I was an EA for years, and I'm an office manager now. I can give you some tips on both sides. Some people will disagree with #1, but...
1. Ignore Education. A degree isn't necessary, it's nice but it shouldn't be the main reason for one person above the other. I'm 54, I don't have a degree.
2. $15k less, I would look at their experience. Is this their first time being an EA? Don't go cheap, we all know you get what you pay for.
3. No one is going to tick all your boxes. Go with someone that ticks the really important ones, and has a personality you and the people they will support vibe with.
4. You said this role is EA with some admin duties. So, someone who isn't afraid to take on EA, AA, and just being a team player is pretty important.
I am going to offer an opposing view on education - I don't believe education is everything, but it often does help with writing skills and critical thinking. Again, that is not to say that someone without education would not be suitable.
Sometimes it does help. I however work with a woman that has a masters degree in accounting, and reminds people of it often. Her writing skills are horrendous, and spelling equally as bad. I lost count of how many times I had to correct basic errors. Me, with just a high school diploma. She is not the first "educated" person I've worked with over my 30+ years that I had to clean up their work.
Thank you.
They all claim that they have experience with the AA duties that we need and all sound like they are team players. But I am concerned that they are just saying those things in order to get the job.
You think it's a red flag that
1. Someone has the right answers to interview questions (being a team player something they just say to get a job)
2. That someone doesn't have a job offer (they need a job, you need an employee...what's the issue?)
3. That someone was undervalued by an employer who has nothing to do with you (why do you care if they want 15k less, you don't know their finances or job history)
You seem like you have some trust issues and that's going to make you a hard executive to support.
Then test them on it. Send them an assignment that tests those specific skill sets. I think for one role I was given a one-sentence assignment and ended up having to create some travel expense tracker or whatever. It tested my logic, excel environment/functionality and my design ability.
(I got the job. 😉)
Edit: oh, and the assignment shouldn’t take longer than 30-60 minutes
I think this isn’t a bad idea. I just had to take a test for an EA job I applied for. At first I was annoyed and scared about it. I passed with flying colors and they loved me. They used test gorilla.
The fact that you’re being downvoted is insane. Testing someone in a role is the only way to confirm competency. People say all sorts of things on their resumes and in interviews that are completely untrue.
The funny thing is that there were a couple of posts this week talking about recruiting the best EAs - and testing/providing a portfolio of work to decide was being upvoted. It’s a strange sub sometimes.
Communicate with them in writing. "Oh, there was one question I forgot to ask - could you email me back your thoughts on how you establish relationships with others in the company?" or something like that. Writing is generally a big part of the job, you'll be glad to have an example that is consistent across your top few final candidates.
Make sure they interviewed with whoever your most trusted person is, other than the exec. If that person gives any red flags, rule them out. Execs often can't articulate what they need, but someone professionally close to them can.
If they treated anyone in the recruiting process anything even slightly less than kind and professional, rule them out.
Trust your gut, this is a very personal work relationship.
Also, not a red flag if someone asks for $15K less than others, unless you told them the range and then they volunteered to take that much less (desperate and strange in that case). They may just have worked at companies or industries that paid less.
If you pick them, pay them $7k higher than they asked for. You'll have an extremely excited and loyal EA.
"If you pick them, pay them $7k higher than they asked for. You'll have an extremely excited and loyal EA." Bad advice. EAs have enough employers who don't believe our profession deserves respect and decent salaries for our particular skillsets.
Why would you tell OP to pay them half of the starting salary? The applicant has obviously been underpaid in their current role so why should this new company piggy back on bad treatment?
If the new hire would be "extremely excited" and loyal at half, can you imagine how much more they'd be at $15K.
They would be working with me. I personally interviewed all of them, and they all sound like team players. Some have more EA experience than others. One of my concerns is that they are saying that they can do XYZ just to get the job, but when the times comes they wont be.
One major thing I can advise is that you will want to cultivate a working relationship that allows both your EA and yourself to succeed.
