How to Hire an Executive Assistant (a Step-by-Step Guide)

Executive AssistantVirtual Executive Assistant
Written By Katie Johnson
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Wondering how to hire an Executive Assistant who’s the right fit for you? Hiring an Executive Assistant can be a game changer for busy executives, founders, and senior leaders. Whether you're exploring full-time or fractional support, this step-by-step guide walks you through how to hire the right Executive Assistant for your needs—so you can focus on what matters most.

How to Hire an Executive Assistant Checklist

How to Decide If You Need to Hire an Executive Assistant

What is an Executive Assistant?

An Executive Assistant is a high-level professional who provides strategic, proactive support. Unlike a general admin, they don’t just complete tasks—they take ownership, anticipate needs, and build structure so you can focus on high-impact work.

Who needs an Executive Assistant?

Executives, founders, and senior leaders who are stretched thin juggling logistics and leadership. You may not need full-time help, but you do need someone who frees you up to lead, innovate, and grow.

Ask yourself:

  • Do I want proactive support—not just a task-taker?

  • Do I need someone who takes initiative and stays one step ahead?

  • Do I want someone to take ownership of recurring tasks—creating systems and processes?

  • Do I want to spend more time in my zone of genius—and less on admin?

If you answered yes, hiring an Executive Assistant—whether part-time or full-time—could be a game changer.

Figure Out How Much Executive Assistant Support You Need

Next, determine whether you need full-time or fractional Executive Assistant support. This depends on your workload, time spent on admin tasks, and overall goals.

When Full-Time Makes Sense:

A full-time Executive Assistant is best if:

  • Your schedule is unpredictable and you need real-time availability

  • One Executive Assistant will support multiple leaders or manage complex workflows

  • Your calendar, inbox, and operations require daily, real-time attention

Having someone available 40 hours a week ensures continuity, availability, and a deep understanding of your evolving priorities.

When Fractional Is the Smarter Fit:

Most leaders don’t need 160 hours per month of Executive Assistant support. A study by ServiceNow shows executives spend about 15 hours per week on admin tasks—making fractional support ideal for many.

Fractional Executive Assistants are ideal if:

  • You want high-level support without a full-time commitment

  • You need flexibility as your workload shifts

  • You want to reduce overhead costs while maintaining quality

With fractional support, you get exactly the amount of support you need.

Should You Hire an In-House or Virtual Executive Assistant?

Once you’ve determined how much support you need, the next question is where that support should come from: should you hire an in-house Executive Assistant or opt for a Virtual Executive Assistant?

Both options have their advantages, depending on your leadership style, company structure, and preferred way of working.

In-House Executive Assistant

Pros:

  • Physical Proximity: Useful for on-site tasks like handling mail, coordinating in-person meetings or events, or managing office logistics.

  • Face-to-Face Communication: Great for leaders who prefer real-time, in-person collaboration.

Cons:

  • Limited Talent Pool: You're restricted to candidates within commuting distance.

  • Higher Overhead: Includes costs for office space, equipment, and employee benefits.

  • Reduced Flexibility: Harder to scale support as your needs change.

Virtual Executive Assistant

Pros:

  • Access to Top Talent: You’re not limited by geography, making it easier to find someone who matches your skills, personality, and work style needs.

  • Lower Overhead: No office space, equipment, or full-time employee costs.

  • Flexible Support: Especially with fractional models that scale with your workload.

Cons:

  • Requires Communication Systems: Platforms like Slack, Zoom, shared calendars, and project management platforms are essential.

  • No On-Site Task Support: While remote EAs aren’t physically present, they build efficient virtual workflows to handle everything from scheduling to customer support.

For many growing businesses and busy leaders, remote support offers more flexibility and a wider talent pool—especially when the role doesn’t require a physical presence.

What Tasks Should You Delegate to an Executive Assistant?

Once you’ve determined the structure of your Executive Assistant support, it’s time to get clear on what you actually need help with. This step is often overlooked—but it’s one of the most important parts of knowing how to hire an Executive Assistant who will truly make your life easier.

Think beyond just “help” and consider the core tasks, personality traits, and technical know-how that will make this partnership effective from day one.

