Hiring an administrative assistant can be the key to unlocking your company's potential. The right hire takes on essential tasks that free up your time so you can focus on growing your business. Of course, finding the right candidate isn’t easy. To start, you need to create an attractive job listing that will appeal to top talent, which requires knowing what these professionals do and the skills your future administrative assistant should have. Partnering with executive assistant recruitment agencies can help you get there. This article will help you with your goals, like learning how to hire an administrative assistant. Founders Arm offers an engaging solution to help you attract top administrative assistant candidates. Our virtual marketing assistant growth engine service enables you to create an appealing job listing to attract the best talent to your organization.
Table of Contents
What is an Administrative Assistant?
An administrative assistant is a professional you bring on to help manage the operational tasks of your business, freeing you to focus on areas where your unique expertise is most valuable. While you might associate administrative support with larger corporations or full-time roles, this traditional mindset doesn’t apply when running your independent consulting business.
Breaking Free from Corporate Assumptions
As a former corporate employee, you may think administrative or executive assistants are reserved for CEOs or only needed when the workload demands a full-time position. But this perspective overlooks the flexibility and scalability available to you as a business owner.
You can hire an administrative assistant as a consultant or entrepreneur on your terms. Whether you need support for a few hours per week or a couple of hours a month, the arrangement can be customized to your business needs and budget.
What Does an Administrative Assistant Do?
An administrative assistant’s responsibilities are broad and can be tailored to your requirements. Their primary goal is to handle tasks that don’t require direct expertise, allowing you to focus on high-value activities like client engagements, strategy development, or business growth.
You may work with a generalist assistant who can handle various tasks or a specialist who provides focused expertise in:
Bookkeeping
Scheduling
Back-office support for client projects
Here are some everyday tasks an administrative assistant can help with:
Managing emails and correspondence.
Invoicing and expense tracking.
Data entry and record keeping.
Preparing materials for client meetings or presentations.
The Key to Delegation
To maximize the impact of an administrative assistant, start by identifying tasks that don’t require your unique skills. Consider areas where you feel bogged down or tasks that consistently distract you from your primary work. Once you’ve identified these, delegate them effectively to your assistant. By doing this, you’re saving time and improving the efficiency of your business operations. Whether it’s a generalist covering multiple bases or a specialist providing focused support, an administrative assistant can become a vital part of your team, even if only for a few hours a month. Hiring an administrative assistant is about embracing your role as a business owner. It’s not a luxury reserved for the big leagues—it’s a strategic investment in the growth and efficiency of your business.
How To Hire an Administrative Assistant in 5 Simple Steps
1. Crafting a Compelling Job Description That Attracts the Best Candidates
Writing an adequate job description is critical to hiring an executive assistant. A standout job description will not only help you attract the right applicants but it will also reduce bias in your hiring. It’s common for busy hiring managers and executives to overlook and underestimate the importance of writing a unique job description (JD). Often, they will:
Find a boilerplate administrative assistant job description template
Make a few minor tweaks
Paste it into their job posting
But, these generic job posts fail to attract great candidates because the best applicants seek unique positions that stand out from other opportunities. Over the last 4 years assessing well over one hundred thousand candidates for our remote executive assistant service, we’ve learned that the most effective approach is to create a customized job description that communicates two key things:
Why should applicants care about what your company does?
Why should they be excited about the opportunity to work with you?
This can take several different forms, such as:
Opportunities for growth
Inspiring company mission
Unique company culture
Many more
You still need to describe the details and specifics of the role. But these additional elements enable you to stand out and attract the most ambitious applicants in the candidate pool.
2. Choosing the Right Platforms to Promote Your Job Post
The right job board depends on the market in which you’re looking to hire your administrative assistant.
When hiring in the US, we’ve had the most success using LinkedIn for administrative assistant positions. Still, to hire an overseas assistant, you need to post on country or region-specific job boards to find qualified candidates.
Once you choose a job board, you must run paid or premium posts. If you try to rely on free posts, you’ll unlikely get the volume or quality of applicants you’ll need to find the right hire.
Finding good leads by seeking referrals through your network and promoting your job post organically through your available online communities and social media channels is often possible.
3. Evaluating Resumes With an Open Mind
During the resume review process, we’ve observed that people often get hung up on looking at relatively superficial criteria that they think indicate applicant quality or competency. For example:
Whether they have past years of experience working as an assistant.
Whether they worked for a blue chip company or brand name.
Whether they went to a well-known college.
As discussed below, these factors generally don’t predict on-the-job success in an assistant role. And in some cases, they’re counterproductive.
