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Hiring the right executive assistant (EA) can dramatically improve productivity, protect your time, and empower better decision-making. But not all candidates are created equal. If you’re in the interview process or simply planning ahead, this guide on 25 executive assistant skills what to look for in you hire will help you confidently choose someone who supports your business goals from day one.
Whether you’re managing tight deadlines, handling confidential information, or juggling multiple tasks across multiple executives, the success of your executive assistant role hire hinges on these must-have competencies.
What Does an Executive Assistant Do?
An executive assistant supports executive team with high-level administrative tasks, communication, scheduling, and project coordination. Unlike general administrative assistants, the executive assistant role often serves as a strategic partner to the executive team, helping organize tasks, manage budgets, coordinate meetings, and streamline business operations.
A top-performing executive assistant possesses organizational skills, communication skills, technical proficiency, interpersonal savvy, and the ability to prioritize tasks based on shifting priorities and competing demands. Let’s explore the essential traits that define top-performing executive assistants.
1. Exceptional Organizational Skills
Your hire should demonstrate clear organizational systems for managing tasks, calendars, meetings, and files. The ability to effectively prioritize tasks and keep everything in order is critical to staying on top of executive assistance responsibilities.
Look for: Use of project management tools, digital calendars, and color-coded task management systems.
2. Strong Communication Skills
Clear, concise, and professional communication both written and verbal is vital for interfacing with senior leadership, clients, and internal departments. Effective communication ensures that nothing is lost in translation.
Ask during the interview: How would you handle unclear instructions from a senior executive?
3. Excellent Time Management
Executive assistants operate in fast-paced environments where juggling multiple tasks and competing priorities is the norm. Your hire must be able to manage their time wisely and stay organized even when handling quick deadlines.
Look for: Time-blocking techniques or examples of working under pressure.
4. Experience with Project Management Tools
Top executive assistants are fluent in tools like Asana, Trello, Notion, or ClickUp. These platforms help manage complicated duties, track progress, and coordinate team communication.
Check: Familiarity with your company’s preferred project management software.
5. Mastery of Microsoft Office Suite
From creating reports in Excel to scheduling via Outlook and formatting PowerPoint presentations—your EA should demonstrate strong technical skills and be comfortable with all major Microsoft Office applications.
Test: Assign a short Microsoft Office task during the hiring process.
6. Ability to Maintain Confidentiality
A skilled executive assistant handles sensitive or confidential information regularly. Trust and discretion are non-negotiable in this role.
Ask: Describe a time you were entrusted with confidential information and how you handled it.
7. Active Listening Skills
Executive assistants must practice active listening to follow through on complex requests and understand nuances in communication. It’s key to avoiding mistakes and building strong executive relationships.
Look for: Paraphrasing or follow-up questions that clarify requests.
8. Excellent Problem Solving Skills
Executives rely on assistants who can think on their feet. Whether it’s a last-minute rescheduling or a technical hiccup, your EA should propose effective solutions fast.
Scenario: Present an unexpected task and ask the candidate to walk through how they’d resolve it.
9. Adaptability to Shifting Priorities
Business needs change quickly. The ability to pivot and adjust to unexpected tasks without stress is essential in a High-achieving executive assistant.
Ask: How do you react when multiple executives need support simultaneously?
10. Attention to Detail
Overlooking small things can have big consequences in strategic decision making. Detail-oriented assistants ensure that emails are accurate, calendars are clean, and presentations are polished.
Tip: Review the candidate’s resume and emails for formatting and grammar.
11. Grace Under Pressure
Fast-paced environments, last-minute changes, and back-to-back meetings—EAs must remain calm and collected. Grace under pressure helps maintain efficiency and morale.
Ask: Tell me about a time you had to handle competing priorities on a tight deadline.
12. Familiarity with Communication Tools
From Slack and Zoom to Teams and Google Meet, virtual meetings and remote collaboration tools are part of everyday business. An effective EA uses them with ease.
Test: Ask them to set up and run a short remote meetings.
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13. Ability to Manage Budgets
Executive assistants often handle purchase orders, track spending, or manage reimbursements. Basic budgeting and financial literacy are key to supporting business operations.
Ask: What tools have you used for overseeing budgets?
14. Proven Administrative Experience
Previous experience in an administrative role gives candidates a foundation in scheduling, filing, data entry, and supporting day-to-day office needs.
