Why this matters:
Personal assistants must be able to manage executive calendars and coordinate both internal and client-facing meetings. By staying up to date and organized with their calendars, effectively working within scheduling constraints, and keeping all parties updated, they can ensure meetings are as seamless as possible.
What to listen for:
- Familiarity with administrative software, such as Microsoft Outlook and Google Calendar
- High degree of digital proficiency
- Excellent communication and organization skills
Why this matters:
Because they work closely with supervisors and clients, personal assistants are often given access to a variety of documents, personal data, and other classified information. Even the smallest oversight can lead to severe consequences, which is why candidates should meticulously check their work and maintain discretion at all times.
What to listen for:
- Excellent attention to detail
- A serious and professional approach to all work-related duties
- Ability to communicate confidently and effectively with clients
Why this matters:
Occasionally, personal assistants are tasked with creating presentations. By conducting comprehensive research and reaching out to others for insights, candidates can prepare their findings in a focused, digestible manner. They should also be prepared to familiarize themselves with any supervisor or team preferences.
What to listen for:
- Ability to break down complex findings clearly and succinctly
- A strong work ethic allowing timely project completion
- Willingness to adopt new workflows or practices when necessary
Why this matters:
Oftentimes, especially during a long-term project or at the end of the quarter or the year, personal assistants are tasked with several responsibilities at once. By determining priorities, tracking deadlines, and practicing effective communication, candidates can stay organized — especially when unexpected issues arise.
What to listen for:
- A reliable and sustainable project management strategy
- Ability to maintain composure in stressful situations
- Willingness to ask for help when necessary
Why this matters:
At times, personal assistants will encounter unforeseen obstacles — including complex, time-sensitive assignments. Candidates should be able to devise creative solutions, turning to other team members for help when necessary. In some situations, they may need to reassess their priorities to ensure they can complete all tasks in a timely manner.
What to listen for:
- Ability to act decisively while under pressure
- Excellent teamwork skills
- Willingness to take on new challenges
Why this matters:
While taking on new projects or tasks, personal assistants may need to decipher vague, intricate, or otherwise confusing instructions. At times, even the desired end product may be unclear. In situations like this, personal assistants must draw on all their resources — their own experience, company precedents, and fellow team members — to correctly execute the project.
What to listen for:
- Willingness to take initiative and reach out to other team members
- Familiarity with firm’s general best practices for project types
- Ability to admit to a lack of knowledge and understanding where and from whom to seek clarification
Why this matters:
Personal assistants must be able to manage multiple deadlines at once. They should be prepared to conduct frequent check-ins, communicating with the appropriate parties to ensure all expectations are met. By meticulously keeping up with both internal and client-related timelines, they can ensure all tasks are completed in a satisfactory and timely manner.
What to listen for:
- Ability to set priorities without neglecting minor responsibilities
- Accountability for any oversights or missed deadlines
- Strong coordination skills and a willingness to chase down outstanding tasks
Why this matters:
Often, personal assistants must interact with clients and visitors, ensuring their expectations are met and communicating their needs with the appropriate parties. How a candidate answers this question will provide insight into their interpersonal skills, as well as their ability to handle unanticipated situations — such as an unfriendly encounter.
What to listen for:
- Ability to assess client needs and expectations
- A confident and friendly attitude
- A track record of positive workplace relationships
Why this matters:
Instead of dwelling on disappointment or negative outcomes, personal assistants should be able to view criticism as a learning opportunity. Candidates should be prepared to take accountability for any mistakes, asking for clarification and advice when necessary. By doing so, they can develop a clear strategy for improvement.
What to listen for:
- A resilient, open-minded attitude
- Mature response to negative feedback
- Excellent listening skills
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