Importance of Non-Traditional Candidates
For example, we often find that the best assistant candidates don’t have experience in an associate role. Many smart, competent people who have recently graduated or are looking to make a career change are interested in assistant positions. If you filter out candidates who don’t have past assistant experience, you often miss out on some of the best people in the candidate pool.
So keep an open mind when reviewing resumes and focus on looking for evidence of achievement or ambition in candidates’ backgrounds, whether through their:
Academic work
Career
Extracurricular biography
Finding candidates with a history of achievement or ambition is a far better indicator of talent than direct administrative work experience.
Demonstrated Work Ethic
It’s helpful to look for candidates who finish what they started (e.g., university or have stable longer-term stints at past companies). This indicates a certain degree of work ethic and ability to follow through and accomplish goals. Once you have an adequate set of candidates to evaluate, following the advice in the next section will help you find and choose the best candidate from the group.
4. Assessing Candidates on the Right Qualities
There are two key factors to properly evaluating candidates that will get you the best assistant from your candidate pool:
Focus on evaluating the right qualities (i.e. qualities that predict success in an assistant role).
Directly measure candidates on these qualities (with more than just interviews and reference checks).
Both of these are essential for making a successful hire. Let’s look at each of these:
Focus on Evaluating the Qualities that Predict Success in an Admin Assistant Role
When people hire assistants, they tend to make assumptions about candidates based on superficial indicators such as those discussed above. Instead of evaluating candidates on the qualities they’re looking for, they’ll focus on proxy variables that indicate candidates have those qualities.
For example:
Proxy: This person went to UC Berkeley.
Assumption: They’re probably a pretty good problem solver.
Proxy: This person has been an admin assistant before.
Assumption: They have pretty strong organizational and time management skills.
Proxy: This person was at their last job for three years.
Assumption: They’re probably pretty dedicated and reliable.
In our experience, these assumptions are inconsistent and unreliable. They turn out to be false as often as they’re true. Instead, focusing your evaluation on directly measuring the traits and abilities you’re looking for is much more effective. Focus on qualities that have been shown to predict success in an assistant role:
Problem-Solving Ability: How smart are they? Can they figure things out in new and complex situations?
Key Character and Behavioral Traits: Are they highly motivated, resilient, detail-oriented, and good team players? Do they tend to get work done promptly, work well under pressure, etc.?
Communication Ability: How well do they write and communicate? How are their verbal communication skills? Can they speak on your behalf or alongside you with key stakeholders (executive team members, board members, investors, etc.)?
Tech-Savviness: How comfortable are they with learning new technologies and software? How quickly can they pick up and learn the programs that modern companies use to run their businesses (e.g., Notion, Asana, Slack, Superhuman, Airtable, Excel, Zoom, etc.)?
By focusing your assessment on concrete abilities and traits rather than proxy variables, you will be far more likely to choose the best assistant from your applicant pool and significantly better positioned to have a successful assistant engagement. Nevertheless, focusing on the right qualities is just the first step. It only works if you directly and thoroughly measure these traits and abilities in candidates; more than interviews alone is needed.
Directly Measure Candidates on These Qualities
The standard process for evaluating assistant job candidates consists of reviewing resumes, having a few Skype or Zoom video calls with several of the best-looking candidates, and maybe some reference calls. But many people with an adequate or impressive resume can speak well in an interview but not perform well once they’re on the job. Significantly, interviews are limited in directly measuring candidates on the key traits and abilities discussed above (e.g., problem-solving, communication, etc.).
So, while interviews are important, they’re insufficient to ensure you make a good hire because they’re based on hypothetical discussion—not concrete evidence that someone will perform well in practice. Among other key steps, like performing thorough reference checks, you also need to see samples of candidates’ actual work to ensure they can perform the tasks you want them to do.
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Specialized Skills
Our virtual assistants excel in:
Social media management
Go-to-Market (GTM) strategy execution
Comprehensive marketing support
What Sets Us Apart
Our unique services include:
AssistantOS: Detailed blueprints for effective delegation and automation
24/7 Customer Support: Around-the-clock support capabilities to meet your needs
Rigorous Selection Process: Handpicked assistants chosen from over 1,000 candidates
Stringent Screening Criteria
Each assistant is evaluated on:
Strong English proficiency
Relevant industry experience
A successful track record with offshore companies
Affordable, Fee-Free Rates
We offer competitive rates with no placement fees, making us ideal for funded startups (pre-seed, seed) and consumer apps aiming to scale rapidly.
Support for Essential Tasks
Our assistants help you save time and enhance your growth strategy by managing tasks like:
Customer support
Email management
Social media
Administrative tasks
Get a Custom Plan
Provide your email and company details to receive a free, personalized plan for task delegation and intelligent scaling within your business.
