The Complete Guide to Finding an Executive or Personal Assistant Job

So you want to find a new Assistant role?

For whatever reason, you have decided it is time for finding an Executive or Personal Assistant Job. It can be tempting to take the first offer, particularly as finding that perfect Assistant role can be long and arduous.

However, with some planning, Assistants can increase their chances of landing the ideal job that pays the bills and lets them shine.

This chapter will cover your motivations for finding a new Assistant role. It is a long process, and we want to ensure you have everything covered!

We all know that looking for a new job isn’t easy.

It can take a lot of time with hours of searching through job descriptions, speaking to recruitment agencies and then preparing for and going to job interviews.

It is a job in itself!

But, most Assistants start a new job search because they are ready to move on from their current role.

So, often Assistants jump into a new job search without considering what they want from the next job, what they have learnt and what they can contribute to a new organisation.

Asking yourself questions and following a proven process will hold you in good stead regarding your next job search.

Are you outgrowing your Assistant role?

I think we’ve all been there.

You’ve been working in your role for a few years. You know everything there is to know about the job, and you’ve settled into a reasonably easy routine that doesn’t come with too much pressure.

Life is good.

But then comes the day when you start to feel a bit bored and unmotivated; the stuff that used to make you feel excited just doesn’t anymore.

I’ve felt like that in some roles, particularly after a few years when every day was good but not in the slightest bit challenging.

If you feel the same, maybe it is time to ask yourself, ‘are you outgrowing your PA role?

There are tale signs that you are outgrowing your PA or EA role, and here are just a few….

You’re not feeling motivated

This is a biggie.

When you are not engaged with your work or don’t feel like you are helping the organisation, it is time to think about your role.

Are you unmotivated because you need a more challenging role ultimately?

A new role and environment will undoubtedly give you that creative spark again. Or, are you just bored with your day-to-day role and perhaps you could ask your Executive for something more challenging?

Every day is the same

I would be worried if I was in your shoes and every day was the same. Definitely a reason to start finding an Executive or Personal Assistant Job!

In pretty much every good role I’ve been in, I have been able to say that variety is the best thing about the job. For most PAs, every day is entirely different; that is what we love.

If every day is the same and you have little or no variety, you could have outgrown the role.

Also, if you are so good at your job, any problem is easily solved, and you don’t get that rush of excitement when something new crops up – also a sign!

There is no room for growth whatsoever

Okay, this is tricky for PAs because we often ask ourselves, ‘where is this role going?’

Firstly, many of us are put in pay brackets that don’t reflect our worth.

Secondly, our role is not part of the career development path within the organisation, so there aren’t any promotions or job title changes available, and thirdly moving from being a PA to a non-board level Executive to an EA to a CEO doesn’t necessarily mean that the tasks and the day to day change.

So traditional growth within an Assistant’s career is challenging anyway!

Suppose you find that you are not being given any new opportunities to grow within your current role, which could be new projects, being allowed to travel with your Exec or having a new job title to get a pay rise. In that case, it is time to ask if you are outgrowing your PA role.

Your expertise is not being used

Assistants have many skills and knowledge; obviously, some will be used more than others, depending on the role.

If you find that your favourite skills, the stuff that you are good at and what you love to do, are not being utilised, then it might be that you’ve outgrown the role.

Especially if you have skills that came with a degree or skills that took years to perfect through hard-fought experience.

What should you do if you have outgrown your PA role?

If you have read this and thought, yup, that’s me, then don’t quite pack up your bags just yet!

The first thing you have to do is talk to your Executive.

If they are a good manager, they will probably have noticed you aren’t wholly as motivated as you were.

Be honest. Tell them how you feel. Tell you are finding an Executive or Personal Assistant Job.

Your manager’s answer will tell you everything you need to know about your next move.

Either they will be supportive and help you rediscover your love of the role, or they will say something like (and this happened to me), ‘oh, yeah, it’s not great being an assistant. It must get a bit dull after a while.’

At this point, I decided to start my next job search.

Before you get fully involved in your job search, there are a few questions you should ask yourself that will start the process correctly.

Five questions to ask before you start your next job search

These five questions will hold you in good stead regarding your next job search.

1. Is my CV up to date?

Many people lock their CVs away when they have a new job and rarely look at them again.

If you’ve been in your current role for a while, you will have gathered many new skills to add to your CV, so it might take longer than you think to whip your CV into shape.

Take the time to perfect your CV to reflect the best version of you when you send it out into the world.

2. Should I leave this job?

Why are you starting a new job search? Is it because you’ve been at the company extended and are ready for a new challenge? Have you been made redundant or just out of school?

Great!

If you hate your job, lack motivation and can’t stand your boss, then take a moment to ponder whether or not you can turn the situation around without moving to a new employer.

Have you had an honest and open conversation with your Executive? Is there more you can do?

Suppose the answer is no, then great! Start looking for a new job. It is always worth reflecting on your current situation before starting a new search.

3. What are my salary expectations?

Your salary expectations are worth thinking about before you start your job search.

Many Assistants only get significant pay increases when we job hop (move from one position to the next quickly).

So do think about getting to that next pay level seriously.

You will have increased your skillset in your current role and are worthy of a pay rise (even if your current employer disagrees).

Look at the job market and go for those roles with a higher salary. You never know. You might be a great fit and what the employer was looking for.

4. What do I want in my next role?

More responsibility? A better office culture? An increase in pay and benefits?

Hopefully, all of the above, right?!

Do spend some time reflecting on what you want in the new role. This will help you narrow your job search and deal with recruiters who try to put you forward for positions that don’t fit your expectations.

If your criteria are specific, it might take you longer to find that perfect job, but it will be worthwhile.

5. Do I have all the requirements for the next job?

Once you have decided what you want to do in your role, start building the skills required.

Once you’ve done this exercise, you might realise that you need further qualifications or a bit more experience and decide to take a new job that gets you moving in the right direction.

Or you stay in your current role until you finalise your qualifications. The job you accept now might not be your dream role, but it is a stepping stone in the right direction. If you have everything you need for the dream job now, go for it! Start finding an Executive or Personal Assistant Job.

Five steps to take before you start actively looking for a new role

One: What are you looking for in your new role?

It’s time to think about you. As Assistants, this is not something we do very often, but when looking for a new role, you must reflect on what you want.

Asking yourself this question will not only help you understand what jobs to apply for it will also help you prepare for the interview process.

• Do you want to advance your career?
• Do you want a better work/life balance?
• Do you want more responsibility in your new role or more creative tasks?
• What type of work excites you?

Before you begin looking for a new Assistant role, it is worthwhile defining what exactly you want from your new role and what your aspirations are for your future (not just salary but what you enjoy in your work).

Two: Tailor your cover letter and CV

We will cover this in greater detail later in the guide, but make sure to tailor your CV and cover letter for each job you are applying for.

For example, applying for an Assistant role that supports a Communications Director emphasises your marketing skills. Or, if you are using this for your first role working with a board-level Executive, ensure you highlight any previous experience working with senior staff members.

Three: Applying for roles through a Recruitment Agency

Recruitment agencies want to find candidates that their clients are happy with.

Usually, this will mean that they only place a candidate in a position they have experience in, ideally one that they have done in the past and have a proven track record.

This is why you must tailor your resume before approaching an agency; otherwise, you will do what you have always done.

Ensure you are clear with the type of role you want and stick to it, so the agency doesn’t send you unsuitable opportunities.

When applying for jobs through a website, ensure your CV has all the keywords appropriate for the job you are applying for. The agencies will only call you if your CV has passed their keyword algorithm.

