Admin and office
An executive assistant looks after the most expensive time in the company: a senior leader’s. The first interview should show that they can manage a calendar full of competing requests, keep secrets, and prepare what their executive needs before being asked.
Assistants represent their executive in person and on calls. Video shows how they come across, and follow-up questions test the details.
What to look for
The questions
Ask them in order. Listen for real details: what happened, what the candidate did, and how it ended.
Strong answer
Weighs who asked for each, what’s at stake, whether someone else could go instead, and how hard each is to rebook. Brings the executive a recommendation when it’s a real judgment call.
Weak answer
Moves whichever was booked second.
Strong answer
Gives a concrete example, like pulling last quarter’s notes before a follow-up meeting, or holding a backup flight when storms were forecast. Explains what made them think of it.
Weak answer
Describes doing what they were asked, quickly.
Strong answer
Stays polite and firm, asks what the meeting is for, offers options like a shorter meeting or meeting someone else instead, and tells the executive if it sounds urgent.
Weak answer
Squeezes them in to avoid conflict, or says no without finding out why.
Strong answer
Neither confirms nor denies, doesn’t tell an awkward lie, kindly changes the subject, and lets the executive know people are asking.
Weak answer
Hints at the answer, or tells one trusted friend at work.
Strong answer
Covers flights, hotels near the meetings, spare time between meetings, getting from place to place, one schedule with all the confirmations and contacts, and a plan for delays.
Weak answer
Books flights and a hotel and forwards the confirmations.
Strong answer
Describes a system: labels or folders, a daily list of what needs the executive’s decision, drafted replies for routine items, and a clear agreement on what the assistant can answer alone.
Weak answer
Reads everything and forwards whatever looks important.
Strong answer
Owns it plainly, says what they did to fix it right away, and what they changed so it wouldn’t happen again.
Weak answer
Can’t think of one, or the mistake turns out to be someone else’s.
Strong answer
Talks about a regular check-in, a clear agreement on what they can decide alone, and honest feedback. Shows they’ve built a good working relationship before.
Weak answer
“Nothing, I adapt to anyone.”
Before the interview
Short form questions the candidate answers before the interview. You read the answers next to the interview. They aren’t scored.
Listen for
Avoid
Use this in LessRounds
Paste the questions into a scripted interview, where the AI reads each question word for word. Add the skills from the scorecard, then share one link. Every executive assistant candidate gets the same questions. You get a score for each skill, with the candidate’s own words that explain it.
An executive assistant supports one or two senior leaders closely and makes judgment calls on their behalf. An administrative assistant usually supports a team or office with broader, more routine work.
Usually not. Use the first interview to check how they prioritize, keep things private and communicate. Then have the executive meet the shortlist. How well they work with one person matters too much to judge from a first interview alone.
Start with 100 free credits, enough for about 20 interviews. No credit card or sales call needed.