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When Should You Hire an Administrative Assistant?
Determining the right time to bring on an administrative assistant can feel like a significant decision, especially if you're still determining whether the investment will truly pay off. If you’re struggling with increasing workloads or noticing inefficiencies in your operations, you might need one without realizing it. Here are key indicators that it’s time to hire an administrative assistant, with a particular focus on virtual options:
High Costs of Hiring Full-Time Employees
Hiring full-time employees is no small financial commitment. Between salaries, benefits, and overhead costs, expanding your team can strain your budget, particularly for small businesses. This is where virtual administrative assistants shine. They offer a cost-effective solution, allowing you to access skilled support without the heavy expenses associated with traditional hires. According to BestOfBudgets, employing a virtual assistant can slash operating costs by up to 78% annually. This makes them an excellent choice if you need help managing your workload but want to keep your business’s growth at a controlled pace. A virtual assistant can act as a low-risk way to expand capacity and test the waters for future scaling.
Decreasing Productivity
Growing businesses often experience increased administrative tasks that can sideline more strategic, revenue-generating efforts. Scheduling, invoicing, email management, and other operational tasks consume valuable time and reduce productivity. Bringing on an administrative assistant can address this issue head-on. Virtual assistants, in particular, excel at taking over these repetitive tasks. Studies from SmallBizTrends reveal that remote workers are more productive due to fewer distractions and better time management. With 91% of remote workers reporting improved productivity, hiring a virtual assistant might not just be a fix; it could boost your efficiency beyond what an in-office employee might achieve.
Balancing Growth Without Overcommitting
If you find yourself at a crossroads where demand is outpacing capacity but you're cautious about scaling too quickly, an administrative assistant could be the perfect bridge. They provide the support you need to handle current demands without locking your business into a significant long-term commitment. Virtual assistants are incredibly flexible, allowing you to adjust their workload as your needs evolve. This adaptability ensures you’re never overextending your resources while maintaining a high service level. Hiring an administrative assistant, whether virtual or in-office, can significantly improve:
Productivity
Ease the growing pains of scaling your business
If the thought of administrative tasks overwhelms you, or if you’ve hesitated due to the high costs of traditional hiring, it’s time to consider an assistant. By freeing up your time and resources, you can refocus on what truly matters: growing your business and delivering value to your clients.
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• Hire an Executive Assistant
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Top 10 Skills To Look For When Hiring An Administrative Assistant
1. Strong Organizational Skills
An administrative assistant is the cornerstone of operational efficiency in any organization. The right candidate should possess a robust skill set beyond basic clerical duties, ensuring they can seamlessly manage tasks, support teams, and adapt to evolving challenges. The right candidate should possess a robust skill set beyond basic clerical duties, ensuring they can seamlessly:
Manage tasks
Support teams
Adapt to evolving challenges
2. Effective Communication
Remote administrative assistants must excel in written and verbal communication to avoid misunderstandings. They need to be proficient in using various communication tools. Good communication is an administrative assistant skill that helps:
Coordinate tasks
Manage schedules
Provide updates on ongoing projects
It also fosters a positive work environment by promoting transparency and collaboration. Effective communication allows remote teams to avoid delays and confusion, impacting overall productivity.
3. Attention to Detail
Attention to detail is a skill and a mindset that administrative assistants must embody in their daily tasks. It goes beyond merely completing tasks, involving a meticulous approach to ensure every detail is accurate and aligned with organizational standards. Administrative assistants who pay close attention to detail meticulously review documents, data, and communications to spot errors and inconsistencies before they become issues.
4. Time Management Skills
One of the administrative assistant skills that shouldn’t be overlooked is time management. A skilled assistant must efficiently:
Prioritize tasks
Manage deadlines
Allocate appropriate time to various responsibilities
They should be self-disciplined and able to work independently without constant supervision. They also need to balance multiple tasks simultaneously, ensuring all duties are completed on schedule. Effective time management helps avoid procrastination and minimizes stress caused by tight deadlines. It allows assistants to allocate time for unexpected tasks or urgent issues that may arise. Good time management contributes to higher productivity and ensures the remote team’s workflow remains uninterrupted.
5. Microsoft Office Proficiency
Microsoft Office is a suite of productivity tools that Microsoft developed. It includes applications for:
Word processing
Presentation creation
Email communication
Administrative assistant skills encompassing proficiency in Microsoft Office ensure a deep understanding of the application and its functionalities. Employers often seek candidates with strong Microsoft Office skills, which are integral to performing administrative duties accurately and efficiently.