Unfair but accurate!

Once you are invited to see an agent remember that they are the gatekeepers to the organisation you want to work for, do think of it as an interview.

Dress appropriately and be prepared to answer questions about your career to date and experiences. Also, remember that you can interview them too. You have every right to make sure they are the kind of agent you want representing you.

Four: Remember to apply directly too!

Targeting organisations you would like to work for and connecting directly with them is an excellent idea. They may not be recruiting then but might keep your CV on file if anything arises.

As ever, it is also worthwhile making sure your LinkedIn profile is up to date and you stay connected to your ideal employers on social media just in case they post any recruitment opportunities. Also, network with other Assistants and attend local events; you never know which contact might think of you when a job arises.

Five: Should you go to every interview?

It depends on where you are in your career.

Don’t waste time going to interviews that are unsuitable for you.

However, if you are not confident in interviews or are not 100% sure what you want your next career move to be, you have nothing to lose by attending most interviews.

You will gain interview experience, learn more about the job, and like its sound or meet the Executive and click. Once you are at a level where you are confident in yourself and your skills, you will become much more selective with the jobs you pick and the interviews you attend.

Job hunting tips when you are already employed

It can be tricky job hunting when you are already employed, but the research suggests that the most desirable candidates already work full-time.

So, how do you search for a new job without jeopardising the one you already have?

Here are our five tips for those of you who are job hunting when you are already employed.

Find the time to search

You will have to dedicate some of your time to the job search because it is unethical to research a new role during your working hours.

While your current employer still pays you, please don’t spend time researching new roles on their computers. Plus, you’ll probably give the game away that you are looking for something else.

Recruiters work the same hours as you, so if you need to take a call or answer an email, wait until your break, and never use your current work address to communicate with a recruitment agency or new employer.

Everything can be done online now, so you can look at job boards, apps, LinkedIn and other sites in your own time and outside of working hours.

When updating your LinkedIn profile, it is worth turning off your notifications so that your current colleagues cannot see you making changes and don’t change your status to ‘looking for a new job’.

When you post your CV onto all the various job boards, remember that you will initially be inundated with calls from recruitment agencies, so either turn your phone off during working hours or at least put it on vibrate!

When do you go for an interview?

Good question.

Before or after work or during your lunch break, if your new employer insists that you interview during work hours, you could take a personal day or vacation.

If you have flexible working hours, now is the time to use them.

To tell or not to tell

I wouldn’t recommend telling your current boss you are seeking a new job.

Even if they know you are unhappy in your role, things will differ between you. Sometimes job hunting doesn’t lead anywhere, or it takes forever, so best to keep the search to yourself until you are sure you are leaving (when you have a firm offer from your new employer).

I also suggest you not tell your colleagues that you might be the best of buddies, but why share something that will negatively affect your personal life and money situation if word gets back to your Executive?

Who should you ask for references?

You can ask a past employer to provide references (that isn’t your current one), or you can ask someone that is an old work colleague or someone high standing in your community or someone that knows you well and can sing your praises (not your mum).

Your references do not have to come from your current employer.

What to wear for the interview?

How often have you dressed up for work, and someone has said, “going for an interview?” Ha Ha… Anyway, best to change into your interview outfit once you’ve left the office.

Or switch back to your regular office clothes after the interview, especially if you usually wear casual stuff to work.

My last piece of advice would be this.

Don’t check out of work once you decide to look for a new job.

Job hunting can take a while, and if you go to work every day with a ‘couldn’t care less attitude, you will be sussed out immediately and remember you’ll need these people to give you a reference in the future.

So, be on your best behaviour until the day you leave!

Now that you have the information and the motivation to set out and find your ideal Assistant role, it’s time to start researching your next opportunity.

Break down any mental obstacles you may have built up in yourself, and take action today. Instil confidence within yourself as you go through the job search process. Be proactive; connect with contacts, network, sign up for relevant newsletters, browse job sites, and create strong CVs and applications.

A successful job hunt requires days, if not weeks, of dedicated effort. The reward for this hard work is immense: that perfect job which helps you achieve all the goals you have set out for yourself! So keep a positive attitude while finding a new Assistant role – it will pay off in the end. To best help with your job search process, why not look at our Accelerate Your Assistant Job Search Online Course? We wish you luck on this exciting journey!

Looking for an Executive or Personal Assistant role online

When Assistants are looking for a new role, most will apply online either directly through the organisation’s website or via an online jobs board.

The internet is wonderful, and it makes finding an Executive or Personal Assistant Job much easier!

Most organisations, recruitment agencies and entrepreneurs use the Internet to employ new staff members, so this is the best place to start if you are looking for a new role.

However, searching online for a new assistant role can be challenging.

Tips on how to start your Assistant job search online

We have suggested defining precisely what you are looking for in your next Assistant role.

This is even more important if you use the internet to find your next role. The internet is vast, and many websites advertise Assistant roles.

Knowing what you want in your next role will save you a lot of time searching through various websites. Making finding an Executive or Personal Assistant Job much easier.

Search Engines

This seems the obvious place to start, but using a search engine like Google will throw up a lot of stuff that may not be relevant to your job search.

If you were to Google ‘Assistant jobs’, over a million results would appear.

That would take quite some time to work through. So you must refine your search.

This is where keywords come into play. This is really important when finding an Executive or Personal Assistant Job.

Using a specific search term or keywords based on your ideal role will help you narrow down the number of results in your search engine.

So, for example, using Personal Assistant role to Communications Director in London in Google will bring up jobs relevant to your specific search.

Jobs Boards

Thousands of websites are dedicated to recruitment, so it is worth being selective with the job boards you use.

Ideally, you want to use a website with roles specifically for assistants in your location and roles within the industry you want to work in. Most job boards will have filters that you can use to narrow your search.

Most job boards will also let you set up an alert to receive an email whenever a new role is posted on their website. This is a great way to keep up to date with the latest posts.

Remember that with so many jobs posted on these websites, the roles can be filled quickly, so it is worth following up with the recruitment agent if you find your dream role.

Recruitment Agency websites

Although most agencies will post their new roles on wider job boards, it is still worth checking their websites directly.

Generally, they post new roles on their website before anywhere else, so it is worth setting up an alert if you find an agent that recruits for your preferred position.

Social Media

Social media platforms are critical to any online job search. The obvious social media platform to start using is LinkedIn. Here you will find a considerable amount of resources to aid your job search, and numerous articles and books are written about LinkedIn. We will go into more detail later in this chapter.

Again, most organisations and recruitment agencies will post new roles on LinkedIn.

You may be approached directly with job offers if you are active on LinkedIn. So, when looking for a new role, firstly, you must have a LinkedIn profile, and secondly, it must be up to date. Most potential recruiters will look at your LinkedIn profile when reviewing your application.

LinkedIn is also useful for researching your potential employer, particularly when preparing for your interview. It is also a great place to network professionally.

Having a strong network will help your job search significantly. Twitter and Facebook are also powerful social media platforms for networking and keeping up to date with jobs.

Again, if you have an interview coming up, check out the organisation’s Twitter and Facebook accounts to get a flavour of what is happening in the business.

Your online profile

A word of warning!

Before you look for your next role, make sure you Google yourself. Your potential employer will.

Usually, you will not find anything remotely embarrassing or unprofessional, but if you do, make sure you have an explanation for it.

Your potential employer will look at your online profile, so make sure it is up-to-date, professional and shows you in a positive light.

