How to Hire a Great Executive Assistant (and Keep Them)

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A great executive assistant is a force multiplier: they protect a leader's time, anticipate what's next, and keep everything moving. Because the role is so personal, hiring the wrong person is costly — and hiring the right one changes how a whole office runs.

Here's how to hire an executive assistant or administrative assistant who fits — and when an administrative staffing agency can help.

Executive assistant vs. administrative assistant

• Executive assistants typically support one or a few senior leaders — managing complex calendars, travel, communications, meeting preparation, and often confidential projects. The role calls for judgment and discretion.
• Administrative assistants usually support a team or department with scheduling, document preparation, data entry, and office coordination.
• Office managers and receptionists keep the physical office, vendors, and first impressions running smoothly.

Skills that make a great assistant

• Organization and prioritization — juggling competing requests without dropping anything.
• Proactive thinking — spotting the conflict on next week's calendar before it becomes a problem.
• Polished communication — written and verbal, often on a leader's behalf.
• Discretion — handling confidential information with care.
• Technology — Microsoft 365 or Google Workspace, calendar and travel tools, video conferencing, and increasingly, AI assistants that speed up routine work.
• Calm under pressure — the day rarely goes as planned.

Interview questions that reveal the right fit

• "Two executives need you at the same time for urgent requests. What do you do?"
• "Tell me about a time you anticipated a problem before your manager noticed it."
• "How do you organize a week with overlapping meetings, travel, and deadlines?"
• "What would you need from me in the first 30 days to be successful?"
• A short practical exercise — scheduling a complex meeting or drafting a professional email — shows real skill fast.

Temp, temp-to-hire, or permanent?

Administrative roles are well suited to every staffing model: temporary assistants cover vacations, leaves, and busy seasons; temp-to-hire lets you test the working relationship before committing; and direct hire is ideal for long-term executive support. Compare the options in our staffing models guide.

How to keep a great assistant

• Give them real context about priorities, not just tasks.
• Hold a short weekly check-in to plan ahead together.
• Offer growth — many assistants want to take on projects, operations, or HR responsibilities over time.
• Recognize their impact; it's often invisible to everyone else.

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When to use an administrative staffing agency

When you need coverage fast, or you want a pre-screened shortlist instead of hundreds of applications, an administrative staffing agency saves time. MTK Resources places executive assistants, administrative assistants, office managers, receptionists, and coordinators on a temporary, temp-to-hire, and direct-hire basis — on Long Island, across New York, and nationwide. Learn more about our administrative staffing services or tell us about your opening.