20 Govt Assistant Interview Questions

How do you put together for a check whenever you don’t know what questions they’ll ask? Getting ready for a job interview is considerably of a guessing recreation. Fortuitously, most hiring managers stick with lots of the similar government assistant interview questions and themes.

An government assistant (EA) is by nature a private job the place match is crucial — I do know as a result of that was my first job out of faculty.

My boss had by no means employed an EA earlier than, and I had by no means been one earlier than. In my interview, one among his first questions was, “How do you are feeling about [gesturing at his desk covered in papers] this?” I obtained the job (and arranged the papers), however we actually each may have benefitted from higher interview questions to ascertain expectations earlier.

Dive into these questions to arrange your self in your subsequent government assistant interview.

Desk of Contents

Ali Schwanke, CEO of HubSpot consultancy Easy Strat, has employed a number of digital assistants to help her with duties from researching talking engagements to managing her inbox and posting on social media. With time, she discovered she wanted somebody with digital software program expertise who may leap in shortly with out a lot steerage.

“It’s essential to search out somebody who will help determine alternatives for me,” she suggests. “This has been useful to me as my assistant learns extra about my life and habits, and she will recommend issues that make my life simpler.”

First impression bias is actual: Many individuals make a judgment within the first minute of an interview that may affect the remainder of the hiring course of.

The best way to reply: This query is extra of an icebreaker, so maintain it concise with an upbeat tone. Your self-introduction must be at most 20 seconds lengthy and may share highlights of your resume and canopy letter.

For instance, “Howdy, I’m ____. I’m a ____ skilled with __ years of expertise working within the ____ and _____ industries.”

You’ll be able to add one fast private element like the place you grew up or the place you went to highschool, however not more than that. Above all, don’t ramble!

2. Why do you need to work for this firm?

Why it issues: Corporations are in search of one factor with this query: They need to know that you simply took the time to analysis what the corporate does.

For an EA, this demonstrates that you simply took the initiative to arrange for the interview and that you will discover and analyze fundamental data on-line.

The best way to reply: There’s no actual proper reply to this query, because it’s completely different for each individual. Check out the corporate’s newsroom to see if there are thrilling improvements you may point out or their mission if working for a mission-based group is essential to you.

It’s additionally good to reference an organization’s good repute if somebody who works there and recommends them as an employer, for instance.

3. Why do you assume you’re a great match for this job?

Why it issues: That is one other query that interviewers use to see for those who did your analysis and intently learn the job description. That is additionally an ideal setup query for giving your elevator pitch as to why your expertise match up with the EA job.

The best way to reply: Analyze the job description and determine the highest two or three expertise or traits they reference. Put together a brief pitch for a way you’ve utilized these expertise in previous roles.

For example: “You mentioned you’re in search of robust written communication expertise. As an assistant to a CEO, I wrote worker memos and e-mail correspondence on his behalf and drafted press releases that went out to a number of thousand shareholders.”

4. Why are you contemplating leaving your present place?

Why it issues: All hiring managers need to know the “why” behind a candidate leaving their earlier employer. This query is hard as a result of you may’t at all times say the actual purpose outright (like in search of higher pay).

When answered nicely, it might set you up as good and bold. When answered poorly, you may paint your self as a job hopper or somebody who’s tough to work with.

The best way to reply: Hold your reply as truthful as potential whereas staying tactful. In case your earlier job was a poisonous work setting with a horrible boss, say, “I’m in search of an employer with a optimistic working setting the place I actually interact and contribute as a part of a staff.”

At all times maintain your emphasis on optimistic, forward-thinking objectives as an alternative of wanting again. It’s additionally good to speak about completely different expertise you need to nurture that you simply couldn’t in your earlier job — this exhibits that you simply need to continue to grow as knowledgeable.

Be sure to don’t fall into the entice of trashing your former employer. Confidentiality is essential for EAs, and that is normally an enormous pink flag for hiring managers.

5. What’s an accomplishment you’re happy with?

Why it issues: This query enables you to brag about your self! Your reply will present what you worth and in addition the way you measure success.

The best way to reply: Once more, there’s no proper reply to this query. Attempt to consider one thing that exhibits robust EA traits, like resourcefulness and group. Whichever accomplishment you select, use the STAR technique to point out your course of and the way you measure it as successful.

If you happen to’re new to the career, you may select an accomplishment exterior of labor, like elevating cash for a charity or beginning a membership at your faculty.