How to clean up your online presence before starting a job search

Social media has been part of our lives for a long time now, and we all have a lot of information about ourselves online.

Most of you know that recruiters will look at your online data as much as they will look at the perfect CV you hand over when you apply for a job.

The online information will include your Facebook, Instagram, Twitter, and LinkedIn accounts and any other social platforms you post details about your life.

Hiring managers look at online profiles as much as they look at your CV, so you have to ensure that your online presence sets the right tone.

Here are the steps to follow before you start job hunting.

The first thing to note is that you don’t have to and shouldn’t delete every social media account. It would probably look odd to a hiring manager if they didn’t find anything about you online.

You have to be selective about who sees what.

Check your privacy settings.

This is an obvious one, but social media platforms change their privacy settings, so you regularly want to ensure that your settings are up to date. Make sure that only friends can see what you post and what people post about you and add to your timeline, including photos and videos. For example, on Facebook, I have set up my profile to approve everything posted on my profile before it goes live. Again, take the time to ensure your settings are secure so that anyone doing a stringent search will struggle to find out or see too much.

Make your professional achievements visible.

You want to impress the person looking at your online profile, so spend time ensuring they can easily find your professional profile. Make your LinkedIn profile easy to access (follow Jennifer’s tips here), bring everything up to date and ask for recommendations and reviews of your performance. If you have photos from your recent charity fundraiser or sponsored run, add them to Facebook or Instagram and open them to view. Anything that puts you in a good light and makes you attractive to a potential employer can be visible.

Share posts relevant to your industry or the industry you want to work in.

Follow the right people (here are two valuable lists of people to follow on Twitter), re-post and highlight articles that are relevant and will be helpful for other people in your network. Of course, you should also follow and re-post articles from leading voices in the Assistant industry to show you are passionate about your career. Remember to follow the organisation that is interviewing you! This is really important when finding an Executive or Personal Assistant Job.

Deactivate old accounts and delete anything that doesn’t put you in a great light.

We’ve all heard the tales of prominent people who have had to apologise for old tweets, inappropriate posts and pictures. It isn’t worth the trouble, so delete anything on any of the profiles that puts you in a bad light. Remember, you can also ask Google to remove unwanted searches on your name or image. Here is the link.

Change your profile pictures.

Your profile pictures are the first images that come up on your search, so make sure yours is up to date and professional and remember to delete any profile pictures that are not appropriate.

Using LinkedIn effectively

As I’ve said many times, I think Assistants should use social media to enhance all aspects of their careers.

Here are a few tips on how to use LinkedIn effectively.

Complete your profile

Ensure all aspects of your profile are current, and all the details have been completed using your CV as the foundation.

Use a professional photo

Save the party photos for Facebook, and use a professional snap for your LinkedIn profile. It is the way of the world that your image will judge you, so keep it professional, especially if you are job hunting.

Join groups

Groups are an excellent way to connect with other Assistants, read helpful articles and seek advice from like-minded people. Here are 5 of the most popular groups that I would recommend:

• Executive/Personal Assistants
• Executive Assistant / Secretary
• PAs, EAs, VAs and Senior Administrators
• Administrative Assistants to CEOs
• Executive Support Magazine

Connect with everyone relevant

Why not?

You are on there for business opportunities and networking, so you never know where that chance might come from. Be proactive if someone in a group or a particular recruitment agency would be helpful to network with.

Recommendations

Recommend people you work with, people you’ve worked with in the past or have provided you with excellent service, an exceptional recruitment agency or a brilliant colleague.

Schedule LinkedIn time

Find 30 minutes a week to read articles, comment, or update your profile. If you set up a rule on your emails to move all your LinkedIn emails into a separate folder, you can read through these at your convenience without clogging up your inbox.

Job hunting

When you are job hunting, make sure your profile is current. Follow companies on LinkedIn you would like to work for to post their latest news and jobs. Follow any companies you have interviews with and use LinkedIn to view the profiles of those you will be working with and interviewed by.

Network in real life too

Before going to any training, conference or networking working events, mention this to your contacts to see if you can connect in real life.

If you have a few friendly faces to meet at these events, it may be easier to go along alone.

Building a brilliant CV for Personal and Executive Assistants

A good CV should always be the first step on the long walk to a new Assistant job.

The details in your CV reflect your experiences. But a well-crafted resume will help you stand out from the crowd (and trust me, these days, there is a crowd). This is so important when finding an Executive or Personal Assistant Job.

Looking through the various job boards for Assistants, plenty of opportunities exist. But where to start? This chapter will show you how to build a brilliant CV for Personal and Executive Assistants.

The details you need to add to your Assistant’s resume

Start as you mean to go on when building a brilliant CV for Personal and Executive Assistants.

Your name should be at the top of your CV; this is slightly obvious, but you would be surprised that some people forget to do this!

Below your name, write a short personal statement that spells out the skills and attributes you have acquired during your career. These are the keywords that recruiters will use to select your CV and match it to the job you have applied for.

Place your personal statement at the top of your CV so that you are selling yourself from the moment your potential employee picks up the piece of paper with your name on it. This is important when building a brilliant CV for Personal and Executive Assistants.

Here is an excellent example of a personal statement for a Personal or Executive Assistant CV:

I am a competent, highly organised and confident individual with an enthusiastic and proactive approach to work. I have developed excellent management and interpersonal skills while working in busy commercial environments. I have an aptitude to communicate with people and am very flexible in my skill set. I am passionate about my career and take great pride in my work.

Don’t repeat yourself.

We recommend that you do not include your contact details on your CV because you will typically apply for the job online or through an agency, and you have to give them your details anyway.

Also, your details will be included if you write a cover letter or email, which should always accompany an application.

The same applies to other information that doesn’t need to be on the application, such as your age or health status.

Lists

Think of your CV as a list of your skills and achievements, a concise and well-written list but a list neither less.

Always start with your most recent job first and work your way backwards.

Generally, the most recent role should have the most information, but the detail should reflect how long you were in the role and the skills you gained there.

For example, if you were only working at your last company for a short period, your CV will not have as much detail as your previous employer, where you may have worked for twice the amount of time and did a more substantial role.

Make use of bullet points.

The CV has to be easy on the eye, it can be packed full of information, but it also has to be easy to read. This is so important when finding an Executive or Personal Assistant Job.

Write a small paragraph on the role and the company, then have a bullet point list of the tasks, skills and work below.

Don’t just copy your job description. Ensure you add colour to the role so the potential employer can get a flavour of how you work, what you like to do, and your skills.

What does your potential employer want in a new Assistant?

You will be filling a specific role and should tailor your CV accordingly. We will go into this later in the chapter.

Write a few versions of your CV that reflect your different skills so that if you apply for a role, for example, which involves lots of event planning, make sure the knowledge you have in that area comes through, the same with a board-level EA role.

Never, ever lie on your CV. If you know you can do the job you are applying for, then showing your skills in a way that will push you ahead of everyone else can only be a good thing.

Most applicants will send off a generic CV by tailoring their application. You will immediately jump ahead of the queue!

What makes you different?

When building a brilliant CV for Personal and Executive Assistants and tailoring your CV to the specific role, you should also consider what will make you different from the other candidates.

You have a unique career history and will have the skills and attributes that no other candidates have. This is your brand, and you must be able to sell it to your potential employer.

Additional information and extracurricular activities

Do you have additional information on your CV that shows your background and personality? At the same time, please keep this to a minimum and put it after your work history. Include the following in this order:

Professional qualifications – Anything relating to the job you are applying for will show interest in furthering your professional development.