Administrative assistants should be proficient in navigating the following Microsoft Office applications. Microsoft Office proficiency extends to using advanced features like:
Mail merge
Formulas
Charts
Templates
Assistants with strong MS Office skills:
Create professional documents
Analyze data effectively
Communicate information
Employers often prioritize this administrative assistant skill when hiring because it directly impacts their ability to perform tasks accurately and efficiently.
6. Data Entry Accuracy
Data entry accuracy is a critical administrative assistant’s skill that guarantees precision and reliability in:
Databases
Spreadsheets
Other systems
Accurate data entry is vital for maintaining the integrity of company records. Remote administrative assistants must pay close attention to detail to avoid errors leading to significant issues, such as:
Financial discrepancies
Misinformed business strategies
They must be proficient with data entry software and tools, ensuring they can input information quickly and accurately. Accuracy in data entry helps maintain smooth operations and supports efficient workflow by providing reliable information to other team members. This administrative assistant skill is essential in remote settings, where supervisors may not be immediately available to check for errors.
7. Email and Calendar Management
Email and calendar management administrative assistant skills ensure smooth communication and efficient scheduling within the organization. Proficiency in email management involves:
Sorting
Prioritizing
Responding to emails promptly to maintain clear and timely communication
8. File and Database
Administrative assistants must have the skills to efficiently organize, store, and retrieve digital and physical documents. Practical file and database handling ensures that important information is easily accessible when needed, preventing delays and enhancing productivity. Remote administrative assistant skills should include proficiency with various file management systems and database software to maintain accurate records.
9. Stay Calm Under Pressure
A key skill an admin assistant needs is staying calm under pressure. This will help an admin assistant think clearly on their feet, be good at creative problem-solving, and perform their role to their highest ability. Admin assistant roles are often very busy; supporting multiple people with urgent demands and remaining composed will help an admin assistant navigate their workload.
10. Positive Attitude
As with any role we are looking to hire, a positive attitude is key to a successful admin assistant position. We interview all candidates we submit to our clients and get to know them as best we can, gaining a thorough understanding of their skills, experience, and motivations to place them in the most suitable role.
What is the Cost of Hiring an Administrative Assistant
Administrative assistants in the United States earn around per hour on average, with typical salaries ranging from $8 to $37 per hour. These rates reflect the diverse skill levels and tasks that administrative assistants may handle, from essential clerical duties to more advanced responsibilities like project coordination or data management. For entry-level positions or part-time roles, the rate may be closer to the lower end of the spectrum. Conversely, experienced professionals or assistants with specialized skills can command higher wages, particularly in competitive markets or industries.
How Location Impacts the Cost of Hiring an Administrative Assistant
Geographic location plays a significant role in determining salary. For instance, administrative assistants in large metropolitan areas or regions with a high cost of living often earn more than their counterparts in rural areas. The industry also impacts wages, with assistants in fields like finance, healthcare, or technology typically earning higher salaries due to the complexity of their tasks.
Beyond the Hourly Rate: Additional Costs to Consider
When budgeting for an administrative assistant, it’s crucial to account for more than just the hourly rate or salary. Additional costs might include:
Benefits: Health insurance, retirement plans, and paid time off can significantly increase the overall cost.
Training: Training for specialized tools or software can be an upfront expense.
Office Space and Equipment: If the role is in-person, you must provide a workstation, equipment, and supplies.
Alternatives to Full-Time Hiring
For businesses not ready to commit to the costs of a full-time hire, alternative solutions like hiring a part-time assistant, contracting with a freelancer, or using virtual assistant services can provide flexible and cost-effective support.
Get a Free Custom Plan on How to Delegate Tasks and Scale
Founders Arms helps startups and agencies supercharge their growth with highly trained virtual marketing assistants. We specialize in finding top-tier offshore talent beyond basic admin; our assistants are skilled in social media management, GTM strategy execution, and comprehensive marketing support. Our unique offering includes AssistantOS (detailed blueprints for delegation and automation), 24/7 customer support capabilities, and a rigorous selection process where we handpick the perfect assistants from over 1,000 candidates. Each assistant is screened for excellent English, relevant experience, and a proven track record with offshore companies.
Scale Your Startup, Not Your Budget
Perfect for funded startups (pre-seed, seed) and consumer apps looking to scale from 1-100, we offer affordable rates without placement fees. Whether you need help with customer support, email management, social media, or admin tasks, our assistants help you buy back your time while amplifying your growth strategy. Drop your email and company to get a free custom plan on delegating tasks within your business and scale intelligently.
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