How to Hire an Exceptional Executive Assistant

Hiring an Executive Assistant is not like hiring any other member of your team.

The right EA can transform the way an executive works. They protect their time, anticipate what is coming next, solve problems before they become problems and become a trusted extension of the person they support.

The wrong hire can quickly become a drain on time and energy.

So, what should you actually look for when hiring an exceptional Executive Assistant?

After many years of recruiting EAs for CEOs, Founders, C-suite executives, and private individuals, we believe these are the things that matter most.

Start with the person, not the job title

“Executive Assistant” can mean very different things.
A structured EA role supporting a senior executive is very different from supporting a Founder whose diary changes constantly, travels internationally and expects their EA to make decisions on their behalf.

Before you start recruiting, ask:

• Who are they supporting?
• How complex is the role?
• How much autonomy do they need?
• Is the support purely business, or business and private?
• How much travel is involved?
• What do you actually need them to take off your plate?

The clearer you are about the role, the better the hire will be.

Look beyond the CV

Years of experience and impressive company names don't necessarily tell you whether someone will be a great EA.
Look at what they have actually done.
Have they supported a CEO or Founder? Have they managed a genuinely complex diary? Have they worked in a fast-moving environment? Have they had to make decisions without being given the answer?
Relevant experience matters far more than simply having “Executive Assistant” on a CV.

Look for judgement

Organisation is a given.
Judgement is what separates an excellent EA from an exceptional one.
A great EA knows what needs immediate attention, what can wait and when to protect their executive's time.
They know when to interrupt. They know when to push back. And they can make sensible decisions without constantly asking what to do next.

During interviews, ask for real examples:
• Tell me about a time you had to make a decision without your executive.
• When have you had to push back on a senior stakeholder?
• Tell me about a day when everything went wrong.
• How did you decide what needed your executive's attention?

The answers can tell you far more than asking whether someone is “proactive”.

Hire for the level of autonomy you need

Some executives want an EA who follows a clear structure.
Others want a genuine right hand who can simply get on with it.
Neither is wrong. But the candidate needs to be right for the way the executive works.
If you need someone who can anticipate, prioritise, make decisions, and solve problems independently, make sure you assess for those qualities during the hiring process.

Chemistry matters

An EA and their executive work closely together.
They need to communicate well, understand each other's working styles and build trust.
The best candidate on paper isn't necessarily the best candidate for the individual.

Ask yourself:
* Would I trust this person with sensitive information?
* Would I be comfortable with them representing me?
* Would I trust their judgement when I'm not available?

If the answer is yes, you're getting closer.

Be honest about the job

If the role is demanding, say so.
If the diary changes constantly, say so.
If there is international travel, personal support or flexibility outside traditional hours, be clear from the beginning.

The best candidates aren't necessarily looking for an easy job. Many exceptional EAs thrive on pace, responsibility and variety.
What they don't want is to discover that the job they accepted is completely different from the one they were promised.

Honesty attracts the right people.

Don't create a job description for three people.

We often see roles where the client wants an EA, Office Manager, HR Assistant, Project Manager and Private PA all rolled into one.
Sometimes that combination genuinely makes sense.
Sometimes it doesn't.
Be clear about what is essential and what is additional.
If the role has a very broad remit, the salary and seniority need to reflect that.

Interview for how they think

An EA's CV tells you what they have done.
The interview should tell you how they think.
Scenario-based questions can be particularly revealing.

For example:
Your executive is flying to New York tomorrow. Their diary has changed, an important meeting has moved and a key stakeholder needs to speak to them before they leave. At the same time, your executive has given you a personal task that needs dealing with today. What do you do?

There isn't necessarily one perfect answer.
You're looking for their thought process.

Do they prioritise? Do they stay calm? Do they ask the right questions? Do they consider what can be delegated?

That is the judgement you are hiring for.

Get the salary right

Exceptional EAs are in demand.

If you need someone with significant experience supporting a demanding CEO or Founder, operating independently and managing complex business and private responsibilities, your salary needs to reflect that.

You cannot expect a £50,000 candidate to consistently deliver the level of experience, judgement and autonomy associated with a £75,000–£90,000+ role.

The budget needs to match the job.

Don't wait too long

The best EAs are often interviewing elsewhere.

A lengthy process can mean losing an excellent candidate while you are still deciding who to invite to the second interview.
Have a clear process before you start.
Know what you are looking for, who needs to meet the candidates and what will make you say yes.
When the right person comes along, be ready to move.

So, what makes an exceptional EA?

There is no single formula.

The best EA for a Founder may not be the best EA for a FTSE-listed CEO.

But exceptional EAs tend to have the same core qualities:

• Excellent judgement
• Discretion and integrity
• Calmness under pressure
• Strong communication skills
• Initiative
• Adaptability
• Commercial awareness
• Confidence to challenge when necessary
• The ability to work independently

And above all:
They make the person they support better at their job.
They create time.
They create order.
They remove distractions.
And they know what needs to happen next.

Finding the right Executive Assistant

At Leaman Consulting, we don't just match a CV to a job description.

We take the time to understand the executive, the business, the working environment and the type of support that will genuinely make a difference.
Because hiring an exceptional EA isn't about finding the person with the most impressive CV.

It's about finding the right person for you.

If you're looking to hire an exceptional Executive Assistant in London, speak to Leaman Consulting about your requirements and the current market.