Executive Assistants: When You Should Hire One, And Why

The responsibilities of an executive can be overwhelming for a single person to manage on their own. The success of any organization doesn't come without longer work hours, additional people to oversee, and more duties to fulfill.

Sometimes, executives have no choice but to focus their time and energy on administrative work, tedious tasks, and running errands. Having an executive assistant can be a professional relief and lifesaver, allowing the executive to focus on revenue strategies and company operations.

An executive assistant typically has higher stakes than a general administrative assistant because they work directly with the C-suite. In addition, general assistants usually support an entire office, whereas an executive assistant is one-on-one with a single executive, ensuring their needs are met.

The average job description for this role includes a variety of tasks to make an executive's life easier, such as:

• Managing the executive’s calendar
• Administrative tasks
• Greeting clients and visitors
• Liaising with other executive assistants
• Answering and fielding phone calls
• Maintaining and organizing any documents or records
• Coordinating travel arrangements
• Running out-of-office errands
• Train other administrative staff on company policies

Signs You Need an Executive Assistant

A company’s growth can be overwhelming for anyone in an executive position, especially without any internal support. As a result, it can feel like you’re wearing multiple hats and juggling multiple tasks simultaneously when you should be focusing on bigger-picture responsibilities. 

If you feel like an assistant at any point in time, it’s time to find one. Several signs in the workplace should prompt you to stop and consider hiring an executive assistant, such as: 

If you struggle to: 

• Respond to emails and return phone calls in a timely manner
• Keep track of your meetings or schedule them in a time-efficient manner
• Manage deadlines for different clients

If you find yourself: 

• The sole point of contact for all clients, visitors, and suppliers
• Devoting more time to clerical and administrative duties than revenue-generating tasks
• Turning business away because you don’t have the time for additional responsibilities

While many people tend to struggle with relinquishing control over to someone else, especially in a scenario where they’ve been doing things themselves for so long, hiring help will allow you to focus your attention on what really matters. 

Many executives also feel that it is solely their responsibility to ensure things run smoothly; however, in reality, an EA is just as essential to this process. In addition, delegation is an important quality for any leader to possess. 

Factors to Consider When Hiring an Executive Assistant

While having an executive assistant can be a major headache reliever, hiring the right one and one that best fits into your organization is essential; otherwise, it can be nothing short of a headache. 

Your EA should have excellent written and verbal communication, time management, and organizational skills. They should also be proactive in their day-to-day duties rather than waiting for someone else to guide them. An EA should be taking work off your plate, not adding more. 

These tips are a great guide to finding the right EA for your organization: 

• Define the Job and Set Minimum Requirements — If you can pinpoint exactly how an EA could help you, setting the standard should be easy. As an executive, it’s crucial to create minimum requirements for employees for complete transparency is vital. 
• Entertain Your Options — While some get lucky with a single recommendation, it would behoove your organization to do your research and conduct those interviews. A resume can only tell you so much; speaking in person is essential to ensure compatibility and establish a rapport. 
• Pay Transparency — After determining your budget and the local compensation packages for EAs, ensure that your organization is transparent with regard to the job’s pay and benefits.

• Assessment — Once you’ve narrowed down your search, testing is imperative. New candidates should be evaluated for their technology, socializing, and organizational skills. They should also be assessed to ensure their personality will fit into the company’s culture. 

Retaining Executive Assistants

After you’ve found the perfect fit for the position, retaining that talent will be the next step. The role should be fulfilling to the executive and assistant, and a productive relationship should be established. Determine what their long-term goals are and be sure to support their continuing education; career development is critical here and should not be ignored. 

Wrapping Up

Once you’ve analyzed your company's needs, you’ll likely determine that the value of an executive assistant can’t be overstated. In addition, once you’ve hired an EA, you’ll find the time saved is invaluable, leaving you to focus on company operations.