Expert Advice on Hiring The Best Assistant

If you’re a founder, CEO, or busy professional trying to maximize your time, you’ve probably heard this advice before: hire an executive assistant. But how do you actually hire the right one? What skills should they have? Where do you even find someone you can trust?

In this guide, we’ll break it all down for you in simple terms, using advice from top entrepreneurs like Patrick Bet-David. We’ll also cover where to find high-quality assistants, how to avoid the common hiring mistakes, and how companies like Ataraxis make it easier to hire an executive assistant without wasting time.

Understanding the Value of an Executive Assistant

Before diving into hiring strategies, it’s important to recognize what’s at stake. A great executive assistant doesn’t just handle scheduling and emails, they become a strategic partner who multiplies your effectiveness.

Top executives use their time to think, make decisions, and build relationships. But if you’re buried in calendar invites, emails, follow-ups, or vendor issues, your day gets clogged with low-value tasks.

According to a survey by Harvard Business Review, executives with skilled assistants can save up to 20-40% of their workday, translating to enormous productivity gains and reduced stress levels

Patrick Bet-David’s 10 Rules for Hiring the Best Assistant

Entrepreneur and business leader Patrick Bet-David offers valuable insights in his video “10 Rules Of Hiring The Best Assistant.” His approach focuses on finding someone who can truly amplify your effectiveness rather than simply checking administrative boxes.

Here are his key points:

Know what you need: Before you hire an executive assistant, clearly define the responsibilities, skills, and qualities your ideal candidate should possess. Bet-David emphasizes that different businesses require different types of support.
Look for problem-solvers: The best executive assistant anticipates issues before they arise. During interviews, Bet-David suggests presenting candidates with scenarios to test their critical thinking.
Value communication skills: An executive assistant represents you to clients, partners, and team members. Their communication abilities, both written and verbal, must be exceptional.
Prioritize reliability and trust: Your assistant will handle sensitive information and important tasks. Bet-David stresses that reliability is non-negotiable when you hire an executive assistant.
Assess technical proficiency: Today’s executive assistant needs strong digital skills. Test candidates on the software and tools your business uses daily.
Consider cultural fit: Your assistant will work closely with you and your team. Their personality and work style should align with your company culture.
Test for adaptability: Business demands change constantly. Bet-David recommends hiring an executive assistant who can pivot quickly between tasks and priorities.
Check references thoroughly: When you hire an executive assistant, don’t skip reference checks. Past performance often predicts future results.
Set clear expectations: Define success metrics upfront so your new hire understands what excellence looks like in their role.
Invest in onboarding: Even the best assistant needs time to learn your preferences and systems. Bet-David emphasizes the importance of a thorough onboarding process.

Bet-David repeatedly emphasizes that when you hire an executive assistant, you’re not just filling a position, you’re making a strategic business decision that can dramatically impact your productivity and success.

Types of Assistants: Finding Your Perfect Match

In his video, Bet-David outlines several distinct types of assistants, each serving different needs. Understanding these categories can help you determine exactly what kind of support will benefit you most when you hire an executive assistant.

Administrative Assistant

This is the traditional role focused on:

Managing calendars and scheduling
Handling correspondence
Organizing files and documents
Basic bookkeeping

Ideal for: Professionals who need help with day-to-day operational tasks but don’t require strategic support.

Executive Assistant

This more advanced role includes:

All administrative duties
Preparing reports and presentations
Project management
Acting as a gatekeeper
Representing the executive in meetings

Ideal for: Business leaders who need someone to act as their right hand and handle both administrative and more complex tasks.

Virtual Assistant

Working remotely, this assistant handles:

Digital administrative tasks
Email management
Social media coordination
Online research

Ideal for: Entrepreneurs or executives who don’t need physical support or are working with limited office space.

Personal Assistant

This role blends professional and personal support:

Managing both work and personal schedules
Handling personal errands and appointments
Coordinating travel for business and family
Managing household vendors and services

Ideal for: High-level executives with demanding schedules who need help balancing professional and personal responsibilities.

