How do you put together for a take a look at while you don’t know what questions they’ll ask? Getting ready for a job interview is considerably of a guessing recreation. Thankfully, most hiring managers keep on with most of the identical govt assistant interview questions and themes.

An govt assistant (EA) is by nature a private job the place match is important — I do know as a result of that was my first job out of school.

My boss had by no means employed an EA earlier than, and I had by no means been one earlier than. In my interview, certainly one of his first questions was, “How do you are feeling about [gesturing at his desk covered in papers] this?” I bought the job (and arranged the papers), however we definitely each might have benefitted from higher interview questions to ascertain expectations earlier.

Dive into these questions to arrange your self on your subsequent govt assistant interview.

Desk of Contents

What makes a great govt assistant?

The most effective EAs are resourceful and work independently to create options. They need to be process-oriented, digitally literate, and cozy dealing with logistics. EAs have to be diplomatic with good communication whereas remaining a agency and decisive gatekeeper for the chief.

Ali Schwanke, CEO of HubSpot consultancy Easy Strat, has employed a number of digital assistants to help her with duties from researching talking engagements to managing her inbox and posting on social media. With time, she discovered she wanted somebody with digital software program abilities who might leap in shortly with out a lot steering.

“It’s essential to seek out somebody who might help determine alternatives for me,” she suggests. “This has been useful to me as my assistant learns extra about my life and habits, and she will counsel issues that make my life simpler.”

What are govt assistant interview questions?

Government assistant interview questions are questions that an interviewer might ask a candidate throughout an EA interview. Job-seekers can use this checklist to arrange for a job interview, even when the precise questions range. Hiring managers can use EA interview inquiries to design a greater interview course of and discover the most effective match to work with them.

20 Interview Questions and Solutions for an Government Assistant

We’ve compiled the checklist of the highest questions interviewers ask throughout EA interviews, plus why they’re essential and the way it is best to reply them. Interview questions usually fall into three classes:

• Questions on exhausting abilities ask about your expertise utilizing completely different instruments and are pretty simple.
• Questions on comfortable abilities like communication or occasion planning are somewhat extra advanced. Showcase your comfortable abilities by strolling them by way of your considering course of for a scenario or sharing an accomplishment.
• Behavioral questions are the trickiest type of interview query and infrequently begin with “Inform me a couple of time…” or “How would you deal with…?” Candidates ought to put together three to 5 anecdotes about an accomplishment or tough scenario they navigated that they’ll adapt to any behavioral query.

Whether or not you’re making use of for a digital assistant or a standard govt assistant function, you’ll be able to count on some type of the next 20 questions in your hiring course of.

1. Inform me about your self.

Why it issues: This query is usually the primary one requested and might journey up candidates. Ummm … would you like my life story? It’s essential as a result of it’s your first likelihood to talk and make a great impression.

First impression bias is actual: Many individuals make a judgment within the first minute of an interview that may affect the remainder of the hiring course of.

How one can reply: This query is extra of an icebreaker, so preserve it concise with an upbeat tone. Your self-introduction needs to be at most 20 seconds lengthy and may share highlights of your resume and canopy letter.

For instance, “Whats up, I’m ____. I’m a ____ skilled with __ years of expertise working within the ____ and _____ industries.”

You possibly can add one fast private element like the place you grew up or the place you went to highschool, however not more than that. Above all, don’t ramble!

2. Why do you wish to work for this firm?

Why it issues: Firms are searching for one factor with this query: They wish to know that you simply took the time to analysis what the corporate does.

For an EA, this demonstrates that you simply took the initiative to arrange for the interview and that you will discover and analyze primary data on-line.

How one can reply: There’s no actual proper reply to this query, because it’s completely different for each particular person. Check out the corporate’s newsroom to see if there are thrilling improvements you’ll be able to point out or their mission if working for a mission-based group is essential to you.

It’s additionally good to reference an organization’s good status if you understand somebody who works there and recommends them as an employer, for instance.

3. Why do you suppose you’re a great match for this job?

Why it issues: That is one other query that interviewers use to see in the event you did your analysis and carefully learn the job description. That is additionally an ideal setup query for giving your elevator pitch as to why your abilities match up with the EA job.

How one can reply: Analyze the job description and determine the highest two or three abilities or traits they reference. Put together a brief pitch for the way you’ve utilized these abilities in previous roles.

For example: “You stated you’re searching for sturdy written communication abilities. As an assistant to a CEO, I wrote worker memos and e-mail correspondence on his behalf and drafted press releases that went out to a number of thousand shareholders.”

4. Why are you contemplating leaving your present place?

Why it issues: All hiring managers wish to know the “why” behind a candidate leaving their earlier employer. This query is difficult as a result of you’ll be able to’t all the time say the actual purpose outright (like searching for higher pay).

When answered effectively, it will possibly set you up as sensible and impressive. When answered poorly, you’ll be able to paint your self as a job hopper or somebody who’s tough to work with.

