Executive Assistant Skills Interview
Author:
Haya Bakour, MSc I/OAn Executive Assistant interview assessing key skills required for success. We've also included a few motivation and values questions to help you make the best decisions about your candidates.
Focus area:
Question
1
Why are you interested in making a career move to our company as Executive Assistant? How do you see this opportunity within the context of your career?
What does this question reveal?
Candidate exhibits fit and motivation to join the company
Explore tips
- Is seeking an opportunity to grow by applying and developing multiple skills
- Wants to make a defined impact on others and the organization’s success
- Is motivated to add value to the company's culture and work environment
- Is passionate when discussing how this connects with their strengths/interests
- Exhibits awareness of the role expectations and the organizational context
Question
2
Describe a time you made improvements to a system or a process because you found it to be disorganized or not properly managed. What did you do and what was the outcome?
What does this question reveal?
Candidate has the ability to develop effective and efficient work systems and processes
Explore tips
- Describes the context and identifies why an improvement to the system was needed
- Clearly explains the improvements they made to the system and their impact
- Explains how they collaborated or communicated with others to achieve success
- Explains how they put systems in place to maintain organization of new system
- Discusses any learnings or key takeaways from the experience
Question
3
When working as an Executive Assistant, you often have to deal with more than 150 emails per day. What tactics would you use to manage those emails efficiently?
What does this question reveal?
Candidate has the ability to manage a high volume of emails
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- Stresses the importance of prioritizing emails and keeping an organized inbox
- Considers organizing inbox by categorizing, labeling, filtering and sorting
- Focuses on the importance and urgency of the emails
- Discusses using templates for responses to standard emails with similar requests
- References experience with suitable email management tools
Question
4
Communication skills are really important to this role. When it comes to that skill set, what aspect are you best at, and can you share an example of how you've done this in a previous role?
What does this question reveal?
Candidate has the ability to understand their strengths and how communication is critical to success
Explore tips
- Clearly highlights their specific strengths in communicating
- Shares key communication tactics (e.g. active listening, tailoring to audience)
- Uses evidence from past experience to justify their strengths
- Tailors response with examples relevant to the position and organization
Question
5
What kinds of writing have you done in your job? Can you compare the similarities and differences between two different types of documents you have written?
What does this question reveal?
Candidate displays experience and proficiency with different formats of written communication
Explore tips
- Demonstrates breadth through different formats (e.g., blogs, reports, executive summaries, technical documents)
- Emphasizes the importance of an outline/structure in most documents
- Considers formality/informality in style of writing
- Tailors writing style and language to the relevant audience
- Emphasizes the importance of proofreading all work before disseminating
Question
6
How do you ensure accurate data entry when processing expenses and preparing reports?
What does this question reveal?
Candidate has the ability to ensure accuracy while entering data
Explore tips
- Discusses strategies for ensuring accuracy when preparing reports
- Draws on past experience with preparing reports to justify claims
- Discusses a system for quality-checking the documents at various stages
Question
7
How would you approach proofreading and editing a document that has been written by multiple authors? What would be the biggest challenge in this scenario?
What does this question reveal?
Candidate has the ability to make any written document consistent
Explore tips
- Understands the importance of consistency (in style, format, tone, etc.)
- Suggests checking organizational guidelines on content creation
- Suggests asking the authors how they would prefer to reach consistency
- Demonstrates excellent attention to detail and communication skills
- Understands the need for sensitivity in the task
Question
8
Imagine you are creating a business report for the CEO that is due tomorrow. However, you have also received emails with actionable items from other executives, vendors and colleagues. How would you manage these tasks?
What does this question reveal?
Candidate has the ability to multitask and accommodate multiple requests
Explore tips
- Outlines an effective system for prioritizing and handling administrative tasks
- Would consider business objectives and impact, added value, and opportunity cost
- Notes the difference between important and urgent tasks when prioritizing
- Suggests prioritizing different tasks and grouping similar tasks together
- References their past experience to back up their approach
Question
9
Describe the busiest day you experienced in your past position. How did you handle it? What did you learn from the experience?
What does this question reveal?
Candidate has the ability to ability to prioritize when faced with multiple tasks
Explore tips
- Describes a busy day with multiple tasks; may identify unexpected issues
- Emphasizes ability to remain calm while making plans to accomplish tasks
- Provides a logical and valid rationale to justify how they prioritized work
- Can effectively deal with unexpected issues when under time pressure
- Draws from related past experience and highlights learnings and key takeaways
Question
10
What would you do if you learned that a coworker had disclosed confidential company information that they shouldn't be sharing with others?
What does this question reveal?
Candidate has the ability to handle the disclosure of confidential information
Explore tips
- Would gather more information and evidence on the breach of confidence
- Would analyze the situation and take appropriate action based on the context
- Would inform management and consult with a lawyer if necessary
- Considers educating employees about the confidentiality of company information
- Shares key learnings from similar past experiences
Question
11
Imagine your executive's flight has been cancelled. They need to be in a very important investor meeting in that location the next day. What would you do?
What does this question reveal?
Candidate has the ability to resolve unforeseen travel delays
Explore tips
- Would consider alternative solutions to get them to the meeting on time
- Would contact the flight agent and attempt to book the next flight
- Would remain calm and proactively try to solve the situation
- Would assess alternate options (e.g. other means/times to schedule the meeting)
- Discusses how to avoid/be prepared for similar situations in the future
Question
12
Imagine management asks you to help create a report on [insert subject] to help with their decision-making. How would you approach this task?
What does this question reveal?
Candidate has the ability to collect and summarize information
Explore tips
- Would clarify the main objective of the report and information that is needed
- Would define timeline, potential information sources, and relevant stakeholders
- Discusses researching the topic and checking best practices
- Would summarize the findings and focus on key takeaways for management
Question
13
Tell me about a time you made an error on an invoice or report. What did you do and how would you avoid making that mistake again in the future?
What does this question reveal?
Candidate has the ability to spot and fix errors in reports
Explore tips
- Clearly describes the situation and the error they made
- Elaborates on how the error was spotted and fixed
- Understands what caused the error and the implications of it
- Discusses key learnings and takeaways to avoid the mistake in the future
Question
14
Based on your past work history and professional experience, in what type of work environment were you the happiest and most productive?
What does this question reveal?
Candidate shares preferences for organizational culture and workstyle aligned with your company
Explore tips
- Discusses attributes that align with your organization
- References different organizational factors (people, place, work, etc.)
- Highlights the values that shaped the environment/culture
- Shares a story from past experience to support their claims
- Justifies why it made them happy and productive
Question
15
What is one thing you wish I had asked you in our conversation today?
What does this question reveal?
Candidate displays self-awareness of unique strengths and value-add
Explore tips
- Gives a response that is relevant to the role in question
- Justifies their suggestion by explaining their value-add
- Exhibits strengths that were not previously covered
- Further demonstrates their value-add and competitiveness as a candidate
