sure they are the best in the industry. And then we assess you as a business owner and your business and exactly what you need. Then we’ll match you to someone who is a perfect fit for you and your business. 

Who Makes a Good Executive Assistant?

Someone who possesses strong organizational skills, excellent communication abilities (both written and verbal), time management expertise, attention to detail, problem-solving capabilities, and adaptability under pressure. They should also be proficient in office technology tools, demonstrate discretion when dealing with sensitive information, and have a proactive approach to supporting additional administrative duties their team need.


Knowing how to find an executive assistant is crucial in achieving your business goals. The last thing you want is to hire the wrong one and ended up regretting it. Or, you might postpone it too much that you’re business could have grown so much if you only took this business investment.

Contact us today and we’ll help you find the virtual assistant you need – someone who will be your partner in taking your business to new heights.

Digital Marketing Strategist with background in Information Technology, Project Management, and Business Process Outsourcing. An expert in content marketing, search engine optimization (SEO), and dependent on Virtual Assistants to survive.

As the founder of VA Staffer, he has built a company with over 150+ virtual assistants, specializing in executive assistants and remote teams. Jeff's a master at leveraging AI and human capital to build things fast (and smart). He's a contributor to top business publications such as Entrepreneur and Forbes, and he has been featured on major news networks including ABC and CBS.

Jeff J Hunter

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