Education – Do put down where you went to school or university (your interviewer might have gone there too!) but do not put all your grades down. Instead, give an overview starting with your most recent qualification.

Computer skills – Relate your skills to the job you are applying for. As an Assistant, we have to have excellent computer skills, so make sure this has been noted down on your CV.

Interests and activities – Keep your interests professional! Do add a touch of your personality here too. Add any unusual hobbies if you have them. If you don’t, here is the place to make slightly more out of that time you went scuba diving, horse riding, or anything that you could talk about for 5 minutes at the end of an interview!

Last but not least, your CV should be no longer than two pages! So important when building a brilliant CV for Personal and Executive Assistants.

The keywords to help you land your next Assistant role

The whole process may be daunting if you haven’t looked for a new role in a while. Firstly, you will probably have to apply to an agency first through an online application. You then have to cross your fingers, hoping that your CV passes through whatever keyword algorithm they have that matches your CV with your potential employer’s job spec.

This in itself can put anyone off finding an Executive or Personal Assistant Job.

But! Don’t let the keyword algorithm scare you! Get that CV out, dust off the cobwebs, and ensure you have the right keywords to land your perfect PA role. Starting building a brilliant CV for Personal and Executive Assistants!

So many searches can be performed when trying to find that perfect candidate.

The requirements vary depending on what the employer is looking for, and there are pros and cons of doing extensive searches and more narrow searches.

When looking for an experienced Assistant for a more ‘traditional’ supporting role, recruiters often begin their search with the following:

(‘Executive Assistant’ or ‘EA’ or ‘Business Assistant’ or ‘PA’ or ‘Personal Assistant’) AND (‘Founder’ or ‘CEO’ or ‘Chairman’)

Depending on whether the opportunity is business or personal, recruiters may search the following:

(‘PA’ or ‘Private Assistant’ or ‘Household Assistant’) AND (‘Celebrity’ or ‘HNWI’ or ‘UHNIW’)

It is always a good idea when writing a CV that you state the position of the Executive that you supported and the industry. In addition to the above, recruiters will search for specific industries too:

(‘PA’ or ‘Personal Assistant’) AND (‘advertising agency’ or ‘Media Agency’)

Recruiters can add as many industry variations here in these brackets.

Similarly, they will also search for specific computer packages or languages or anything else that is a prerequisite for the position:

(PA or ‘Personal Assistant’) and ‘PowerPoint’ / (‘PA’ or ‘Personal Assistant’) AND (‘Spanish’)

Recruiters find that more and more clients with roles supporting at that very senior level ask for experienced EAs from top universities. So we need to search for academics as well as experience.

To search for candidates with strong academics, recruiters go about this two ways – searching for top educational institutions or searching for candidates for post-graduate qualifications.

When searching for candidates who have studied at the top educational institutions, we would search as below. This is an example search looking for candidates from the top universities across the UK and Europe:

(‘PA’ or ‘personal assistant’ or ‘EA’ or ‘Executive Assistant’) AND (‘The University of Oxford’ or ‘University of Cambridge’ or ‘Imperial College London’ or ‘University College London’)

When searching for candidates with top university degrees, recruiters might restrict the search further and look for candidates with first-class degree qualifications. Candidates will write this one of two ways on their CV: First class or 1st class. So the search would look something like this:

(‘PA’ or ‘personal assistant’ or ‘EA’ or ‘executive assistant’) AND (‘University of Oxford’ or ‘University of Cambridge’ or ‘Imperial College London’ or ‘University College London’ or ‘Swiss Federal Institute of Technology Zurich’ or ‘Heidelberg University’ or ‘University of Edinburgh’) AND (‘first-class’ or ‘1st class’ or ‘first-class’)

This search does not necessarily produce the desired results every time, as there will be candidates who have perhaps worked at one of these institutions or have used the words “first-class” when discussing a particular skill set.

Advice to Assistants would be to write it as “1st class” as this seems to be the most common way of displaying this qualification result. Using “first-class” (with the hyphen) potentially is too uncommon for all recruiters to include this in their search.

If, for instance, recruiters want Assistants with post-graduate qualifications, we would search for either “masters” or the specific abbreviation for a master qualification. There are many, but we would perhaps look for the most relevant ones: MA OR MSc OR MBA.

I would suggest candidates with post-graduate qualifications use the word Masters – perhaps in their profile when discussing their level of qualification – and the specific abbreviation for their type of Masters in their educational history.

They could also go one step further and use “post-graduate” in their CV.

A search for this would look something like this:

(‘PA’ or ‘personal assistant’ or ‘EA’ or ‘executive assistant’) AND (‘post-graduate’ or ‘post-graduate’ or ‘MA’ or ‘MSc’ or ‘MBA’ or ‘masters’)

(‘PA’ or ‘personal assistant’ or ‘EA’ or ‘executive assistant’) AND (‘academics’ or ‘principal’ or ‘professor’ or ‘educational’)

Alternatively, recruiters may look to pick the top institutions in a specific location, such as:

(‘PA’ or ‘personal assistant’ or ‘EA’ or ‘executive assistant’) AND (‘London School of Economics’ or ‘Imperial College London’)

The difficulty for recruiters with these searches is that they risk finding many candidates who have just studied at these locations.

So, if Assistants can make themselves stand out by using multiple keywords for their chosen industry, they have the opportunity to make themselves more visible.

The key for candidates is to try and include as many relevant keyword searches in their CV.

Job boards will often filter candidates by the most relevant first. It will either be done by this or filtered by the date you last logged in or registered.

The relevancy is based on a keyword search from the CV.

So, if an Assistant is seeking work in a particular industry – in this case, academics – they should try to include as many keywords in their profile as possible (such as ‘academics’ or ‘educational’ or ‘educational establishment’).

It’s key to make it clear in the profile that you are seeking work in your relevant industry (if that is the case), and that is one of the best areas of your CV to include these keywords.

Your second opportunity is within your Career History. For instance, rather than calling yourself an EA or PA, consider putting who you support (if this is industry-relevant), for instance, ‘PA to Professor’.

Covering letters and messages when applying for an Assistant role

So many roles are searched and applied for online these days that after we have completed the online form and uploaded our CV, how many of us write a cover note, and if we do, how much effort do we put into it?

If we put much effort into a cover letter, will the recruiter even read it? Many don’t, so what is the point?

I always add a cover letter to my CV because I think it can help with landing an interview.

A few years ago, I applied for an internal role that would move me out of my PA role into a marketing and communications position. I wasn’t qualified then, and I applied, thinking I had nothing to lose. It might show my current manager that I wanted more creative tasks. I spent an age updating my CV to reflect all my communication and marketing experience (which wasn’t a huge amount). Still, I spent even longer writing a cover letter expressing my passion for the company, the role, and why I felt I could do the job.

I did secure a first and a second interview before the job was offered to another candidate. I know the cover letter made a big difference from the feedback I received, and I certainly wouldn’t have gotten a second interview if I hadn’t put the effort in.

Here are a few other reasons why covering letters is still relevant when finding an Executive or Personal Assistant Job.

A recruiter might not read the cover letter, but then again, they might, and it could make a big difference, so why take the risk of missing out?

You can write with your voice, style and personality, which is hard to convey on a resume. You don’t have to stick to a chronological list of your skills to emphasise your achievements over your career and which aspects fit in well with this job opportunity.

You can tailor a cover letter detailing your passion for your career, your excitement about working at this company, and why you think you would fit there. This will show that you are a human being and not just a ‘candidate’.