6. How do you retain your time and duties organized?

Why it issues: Most executives want to rent an assistant when group isn’t their power or when the amount of issues that must be organized surpasses a quantity they’ll deal with. They need to know which you can handle every part with out dropping the ball.

The best way to reply: You’ll be able to showcase the way you’ve used tech like Google Docs, Excel, or a venture administration software program to arrange duties and knowledge. In case you have a confirmed time administration course of, clarify what it’s and the way you implement it.

Professional tip: Take a look at time administration suggestions from HubSpot’s personal EA.

7. Are you keen to work time beyond regulation?

Why it issues: Every firm is completely different, nevertheless it’s widespread for EAs to often work exterior of enterprise hours to accommodate the wants of a fast-paced chief. Establishing this expectation on the outset can decide whether or not it’s going to be a match for each events.

The best way to reply: Let the interviewer know for those who’re versatile, however stability this with setting boundaries early. This can be a good time to show the query round with just a few of your individual.

• Are time beyond regulation hours an exception or the norm for somebody on this place?
• What’s the expectation for checking e-mail exterior of working hours?
• What are the standard hours logged for somebody on this place?

8. How would you deal with a number of essential assignments from a number of managers that every one must be accomplished by the top of the day?

Why it issues: It’s widespread for EAs to help a couple of government, so this example might come up usually. Even with only one supervisor, you could have many requests in a given day, and so they need to understand how you’ll deal with them.

The best way to reply: Executives need to know which you can multitask and deal with the stress of competing priorities. They’re additionally in search of communication expertise. If you happen to notice that every part assigned to you may’t be accomplished, how will you talk that to everybody concerned?

9. Inform me a couple of mistake you made at work. How did you repair it?

Why it issues: No supervisor expects you to be good. This query gauges how you’ll problem-solve and take duty whenever you don’t do one thing proper the primary time.

The best way to reply: Be sincere. Contemplate selecting a time whenever you have been doing one thing for the primary time to point out how one can study and develop with expertise. Don’t go overboard, although: Keep on with examples with minor, quite than main, penalties in your boss.

10. How do you deal with battle within the office?

Why it issues: This can be a good query for anybody, particularly EAs, since they should work with many individuals throughout an organization. Employers need to know which you can work with a variety of personalities.

The best way to reply: Give a related and particular instance of what steps you’d take for those who have been in battle with a coworker. This may be particular or hypothetical.

For instance, “If I have been pissed off with how a coworker spoke to me in a gathering, I might method them privately and allow them to understand how their phrases made me really feel. I might hearken to their aspect to search out out if I’m lacking something from their perspective, then make a plan to maneuver ahead.”

11. What’s an instance of one thing you’ve executed to enhance processes?

Why it issues: Creating and sustaining processes are essential for EAs. That is an instance of the way you assume and might present your initiative.

The best way to reply: Have you ever created a brand new group system for one thing, like color-coding or folders in an inbox? Have you ever improved an ineffective system or carried out a brand new software program? Any of those would make glorious examples for an EA interview.

12. Inform me about your earlier expertise with occasion planning/managing a calendar/managing an inbox.

Why it issues: Many executives search for direct expertise in an space that’s essential to them as a result of they merely don’t have the time to do plenty of coaching — that is why they want an assistant. Widespread examples of this embrace occasion planning, journey scheduling, social media administration, and managing their inboxes.

CEO Ali Schenke shared that she’s grown to worth assistants with direct earlier expertise in related delicate expertise as a result of they might hit the bottom operating far more shortly: “I’ve had assistants who have been assistants earlier than, and that was far more profitable than making an attempt to rent somebody who hadn’t been an government assistant to a fast-moving chief.”

The best way to reply: In case you have this expertise, share your degree of proficiency and a few examples of labor you’ve executed in that space (similar to planning a convention).

If you happen to don’t have work expertise within the space they’re in search of, you may share any expertise from exterior of labor (like the way you deliberate an occasion for a faculty membership), or you may state the way you’d method the problem.

For instance, “I haven’t deliberate a big occasion earlier than, however right here’s how I might go about it…”

13. What’s your expertise with Microsoft Excel/Phrase/Powerpoint/Zoom?

Why it issues: As we’ve lined, executives don’t have time to sit down down and educate their EAs learn how to do their job step-by-step.

The best way to reply: In case you have expertise with the instrument in query, share the way you’ve used it and your degree of experience. Just like the query above, not having expertise with a selected software program doesn’t imply you gained’t get the job.