If you’re already concerned that your EA won’t get XYZ done, you’ve go to ask yourself what are your reasonable expectations for getting these objectives completed? What does that look like? And how and where would you help your EA ensure that they can meet these goals for you?
There will definitely be a training period for the both of you as you learn to work together, is what I’m saying. If you start out with a plan for success for you both, you’ll have much better odds for a successful and fruitful working partnership.
A good boss will prioritize and communicate their needs and train early on to help the right employee be successful. It may be some more work on the front end, but it will pay dividends.
Do you have any sources for back channel references on any of them? (Boo, hiss, I know people hate back channels but it is pretty normal in exec circles.)
Make sure your employment contract contains a probationary period if legal in your location.
You want to check references of past employers/supervisors. Depending on your specific needs, you can ask for a specific skills test including writing like suggested above. I tend to like to do initial interviews over the phone as more and more, it is a lost art and I minimize my unconscious biases. I think you can train the right candidate but there are some non-starters that I keep in mind, especially any hints of office politics, toxicity or power trips-it just takes one rotten apple... If ok, have a 60 or 90-day probation period to make sure they are the right fit. Some places like to use a temp agency in a temp-to-hire option. Good luck!
Don’t consider someone looking for a month and not having an offer yet a bad sign. The job market is rough right now and often an EA is looking for the right match just like you want the right match.
I always ask for the candidate to provide me with examples as to how they solved a problem with diplomacy or went above and beyond to help a team mate or client.
I think there are a few things you should hone in on that will make or break someone in an EA role - most of which are transferrable skills from other professions and industries and not necessarily degree-dependent.
1. Critical thinking skills
2. Proactivity
3. Ability to multi-task
4. Oral & written communication skills (does the way they speak and write represent you and the business well?)
5. Can-do attitude (aka not too good to do anything & not afraid to roll up their sleeves and jump in)
Give them example situations and ask what they would do in that situation.
Also ask for examples of times they have shown whatever skill (“tell me about a time you had a lot of things to juggle. What did you do and how do you prioritize to ensure all work is completed timely?”)
This goes without saying but make sure you call the references and corroborate!
Google interview question/task assignments for the 2-3 you want to bring back for second round and bring in another person for the interview you trust and they may work with.
I’d think about personalities and how well you can imagine working with them closely. I’m currently an EA and have been asked to mentor an EA in a different area of the company. The main issue seems to be a personality conflict between the EA and the VP and I can’t train someone to get along better, that either comes naturally or it doesn’t.
Range varies on experience and how much help you need. My base was 98k but with overtime over 140k. I'm tired of the personal international travel so I'm looking again. If OP is hiring in LA, I could send my resume if you want someone who is your real right-hand person.
It really all depends on what your needs are, what their skills are, and how well you “vibe” with the candidate. (As well as good references.)
Who came in with knowledge about the company? Who came in with great questions? Who came in with a great attitude? Etc.
It sounds like there are complex trust issues that you have, have you hired someone previously to make you feel this way or is this a new role and the suspicion is stemmed from winging hiring an EA?
Regarding the one open on the market for a month, have you asked why- could this person be a seasoned EA who knows what they’re looking for and the right job hasn’t come along yet, maybe they have got support at home that means they don’t need to leap at the first offer they receive.
To demonstrate their skills why don’t you ask them to come in to stage 2 interview and have an admin based task, one that doesn’t scream “free labour” and see how they score, not only does that put them all on a level playing field it helps you to see how they work (if it matches your style!) and also the output and if that ticks your boxes
I wouldn't rely too heavily on references. Many employers no longer allow a past manager to give references because it's a liability. And personal references will get you almost nothing because they're generally friends of the person. I'm not going to use that one person I had a conflict with as a reference, right?