You can take each section of the job spec and demonstrate why you are the perfect person. Do they want someone with event experience? If so, write about the weeklong event you organised for your team and why it was successful. Do they want an excellent communicator? Explain why being able to communicate is so important as an assistant and give examples of how you achieve this.

If you don’t include a cover letter, you may be perceived as lazy and not too fussed about getting the job. Again, is it worth taking the risk if you want that job?

Here is a template for a standard Executive Assistant role. Remember to tailor it to the job application!

Working with an Assistant Recruitment Agency

Dealing with recruitment agencies can be a mixed bag and a frustrating experience, particularly if you are desperate for a new job.

In my experience, some terrible agencies out there don’t understand the Assistant role and will put Assistants forward for unsuitable jobs.

Dealing with employment agencies like this can be exhausting and a waste of time when finding an Executive or Personal Assistant Job.

There are dedicated recruitment agencies out there who understand the role and want to place candidates in the right organisations, but you need to know how to work effectively.

Five considerations when working with recruitment agencies

Here are a few things I’ve learnt about agencies over the years:

Agents are salespeople

They are there to broker a deal between you, the candidate and the organisation who are their client. The agent’s interests are in the organisation, not you. Most agencies want to place a candidate in a position they have experience in, ideally one they have done in the past and have a proven track record. This is great if you are looking for a similar job to the one you have currently but not brilliant if you want to move up the career ladder or try a new industry. This is why you must tailor your resume before approaching an agency; otherwise, you will do what you have always done.

Agents are not there to further your career

They want to find several suitable candidates and place one in the role at a cost-effective price that makes them a commission and keeps their client (the employer) happy. Agencies have several jobs and will select the candidate that fills the requirements, and they won’t proactively look for a role that suits you personally. It is worth bearing that in mind when looking for a new position. Ensure you are clear with the type of position you want and stick to it, so the agency doesn’t keep sending you unsuitable opportunities.

When finding an Executive or Personal Assistant Job through a website such as LinkedIn, monster.com or secsinthecity.co.uk, ensure your CV has all the keywords appropriate for the job you are applying for. The agencies will only call you if your CV has passed their keyword algorithm.

Quality, not quantity

When finding an Executive or Personal Assistant job only join a few agencies, so you are not bombarded with calls. If your search takes longer than you thought, you could join a few more depending on how urgently you need to find a new job. Remember, it is quality, not quantity, and as I’ve already said, some agencies are better than others.

Interview them too

Once you are invited to see an agent remember that they are gatekeepers to the organisation you want to work for, do think of it as an interview. Dress appropriately and be prepared to answer questions about your career to date and experiences. Also, remember that you can interview them too; they are making money from you, so you have every right to ensure they are the kind of agent you want representing you.

10 questions to ask a recruitment agent

Here are a few questions you can ask the recruitment agency to help you understand how hard they are working to place you in a relevant position and not waste your time.

1. What type of organisations do you tend to recruit for?

If you have always worked in Insurance and want to stay in Insurance, a recruitment agency with only clients in the hospitality industry will not find you a relevant role.

2. Who are your top clients?

This will give you an idea of the organisation you can expect to work in and the calibre of the agency’s clients. If you are used to working for a global organisation, you will want to know if they have similar clients.

3. How do you select the candidates that go forward for job interviews?

It is helpful to know how the agency selects its candidates. Is it solely based on qualifications and experience, or do they spend time speaking to the candidate and finding out a little more than what they can read on the CV?

Ultimately you can spend hours speaking to a recruitment agent, and they will still select you for a role based only on your experience but at least asking this question will give you a chance to see how they react to it and if their answer is genuine.

4. How will you contact me, and how often should I expect to hear from you?

I have spent my hours chasing recruitment agents, for example, to find out if my CV was forwarded, if there was any feedback following an interview and if I got the job.

It can be a nightmare.

Again this question will give you an idea about their communication methods.

5. Do you currently have any positions that match my preferences (type of role, location, salary, industry, etc.)?

It is worth asking this question straight away. Why waste your time registering with them if they don’t have any jobs you want? There are loads of recruitment agencies, and only some of them will be suitable for you.

6. Have you got any feedback on my CV?

What I really mean is: “Have you read my CV!”

7. How many people are you putting forward for this job?

Once you have been selected for a job, this question will give you a sense of what and who you are up against.

8. Which skills make me suitable for this role?

The agent will have spoken to your potential employer about you and your work experience, so it is worthwhile finding out what they said to the organisation and what skills they have promoted on your behalf.

The answers to this question will also help with your interview prep.

9. Have you placed people with this firm before?

If they have placed people in this organisation before, you can ask many more questions about the organisation and what it expects of its employees.

10. Can you tell me a few details about their personality type?

I asked this question to a recruitment agent, and they said the personalities tend to be quiet and studious. The organisation was an old law firm and was not a particularly social bunch. In other words, not an organisation where I wanted to work. I didn’t go for the interview because it would have been a waste of time, and I would have hated working there.

All in all, finding and dealing with recruitment agencies can be a challenging process when finding an Executive or Personal Assistant Job. Although there can be pitfalls along the way, finding an agency that understands the Assistant role and is passionate about getting you into the right organisation is still possible.

You don’t have to go through it alone either – courses such as our Accelerate your Assistant Job search Online Course exist to guide you through this often stressful process, giving you tips on how to make sure you get the job you want. It’s an invaluable resource for Assistants of all levels, so why not take advantage of it today? With the right information and support from a recruitment agency, the perfect position could finally be within your reach!

Preparing for an Assistant Interview

These days, employers are inundated with job applications. Therefore, you have to be prepared to sell yourself and stand out from the crowd. So what happens when you do land that all-important first interview?

In this chapter, you will find a list of 20 standard questions asked at most interviews for Assistants. Practising your interview answers is important when finding an Executive or Personal Assistant job.

We will then look at specific questions around career development and competency/scenario-based questions. The answers are here to help you think about your responses. Remember to make them personal to your career and your experiences.

There are also different interview formats, including how to conduct yourself during a video interview.

20 questions and answers for Personal and Executive Assistant interviews

The best way to prepare for an interview is to consider the subjects you will cover.

Let’s face it; there will always be a set of standard questions you will be asked, so you should prepare the answer before you go into the interview.

Why do you want to leave your current job?

Unless you have been made redundant, this question can result in quite a negative answer. There is the temptation to have a bit of a moan about your current /previous employee. But, try to find a positive response to this. There is nothing worse than hearing someone complain about their last job. It just sounds unprofessional.

“For a long time, I enjoyed working for my current employee, and I have felt that I learnt a lot from the role and my Manager. However, the job is limited and doesn’t give me much room to grow (you can expand this for whatever reason that fits your circumstances). This position will allow me to expand my skill set and advance my career.”

What are your strengths?

Referring back to your core PA/ EA skills would be best. Also, think about the environment you will be working in. If it is a fast-paced commercial company, mention that you are not easily flustered if it is a traditional company with exact working methods. You state that you are organised and have a natural eye for detail.

“I’m very organised. I don’t get stressed out easily and can deal with most situations. I’m also very intuitive and can juggle many different tasks”.

What are your weaknesses?

This is tricky because you should try to sell yourself in an interview, not dwell on your bad points. Turn this question from a negative answer into a positive one; note that you have a flaw, but tell the interviewers what you have done to overcome it.