Core Skills

List the specific tasks you want your Executive Assistant to own. Common examples include:

  • Email and calendar management

  • Meeting preparation and follow-up

  • Travel booking and itinerary coordination

  • Expense tracking and reporting

  • Document creation and file management

  • CRM or database upkeep

  • Vendor communication and project tracking

Pro Tip: Start with the tasks that drain your energy or pull you from strategic work—those are where an Executive Assistant can deliver immediate value.

Soft Skills

The best Executive Assistants bring more than just task execution—they bring emotional intelligence and strategic awareness. Look for qualities like:

  • Proactive mindset

  • Emotional intelligence (EQ)

  • Strong time management

  • Discretion and confidentiality

  • Attention to detail

  • Calm under pressure

These are the qualities that turn a task-doer into a true thought partner.

Technical Experience

Consider the tools your business relies on daily. Your Executive Assistant should already know (or quickly learn) platforms such as:

  • Slack

  • Zoom

  • Google Workspace or Microsoft 365

  • HubSpot, Salesforce, or other CRMs

  • Project management tools like Asana, Trello, or ClickUp

A great Executive Assistant won’t just use your tools—they’ll help you optimize them.

Industry-Specific Needs

In some fields, familiarity with industry-specific systems, regulations, or workflows is a bonus. For example:

  • Healthcare: HIPAA knowledge, medical scheduling

  • Legal: Familiarity with case management systems

  • Tech: Agile methodology, managing developer calendars

  • Nonprofit: Donor databases, grant tracking

If industry knowledge would shorten the learning curve, flag it as a requirement early on.

How to Hire the Right Executive Assistant for You

When learning how to hire an Executive Assistant, it’s natural to focus on skills and experience. But after more than a decade of pairing Executive Assistants with executives, we’ve learned this: personality fit is just as important.

It’s not just about what your Executive Assistant can do—it’s about how they do it, and how that aligns with your leadership style.

Why It Matters

  • Chemistry: You’ll rely on your Executive Assistant daily. Trust, rapport, and ease of communication are essential for a smooth working relationship.

  • Communication Flow: Do you prefer quick check-ins or detailed updates? Someone who mirrors your energy—or someone who balances it?

  • Delegation Style: Some leaders want to assign tasks. Others need a strategic partner who takes initiative. The right Executive Assistant will sync with your pace and preferences.

Even the most qualified Executive Assistant won’t thrive if their style clashes with yours. Whether you're highly structured or more free-flowing, your Executive Assistant should complement your rhythm—not disrupt it.

How to Budget for Hiring an Executive Assistant

Before you hire an Executive Assistant, it’s important to understand the true cost—because it’s not just about salary.

Full-Time Executive Assistant Costs Add Up Quickly

According to Salary.com, the median base salary for an experienced full-time Executive Assistant is around $86,500.

But salary is only part of the equation. The U.S. Small Business Administration estimates that a new employee typically costs 1.25 to 1.4 times their salary when you factor in benefits, taxes, equipment, and overhead. That means your actual cost to employ a full-time Executive Assistant could range from $108,000 to over $121,000 annually.

And that’s before you even consider the cost of hiring. The Society for Human Resource Management (SHRM) reports that the average cost per hire is nearly $4,700.

The Value of Executive Assistants

While Executive Assistants tend to be more expensive than traditional administrative assistants, they offer a much higher level of support. A great Executive Assistant doesn’t just complete tasks—they act as a strategic partner, anticipate your needs, and help protect your time and energy. For many leaders, the increased investment pays for itself through increased efficiency and focus.

Fractional Support as a Budget-Friendly Alternative

If those numbers feel out of reach, fractional Executive Assistant support can be a smart and scalable alternative.

With fractional support, you only pay for the hours you need—whether that’s 20 hours per month or 100+ hours per month. Hourly rates typically range from $55 to $69, depending on the level of experience and service. According to Forbes, fractional support can reduce payroll costs by 30–40% compared to hiring a full-time employee.

You’ll also avoid the added burden of overhead, onboarding, and benefits—while still gaining access to high-level, experienced support tailored to your needs.

Best Ways to Hire an Executive Assistant

Once you’ve identified what kind of support you need, the next step is choosing how to hire your Executive Assistant. There’s no one-size-fits-all approach—what works best depends on your budget, timeline, and the level of involvement you want in the hiring process.

In-House Hire

Ideal if you want daily in-person collaboration and have the resources to manage a traditional hire. Offers deep integration with your team but comes with higher costs, a slower hiring process, and less flexibility if your needs change.