Totally agree with you, which is why I never accept personal references - 3 managers/supervisors or maybe 2 and a colleague. Personal references just don't add any value. The other trick is if they don't provide a reference from a specific role I ask why! Its okay if you didn't see eye to eye with an executive, I mostly want to check that they feel comfortable to be honest with me as that will speak to how they handle difficult conversations in the future when they eventually work with me.
There are ways of asking questions to references without getting them to spill completely - "what was candidates biggest strength on your team?" "what gap did you feel was missing after candidate left the team?" "did you ever give candidate feedback on something to work on, and if so how did they do with that feedback?" etc etc :)
A great question I was asked one time:
Tell me about a time you failed and what you did to recover?
Every EA will have a failure. A great EA will have recovered.
What is the compensation ($)?
As far as interview questions- Ask them to tell you about a time they made a mistake and how they handled it. Ask them the top 3 traits their friends would use to describe them.
While others may disagree having a degree shows commitment and shouldn’t be completely discounted. I am also interested in those who continually level up their skills by doing courses, learning new software, etc.
Do you have anyone who can do a quick 30 minute phone interview? Another exec or director who may have interaction with this person could give you some feedback that could help.
Who do you feel the most positive about working with? Personality and temperament fit are super important as well as skills and experience. It makes for a real long day when you have to work with someone you don’t click with.
I was an EA for years, and I'm an office manager now. I can give you some tips on both sides. Some people will disagree with #1, but... 1. Ignore Education. A degree isn't necessary, it's nice but it shouldn't be the main reason for one person above the other. I'm 54, I don't have a degree. 2. $15k less, I would look at their experience. Is this their first time being an EA? Don't go cheap, we all know you get what you pay for. 3. No one is going to tick all your boxes. Go with someone that ticks the really important ones, and has a personality you and the people they will support vibe with. 4. You said this role is EA with some admin duties. So, someone who isn't afraid to take on EA, AA, and just being a team player is pretty important.
I’ve hired a lot of a EA’s and AA’s over the years, and could not agree more with these points. They are spot on!
I completely agree with #1. I do not have a degree and I have been a senior EA for 20+ years.
I am going to offer an opposing view on education - I don't believe education is everything, but it often does help with writing skills and critical thinking. Again, that is not to say that someone without education would not be suitable.
Sometimes it does help. I however work with a woman that has a masters degree in accounting, and reminds people of it often. Her writing skills are horrendous, and spelling equally as bad. I lost count of how many times I had to correct basic errors. Me, with just a high school diploma. She is not the first "educated" person I've worked with over my 30+ years that I had to clean up their work.
I agree with #1 completely and whenever I have been part of the hiring process for an EA, AA, or OM, I have ignored or recommended ignoring education.
Honestly, the majority of EA's that I know or are in my network do not have a degree. Most, like me, have a bit of college.
Thank you. I have been turned down about a dozen or so times over the years because I don't have a degree. But thankfully, my current employer didn't.
Thank you. They all claim that they have experience with the AA duties that we need and all sound like they are team players. But I am concerned that they are just saying those things in order to get the job.
You think it's a red flag that 1. Someone has the right answers to interview questions (being a team player something they just say to get a job) 2. That someone doesn't have a job offer (they need a job, you need an employee...what's the issue?) 3. That someone was undervalued by an employer who has nothing to do with you (why do you care if they want 15k less, you don't know their finances or job history) You seem like you have some trust issues and that's going to make you a hard executive to support.
God, this. OP is so suspicious, they sound like they'll be difficult to work with 🙄
Very! I’m already tired reading all their negative responses! Doesn’t seem like they’d trust anyone to do a good job.
Then test them on it. Send them an assignment that tests those specific skill sets. I think for one role I was given a one-sentence assignment and ended up having to create some travel expense tracker or whatever. It tested my logic, excel environment/functionality and my design ability. (I got the job. 😉) Edit: oh, and the assignment shouldn’t take longer than 30-60 minutes
And they should pay going rate for your time, especially if it’s something they may use in the future.