“In my previous role, I had to work with many strong-minded and opinionated consultants and found that I could not be assertive with them, and sometimes I felt they could get me to do work that I was uncomfortable with. After discussing this with my Manager, I attended an assertiveness course and gained the training to deal with them. I find it hard to say no. It is a work in progress, but I am getting there”.

What are your present job’s most satisfying and frustrating aspects?

Again, try to remain diplomatic with this question. For the “satisfying” part of the question, refer back to aspects of your role that will benefit your potential employee. For the “frustrating” factor, consider the new position and how it will improve your career and working environment. Please don’t make the frustrating aspect personal to anyone; make it about the company environment.

“The most satisfying aspect of my role is helping the Executives make informed decisions that affect the rest of the Company. I enjoy working with and supporting successful people at the top level of their careers. The most frustrating aspect is the slow pace in the office, and it can be difficult to get things done on occasion.”

What do you think you can contribute to this Company?

This is the question that allows you to sell yourself. Look through the job description and pick out the key attributes required for the role; this should form your answer.

“I’m incredibly hard-working, focused and organised, so I can quickly get through a lot of work. I also have advanced IT skills to support senior staff members with their work while managing various other tasks. I am proactive, so I am good at finding ways of delivering better services and anticipating any problems that might come up. I can be very flexible, so happy to help others in my team. I’m also quite friendly and like to organise nights out and other team-building activities.”

Why should we employ you rather than one of the other candidates?

Use this question to sell yourself. You want the interviewer to pick you, so emphasise your strong points, unique attributes, and why you would be a brilliant person to employ. Remember to link your answer to the job description and add other skills you have that the other candidates might not.

“I do think that I would be a great asset to the Company as I have the skill set that I know you are looking for in the right candidate. I am also a brilliant event organiser. I can write marketing material and can help with other creative projects. I know that I will support you in your work and ensure you can concentrate on high-level projects while I take care of the daily tasks. I’m not sure the other candidates will have my full set of skills and my unique experience.”

Have you done anything or taken any courses to further your experience?

If you have completed any courses at a previous employer, here is your time to shine. Let the employer know what you have achieved, and take pride in your work. It will make you look like you care about your career and take it seriously. If you are new to the profession or haven’t had the chance, emphasise the skills you already have by saying:

“I am constantly looking to improve my skills. My IT skills have improved greatly and are now very strong, and over the years, my interpersonal skills have grown as I work with different people at all levels of the Company. I haven’t had the opportunity to complete any formal training. Still, I keep up to date with the industry by reading many articles on LinkedIn and other publications for assistants. I am open to additional training and would love to develop myself further.”

How do you work under pressure?

When this question arises, try to inject humour and show that you don’t take yourself too seriously.

“I’ve had jobs in the past that have been highly pressurised, and I’ve found that I cope well with that and don’t mind working to tight deadlines because at least I know what has to be done each day! I always find that chocolate and a nice glass of red wine help to alleviate any pressure at the end of a long day!”

What motivates you at work?

Think about the aspects of the job that excited you when you first read the job description. You should reference these tasks in this question and talk about how you like to use these tasks to motivate yourself and the actual working environment.

“I like to have a mixture of tasks that allow me to use my varied skill set. For example, I like to be creative, but also I am quite detailed driven, so I can happily work away on a PowerPoint presentation or an excel report. I like to know that I am contributing to a team and that my work makes a difference, which is one reason I enjoy being a PA. I know I am supporting people who make big company-wide decisions. I also like to have fun at work and enjoy my time there, so I like to be involved socially and know my colleagues personally. I find that it also helps to keep me motivated.”

How do you work with two or more Executives?

If you are applying for a role that requires you to work with two or more Executives, you will need to demonstrate that you can do this without a hitch. Use specific examples of how you have juggled both workloads and are happy to continue this. If this is the first time you have worked with more than one Executive, stress that you are a good organiser and can prioritise your work well.

“I like the challenge that working for two directors can bring, and it does help keep me motivated as the work can be quite varied. To work effectively for both Executives, I ensure that my work is well organised, aware of any deadlines, and understand each of their priorities. I also stress to the Executives that I need to stay in touch with them throughout the day if their work becomes more urgent than the others, and I also make sure we have regular catch-ups so that I am fully informed of their schedule. It can be a juggling act, but one that I enjoy.”

How do you handle a demanding Executive?

Undoubtedly, the demands on Executives are higher than ever, which means they can become pretty demanding and put a lot of pressure on their Assistants to shoulder some of the burdens. That is part of our role. This question is becoming more common in interviews, and it is worth asking yourself if you want to work for a demanding Executive. There are other options and other roles. If you feel that you can handle the demands, here is a great answer to showcase your skills.

“I always say that I work with my Executive, so if they are demanding, I like to find out why. If they are under a lot of pressure, I can help reduce that pressure by working with them calmly and professionally, getting through the work, and meeting deadlines. If it is in their nature to think everything is urgent and needs to be done immediately, I make sure I communicate so that I am not on the back foot. I find that once I work well with my Executive, we understand each other’s strengths and weaknesses, and we frequently communicate the difficult aspects of their character to become less abrasive.”

What are you looking for in your career development?

This question is always tricky for Assistants to answer because you don’t want to respond in a way that suggests you are using the job as a stepping stone to something better. Secondly, you don’t want to look like you lack ambition. Your answer wants to land somewhere in the middle of ‘just an assistant’ territory and world domination.

“I want to progressively earn more responsibility and participate in more projects and activities over time. I want to manage a team at some point and lead projects. I want my career development to reflect the new challenges I am setting for myself. So ideally, I’d like to attend courses or have some time for self-study to learn new skills which will progress my career and benefit the organisation as a whole.”

What has been your biggest professional disappointment?

Oh, this is a horrible question! It is, however, fairly common, so don’t let this question get the better of you. Don’t, whatever you do, give an example of something that was entirely your fault and caused many problems – like that time you forgot to organise your Manager’s Visa to Russia, and they ended up in prison. Yes, it is a funny story but not one to share with your new employer! Instead, describe something that was not in your control, which impacted you personally, how you overcame it, and what positive outcomes you have taken from the experience.

Do you consider yourself to be successful?

Yes, it should be the only answer to this question, but a little humour will help you answer without sounding like an egomaniac. Think of an example that shows you have achieved more than your roles required, such as that great event you managed or the incredibly complex trip you organised for your Executive. With any example, you demonstrate that you set your objectives and goals, worked hard to achieve them, and are proud of your successes. If you are applying for your first assistant role, refer back to your studies, this would be my example:

“During University, I worked part-time while completing my course. I had to balance my studies with a part-time role that ultimately paid for my education. I quickly learned how to manage my time and not neglect my job or studies. I am proud that I achieved my results while gaining work experience to help me in my chosen career. I feel like my time at University has given me the confidence to be successful in the future.”

Give me an example of a goal and how you achieved it.

The example could be something personal like completing your first marathon or work-related – either way, make sure you pick something that gives you a chance to shine. If you use an example from your career, mention the impact on your career development and what you have learnt.

“After a few years working as a Personal Assistant, I wanted to take the next step and move up to an Executive Assistant working with board-level directors. I felt this was the best way to move forward in my career, so I challenged myself to achieve the promotion within two years. Firstly, I ensured that I was getting all of the basic functions of my role right and could complete every fundamental task easily and quickly. Once I had procedures to deal with my administrative tasks, I started to ask for more challenging tasks. My Manager knew I could take on more work, so they asked me to help on various business-wide projects. I worked hard to ensure that on each of these projects, people knew who I was, what I was capable of and that I was willing to work hard. Just after a year and a half, I was headhunted by a board-level Director to work as their Executive Assistant. I was pleased with my success. Setting that goal meant I received a promotion and picked up many new skills along the way.”

