What Does an Executive Assistant Actually Do?
An Executive Assistant is far more than a scheduler. They're your strategic partner, gatekeeper, and force multiplier. A great EA anticipates your needs, manages your time ruthlessly, and handles the operational complexity that would otherwise consume your days.
The best EAs don't just execute tasks—they think ahead. They'll flag conflicts before they happen, prepare you for meetings with context briefs, and shield you from interruptions that don't deserve your attention.
Pro tip: The ROI of a great EA is often 10x their salary. Think of it as buying back 15-20 hours of your week.
Key Skills to Look For
When evaluating EA candidates, focus on these core competencies:
- Calendar mastery - Can they manage complex, multi-timezone scheduling?
- Communication excellence - Written and verbal, on your behalf
- Anticipation - Do they think two steps ahead?
- Discretion - Can they handle sensitive information professionally?
- Tech proficiency - Google Workspace, Notion, Slack, travel booking tools
- Problem-solving - How do they handle unexpected situations?
Interview Questions That Reveal True Ability
Generic questions get generic answers. Use these to uncover real competence:
Scenario-based questions:
- "I have three meetings scheduled at the same time tomorrow. How would you handle this?" - "An important client shows up unannounced while I'm in a board meeting. What do you do?" - "I'm traveling and my flight gets cancelled. Walk me through how you'd handle the next 2 hours."
Past behavior questions:
- "Tell me about a time you had to make a judgment call without being able to reach your executive." - "Describe a situation where you had to push back on someone senior to protect your executive's time."
Red Flags to Watch For
Not every experienced candidate is the right fit. Watch for these warning signs:
- Can't give specific examples of proactive problem-solving
- Uncomfortable with ambiguity or making decisions independently
- Poor attention to detail in their application or communication
- Talks negatively about previous executives
- Struggles to explain their prioritization framework
Setting Your EA Up for Success
The first 30 days determine the trajectory of your working relationship.
Week 1:
Share your communication preferences, introduce key stakeholders, grant system access
Week 2-3:
Shadow you in meetings, start managing low-stakes calendar items, learn your priorities
Week 4:
Begin independent ownership of calendar, start drafting communications for your review
Document everything. Create a "How I Work" guide that covers your preferences, pet peeves, and non-negotiables.
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