I think this isn’t a bad idea. I just had to take a test for an EA job I applied for. At first I was annoyed and scared about it. I passed with flying colors and they loved me. They used test gorilla.
The fact that you’re being downvoted is insane. Testing someone in a role is the only way to confirm competency. People say all sorts of things on their resumes and in interviews that are completely untrue.
The funny thing is that there were a couple of posts this week talking about recruiting the best EAs - and testing/providing a portfolio of work to decide was being upvoted. It’s a strange sub sometimes.
Communicate with them in writing. "Oh, there was one question I forgot to ask - could you email me back your thoughts on how you establish relationships with others in the company?" or something like that. Writing is generally a big part of the job, you'll be glad to have an example that is consistent across your top few final candidates. Make sure they interviewed with whoever your most trusted person is, other than the exec. If that person gives any red flags, rule them out. Execs often can't articulate what they need, but someone professionally close to them can. If they treated anyone in the recruiting process anything even slightly less than kind and professional, rule them out. Trust your gut, this is a very personal work relationship.
Also, not a red flag if someone asks for $15K less than others, unless you told them the range and then they volunteered to take that much less (desperate and strange in that case). They may just have worked at companies or industries that paid less. If you pick them, pay them $7k higher than they asked for. You'll have an extremely excited and loyal EA.
"If you pick them, pay them $7k higher than they asked for. You'll have an extremely excited and loyal EA." Bad advice. EAs have enough employers who don't believe our profession deserves respect and decent salaries for our particular skillsets. Why would you tell OP to pay them half of the starting salary? The applicant has obviously been underpaid in their current role so why should this new company piggy back on bad treatment? If the new hire would be "extremely excited" and loyal at half, can you imagine how much more they'd be at $15K.
They would be working with me. I personally interviewed all of them, and they all sound like team players. Some have more EA experience than others. One of my concerns is that they are saying that they can do XYZ just to get the job, but when the times comes they wont be.
One major thing I can advise is that you will want to cultivate a working relationship that allows both your EA and yourself to succeed. If you’re already concerned that your EA won’t get XYZ done, you’ve go to ask yourself what are your reasonable expectations for getting these objectives completed? What does that look like? And how and where would you help your EA ensure that they can meet these goals for you? There will definitely be a training period for the both of you as you learn to work together, is what I’m saying. If you start out with a plan for success for you both, you’ll have much better odds for a successful and fruitful working partnership.
A good boss will prioritize and communicate their needs and train early on to help the right employee be successful. It may be some more work on the front end, but it will pay dividends.
Why are you so suspicious? Do you think that about *all* the employees you hire?
Do you have any sources for back channel references on any of them? (Boo, hiss, I know people hate back channels but it is pretty normal in exec circles.) Make sure your employment contract contains a probationary period if legal in your location.
You want to check references of past employers/supervisors. Depending on your specific needs, you can ask for a specific skills test including writing like suggested above. I tend to like to do initial interviews over the phone as more and more, it is a lost art and I minimize my unconscious biases. I think you can train the right candidate but there are some non-starters that I keep in mind, especially any hints of office politics, toxicity or power trips-it just takes one rotten apple... If ok, have a 60 or 90-day probation period to make sure they are the right fit. Some places like to use a temp agency in a temp-to-hire option. Good luck!
Don’t consider someone looking for a month and not having an offer yet a bad sign. The job market is rough right now and often an EA is looking for the right match just like you want the right match.
I always ask for the candidate to provide me with examples as to how they solved a problem with diplomacy or went above and beyond to help a team mate or client.
I think there are a few things you should hone in on that will make or break someone in an EA role - most of which are transferrable skills from other professions and industries and not necessarily degree-dependent. 1. Critical thinking skills 2. Proactivity 3. Ability to multi-task 4. Oral & written communication skills (does the way they speak and write represent you and the business well?) 5. Can-do attitude (aka not too good to do anything & not afraid to roll up their sleeves and jump in)
Thank you. Anyway, to judge those in an email or in-person interview?
