How To Interview For An Executive Assistant Position

Preparing For An Assistant Video Interview

The vast majority of recruitment agencies and employers now use video as part of their interview process because it saves time and money in the early stages of the interview process.

In our recent interview with Hayley Lawrence, PA, for the Regional General Manager on Necker Island, she told us that she had to submit a video before the interview rounds for her new role. Here is what she said:

When I saw the job being advertised online and gone viral, a friend joked to me that I should apply. Challenge accepted! So I made a short video and sent it off and didnt give it a second thought. When I got the email asking me to interview, I checked the email a few times to make sure it wasnt my friend playing a trick.

Never in a million years did I think I would be the one to get the job, mainly when I had found out over 5,000 had applied. One day after I had been through the interview process, I got a call from Richards assistant advising that he would be calling me shortly as part of the interview process. I couldnt believe it! I was on a train at Waterloo East at the time, and I remember frantically running around the station trying to find somewhere quiet to take the phone call. After Richard had told me, I got the job, and we said our goodbyes, I remember just bursting into tears in the middle of Starbucks and walking around the station in a daze.

Surroundings

Dress the part

Lighting

Practice

If You Were Given Confidential Information By The Executive You Support What Would You Do If Another Executive Or Personnel Asked About It

As an executive assistant, youll often see or be told confidential and sensitive information. Its critical that you keep the information confidential, so an interviewer may ask this question to understand how you handle this information and your level of discretion. They may also want to understand how you approach difficult situations.

How To Answer Tell Me About Yourself In An Administration Job Interview

In all the top questions that employers and recruiters ask during a job interview, the tell me about yourself question appears to be the most challenging among job seekers. While we have addressed this before and even gone specific with Accounting job interviews, the question still seems complex among many. So why is it that this is the case? Is it that job seekers cant define who they are to an audience or is it that the question carries a lot of weight?

When it comes to telling about others, you may find that you are very good at it. On the other hand, when it comes to speaking about what you can do, its only obvious you might falter. If this ever happens to you, realize it is not your fault and try to collect your thoughts first before answering. Remember that in a job interview employers are more concerned about who you are as a professional, not personally. So your answer must be focused on your skills and not your personal life.

That said, lets proceed to the actual response when the interviewer wants to know more about you in an administration job interview.

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Sample Answers To Why Do You Want To Work As An Administrative Assistant Interview Question

Top 5 Technical Administrative Assistant Interview Questions And Answers

Technical questions are specific to your administrative assistant role. They typically include brain teasers, numerical reasoning questions, and logic tests to show prospective employers how you think. They are also mostly related to the services or products offered by the company.

How Do You Think an Administrative Assistant Can Contribute to This Company?

The purpose of this question is for the interviewer to understand your perception of how you can contribute to the company. The interviewer already knows the answer to this. It is an opportunity for them to see if you fully understand your role as an administrative assistant.

The best way to offer a good answer to this question is to do some research on the company during your interview prep and make sure you understand the purpose of your role in the company. You should also read the job description thoroughly to make sure you know why they need you.

A sample answer to this question is, As an administrative assistant, I ensure that executives can focus on important tasks by providing support to them. This support includes receiving and making calls, scheduling appointments, and responding to emails. I want to make sure that office communication is clear and that there is no confusion.

Career Karma entered my life when I needed it most and quickly helped me match with a bootcamp. Two months after graduating, I found my dream job that aligned with my values and goals in life!

Venus, Software Engineer at Rockbot

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More Admin Assistant Questions You Should Prepare For

Looking For Some Great Advice

Or, if you are thinking of leaving your current job, check out our advice on How to Write a Resignation Letter. And for a touch of light relief through the process, I would strongly recommend How to Quit Your Job Gracefully, Work Sucks!: A Funny View of a Serious Problem, as well as Good Luck Finding Awesome Coworkers Like Us Again.

Back to todays topic

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How Do You Prioritize Tasks On Your Typical Workday As An Executive Assistant

You must be highly organized as an executive assistant and plan your days accordingly. Your potential employer will want to get an idea of your process to see if it matches their needs. Identify some key prioritization habits you have in your current or past positions that will help you to organize and prioritize for this future position.

Example:“I prioritize tasks using an electronic to-do list and calendar. I evaluate my deadlines and complete the most pressing or challenging tasks first. I am also able to adapt quickly when new tasks or projects present themselves.”

Executive Interview Questions & Answers

To interview for an executive-level position can be a once-in-a-lifetime opportunity. Certainly you want to do everything right, leaving the best possible impression in the room, showing your very best. Lets have a look at what will happen in an interview, and how you can improve your chances of signing the coveted employment agreement.

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Provide Me With An Example Of A Time You Had To Collaborate With A Team To Solve An Issue For An Executive

Most of your work will likely be completed individually, but there will likely be occasions when you have to work with a team to help an executive with a task or project. Try using an example where you can accurately describe the task and the outcome.

Example:“I worked with a team of five to compile and condense many pages of important data for an executive. Our goal was to make the data more readable and actionable so the executive could make a sound decision for the company based on the data. We split our work up into five parts and met daily to discuss progress. Each person contributed, and I compiled the final report with the condensed data and successfully turned in the assignment on time.”