Specialized Assistant

These assistants have expertise in specific areas:

Marketing assistants
Financial assistants
Legal assistants
Technical assistants

Ideal for: Professionals who need support with specialized tasks requiring specific knowledge or credentials.

To determine which type you need, Bet-David suggests asking yourself:

What tasks consume most of your time?
Where do you add the most value to your business?
What aspects of your work do you struggle with?
Do you need in-person or remote support?
What’s your budget for this hire?

The answers to these questions will guide you toward the right type of assistant when you’re ready to hire an executive assistant.

Where to Find the Best Executive Assistant

You’ve got two main options: do it yourself, or get help from a hiring partner.

Option 1: Source and Screen Yourself

You can try platforms like:

This approach gives you control, but it’s time-consuming. You’ll likely need to:

Review 50 to 200+ profiles
Conduct dozens of interviews
Test candidates with tasks
Onboard and train them personally

It can work, but it takes weeks (potentially months) of effort and comes with risk.

Option 2: Work with a Curated Service Like Ataraxis

Ataraxis is a global hiring partner that screens thousands of candidates monthly and selects only the top 1% for executives and entrepreneurs. If you want to hire an executive assistant without wasting time on interviews, we make it simple.

With Ataraxis, you can:

Get matched with an elite assistant in days
Trust that they’ve been vetted and trained
Choose from assistants with MBAs or startup experience
Avoid hours of trial-and-error hiring

Our customers include doctors, lawyers, agency owners, and startup founders. Many say hiring an executive assistant through Ataraxis saved them 10 to 20 hours every week within the first month.

What to Look for in a Great Executive Assistant

Once you’ve found a few potential candidates, evaluate them on the following:

Skill	What It Looks Like
Communication	Clear, proactive updates. Handles your inbox without drama.
Calendar Mastery	Can manage overlapping schedules, time zone math, and meeting prep.
Tech Savvy	Comfortable using tools like Google Workspace, Slack, Zoom, Notion, Asana.
Problem Solving	Doesn’t just escalate issues — they solve them.
Discretion	Respects your privacy, doesn’t overshare.
Initiative	Takes action without being told. Anticipates needs.

Run a task-based trial to see how they work. For example, ask them to schedule a meeting between five executives in different time zones, prepare an email summary, and create a follow-up task list.

Conducting Effective Interviews

Whether you’re self-sourcing or working with an agency, conducting effective interviews is crucial when you hire an executive assistant. Here are strategies to identify the best candidates:

Behavioral Interview Questions

Past behavior predicts future performance. Ask candidates to describe specific situations they’ve handled:

“Tell me about a time when you had to manage conflicting priorities from multiple executives.”
“Describe how you’ve handled a sensitive or confidential situation in a previous role.”
“Share an example of how you’ve improved a process in a previous position.”

Skills Assessment

Don’t just ask about skills—test them. When you hire an executive assistant, consider including:

A writing sample or email draft
A calendar scheduling exercise
A prioritization challenge with multiple incoming requests
Software proficiency tests for tools you use regularly

Scenario-Based Questions

Present realistic situations the candidate might encounter in your business:

“My flight just got canceled, and I have three important meetings tomorrow. What would you do?”
“Two VIP clients want to meet during the same time slot. How would you handle this?”
“I’ve lost an important document needed for tomorrow’s presentation. Walk me through your approach.”

Cultural Fit Assessment

Remember that you’ll work closely with this person daily. Questions to assess compatibility include:

“Describe your ideal work environment.”
“How do you prefer to receive feedback?”
“What management style brings out your best work?”

Reference Checks

When you hire an executive assistant, thorough reference checks are essential. Request contacts from former supervisors rather than colleagues, and ask specific questions about:

Reliability and punctuality
Response to pressure
Communication style
Areas for growth
Why the candidate left their previous position

Onboarding Your New Executive Assistant

Once you’ve made your selection, proper onboarding is crucial to set your new executive assistant up for success. According to the Society for Human Resource Management, a structured onboarding process can improve new hire retention by 82% and productivity by over 70%.