Can you give me an example of a positive change you have made in an organisation?

The thing to remember with scenario-based questions is that you don’t have to give a complicated answer, and you don’t have to pick examples that make you sound amazing. You must provide an example that shows you in the best light but doesn’t spend half an hour describing the scenario. Keep your answers short and, more importantly, structured.

“I was working with a Director that was not the most organised person regarding paperwork. He would often attend meetings without the correct supporting papers, or they would have doodles all over them, which didn’t help his reputation. He was self-reliant and didn’t want me to touch his unique filing system. I knew I could help him, so I started printing out his email attachments and anything he might need for an upcoming meeting in the first few months of working together. Before I went home every evening, I would print out his calendar and attach the correct paperwork for his meetings the next day. I would pop the file on his desk for everything he needed the following morning. He loved the idea and became more reliant on my help. It was a positive change, and his colleagues were pleased he was arriving at meetings with the right paperwork.”

Can you give me an example of a time you have worked with a difficult person and how you dealt with the situation?

You will be asked about your people management skills during every competency-based interview. It is always worth having a story or two in the back of your mind, as this is such a common question. In your answer, show that you dealt with the situation yourself (rather than referring it to HR). Suppose you have had a horrendous experience. Either tone it down or use another example. Again, don’t spend too long answering questions that provoke negative answers; you want to move on to questions that allow you to shine. Remember, with any negative item, make your answer as positive as possible, and inject humour to show that this person has not affected your self-esteem.

“I did work with a manager a few years ago that I struggled to get on with. I thought at the time his position in the Company was under threat, and to compensate, he would try to exert power over me by giving me very menial tasks. For example, he would ask me to fill his stapler with staples, which could be disrespectful. I put up with his behaviour for a while because I wanted to understand why he acted that way. I did have to push back, and in the end, I think he respected me because I stuck up for myself.”

Can you give me an example of excellent customer service?

This question could come in a few different forms, but it ultimately relates to you doing something above and beyond your usual duties. Have a few examples ready because you will probably be asked this question several times throughout the interview. Remember, your answer doesn’t have to be related to your experiences as an assistant; it could be a job you had at a University or a volunteer role outside of work.

Can you give me an example of a complex task you have worked on and how you ensured its success?

This is a great question and deserves an answer that makes you stand out. Assistants must always deal with complex tasks, so use something related to the role you are applying for. For example:

“I once organised a trip for a boss touring our offices in Asia and Australasia. It wasn’t easy to organise because of the time difference and distances between each location. There was also the issue that my Manager had not been to a few destinations. They were worried they wouldn’t be able to navigate public transport as they usually do in New York or other locations they had been to numerous times before. I initially worked on the travel plans but ultimately contacted a fellow PA in each office and asked for their help. I needed to have local knowledge, and they were able to put me in touch with the best hotels and car hire companies. Another issue was the different temperatures in each country. Australia was still experiencing warm weather, but it had started turning cold in Japan, so I ensured my Manager knew what to pack. During her trip, I kept in touch with her every day, despite the time difference, and ensured everything was running smoothly.”

Can you give me an example of how you have handled multiple priorities?

This is another common question asked at interviews for assistant roles, particularly if the position assists more than one Executive. The answer to this question should include the competencies required to handle multiple priorities, such as flexibility, dealing with tight deadlines, working with multiple personalities, time management and coping with pressure. Again, it is well worth having one or two examples to demonstrate these abilities because they will undoubtedly come up in an interview for an assistant position.

Preparing for an Assistant video interview

Most recruitment agencies and employers now use video for their interview process because it saves time and money in the early stages.

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:

Video interviews are not going anywhere when finding an Executive or Personal Assistant job. They will only become more popular, so if you are looking for a new position, consider how you want to present yourself on video. Here are a few tips on preparing for an Assistant video interview.

Surroundings

Ensure you are somewhere quiet to be heard clearly and not disturbed. Check what’s behind you and that the background is interview-appropriate. Move anything you don’t want a potential employer to see out of the shot. Doing a video interview in your current office is probably not a great idea. But, if you have to, make sure it doesn’t look like you are in your current office – put your chair against a plain white wall rather than a glass wall or anywhere you can see company logos and branding.

Dress the part

First impressions count, so use this opportunity to make a great one! Office dress codes vary from sharp suits to jeans and shirts, but you want to look professional and presentable. You shouldn’t dress down just because you’re not in front of the interviewed person. Instead, where what you would wear for a physical meeting. It will help you feel like you are in an interview setting, even if you are on the sofa in your home.

Lighting

The easiest way to ensure the lighting’s good is to sit facing a window, with your phone or computer in front of you. If you are going to sit in front of a window, make sure whatever is behind you is neat.

Practice

Practice with your webcam and your microphone set up. Ensure everything works well and you know what you are doing before the interview starts. When doing the interview, talk naturally and, if you can, without notes. Look at the person interviewing you rather than off into the distance or at yourself on camera. Ensure you rehearse your set-up using Zoom or Skype so that everything works correctly and you sound and look fantastic. Remember, you can record yourself, watch yourself back, and make any changes if you need to.

What questions should Assistants ask at an interview?

So you’ve bagged a job interview, picked your outfit, researched the Company and planned a few answers. You’ve made your way to the company building and managed to get through all the tricky questions. You think you’ve done well and might have gotten the job when the interviewer tells you… ‘do you have any questions?’… eeekkk!

We all know this part of the interview will happen, and we all know the questions not to ask. But, how many of us ask the potential employer questions that will make them want to hire us, and more importantly, how many of us ask questions that make us want to work at that Company?

When I go for a job interview, I ensure every aspect of the job has been covered. If the interviewer hasn’t discussed all the details I need before I decide, I ensure I ask as much as possible during the ‘do you have any questions?’ stage of the process.

Here are a few questions that I think Assistants should ask during an interview if the interviewer has not covered them:

The business

• What is the Company proudest of? What can be improved?
• How does the Company see itself changing shortly?
• How do the Company’s departments work together, and how does the management team promote interaction?
• What are the organisation’s key issues now, and how does this affect the Assistant role?
• Working with the Executive
• How do you like to work with their Assistant regarding diary and email management?
• How do you like to communicate with their Assistant?
• Are you self-sufficient, or do you prefer a more hands-on approach from your Assistant?
• What are the biggest challenges, and how can an Assistant help ease the workload?

Prospects

• How much empathises is placed on career development within the Company? Is there a budget for training?
• Is there scope for additional responsibilities once the Assistant is established?
• Does the Assistant have a six-monthly and yearly job review, and are objectives set yearly?
• What have previous Assistants in this role achieved, and what are they doing now?
• The culture
• What advice would you give to someone starting in the Company?
• What is the atmosphere like in the office?
• Do you socialise much outside the office, and is the Assistant expected to organise team-building occasions?
• What do you enjoy about working here?

The role

• When you reviewed my CV, was there anything, in particular, you thought would complement the job?
• What do you think are the most challenging aspects of the role?
• Which software packages are most often used in the role, and will the Assistant have to learn any bespoke technology?
• What does a typical day/week look like working in this role?
• What personality type would be the ideal candidate for this role?
• What does success look like within this role?

So, there you have it: the top 20 most common questions for an Assistant interview and guidance for different interview formats.

Recruiting your replacement and saying goodbye graciously

So you’ve landed the perfect role and are ready for your next adventure. Congratulations!