What Is An Administrative Assistant

An administrative assistant is responsible for providing support to other employees and guests at a company. They perform clerical and organizational tasks to ensure that interactions between professionals within the organization are effective and things are running smoothly. This means that everyone in the team can focus on their major tasks and be productive.

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Five Executive Assistant Interview Questions To Ask

In addition to being prepared for answering questions from the interviewer, you should also have some questions of your own prepared. Asking questions can help you decide if this job and company is right for you. A few questions you may want to consider asking include:

Now that you have an idea of what to expect in your executive assistant interview, as well as some questions you can ask to see if this is the right job for you, youre ready to head into your interview with confidence. Good luck!

Have You Supervised Other Office Staff Members Before

This question allows you to explain your level of expertise and supervisory experience. If you are asked this question during an interview, then the job will likely require you to supervise others in addition to managing your own tasks.

Example:“I have supervised a small group of four team members, including interns and receptionists while completing my own work.”

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Go Beyond Question Lists Using Interview Simulators

With interview simulators, you can take realistic mock interviews on your own, from anywhere.

My Interview Practice offers a simulator that generates unique questions each time you practice, so youll never see whats coming. There are questions for over 120 job titles, and each question is curated by actual industry professionals. You can take as many interviews as you need to, in order to build confidence.

How Do You Handle A Demanding Supervisor What Is Your Experience With Dealing With Difficult Visitors Or Callers

Its important that you remain pleasant and professional in a variety of circumstances on the job. Many executive assistants are often the face of the executives they work with, and the person who deals with clients or visitors first. Unfortunately, sometimes these people can be unpleasant. The interviewer is looking for your experience with handling these situations, as well as your ability to do so professionally.

Some skills to share include:

• Customer service

• Resourcefulness

• Ability to reflect professionalism and company values

Give an example of what you would do in this situation. For example, you may politely offer to take a message, reassure the visitor the message will be seen by the executive, and youll have them contacted as soon as possible. You may also provide the option of speaking to someone else who is available or can help resolve the situation faster.

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Have You Ever Supervised Other Team Members

The interviewer is assessing your level of expertise and supervisory experience. You will mainly be asked such a question if part of your job description is to supervise other people alongside performing your routine tasks. Therefore, convince the interviewer that you are up to the task at hand.

Sample Answer

I have supervised several employees in my years as an executive assistant. During my last role, I was in charge of a small team of junior employees, such as interns and receptionists. I was mandated to supervise them and see to it that they have performed their roles.

What Do Administrative Assistants Do

Administrative Assistants work in various industries and take on a wide range of tasks. This is usually a junior role that provides general support to an entire group of, or a selection of managers. Administrative Assistants organize meetings, compile reports, arrange travel, communicate with employees consistently and make sure company operations run smoothly. Successful Administrative Assistants are good at:

• Organization: They are able to parse larger projects into smaller, achievable goals. They maintain physical organization of papers, data and office supplies.
• Communication: They are confident and at ease when sharing and exchanging information with employees of varying seniority levels.
• Time management: They have an innate sense of which projects to prioritize, and might be keen keepers of to-do lists.
• Software use: They are proficient with most mainstream office software, including:
• G Suite
• Microsoft Office
• Email and calendar scheduling tools
• To-do list and project management software

This role does not typically require a college degree. This position is often confused with Executive Assistants who serve highly specialized support to a smaller group of executives. Candidates with experience working in office settings will have an upper hand in this role.

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Reflections On Relationships And Personalities

An important role of administrative assistants is to support you and other team members, which means they may have to deal with a range of personalities and priorities. Is it important to you to find someone who is easygoing or someone more assertive? Respectful? Problem-solving? Diplomatic? Ask questions to determine whether the candidate has the characteristics you want in the workplace.

11. What type of supervisor helps bring out your best performance?

12. Can you share a piece of constructive feedback a manager has given you? What adjustments, if any, did you make because of that feedback?

13. Have you ever reported to multiple supervisors at once? If so, how did you juggle each persons priorities?

14. Can you tell me about a workplace conflict you were involved in as an administrative assistant and how you handled it?

15. Can you describe the most challenging colleague youve had to work with? How did you handle that relationship?

Whats The Best Project Youve Worked On As An Administrative Assistant Why Did You Like It

To gain an idea of the work youve completed in the past as an administrative assistant, but also see what kind of work you enjoy, interviewers will often ask you to share specific examples of your work history. If this question or a similar one comes up, walk them through a project you worked on, why it was important, and why you enjoyed it.

• Our marketing team needed help with executing their social media plan to attract and engage customers. I enjoyed helping schedule and write the messages as it exposed me to a new area of business marketing. It also allowed me to exercise my attention to detail and communication skills, which impressed my teammates.

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Why Are You Interested In This Role

This is a common opening question in interviews. The interviewer will possibly use your answer as a foundation for follow-up questions. One may also use it to determine whether you are a perfect fit for the job from the word go.

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Sample Answer

I have vast experience in this field, having worked in several companies before. I am a great believer in your companys management style and would like to use my expertise and years of experience for the betterment of your company. This job will also help me experience your lauded company culture, which I have always wanted to be part of. I, therefore, promise to deliver if given a chance.