20 Govt Assistant Interview Questions

How do you put together for a check once you don’t know what questions they’ll ask? Getting ready for a job interview is considerably of a guessing sport. Happily, most hiring managers follow most of the identical 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 school.

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’re feeling about [gesturing at his desk covered in papers] this?” I obtained the job (and arranged the papers), however we actually each might have benefitted from higher interview questions to determine expectations earlier.

Dive into these questions to organize 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 abilities who might bounce in rapidly with out a lot steerage.

“It’s essential to seek out somebody who may 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 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.

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

For instance, “Good day, 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 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 searching 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 could find and analyze fundamental info on-line.

reply: There’s no precise 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 popularity if you understand somebody who works there and recommends them as an employer, for instance.

3. Why do you suppose 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 abilities match up with the EA job.

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

As an example: “You stated you’re searching for robust written communication abilities. 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 wish 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 true cause outright (like searching for higher pay).

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

reply: Preserve your reply as truthful as potential whereas staying tactful. In case your earlier job was a poisonous work atmosphere with a horrible boss, say, “I’m searching for an employer with a optimistic working atmosphere the place I really have interaction and contribute as a part of a group.”

At all times hold your emphasis on optimistic, forward-thinking objectives as a substitute of trying again. It’s additionally good to speak about completely different abilities 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 allows you to brag about your self! Your reply will present what you worth and in addition the way you measure success.

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

Should you’re new to the career, you may select an accomplishment outdoors 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 should be organized surpasses a quantity they’ll deal with. They wish to know which you could handle every little thing with out dropping the ball.

reply: You’ll be able to showcase the way you’ve used tech like Google Docs, Excel, or a mission administration software program to prepare duties and data. When you’ve got a confirmed time administration course of, clarify what it’s and the way you implement it.

Professional tip: Try time administration suggestions from HubSpot’s personal EA.

7. Are you keen to work additional time?

Why it issues: Every firm is completely different, however it’s widespread for EAs to sometimes work outdoors 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.

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 a couple of of your individual.

• Are additional time hours an exception or the norm for somebody on this place?
• What’s the expectation for checking e mail outdoors 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 should 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 could come up frequently. Even with only one supervisor, you might have many requests in a given day, and so they wish to know the way you’ll deal with them.

reply: Executives wish to know which you could multitask and deal with the strain of competing priorities. They’re additionally searching for communication abilities. Should you understand that every little thing assigned to you may’t be accomplished, how will you talk that to everybody concerned?

9. Inform me a few 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 once you don’t do one thing proper the primary time.

reply: Be sincere. Think about selecting a time once you have been doing one thing for the primary time to indicate how one can be taught and develop with expertise. Don’t go overboard, although: Keep on with examples with minor, moderately 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 wish to know which you could work with a variety of personalities.

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

For instance, “If I have been annoyed with how a coworker spoke to me in a gathering, I’d strategy them privately and allow them to know the way their phrases made me really feel. I’d 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 carried out to enhance processes?

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

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 essential to them as a result of they merely don’t have the time to do a whole lot of coaching — that is why they want an assistant. Widespread examples of this embody 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 gentle abilities as a result of they might hit the bottom operating rather more rapidly: “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.”

reply: When you’ve got this expertise, share your degree of proficiency and a few examples of labor you’ve carried out in that space (similar to planning a convention).

Should you don’t have work expertise within the space they’re searching for, you may share any expertise from outdoors of labor (like the way you deliberate an occasion for a faculty membership), or you may 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’d 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 take a seat down and train their EAs tips on how to do their job step-by-step.

reply: When you’ve got expertise with the device 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 received’t get the job.

As an alternative, 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 objectives within the subsequent 5 years?

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

reply: The important thing to answering this query is to maintain your reply imprecise. Should you don’t see your self in that place or firm in 5 years, give a solution specializing in the talents you’d wish to grasp.

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

15. How would you deal with an indignant shopper making an attempt to achieve 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.

reply: Stroll your hiring supervisor by way of 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 which you could be calm and tactful below 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 example, somebody would possibly desire a assembly together with your boss that day, however their schedule received’t accommodate it.

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 few time you went above and past for a mission.

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

reply: Consider an instance once 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 choose up my boss’s spouse from the fitness center when her automobile was stolen from the car parking zone, and my boss was tied up in conferences. By the point he completed these essential shopper conferences, the issue was already solved.

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

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

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

To assist keep away from breaking a contract, EA Noémie steps in along with her grasp scheduling abilities 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 wish to see that an EA can collect and analyze info and make judgment calls even once they don’t have all of the puzzle items. A extra veiled solution to ask this may be, “What sort of atmosphere do you’re employed finest in?” They wish to see which you could thrive in an atmosphere the place every little thing just isn’t spelled out for you with particular directions.

reply: Give an instance of how you’ll collect extra info if an task was unclear. If sharing an anecdote from an actual work state of affairs, talk about the way you remained versatile or realized 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 desires to find out what sort of administration model you’ll reply to, and if it matches theirs.

reply: Share the traits of the very best 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 plenty of different international locations), asking questions on a candidate’s marital standing, youngsters, faith, and citizenship or migration standing is against the law. Sadly, in response to Glassdoor, these questions nonetheless persist at some firms.

In case you are 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 task that’s the correct match is crucial. Evaluation the questions above and apply answering them actually. From there, you could find an government that matches your working model and safe the position.