Create Documentation

Before your assistant begins, document:

Communication preferences
Daily, weekly, and monthly priorities
Password and access information (securely)
Key contacts and relationships
Standard operating procedures for routine tasks

Establish Clear Metrics

Define what success looks like at 30, 60, and 90 days. When you hire an executive assistant, clear expectations from the start prevent misunderstandings and disappointment.

Schedule Regular Check-ins

Daily check-ins during the first week, followed by weekly one-on-ones, allow you to provide feedback and adjust processes as needed.

Integrate with the Team

Introduce your new assistant to key team members and stakeholders. Explain their role and authority to everyone they’ll interact with regularly.

Provide Training and Resources

Ensure your assistant has access to necessary training on:

Company-specific software and tools
Industry terminology and context
Your preferences and pet peeves
Team dynamics and politics

Building a Productive Working Relationship

The work doesn’t end once you hire an executive assistant. Building an effective working relationship requires ongoing attention:

Delegate Effectively

Many executives struggle with delegation even after they hire an executive assistant. For maximum effectiveness:

Start with clear, process-driven tasks
Provide context, not just instructions
Explain the “why” behind requests
Gradually increase responsibility as trust builds
Create systems for routine tasks

Communicate Preferences Clearly

Your assistant can’t read your mind. Be explicit about:

Email management protocols
Calendar priorities
Meeting preparation requirements
Travel preferences
Communication style and frequency

Provide Regular Feedback

Don’t wait for formal reviews to provide guidance. Quick, specific feedback helps your assistant adjust quickly to your needs.

Respect Boundaries

Even the best executive assistant needs clear work/life boundaries. Establish protocols for:

After-hours emergencies
Weekend communications
Vacation coverage
Personal errands (if applicable)

Invest in Growth

Support your assistant’s professional development through:

Training opportunities
Professional association memberships
Mentoring relationships
Exposure to new business areas

Common Pitfalls When Hiring an Executive Assistant

Even experienced executives make mistakes when they hire an executive assistant. Avoid these common pitfalls:

Undervaluing the Role

If you view an executive assistant as “just an admin,” you’ll limit their potential impact. The most effective assistants become strategic partners who multiply your effectiveness.

Inadequate Compensation

Top executive assistant talent commands competitive compensation. According to salary data from PayScale, experienced executive assistants earn between $60,000 and $95,000 annually, with specialized skills commanding higher rates 5.

Rushing the Hiring Process

Desperation to fill the position often leads to poor matches. Take the time required to find the right person when you hire an executive assistant.

Hiring Based on Technical Skills Alone

While technical proficiency matters, soft skills like adaptability, discretion, and problem-solving often determine long-term success.

Failing to Check References

Past performance patterns typically continue. References provide valuable insights into work ethics and strengths.

Unclear Expectations

Without clearly defined responsibilities and success metrics, even talented assistants struggle to excel.

The Return on Investment

When you hire an executive assistant effectively, the return on investment can be substantial. Consider these benefits:

Time Recovery

A skilled executive assistant can free up 15-20 hours of your workweek by handling administrative tasks, allowing you to focus on high-value activities.

Improved Focus

With fewer interruptions and better-managed communications, your productivity on strategic work improves dramatically.

Enhanced Professional Image

A capable assistant ensures nothing falls through the cracks, enhancing your reliability and responsiveness to clients and colleagues.

Reduced Stress

Knowing someone competent is handling important details reduces executive stress and prevents burnout.

Business Scaling

Many executives find they can take on additional responsibilities or projects once they hire an executive assistant to handle their administrative burden.

Final Thoughts: Hire an Executive Assistant to Win Back Your Time

If you’re serious about scaling your business or career, the decision to hire an executive assistant is one of the best moves you can make.

Whether you’re handling sales calls, investor meetings, or just trying to get your weekends back, a great assistant can change everything.

You can take the long road – spending hours interviewing and testing candidates from online platforms. Or you can partner with a company like Ataraxis, which delivers pre-vetted talent so you can move fast with confidence.

Ready to hire an executive assistant?
Let us help you find the right match.