Admin and office
An executive assistant protects the most expensive time in the company. The first round should show that they can juggle a calendar full of competing demands, keep confidences, and get ahead of what their executive needs before being asked.
Assistants represent their executive in person and on calls, so video shows how they come across while follow-ups test the detail.
What to screen for
The questions
Ask them in order. Listen for specifics: what happened, what they did, how it ended.
Strong answer
Weighs who asked for each, what’s at stake, what could be delegated 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
A concrete example, like pulling last quarter’s notes before a follow-up meeting or holding a backup flight when storms were forecast. Explains the cue they noticed.
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 slot or a delegate, and flags it to 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 lie awkwardly, changes the subject kindly, and lets the executive know the question is going around.
Weak answer
Hints at the answer, or tells one trusted friend at work.
Strong answer
Covers flights, hotels near the meetings, buffer time, ground transport, one itinerary with 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, clear authority over what they can decide alone, and honest feedback. Shows they’ve shaped a working relationship before.
Weak answer
“Nothing, I adapt to anyone.”
Before the interview
Quick facts to read alongside the interview. They aren’t scored.
Listen for
Avoid
Use this in LessRounds
Paste the questions into a scripted interview, add the scorecard skills, and share one link. Every executive assistant candidate gets the same questions, and you get a score for each skill with the quote behind 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 round to check prioritization, discretion and communication, then have the executive meet the shortlist. Fit with one person matters too much to judge from a screen alone.
Start with 10 free interviews a month. No card, no sales call.