How to Find a Good Personal Assistant

Image by: Jeremy Bruneel

Looking for a good personal assistant? It's about more than a pretty smile and typing speed.

We asked some well-placed experts for tips on finding the perfect assistant: Susan Fenner, manager of education and professional development for the International Association of Administrative Professionals; Craig Hemer, partner at executive recruiting firm Odgers Berndtson; and Stephen Eccles, executive director of UBC’s Centre for CEO Leadership.

Qualifying qualities

These days, a good executive assistant does much more than just take notes or a phone message, says Hemer, so keep your eyes peeled for something beyond an impressive WPM. A typical EA is going to be involved in everything from project management to mastering graphic design, so hire someone with the right skills to handle multiple tasks. Successful EAs are loyal and discreet, says Eccles; they have an eye for detail and are excellent communicators in and out of the office.

Be true to you

You want your assistant to, well, assist; look for someone who is strong in the areas you aren’t. “That’s what makes a great team,” says Fenner. “When the right match is found, it’s magic.” Before rushing to hire someone, take the time to analyze your strengths, weaknesses and management style, and then look for someone who will mesh well with the way you work. Figuring out your leadership style sooner rather than later is key because surprises down the road can only hurt the success of your new hire, says Fenner.

Mind the gaps

One of the biggest mistakes executives make when hiring an assistant, Fenner says, is not getting input from the work team. “Allow them some participation in designing the job and having some say about the person who will join them,” she suggests. If you don’t take a look at the rest of the team and consider what skills are lacking in the group, you may not find a successful fit.

Toss the titles

Different firms will have different titles for similar positions, so be open-minded. At Hemer’s firm, for example, EAs are known as “project co-ordinators.” If an applicant’s resumé seems to be void of any specific “assistant” jobs, don’t discredit it, but focus on the skills they bring. Their previous titles are less important than evidence of their experience as a communicator, confidant and co-ordinator. Also look for examples of professional growth and certifications, suggest Hemer and Fenner.

Take your time

Don’t hire an executive assistant just because all the other kids are doing it. Rushing to get a body on board could be disastrous. “You spend more quality time with your co-workers than you do with your family. You want to make the right decision,” says Fenner. It’s lonely at the top, warns Eccles, and “an EA offers someone who can listen.” Your assistant will be an important person in your professional life, so take your time and make sure you’re choosing someone who not only can get the job done but whom you feel comfortable spending part of your career with.

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