What an executive assistant does
Australia's occupation list says executive assistants provide high-level support to executives, managers or professionals. The work includes:
- setting the executive's daily schedule
- preparing for meetings, including papers and logistics
- drafting and sending messages on the executive's behalf
- coordinating travel
- sorting and answering emails and phone calls
England's National Careers Service adds organising complex diaries, researching for senior managers and handling sensitive information. The US occupation database adds preparing agendas and recording minutes for board and other meetings.
Skills employers look for
England's National Careers Service lists skills including:
- administration and business management skills
- excellent verbal communication
- being thorough and paying attention to detail
- staying calm in stressful situations
- using a computer and the main software packages confidently
Discretion matters too. The UK profile lists handling sensitive information in line with company policies.
How the interviews usually work
Expect a mix of behavioural questions about past work and scenario questions about made-up problems. Our guide to behavioural questions and STAR explains both.
Some employers add a short practical task. It might be drafting an email, fixing a clashing diary or formatting a document. Ask what it involves, so you can practise.
If you meet the executive you'd support, be ready to explain how you like to work and communicate.
Questions that test each skill
These are the kinds of questions that test each skill. They are examples, not a list from any one employer.
- Priorities: "Two senior people want the same hour in your executive's diary. What do you do?"
- Discretion: "Tell us about a time you handled confidential information."
- Planning: "Describe an event or trip you organised. What went wrong, and how did you fix it?"
- Writing: "How do you draft an email in your executive's voice?"
- Pressure: "Tell us about a day when everything changed at once."
- Saying no: "Tell us about a time you pushed back on a request."
What to prepare
- Read the ad for the systems they use, such as a calendar, travel or expense tool.
- Pick true stories about diaries, events, travel, confidential work and difficult people.
- Practise a timed task: draft a short email, then a one-page meeting agenda.
- Learn about the executive's role and the organisation's current priorities.
- Bring a short list of questions about how the executive likes to work.
If you've only used a system briefly, say so. Then give a true example of learning a new tool quickly.
A worked answer for an EA role
Here is a made-up answer to a question that tests priorities.
Made-up example
Grace, a made-up office coordinator applying for her first executive assistant job
Question
Situation
Task
Action
- I listed every clash with who was involved, and how urgent and movable each meeting was.
- I asked each director for their top two meetings that week, so I wasn't guessing.
- I moved internal meetings first, and offered clients two new times each.
- I sent both directors one summary of the changes, with a note on anything still open.
- I set up a shared weekly view so they could spot clashes before they happened.
Result
Grace shows judgement, not just effort. She asks for priorities, protects clients and fixes the cause.
Questions
Do I need a qualification to be an executive assistant?
Not always. England's National Careers Service lists several routes, including university, college, an apprenticeship or working your way up.
Will there be a typing or software test?
Some employers set a skills test, and others don't. Ask what the process includes, and practise that task.
What's the difference between a PA and an EA?
Titles vary. England's National Careers Service treats personal assistant as another name for the role. Read the duties in the ad, not just the title.
Sources
Written by Seal the Offer from these pages, last checked on . Rules change, so check the employer's own page and the job ad before you apply.