Look for: At least 3 years of experience in a similar or related previous role.
15. Managing Tight Deadlines
Deadlines are part of the job. Your executive assistant should know how to break down advanced responsibilities into manageable tasks and deliver on time.
Ask: How do you organize tasks when facing multiple upcoming deadlines?
16. Ability to Work with Multiple Executives
Supporting more than one leader is common in the EA role. Your hire must know how to prioritize based on each executive’s manner of communication and urgency level.
Scenario: How would you handle two executives needing your help at the same time?
17. Strong Interpersonal Skills
Interpersonal skills affect how your assistant works with others, resolves conflict, and represents you in meetings or events. Look for someone who’s diplomatic, approachable, and emotionally intelligent.
Ask: How would you describe your communication style under pressure?
18. Strategic Thinking and Initiative
Successful executive assistants anticipate needs and take initiative before being asked. This includes researching industry trends, arranging logistics, or preparing materials ahead of time.
Test: Ask the candidate to plan an executive’s travel itinerary with minimal direction.
19. Professional Development Mindset
EAs who are committed to their personal development bring fresh ideas and skills to your team. Look for candidates who pursue certifications or attend industry webinars.
Ask: What was the last professional development activity you participated in?
20. Data Entry Accuracy
Data entry may not be glamorous, but it’s essential. From CRM updates to internal reports, accuracy keeps your business running smoothly.
Test: Give them a 5-minute timed typing/data entry task and check results.
Over 38% of spending on CRM solutions comes from companies from the U.S.
21. Mastery of Task Management Software
Whether it’s Monday.com or Todoist, task management tools help EAs stay on top of competing projects and prioritize tasks based on urgency and business needs.
Ask: Which software have you used for task and project tracking?
22. Understanding of Executive Decision Making
An EA doesn’t make final decisions—but they influence outcomes by organizing information, arranging meetings, and communicating updates clearly and consistently.
Look for: Experience participating in senior leadership or board-level planning.
23. Ability to Stay Organized Amid Chaos
When things get chaotic, your EA should be the calm center—organizing chaos into clear next steps. That’s the hallmark of a successful executive assistant.
Tip: Ask how they structure their day during periods of high stress.
24. Experience Handling Complex Tasks
EAs should be comfortable handling high-stakes responsibilities like event planning, high-volume travel coordination, or sensitive hiring processes.
Ask: What’s the most complex task you’ve handled in your last role?
25. Track Record of Supporting Executive Success
At the end of the day, the best assistants enable their executives to do their best work. Look for past results that show how they’ve contributed to executive support and business growth.
Look for: Metrics like hours saved, projects completed, or events managed.
Bonus Tip: Use the Interview Process to Assess the Whole Package
Hiring the right EA isn’t just about technical skills. The evaluation phase should reveal the candidate’s communication skills, candidate’s organizational skills, candidate’s problem solving skills, ability to prioritize tasks, and maintain confidentiality. Ask situational questions and offer practical tests to evaluate their overall fit for your team.
Why These Executive Assistant Skills Matter
Executive assistants play a pivotal role in supporting strategic decisions making, streamlining workflows, and keeping the entire business running efficiently. Hiring someone without the right mix of communication style, organizational skills, and problem solving skills can lead to delays, miscommunication, and lost productivity.
According to Forbes, top-performing assistants serve as “strategic business partners” rather than just task managers—amplifying leadership impact at every level of the organization source: Forbes.
And according to Harvard Business Review, executive assistants can free up as much as one-fifth of an executive’s working hours each week by managing emails, scheduling, and project coordination source: HBR.
Final Thoughts: Hiring for Long-Term Success
When hiring your next executive assistant, think long-term. You’re not just hiring someone to book meetings—you’re selecting a strategic partner who will help you stay focused, manage tasks efficiently, and navigate challenges with ease.
Evaluate candidates for the specific skills above, and don’t settle for less. The right EA can be the difference between surviving your workload and thriving in your role as a leader.
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Our expert virtual assistant services at portiva.com pair you with top-tier executive assistants who meet all 25 executive assistant skills what to look for in you hire criteria above. Whether you’re looking to delegate administrative tasks, manage rushed deadlines, or streamline your daily workflow, we can help.
Get matched with your ideal executive assistant today. Contact us now for a free consultation.
