Hiring an executive assistant (EA) can transform how you work by freeing up time, reducing stress, and improving productivity. But finding the right EA requires clarity, strategy, and structure.
This guide walks you through 8 practical steps for hiring an executive assistant, plus expert tips and red flags to avoid.
1. Start with clarity: what do you really need?
Before posting a job description, ask yourself:
- Are you drowning in emails?
- Missing meetings or struggling with scheduling?
- Need help with travel, budgeting, or project coordination?
Write down the top five tasks that take time away from strategic work. Use that list to create a clear job description that includes:
- Core responsibilities
- Required skills and tools (Google Workspace, Microsoft 365, project management platforms)
- Work arrangement (remote, hybrid, in-person)
- Must-have vs. nice-to-have qualities
Pro tip: Define what success looks like in the first 90 days. If you cannot, you are not ready to hire. Undefined expectations lead to high turnover.
2. What skills should an executive assistant have?
Look for a mix of hard and soft skills:
Hard skills:
- Calendar and inbox management
- Travel planning
- Basic budgeting and expense tracking
- Familiarity with tools like Google Workspace or Microsoft Office
Soft skills:
- Trustworthiness and discretion
- Emotional intelligence
- Adaptability
- Strong communication
- Attention to detail
- Ability to anticipate needs
Red flag: Candidates who only highlight technical skills without judgment or problem-solving ability. Great EAs combine skills with critical thinking.
3. Where do you find great executive assistant candidates?
Here are the best sources:
- Referrals: Start by asking trusted colleagues. Referred candidates often perform better and stay longer.
- Professional networks and job boards: Use LinkedIn and industry-specific communities to find qualified talent.
- Trial-based services: Platforms like Base Select+ let you test multiple vetted assistants in short-term, real-world engagements before committing. This reduces hiring risk.
Red flag: Relying only on generic job boards. These often attract applicants without senior-level EA experience.
4. How do you interview and screen effectively?
Create a structured interview process with:
- Standardized questions and scoring rubrics
- Input from experienced EAs and team members
- Questions that reveal strategic thinking and partnership skills, such as:
- “How do you prioritize an executive’s calendar when everything feels urgent?”
- “Describe a time you anticipated an issue before it happened. What did you do?”
- “When goals shifted, how did you adjust priorities to stay aligned?”
Always check references and ask about reliability, discretion, and judgment.
Red flag: Candidates who say they “just follow instructions.” Top EAs are proactive and anticipate needs.
5. What is a competitive salary for an executive assistant?
Here is what to expect:
- Median U.S. salary: $74,000 per year
- Certified EAs: Earn about 10% more
- Fractional or part-time: $3,000 to $7,000 per month
Salary ranges by location and work style:
| Role Type | Salary Range |
|---|---|
| Remote / small markets | $55,000 to $70,000 |
| Major cities / in-person | $90,000 to $130,000+ |
Pro tip: If an EA saves you 10 hours weekly, what is that worth to your business?
Red flag: Trying to “get a deal” far below market rates. Underpaying leads to turnover and poor quality.
6. Why cultural fit and trust matter most
Cultural alignment drives retention. Ask candidates:
- “What type of work environment helps you thrive?”
- “What do you need from a leader to succeed?”
Red flag: Generic answers like “I can work anywhere.” That suggests a lack of self-awareness about work style.
7. How do you onboard an executive assistant the right way?
Set your EA up for success with:
- Clear communication preferences
- Full access to calendars, tools, and contacts
- 30-, 60-, and 90-day goals
Red flag: Throwing them in without structure. This leads to frustration and early exits.
8. How to keep your executive assistant engaged long-term
Retention is about growth and recognition. Provide:
- Training on new tools and AI
- Opportunities for leadership support or projects
- Ongoing feedback and recognition
Red flag: Assuming “no news is good news.” Silence feels like neglect and reduces engagement.
FAQs about hiring an executive assistant
What is the biggest mistake when hiring an executive assistant?
The most common mistake is hiring without clearly defining expectations and success metrics. If you do not outline responsibilities and 90-day goals in advance, your new EA will struggle to prioritize tasks and may feel unsupported. Clear role clarity leads to higher retention and better performance.
Do executive assistants work remotely?
Yes. Many executive assistants now work fully remote or in hybrid roles. Remote EAs manage calendars, inboxes, and projects using tools like Google Workspace, Microsoft 365, and Slack. If you hire remotely, set up strong communication processes and secure access to tools for success.
What is the average salary for an executive assistant?
The average salary for an executive assistant in the U.S. is around $74,000 per year. However, salaries vary widely depending on location, experience, and responsibilities. In major cities, compensation can exceed $100,000, while remote roles often fall between $55,000 and $70,000 annually.
Should I hire a part-time or full-time executive assistant?
It depends on your workload and budget. A full-time EA is ideal for executives who need consistent daily support. Part-time or fractional executive assistants are a great option for small businesses, startups, or founders who only need ~2o hours of support per week as they scale.
What qualities should I look for in an executive assistant?
The best executive assistants combine hard skills like calendar and inbox management with soft skills like adaptability, discretion, and problem-solving. Look for someone who can anticipate needs, communicate clearly, and handle confidential information with trust and professionalism.
Final thoughts
Hiring the right executive assistant is an investment in productivity and peace of mind. Start with clarity, look for both hard and soft skills, and do not skip onboarding and growth.
👉 Curious about how Base can help? Check out our fractional support and full-time support services.