How one can reply: Hold your reply as truthful as doable whereas staying tactful. In case your earlier job was a poisonous work atmosphere with a horrible boss, say, “I’m searching for an employer with a constructive working atmosphere the place I actually interact and contribute as a part of a group.”

All the time preserve your emphasis on constructive, forward-thinking objectives as a substitute of trying again. It’s additionally good to speak about completely different abilities you wish to nurture that you simply couldn’t in your earlier job — this reveals that you simply wish to continue to grow as knowledgeable.

Ensure you don’t fall into the entice of trashing your former employer. Confidentiality is essential for EAs, and that is often an enormous pink flag for hiring managers.

5. What’s an accomplishment you’re happy with?

Why it issues: This query permits you to brag about your self! Your reply will present what you worth and likewise the way you measure success.

How one can reply: Once more, there’s no proper reply to this query. Strive to think about one thing that reveals sturdy EA traits, like resourcefulness and group. Whichever accomplishment you select, use the STAR methodology to point out your course of and the way you measure it as a hit.

In the event you’re new to the occupation, you’ll be able to select an accomplishment exterior of labor, like elevating cash for a charity or beginning a membership at your school.

6. How do you retain your time and duties organized?

Why it issues: Most executives want to rent an assistant when group isn’t their power or when the quantity of issues that have to be organized surpasses a quantity they’ll deal with. They wish to know which you can handle every thing with out dropping the ball.

How one can reply: You possibly can showcase the way you’ve used tech like Google Docs, Excel, or a venture administration software program to arrange duties and knowledge. If in case you have a confirmed time administration course of, clarify what it’s and the way you implement it.

Professional tip: Try time administration suggestions from HubSpot’s personal EA.

7. Are you keen to work additional time?

Why it issues: Every firm is completely different, however it’s frequent for EAs to sometimes work exterior of enterprise hours to accommodate the wants of a fast-paced chief. Establishing this expectation on the outset can decide whether or not it’s going to be a match for each events.

How one can reply: Let the interviewer know in the event you’re versatile, however steadiness this with setting boundaries early. This can be a good time to show the query round with just a few of your individual.

• Are additional time hours an exception or the norm for somebody on this place?
• What’s the expectation for checking e-mail exterior of working hours?
• What are the everyday hours logged for somebody on this place?

8. How would you deal with a number of essential assignments from a number of managers that every one have to be accomplished by the tip of the day?

Why it issues: It’s frequent for EAs to assist a couple of govt, so this example might come up usually. Even with only one supervisor, you might have many requests in a given day, and so they wish to understand how you’ll deal with them.

How one can reply: Executives wish to know which you can multitask and deal with the stress of competing priorities. They’re additionally searching for communication abilities. In the event you notice that every thing assigned to you’ll be able to’t be accomplished, how will you talk that to everybody concerned?

9. Inform me a couple of mistake you made at work. How did you repair it?

Why it issues: No supervisor expects you to be excellent. This query gauges how you’ll problem-solve and take accountability while you don’t do one thing proper the primary time.

How one can reply: Be trustworthy. Contemplate selecting a time while you had been doing one thing for the primary time to point out how one can study and develop with expertise. Don’t go overboard, although: Keep on with examples with minor, slightly than main, penalties on your boss.

10. How do you deal with battle within the office?

Why it issues: This can be a good query for anybody, particularly EAs, since they should work with many individuals throughout an organization. Employers wish to know which you can work with a variety of personalities.

How one can reply: Give a related and particular instance of what steps you’d take in the event you had been in battle with a coworker. This may be particular or hypothetical.

For instance, “If I had been pissed off with how a coworker spoke to me in a gathering, I’d strategy them privately and allow them to understand how their phrases made me really feel. I’d take heed to their aspect to seek out out if I’m lacking something from their perspective, then make a plan to maneuver ahead.”

11. What’s an instance of one thing you’ve executed to enhance processes?

Why it issues: Creating and sustaining processes are crucial for EAs. That is an instance of the way you suppose and might present your initiative.

How one can reply: Have you ever created a brand new group system for one thing, like color-coding or folders in an inbox? Have you ever improved an ineffective system or carried out a brand new software program? Any of those would make glorious examples for an EA interview.

12. Inform me about your earlier expertise with occasion planning/managing a calendar/managing an inbox.

Why it issues: Many executives search for direct expertise in an space that’s essential to them as a result of they merely don’t have the time to do a whole lot of coaching — that is why they want an assistant. Frequent examples of this embody occasion planning, journey scheduling, social media administration, and managing their inboxes.

CEO Ali Schenke shared that she’s grown to worth assistants with direct earlier expertise in related comfortable abilities as a result of they may hit the bottom operating rather more shortly: “I’ve had assistants who had been assistants earlier than, and that was far more profitable than attempting to rent somebody who hadn’t been an govt assistant to a fast-moving chief.”

How one can reply: If in case you have this expertise, share your degree of proficiency and a few examples of labor you’ve executed in that space (equivalent to planning a convention).

