Executive assistants are responsible for various tasks, from organizing meetings to managing schedules, responding to phone calls, and creating reports. To land your first job as an executive assistant, you must be able to nail your interviews. To do that, you need to know what to expect from your interviews and plan accordingly.
The hiring manager will likely ask you several questions about your skill set and past experiences. You’ll need to convince the interviewer that you’ve got what it takes to fulfill the position’s duties and more.
Below, The Pocketbook Agency shares ten of the most common interview questions for executive assistants and potential answers.
Without further ado, let’s get into those interview questions so you can thoroughly prepare and impress the socks off of the hiring manager:
Is it the money? According to US News & World Report, the executive assistant is the second-highest paying job that requires no degree. However, great executive assistants are motivated to do their job well by something more meaningful. Hiring managers will likely want to know what’s driving you to become an executive assistant and what will keep the fire burning long-term.
This question can also help the interviewer gauge whether you have the necessary experience and skills for the role. Try to give a specific incident where you realized you wanted the job.
Example: “My favorite thing is to help other people succeed. My executive assistant in college helped me navigate many challenges. She guided me through my internship and classes while always showing kindness and support. I want to be that person for someone else.”
Keeping information confidential is one of the most crucial qualities of an executive assistant. You should expect to be privy to sensitive information about your boss or clients. That’s the primary purpose of interviewers asking this question. Make it clear that you understand the stakes and would never reveal any information deemed confidential.
Example: “Confident information is private. I’ve never shared confidential information with someone before, and I’m not starting today. Anytime I discuss sensitive information in the office, I would ensure no one could hear me. And I would never throw away confidential documents without shredding them first.”
You must have superb organizational and multitasking skills to flourish as an executive assistant. Think of specific times or situations when you were required to support multiple executives and how you accomplished them.
Example: “I know what it’s like to support multiple executives simultaneously. In my experience, it’s essential to stay organized and prioritize tasks. I realized I had to be vigilant about managing my calendar and meeting deadlines when I worked with two executives simultaneously. I also double-checked that I had all my materials before presentations and meetings.”
This is one of the most important questions for you to knock out of the park. It gives you a chance to showcase your accomplishments and skills. You may not have worked as an executive assistant for a business before, but that doesn’t mean you don’t have past experiences that highlight skills and traits required for being an excellent executive assistant.
Example: “I worked with an organization on an internship in college. I helped my supervisor establish a new company-wide calendar system. This required me to work closely with the IT department, which grew my tech skills and reinforced my organizational skills. The new calendar system saved the company significant money and time.”
Even fresh out of college, you are already on a career path. This question allows the hiring manager to learn about your experiences so far. Think of a specific moment that ignited the fire in you to become an executive assistant.
Example: “I first became interested in this role while working for a small business in college. Though I was a part-time receptionist, the CEO needed an executive assistant, which drove me to apply for the position. I didn’t get the job, but I learned as much as possible about what it takes to be an executive assistant.”
This question is meant to gauge how you handle workplace conflict. Do you respond rashly? Are you easily provoked? Or are you slow to become offended and typically take a step back to evaluate the situation before responding? However, if you answer this question, ensure the hiring manager knows that you love to work with others and deal with conflict positively.
Example: “I had a serious disagreement with a colleague at my last job. I needed more information on the project we were working on, and the individual never seemed to have the time to help me. In my mind, they were blowing me off. But instead of keeping a bad attitude, I respectfully and directly asked the person if they were intentionally ignoring me. It became a productive conversation, and we’re friends today.”
In most cases, this is not a trick question. It’s possible to become overwhelmed with your workload even if you have top-notch prioritization and problem-solving skills. The point of the question is for the interviewer to learn whether or not you can overcome burnout when it happens.
Example: “There have been a few times when I didn’t know if I would be able to handle my workload. Honestly, it almost consumed me the first time I experienced it. But instead of quitting, I resolved to figure out how to prioritize my work more effectively, and I asked my supervisor for their guidance. Also, that’s when I learned about the importance of taking short breaks throughout the day.“
This is perhaps the most significant opportunity to convince the interviewer that you’re the person for the job. The question often comes at the end of the interview. Think of it as your final sales pitch.
The point of this question is for the interviewer to learn about the abilities and skills that distinguish you from other candidates. They want to know why you would be the best fit for the organization and how you would help the company reach its goals. Sharing specific qualifications and skills relevant to the job is essential. And you want to appear confident without being arrogant.
Example: “I used your company’s software as an administrative assistant intern in college. I also excel in accounting and financial reporting, so I could help the team in those areas straight out of the gate. And I am a quick study, which could save the company money on training.”
Even the best employees are criticized now and then. A leader who never constructively criticizes isn’t doing their job. Remember that you should continuously pursue positions for a company and a leader you genuinely want to work for.
If you thrive on frequent criticism because it helps you grow more quickly, seek a job with those types of executives. If you’re pretty self-reliant and prefer to have a bit of space to figure things out yourself, look for leaders who take more of a hands-off approach.
Either way, you must respond well to criticism in whatever form it comes. No company will hire you if the leaders feel they are always walking on eggshells while trying to guide you. As an executive assistant, you would work closely with executives and possibly help them with projects. Ensure your answer showcases your ability to give and receive constructive feedback and your eagerness to help.
Example: “My first objective would be to ensure my boss understood my feedback. I would then help them devise a plan for improving their work. I would bring my skills and experience into play and tell them that I am always available to help despite the size or scope of the task.”
You should also expect the hiring manager to ask this question (or something close to it). The purpose is to evaluate your problem-solving and critical-thinking skills, which are vital. Try to think of a time when you helped a company or organization with an out-of-the-box solution.
Example: “In my last job, my boss needed new project management software. He was only willing to purchase a specific product, but I knew it was too expensive for the business then. I spent time outside of work researching countless tools on the market and showed my boss a list of five cheaper options. We then discussed his specific needs, chose the best product, and I learned everything I could about how to use it. I then helped train my boss and the rest of the team.”
As with any position, it’s essential to thoroughly prepare for all the possible interview questions when pursuing an executive assistant job. Rest assured, you will face at least several of the questions above throughout your job search. Keep researching other likely questions and preparing thoughtful, authentic responses. And if you need help connecting with potential employers, look no further than The Pocketbook Agency.
Sources:
Executive Assistant – Career Rankings, Salary, Reviews and Advice | US News Best Jobs
How To Mitigate Conflict in the Workplace With Slow Thinking | Forbes