Recruiting Agency

A good fit if you lack time or internal bandwidth to manage hiring yourself. Agencies can connect you with vetted candidates quickly but often charge steep placement fees (20–30% of annual salary) and provide little post-hire support.

Virtual Executive Assistant Service

Best for leaders seeking flexible, high-level support without the overhead of a full-time employee. These services (like Worxbee) offer vetted talent, personalized matching, and ongoing support—though they operate remotely, which may not suit roles requiring on-site help.

No matter which route you choose, the goal is the same: find the right fit for your needs today—and for where you’re headed tomorrow.

How to Interview and Evaluate an Executive Assistant

Hiring the right Executive Assistant can transform your workday—but only if you know how to spot the right one in the interview process. This guide will walk you through what to ask, what to watch for, and how to know when you've found the right fit.

Ask the Right Interview Questions

Go beyond surface-level answers to understand how the candidate thinks and solves problems. Focus on initiative, emotional intelligence, and communication.

A few top questions include:

  • “Tell me about a time you anticipated a need before your executive asked for it.”

  • “How do you prioritize when everything feels urgent?”

  • “What systems or tools have you set up to help an executive work more efficiently?”

RELATED: Top 10 Interview Questions to Ask When Selecting an Executive Assistant

Watch for Red Flags

Even great resumes can hide deeper issues. Be alert to:

  • Vague answers that avoid specifics or metrics

  • Resistance to feedback or rigid communication preferences

  • Signs of a reactive mindset, rather than a proactive one

  • Signs of low emotional intelligence—such as blaming others, struggling to learn from mistakes, or handling conflict poorly

Key Qualities to Look for When Hiring an Executive Assistant

When you’ve found the right Executive Assistant, the difference is clear. You’ll feel like you’re being supported, not managed. Look for someone who:

  • Stays one step ahead of your needs

  • Thinks in terms of outcomes, not just tasks

  • Offers ideas or insights without being prompted

  • Makes you feel lighter—like you can finally breathe

A strong Executive Assistant doesn’t just help you get things done. They help you work better, lead better, and free up space to focus on what only you can do.

Common Mistakes to Avoid When Hiring an Executive Assistant

  • Hiring based on resume alone, without evaluating communication style, initiative, and adaptability

  • Prioritizing cost over capability—high-level support pays off in saved time and better outcomes

  • Skipping the cultural fit or personality alignment, which often leads to miscommunication or friction

  • Assuming more hours equals more value—80 strategic hours with the right Executive Assistant can outperform 160 unfocused ones

Why Hiring an Executive Assistant Is a Smart Investment

Learning how to hire an Executive Assistant is really about learning how to reclaim your time, focus, and leadership capacity. Whether you’re overwhelmed by admin work or simply ready to operate at a higher level, the right Executive Assistant can help you get there.

From deciding whether you need full-time or fractional support, to thinking through skills, personality fit, and budget, this guide has walked you through the key steps to make a smart, strategic hire.

If you’re ready to find your ideal Executive Assistant—or just want to explore what the right support could look like—Worxbee is here to help. We specialize in matching leaders with US-based, pre-vetted Executive Assistants who align with your unique needs, work style, and goals.

Schedule a complimentary consultation to get started. Let’s make sure your next hire is the right one.

Frequently Asked Questions

What does an Executive Assistant do?

An Executive Assistant provides high-level support to busy leaders, handling everything from scheduling and communication to project management, systems building, and strategic planning.

How much does it cost to hire an Executive Assistant?

A full-time Executive Assistant can cost between $108,000 and $121,000 annually when factoring in salary and overhead. Fractional support offers a more affordable option, with flexible monthly pricing ranging from $55-$69 per hour.

Do I need a full-time Executive Assistant?

Not always. Many executives only need 15–20 hours per week of support. In that case, hiring a fractional Executive Assistant can save money while still providing high-impact support.

What’s the difference between a Virtual Assistant and an Executive Assistant?

A Virtual Assistant typically handles basic administrative tasks. An Executive Assistant goes further—offering strategic, proactive support to help leaders operate more effectively.

How do I choose between an in-house and Virtual Executive Assistant?

If you need on-site help, go in-house. But if flexibility, talent access, and cost-efficiency matter most, a Virtual Executive Assistant is usually the better choice.

Katie Johnson
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