If you’re like most business owners and entrepreneurs, you probably feel like you’re constantly doing ten things at once and struggling to multitask.
You might be managing a team, trying to land new clients for your startup, and working on big projects while trying to maintain some semblance of a personal life.
Sound familiar? If so, it might be time to consider hiring an assistant to help with project management.
A good personal assistant can free up your time using their management skills to take care of tasks like scheduling appointments, handling correspondence, quick errands, and managing your social media accounts.
In short, an excellent personal assistant can be a lifesaver. But how do you go about finding one?
Here are a few tips:
Before we get into the nitty-gritty of finding a personal assistant, let’s first discuss what qualifies as personal assistant services. A personal assistant provides all kinds of support to an individual or a small team.
They might be responsible for administrative support, scheduling meetings, handling correspondence, making travel arrangements, going on coffee runs, and other administrative tasks.
Sometimes, a personal assistant might also work directly out of a principal’s home, running errands or taking care of household chores. Essentially, the individual is there to make your life easier by handling tasks you don’t have time for.
Now that you know what a personal assistant does let’s discuss how to find one.
The first step in finding a personal assistant is to define your needs.
What exactly do you need help with? Do you need someone to handle your everyday errands? Do you need someone to schedule meetings and appointments? Do you need a house manager to help with household tasks and staffing?
Think about the tasks you don’t have time for and make a list. This will give you a good starting point when you search for a personal assistant.
In general, most people need an assistant who is detail-oriented and adept at time management. It also helps if they’re good with calendar management.
Before you start your search, taking a step back and considering what you need from a personal assistant is essential.
You’ve determined the tasks your assistant needs to help you with, but what hours can they work? Do you need them to be on-site, or can they work remotely? Will they ever be required to travel with you?
Once you have a clear idea of the scope of the position, you’ll be in a better place to start your search.
Spreading the word is the next step after figuring out what you’re looking for. The best way to do that is to create a comprehensive job posting with all the necessary information about the position.
Include the skills and experience you’re looking for and information about the working environment (in-home vs. office, company culture, and values). This will help weed out candidates who aren’t a good fit.
Here are a few tips for writing a personal assistant job post:
– Include a detailed job description. Be sure to include a detailed list of the duties and responsibilities of the position. This will help set expectations for candidates and ensure everyone is on the same page.
– Be clear about your needs. As we mentioned, you must be clear about what you’re looking for from a personal assistant. Be sure to include information about the hours you need them to work and whether or not you’re open to candidates who work remotely.
– Include salary information. It’s essential to be upfront about salary to attract top talent. Include a salary range in your job posting so that candidates know what to expect. It will also make the topic less awkward during interviews.
Don’t just post your job listing on one job board and call it a day; cast as wide a net as possible. In addition to job boards, consider using social media, employee referral programs, and even good old-fashioned print ads to reach potential candidates.
(Remember that going through the right recruiting firm can save time and stress.)
– Job boards: Start by posting your job listing on popular job boards. This will help you get the word out as you employ other strategies.
– Social media: Use social media to post your job listing and reach a larger audience. LinkedIn is an excellent platform, but you can also post on Twitter and Facebook. Remember to use relevant hashtags, so your posts reach the right people.
– Employee referral programs: Employee referral programs are ideal for reaching candidates who might not be actively looking for a new job. Ask your employees if they know anyone who would be a good fit for the position. Perhaps offer a bonus for successful referrals.
– Print ads: Don’t forget about print ads. You can place ads in local newspapers or online classifieds websites. This can also help you connect with inactive job seekers.
– Recruiting firm: Using a recruiting firm like Pocketbook Agency is a great way to connect with qualified candidates for a personal assistant position. Our team of experts will help you find the best fit for your company’s culture and values.
Once you’ve received some applications, it’s time to interview candidates. This is perhaps the most critical stage in the hiring process.
Be sure to ask not only about their qualifications but also about their availability and willingness to travel (if applicable).
And if you’re considering candidates who will be working remotely, be sure to ask about their home office setup and whether they have any prior experience working remotely.
The most crucial factors to ask about when conducting interviews with personal assistant candidates include the following:
Ask candidates about their educational background and any relevant work experience. If they don’t have direct experience working as a personal assistant, see if they have any transferable skills that would make them a match for the job.
Question candidates about their availability. If you need someone available full-time, confirm that the candidates you’re considering can commit to those hours. Think carefully about whether you need someone on call 24/7.
You might be surprised at how much you can accomplish with a part-time personal assistant or a virtual assistant who fields phone calls and schedules appointments.
If you need a personal or administrative assistant willing to travel with you, ask about their comfort level with travel. Some people love to travel and are eager to go anywhere, while others prefer to stay closer to home.
Before making your final decision, conduct a background check on all your candidates. This will help you verify their qualifications and ensure that they are who they say they are.
There are a few different ways to conduct a background check:
– Check references. Check the references that each candidate provides. This allows you to verify their qualifications and better understand their work ethic.
– Google them. A simple search can reveal plenty of information about a person. You can use Google to check for any red flags that might come up.
– Run a criminal background check. To be extra cautious, you can run a criminal background check on your candidates. This is not required, but it’s an option for employers who err on the side of caution.
You’ve done your research, attracted candidates, and conducted interviews. Now, it’s time for your decision. It’s essential to decide what is best for you and your business.
When making your final decision, consider these three factors:
The ideal hire will be a good fit for your company culture and your personality. They’ll work closely with you, so you must get along well. Don’t look for someone exactly like you; try to avoid the unnecessary friction of hiring the wrong person.
Make sure the candidate has the skills necessary to complete the tasks required. If they don’t, they may need additional training, leading to delays in completing tasks and projects.
That said, keep in mind that a quick and eager learner can make up for a lack of skills, especially if they have excellent communication skills and excel in problem-solving.
Experience is always valuable, especially when it comes to personal assistants. An experienced assistant will better understand what you expect of them and be able to complete tasks more efficiently.
To help your new personal assistant succeed, give them a clear outline of what you need and want. Make sure they know your routine, your preferences, and your goals. If possible, provide them with a to-do list or folder of important documents so they can start immediately.
Also, communicate any specific requests or concerns. Setting expectations and giving your assistant the tools they need to succeed will help ensure a smooth transition and make the most of your working relationship.
There’s no denying that hiring a personal assistant can be a game changer for busy professionals — but only if you hire the right person for the job.
By taking the time to define the scope of the position, conducting thorough interviews, and following the other tips above, you’ll increase your chances of finding an exceptional personal assistant.
Now, your assistant can free up your time so that you can focus on what’s important. And you can make the entire process go smoother by going through Pocketbook Agency.
Sources:
Background Checks for Employment | The Balance
Hiring an Executive Assistant? Eight Must-Have Traits To Look For | Forbes
How to Conduct an Effective Job Interview | HBR