In the event you don’t have work expertise within the space they’re searching for, you’ll be able to share any expertise from exterior of labor (like the way you deliberate an occasion for a faculty membership), or you’ll be able to state the way you’d strategy the problem.

For instance, “I haven’t deliberate a big occasion earlier than, however right here’s how I’d go about it…”

13. What’s your expertise with Microsoft Excel/Phrase/Powerpoint/Zoom?

Why it issues: As we’ve coated, executives don’t have time to take a seat down and educate their EAs tips on how to do their job step-by-step.

How one can reply: If in case you have expertise with the instrument in query, share the way you’ve used it and your degree of experience. Just like the query above, not having expertise with a particular software program doesn’t imply you received’t get the job.

As an alternative, share how one can study to make use of software program platforms shortly and the way you’ve taught your self a brand new ability.

14. What are your profession objectives within the subsequent 5 years?

Why it issues: Your supervisor needs to see that you simply take the place critically and received’t leap ship inside just a few months of being employed. This query will be tough as a result of whereas a uncommon employer needs to see ambition, most wish to see a dedication to longevity.

How one can reply: The important thing to answering this query is to maintain your reply imprecise. In the event you don’t see your self in that place or firm in 5 years, give a solution specializing in the abilities you’d prefer to grasp.

For example, “Over the following two years, I’d prefer to immerse myself in mastering all facets of this place and constructing relationships throughout the corporate. Within the following two to 3 years, I’d prefer to construct my inner communications and public relations abilities so I can contribute additional to the chief operate.”

15. How would you deal with an indignant consumer attempting to achieve your supervisor?

Why it issues: It’s frequent for salespeople, purchasers, and anybody else you’ll be able to consider to try to attain executives to air complaints or pitch them one thing.

How one can reply: Stroll your hiring supervisor by way of the steps you’d take to calm this particular person down and take a message or divert them to a different division, like customer support.

Hiring managers wish to see which you can be calm and tactful underneath stress whereas defending your boss’s time.

16. How would you go about saying “no” to somebody extra senior than you?

Why it issues: Just like the query above, you’ll typically must handle individuals internally to guard your boss’s pursuits. For example, somebody may need a assembly along with your boss that day, however their schedule received’t accommodate it.

How one can reply: Once more, describe how you’ll present tact to somebody and discover different methods to accommodate them if their request isn’t doable. Use phrases like, “I can’t do X, however what I can do is…”

17. Inform me a couple of time you went above and past for a venture.

Why it issues: As we’ve coated, EAs ought to be capable to function with out a lot supervision and go the additional mile to assist their boss save time and complications.

How one can reply: Consider an instance while you did one thing that wasn’t requested of you. Begin with observing the necessity, then what motion you took and what the end result was. Since being an EA is a private job, going above and past doesn’t all the time apply to work duties.

As soon as, I went to select up my boss’s spouse from the health club when her automotive was stolen from the parking zone, and my boss was tied up in conferences. By the point he completed these essential consumer conferences, the issue was already solved.

18. Are you able to inform me about an task the place you needed to suppose exterior of the field?

Why it issues: Past following directions and going the additional mile, hiring managers wish to know which you can problem-solve with inventive considering. No two days are alike for an EA, and also you by no means know what challenges you’ll face.

How one can reply: Use the STAR methodology to inform a narrative a couple of time you had an uncommon drawback and used an uncommon resolution to make it work. Within the Netflix present “Name My Agent!,” there’s an episode the place an agent unintentionally double-books certainly one of his actors.

To assist keep away from breaking a contract, EA Noémie steps in along with her grasp scheduling abilities and sketches a manufacturing schedule to get him forwards and backwards between the 2 shoots.

19. What’s your tolerance for ambiguity?

Why it issues: Employers wish to see that an EA can collect and analyze data and make judgment calls even once they don’t have all of the puzzle items. A extra veiled method to ask this may be, “What sort of atmosphere do you’re employed finest in?” They wish to see which you can thrive in an atmosphere the place every thing shouldn’t be spelled out for you with particular directions.

How one can reply: Give an instance of how you’d collect extra data if an task was unclear. If sharing an anecdote from an actual work scenario, focus on the way you remained versatile or realized from any errors you made.

20. Are you able to inform me about the most effective boss you’ve had and why?

Why it issues: This query is probing on the matter of match. Your hiring supervisor needs to find out what sort of administration model you’ll reply to, and if it matches theirs.

How one can reply: Share the traits of the most effective boss you’ve labored with, what you realized from them, or why you loved working with them.

Bonus: Unlawful Interview Questions

Within the U.S. (and plenty of different international locations), asking questions on a candidate’s marital standing, kids, faith, and citizenship or migration standing is prohibited. Sadly, based on Glassdoor, these questions nonetheless persist at some corporations.

If you’re requested an unlawful query like this, you’ll be able to decline to reply. Then reframe the query by sharing the way you’re certified to carry out the job’s features.

Getting Prepared

When making use of for an govt assistant place, discovering a task that’s the best match is important. Overview the questions above and follow answering them truthfully. From there, you will discover an govt that matches your working model and safe the function.