Hiring Right: A Guide for Executive Assistants to Build a Strong Support Team
As Executive Assistants, you often play a crucial role in building a successful team by hiring the right individuals to support your administrative functions. EAs frequently find themselves tasked with hiring for the administrative team, even if they haven’t had experience in this area before. They manage more than just schedules and correspondence; they play a pivotal role in shaping the productivity and culture of their organisations. With the increasing importance of these positions, it’s essential to understand the qualities and skills that set exceptional team members apart.
Having spent years in recruitment, I’ve seen that the most successful team members possess a unique blend of technical skills and personal attributes. While qualifications and experience are important, it’s the soft skills—such as adaptability, communication, and problem-solving abilities—that can truly make a difference. Exceptional hires can navigate the complexities of their roles while building strong relationships and enhancing teamwork.
Identifying the Right Skills
When evaluating candidates to join your team, look for a combination of the following skills and qualities:
Strong Communication Skills: Team members must be able to communicate effectively with you and other stakeholders. Their ability to convey information clearly and concisely is essential for ensuring smooth operations.
Organisational Skills: Effective support staff should manage multiple tasks, projects, and deadlines. Strong organisational skills enable them to prioritise effectively and ensure nothing falls through the cracks.
Discretion and Confidentiality: Given the sensitive nature of the information they handle, it’s crucial to bring in individuals who demonstrate professionalism and discretion.
Proactivity and Initiative: The best team members are forward-thinking and able to anticipate needs. They take the initiative to solve problems before they escalate, contributing significantly to overall efficiency.
Strategies for Effective Hiring
To find the right support team for your needs, consider implementing the following strategies during the hiring process:
Tailor Job Descriptions: Clearly define the responsibilities and expectations for the role. This helps attract candidates who possess the skills you’re looking for and discourages those who don’t align with your needs.
Use Behavioural Interview Techniques: Ask candidates to provide examples of how they’ve handled specific situations in the past. This approach gives insight into their problem-solving abilities and how they adapt to challenges.
Evaluate Technical Skills: Since team members often work with various software and tools, assess their proficiency in relevant technologies. Consider including practical assessments or tests during the interview process to gauge their technical capabilities.
Incorporate Team Interviews: Involve other team members in the interview process to get a broader perspective on how candidates interact with others. This helps assess their interpersonal skills and ability to collaborate effectively within the team.
Hiring the right support team can significantly enhance your effectiveness as an Executive Assistant. By focusing on essential skills and employing strategic hiring practices, you can identify candidates who will thrive in their roles and contribute positively to your team’s success.