As an alternative, share how one can study to make use of software program platforms shortly and the way you’ve taught your self a brand new ability.

14. What are your profession objectives within the subsequent 5 years?

Why it issues: Your supervisor needs to see that you simply take the place critically and gained’t leap ship inside just a few months of being employed. This query might be tough as a result of whereas a uncommon employer needs to see ambition, most need to see a dedication to longevity.

The best way to reply: The important thing to answering this query is to maintain your reply obscure. If you happen to don’t see your self in that place or firm in 5 years, give a solution specializing in the talents you’d prefer to grasp.

For example, “Over the subsequent two years, I’d prefer to immerse myself in mastering all features of this place and constructing relationships throughout the corporate. Within the following two to a few years, I’d prefer to construct my inner communications and public relations expertise so I can contribute additional to the chief perform.”

15. How would you deal with an indignant consumer making an attempt to succeed in your supervisor?

Why it issues: It’s widespread for salespeople, shoppers, and anybody else you may consider to try to attain executives to air complaints or pitch them one thing.

The best way to reply: Stroll your hiring supervisor by way of the steps you’d take to calm this individual down and take a message or divert them to a different division, like customer support.

Hiring managers need to see which you can be calm and tactful underneath stress whereas defending your boss’s time.

16. How would you go about saying “no” to somebody extra senior than you?

Why it issues: Just like the query above, you’ll typically must handle folks internally to guard your boss’s pursuits. For example, somebody may need a assembly along with your boss that day, however their schedule gained’t accommodate it.

The best way to reply: Once more, describe how you’ll present tact to somebody and discover different methods to accommodate them if their request isn’t potential. Use phrases like, “I can’t do X, however what I can do is…”

17. Inform me a couple of time you went above and past for a venture.

Why it issues: As we’ve lined, EAs ought to be capable to function with out a lot supervision and go the additional mile to assist their boss save time and complications.

The best way to reply: Consider an instance whenever you did one thing that wasn’t requested of you. Begin with observing the necessity, then what motion you took and what the end result was. Since being an EA is a private job, going above and past doesn’t at all times apply to work duties.

As soon as, I went to select up my boss’s spouse from the gymnasium when her automotive was stolen from the car parking zone, and my boss was tied up in conferences. By the point he completed these essential consumer conferences, the issue was already solved.

18. Are you able to inform me about an project the place you needed to assume exterior of the field?

Why it issues: Past following directions and going the additional mile, hiring managers need to know which you can problem-solve with artistic pondering. No two days are alike for an EA, and also you by no means know what challenges you’ll face.

The best way to reply: Use the STAR technique to inform a narrative a couple of time you had an uncommon downside and used an uncommon resolution to make it work. Within the Netflix present “Name My Agent!,” there’s an episode the place an agent unintentionally double-books one among his actors.

To assist keep away from breaking a contract, EA Noémie steps in along with her grasp scheduling expertise and sketches a manufacturing schedule to get him backwards and forwards between the 2 shoots.

19. What’s your tolerance for ambiguity?

Why it issues: Employers need to see that an EA can collect and analyze data and make judgment calls even once they don’t have all of the puzzle items. A extra veiled strategy to ask this could be, “What kind of setting do you’re employed greatest in?” They need to see which you can thrive in an setting the place every part shouldn’t be spelled out for you with particular directions.

The best way to reply: Give an instance of how you’d collect extra data if an project was unclear. If sharing an anecdote from an actual work state of affairs, focus on the way you remained versatile or realized from any errors you made.

20. Are you able to inform me about the perfect boss you’ve had and why?

Why it issues: This query is probing on the matter of match. Your hiring supervisor needs to find out what kind of administration type you’ll reply to, and if it matches theirs.

The best way to reply: Share the traits of the perfect boss you’ve labored with, what you realized from them, or why you loved working with them.

Bonus: Unlawful Interview Questions

Within the U.S. (and lots of different nations), asking questions on a candidate’s marital standing, kids, faith, and citizenship or migration standing is unlawful. Sadly, in accordance with Glassdoor, these questions nonetheless persist at some corporations.

If you’re requested an unlawful query like this, you may decline to reply. Then reframe the query by sharing the way you’re certified to carry out the job’s capabilities.

Getting Prepared

When making use of for an government assistant place, discovering a job that’s the suitable match is crucial. Overview the questions above and apply answering them actually. From there, you will discover an government that matches your working type and safe the function.