20 Government Assistant Interview Questions

How do you put together for a take a look at if you don’t know what questions they’ll ask? Making ready for a job interview is considerably of a guessing recreation. Luckily, most hiring managers follow 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, certainly one of his first questions was, “How do you’re feeling about [gesturing at his desk covered in papers] this?” I received the job (and arranged the papers), however we definitely each may have benefitted from higher interview questions to ascertain expectations earlier.

Dive into these questions to organize your self to 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 soar in rapidly with out a lot steering.

“It’s necessary to seek out somebody who might 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 be able to counsel 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 way to reply: This query is extra of an icebreaker, so maintain it concise with an upbeat tone. Your self-introduction ought to be at most 20 seconds lengthy and may share highlights of your resume and canopy letter.

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

You possibly can add one fast private element like the place you grew up or the place you went to high school, however not more than that. Above all, don’t ramble!

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

Why it issues: Firms are on the lookout for one factor with this query: They wish to know that you just took the time to analysis what the corporate does.

For an EA, this demonstrates that you just took the initiative to organize for the interview and that you will discover and analyze primary data on-line.

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

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

3. Why do you suppose you’re match for this job?

Why it issues: That is one other query that interviewers use to see if you happen to 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 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 the way you’ve utilized these expertise in previous roles.

As an illustration: “You stated you’re on the lookout for sturdy written communication expertise. As an assistant to a CEO, I wrote worker memos and electronic 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 wish to know the “why” behind a candidate leaving their earlier employer. This query is difficult as a result of you possibly can’t all the time say the actual cause outright (like on the lookout for higher pay).

When answered nicely, it could set you up as sensible and impressive. When answered poorly, you possibly can paint your self as a job hopper or somebody who’s troublesome to work with.

The way to reply: Maintain your reply as truthful as attainable whereas staying tactful. In case your earlier job was a poisonous work atmosphere with a horrible boss, say, “I’m on the lookout for an employer with a constructive working atmosphere the place I really interact and contribute as a part of a group.”

At all times maintain your emphasis on constructive, forward-thinking targets as a substitute of wanting again. It’s additionally good to speak about totally different expertise you wish to nurture that you just couldn’t in your earlier job — this exhibits that you just wish to continue to grow as knowledgeable.

Ensure you don’t fall into the entice of trashing your former employer. Confidentiality is essential for EAs, and that is normally an enormous crimson flag for hiring managers.

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

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

The way to reply: Once more, there’s no proper reply to this query. Attempt to think about one thing that exhibits sturdy 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 a hit.

In the event you’re new to the career, you possibly can 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 have to be organized surpasses a quantity they will deal with. They wish to know you can handle all the pieces with out dropping the ball.

The way to reply: You possibly can showcase the way you’ve used tech like Google Docs, Excel, or a undertaking administration software program to arrange duties and data. If 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 ideas from HubSpot’s personal EA.

7. Are you prepared to work additional time?

Why it issues: Every firm is totally different, nevertheless it’s frequent 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 way to reply: Let the interviewer know if you happen to’re versatile, however steadiness this with setting boundaries early. It is a good time to show the query round with just a few of your personal.

• Are additional time hours an exception or the norm for somebody on this place?
• What’s the expectation for checking electronic 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 necessary assignments from a number of managers that each one have to be accomplished by the tip of the day?

Why it issues: It’s frequent for EAs to assist multiple government, so this example could come up commonly. Even with only one supervisor, you will have many requests in a given day, and so they wish to know the way you’ll deal with them.

The way to reply: Executives wish to know you can multitask and deal with the strain of competing priorities. They’re additionally on the lookout for communication expertise. In the event you understand that all the pieces assigned to you possibly can’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 if you don’t do one thing proper the primary time.

The way to reply: Be sincere. Think about selecting a time if you have been doing one thing for the primary time to point out how one can be taught and develop with expertise. Don’t go overboard, although: Keep on with examples with minor, relatively than main, penalties to your boss.

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

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

The way to reply: Give a related and particular instance of what steps you’ll take if you happen to 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 strategy them privately and allow them to know the way their phrases made me really feel. I might take heed to their aspect to seek 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 finished to enhance processes?

Why it issues: Creating and sustaining processes are crucial for EAs. That is an instance of the way you suppose and may present your initiative.

The 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 wonderful 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 necessary to them as a result of they merely don’t have the time to do loads of coaching — that is why they want an assistant. Frequent 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 mushy expertise as a result of they might hit the bottom operating way more rapidly: “I’ve had assistants who have been assistants earlier than, and that was far more profitable than attempting to rent somebody who hadn’t been an government assistant to a fast-moving chief.”

The way to reply: If in case you have this expertise, share your stage of proficiency and a few examples of labor you’ve finished in that space (equivalent to planning a convention).

In the event you don’t have work expertise within the space they’re on the lookout for, you possibly can share any expertise from exterior of labor (like the way you deliberate an occasion for a college membership), or you possibly can state the way you’d strategy 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 coated, executives don’t have time to sit down down and train their EAs the best way to do their job step-by-step.

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

As a substitute, share how one can be taught to make use of software program platforms rapidly and the way you’ve taught your self a brand new ability.

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

Why it issues: Your supervisor needs to see that you just take the place severely and received’t soar ship inside just a few months of being employed. This query could be tough as a result of whereas a uncommon employer needs to see ambition, most wish to see a dedication to longevity.

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

As an illustration, “Over the subsequent two years, I’d prefer to immerse myself in mastering all elements of this place and constructing relationships throughout the corporate. Within the following two to 3 years, I’d prefer to construct my inner communications and public relations expertise so I can contribute additional to the manager perform.”

15. How would you deal with an offended consumer attempting to achieve your supervisor?

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

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

Hiring managers wish to see you can be calm and tactful beneath strain 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. As an illustration, somebody may need a assembly together with your boss that day, however their schedule received’t accommodate it.

The 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 attainable. 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 undertaking.

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

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

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

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

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

The way to reply: Use the STAR technique to inform a narrative a couple of time you had an uncommon drawback and used an uncommon resolution to make it work. Within the Netflix present “Name My Agent!,” there’s an episode the place an agent by chance double-books certainly one of 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 forwards and backwards between the 2 shoots.

19. What’s your tolerance for ambiguity?

Why it issues: Employers wish to see that an EA can collect and analyze data and make judgment calls even after they don’t have all of the puzzle items. A extra veiled method to ask this is perhaps, “What sort of atmosphere do you’re employed greatest in?” They wish to see you can thrive in an atmosphere the place all the pieces will not be spelled out for you with particular directions.

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

20. Are you able to inform me about the very best 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 sort of administration type you’ll reply to, and if it matches theirs.

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

Bonus: Unlawful Interview Questions

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

In case you are requested an unlawful query like this, you possibly can decline to reply. Then reframe the query by sharing the way you’re certified to carry out the job’s features.

Getting Prepared

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