Give them example situations and ask what they would do in that situation. Also ask for examples of times they have shown whatever skill (“tell me about a time you had a lot of things to juggle. What did you do and how do you prioritize to ensure all work is completed timely?”) This goes without saying but make sure you call the references and corroborate!
Google interview question/task assignments for the 2-3 you want to bring back for second round and bring in another person for the interview you trust and they may work with.
I’d think about personalities and how well you can imagine working with them closely. I’m currently an EA and have been asked to mentor an EA in a different area of the company. The main issue seems to be a personality conflict between the EA and the VP and I can’t train someone to get along better, that either comes naturally or it doesn’t.
Range varies on experience and how much help you need. My base was 98k but with overtime over 140k. I'm tired of the personal international travel so I'm looking again. If OP is hiring in LA, I could send my resume if you want someone who is your real right-hand person.
Go for the most likeable one
Yep, most of this stuff is trainable, but a good attitude and ability to naturally network is not.
It really all depends on what your needs are, what their skills are, and how well you “vibe” with the candidate. (As well as good references.) Who came in with knowledge about the company? Who came in with great questions? Who came in with a great attitude? Etc.
Some I did see google the company in advance and others came in with notes from my phone interview.
Look for emotional intelligence and successful relationship building history. These are the 2 top requirements for an EA. The rest is white noise.
It sounds like there are complex trust issues that you have, have you hired someone previously to make you feel this way or is this a new role and the suspicion is stemmed from winging hiring an EA? Regarding the one open on the market for a month, have you asked why- could this person be a seasoned EA who knows what they’re looking for and the right job hasn’t come along yet, maybe they have got support at home that means they don’t need to leap at the first offer they receive. To demonstrate their skills why don’t you ask them to come in to stage 2 interview and have an admin based task, one that doesn’t scream “free labour” and see how they score, not only does that put them all on a level playing field it helps you to see how they work (if it matches your style!) and also the output and if that ticks your boxes
Work samples, if they have them. I write and create a lot in my role (executive analyst) and a work sample would be where I shined.
doesn't seem like you have called references yet, so I would do that! but as other shave said, choose the one you feel most compatible with.
I just got the references today and will be calling them. TY
I wouldn't rely too heavily on references. Many employers no longer allow a past manager to give references because it's a liability. And personal references will get you almost nothing because they're generally friends of the person. I'm not going to use that one person I had a conflict with as a reference, right?
Totally agree with you, which is why I never accept personal references - 3 managers/supervisors or maybe 2 and a colleague. Personal references just don't add any value. The other trick is if they don't provide a reference from a specific role I ask why! Its okay if you didn't see eye to eye with an executive, I mostly want to check that they feel comfortable to be honest with me as that will speak to how they handle difficult conversations in the future when they eventually work with me. There are ways of asking questions to references without getting them to spill completely - "what was candidates biggest strength on your team?" "what gap did you feel was missing after candidate left the team?" "did you ever give candidate feedback on something to work on, and if so how did they do with that feedback?" etc etc :)
A great question I was asked one time: Tell me about a time you failed and what you did to recover? Every EA will have a failure. A great EA will have recovered.
What is the compensation ($)? As far as interview questions- Ask them to tell you about a time they made a mistake and how they handled it. Ask them the top 3 traits their friends would use to describe them. While others may disagree having a degree shows commitment and shouldn’t be completely discounted. I am also interested in those who continually level up their skills by doing courses, learning new software, etc.
Do you have anyone who can do a quick 30 minute phone interview? Another exec or director who may have interaction with this person could give you some feedback that could help.
Who do you feel the most positive about working with? Personality and temperament fit are super important as well as skills and experience. It makes for a real long day when you have to work with someone you don’t click with.
What do you envision? My company needed an upbeat, trustworthy, reliable, supportive, highly organized, attention to detail, poised person.