Assistants must take the steps when saying goodbye to their Executive and leaving graciously.

5 things Assistants should consider before accepting a new role

So you’ve aced your interview and been offered the job. How exciting! However, it would be best if you considered a few things before accepting a new role. Here are my top 5 considerations…

1. On a scale of 1-10, how excited are you?

I asked this question because you can get easily overwhelmed by the excitement of a new role. Your new employer may have done a fantastic job selling the position and the organisation to you. The new job may have come with a huge pay increase, and you’ve started spending the money in your head already, or you may hate your current role so much that anything to get out of there is worth taking.

But wait. Stop. Take a moment to reflect on your true feelings. Is the role perfect? If not, weigh the pros and cons and ensure you make the right choice. The excitement only lasts so long!

2. The culture

This is important. It would be best if you considered the culture of the organisation. If you didn’t ask this question during the interview, you could always ask to speak to your potential employer again to get a view of the culture. Once you get some details, do take the time to think about how this reflects your personality.

Is the office a crazy mad startup with many Millenials running around making snap decisions – is that your work style? Is it a quiet law firm with strict regulations and procedures that must be followed – would that stifle your creativity? Whatever the culture is, make sure you are happy to work within it.

3. The future of your role and the company

Again, this is a subject that you should raise during the interview process. What is the future of your role within the organisation, and what are the organisation’s overall objectives? Your potential employer should happily give you an overview of where they see your part going and hopefully suggest lots of room for you to grow.

Firstly, the organisation should have objectives and, secondly, give you confidence in the security of your job. If your employer doesn’t answer these questions, it should give you pause for thought before accepting the role.

4. The relationship between you and your Executive

As an Assistant, you must work closely with your Executive(s). It is essential that you get on and can work well together. This is a little difficult to tell during the interview, but you should get an insight into their personality if you ask the right questions.

Before accepting the job, consider whether you can work closely with this person. If you are unsure, it might not be your best role.

5. Salary and reward

I put pay and reward last because although it is crucial (it made my top 5 after all!), it is not as important as some other considerations. We all work to pay our bills. This goes without saying.

But, once you get past the salary you need to live comfortably, there are other considerations because it can be hard to stay in a role you hate despite the pay being good. Reward packages are slightly different. I think it is essential to consider the benefits offered by the employer because that reflects how they treat their staff.

Please make sure you look through your benefits package and consider its impact on your life. If the rewards and salary make a big difference, but the role isn’t significant, make sure you can cope with the pressure of not particularly enjoying your job.

Actions to take when you resign from your Assistant role

The first thing to remember is that this happens all the time. Leaving an organisation for a new role is common, and most people change positions a few times. It is challenging for Assistants to resign because we work closely with our executives and form a solid team. But, when you are ready to move on, you must have that awkward conversation. Here are a few things to consider when you resign.

Say thank you

Even when you hated the job, there wasn’t any point in burning bridges. Be gracious, and say thanks for the opportunity and the new skills you learned while working there.

Think about the explanation you are going to give

Why are you leaving? You will get asked this question, so prepare an answer that will come some way to explain your reasons. Be honest but don’t go into too much detail.

Offer to help with the transition and recruiting your replacement

We will cover this in greater detail later in the chapter. But make an offer to assist with the change and ensure everything is organised when you leave.

Work your notice

Before you hand in your resignation, if you don’t know, check the length of your notice period. If it is a minimum of two weeks, great, but it might be three months, and you must plan accordingly. If you would like your notice period to be shorter than the time stated in your contract, you can negotiate this. Speak to your Executive and your HR department.

Prepare a resignation letter

Stating your intentions to leave, a brief explanation of why you are moving, a note of thanks for the opportunities and a date that you would like to leave the organisation.

Recruiting your replacement – where do you start?

When I started researching this topic, I found a lot of articles on why businesses should never, and I mean NEVER, let the incumbent staff member recruit their replacement. There were many reasons that I agree with, but from experience, this is something that many assistants have done in their careers and will do in the future. I’ve had to recruit my replacement twice.

Once when I was promoted and hired a replacement Administrator who I line managed, and secondly, when I left the role to move to a different business. I have also been interviewed a handful of times by an EA who was leaving the position.

To give you an example of why you shouldn’t probably recruit your replacement, I was once told by an EA interviewing me, ‘you seem nice. Please don’t take this role. It is awful!’ I left the interview pretty quickly!

So while it might not be the best idea for your organisation to ask you to recruit your replacement, it is something that you might get asked to do before you leave for pastures new.

There are some benefits to the process for you. Here are a few:

You get to leave your old position knowing that you have handed the role over to someone capable

You know that you’ve left your Executive in good hands, which means you can ask for that fantastic reference in the future.

You haven’t burnt any bridges. You’ve moved positively, which is always an excellent way to leave your old employer.

You are part of the recruitment process, a great skill to add to your toolkit.

So, if you have been asked to recruit your replacement and haven’t hired a new staff member before. Where do you start? Here are a few tips.

Meet with HR straight away so that they are part of the process. It would be best if you worked with them on the recruitment, interview and offer stages.

Arrange a meeting with your Executive about the replacement and ask the following questions:

What are the objectives of this new recruitment?

Is it a like-for-like replacement, or do you want to recruit a new assistant with different skills?

Is the job description still relevant for this new role? Can you update it, so the new Assistant has more clarity around the tasks and responsibilities?

Can you recommend any recruitment agencies that you have worked with in the past that understand the Assistant role? You can put these forward to your HR team to not rely on their standard recruitment practices.

Are you going to promote the role on LinkedIn or other social media? What can you say on your profile that will help promote the job?

Can you recruit internally? Is there anyone you know who would be perfect for replacing you or has the potential to grow into the role?

Once you start receiving applications, make sure you take the time to review each one thoroughly, these are people looking for a new role that could be life-changing, so do give them your time and attention. Look for the evident skills and requirements but try to understand their personality will fit well with your Executive. It might be easier to gain this level of detail by looking at their LinkedIn profile.

The Interview Process

Once you have selected your candidates, you will need to interview them. Depending on the level of the role, the candidates might have to go through a series of interviews. Still, you should interview the candidate with your HR colleague (this is important if you haven’t conducted an interview before) and then do a second round of interviews with your Executive. There are loads of great resources out there to help you prepare for the interview, but here are a few tips that I found helpful:

Be prepared.

It is your role to know everything there is to know about the position but plan out how you want to portray it to someone coming into the organisation for the first time.

Everyone will be nervous; you will be if it is your first time conducting an interview, and of course, the candidate will be too, so make sure you put the candidate at ease as soon as you can so that you can start to relax. Although you are there to interview the person, they are fellow assistants, so you should have their back and make them feel comfortable.

Make sure you listen more than you speak.

You might love the role and want them to know everything about the office, the culture, and your boss, but it is their interview, so make sure you let them do most of the talking!

The ideal candidate might not be who you expect from the applications you receive, so try to remain flexible and allow everyone to shine. You might end up selecting the candidate with the potential over someone with all the skills upfront.

Onboarding your replacement

Once you have hired your replacement, you will likely have to onboard them, so do make sure you review the onboarding process and add any additional details that you think will set the new Assistant off on the right foot. Think back to your onboarding experience and write down all the answers to your questions when you started. This will mean that the new Assistant will hit the ground running, and you can leave knowing that you have done an excellent job recruiting your replacement.

Now that you’ve mastered the art of leaving gracefully, it’s time to focus on preparing for your next role. Good luck!