Hiring guide · Business & Office
How to Hire an Administrative Assistant
Pay benchmarks, qualifications, sourcing, screening and interview questions for hiring administrative assistants, plus a plan to get them productive fast.
Write a clear job description, offer competitive pay (the national median is $47,540), recruit through community college business programs and career centers, verify CAP (IAAP) where applicable, run a structured interview with a practical skills check, and onboard with a 30-60-90 day plan.
Pay data: BLS OEWS, May 2025 · Outlook: BLS 2025–35 · Checked October 15, 2026
The hiring market for administrative assistants
There are about 1,889,800 administrative assistants employed in the U.S., with roughly 163,900 openings each year. Employment is projected to change -6.0% from 2025–35 (a projected decline). Most openings come from replacing workers who retire or change careers, so a steady pipeline matters.
Pay benchmarks for offers
| Candidate level | Annual | Hourly* |
|---|---|---|
| Entry level (10th–25th percentile) | $33,280–$38,830 | $16.00–$18.67 |
| Typical / mid-career (median) | $47,540 | $22.86 |
| Experienced (75th percentile) | $58,000 | $27.88 |
| Top of market (90th percentile) | $66,350 | $31.90 |
*Annual ÷ 2,080 hours except median. National BLS data; adjust for your state and metro area. Many states and cities now require pay ranges in job postings.
What to look for
Must-haves
- High school diploma or equivalent (typical entry level)
- Microsoft 365 or Google Workspace
- Organization
Nice-to-haves
- CAP (IAAP)
- Microsoft Office Specialist (MOS)
- Google Workspace certification
- Experience with microsoft Outlook, Word, Excel and PowerPoint
Where to find administrative assistants
- Community college business programs and career centers
- Professional associations (such as SHRM, PMI and state CPA societies)
- LinkedIn and niche job boards
- Internal promotion from front-line roles
- Job postings that use common alternate titles: Office Assistant, Administrative Coordinator, Secretary, Executive Assistant
Screening checklist
- A skills assessment (Excel, writing or role software)
- Credential verification (CPA, PMP, SHRM-CP, paralegal certificate)
- Reference checks focused on reliability and accuracy
- A structured interview with a short work sample
Follow federal, state and local rules on background checks, drug testing and fair-chance hiring, and apply screening consistently to all candidates for the role.
Interview questions to ask
Ask every candidate the same questions and score answers on a structured scorecard.
1. “How do you prioritize competing requests?”
What a strong answer includes: Explain using deadlines, impact and checking with your manager when priorities conflict.
2. “Which software are you most skilled in?”
What a strong answer includes: Give specific examples, such as building spreadsheets or presentations.
3. “Tell me about a time you handled confidential information.”
What a strong answer includes: Show discretion and good judgment.
4. “How do you handle a frustrated caller?”
What a strong answer includes: Describe listening, empathizing and solving or routing the issue.
5. “Describe a process you improved.”
What a strong answer includes: Show initiative with a concrete example.
Practical skills checks
A short demonstration beats a perfect resume. Ask candidates to talk you through, or perform under supervision, tasks such as:
- Take Effective Meeting Minutes (see the steps)
- Manage a Busy Executive’s Calendar (see the steps)
- Create a Mail Merge (see the steps)
Red flags
- Can’t describe basic safety practices for the role
- Vague or inconsistent work history with no explanation
- Unfamiliar with core terms such as Agenda, Minutes, Action item
- Negative talk about every past employer or coworker
Onboard for retention
The first 90 days decide whether a new hire stays. Use our Administrative Assistant 30-60-90 day onboarding plan and give every new hire the same foundation with Administrative Assistant training. Show them the path forward: Administrative Assistant → Senior or Executive Assistant → Office Manager → Operations Coordinator or Chief of Staff.
Hiring administrative assistants: FAQ
How much should I pay an administrative assistant?
The U.S. median wage for administrative assistants is $47,540 per year ($22.86/hour), according to BLS May 2025 data. Entry-level offers often fall near the 25th percentile ($38,830), while experienced hires command closer to the 75th percentile ($58,000). Adjust for your local market.
What qualifications should an administrative assistant have?
BLS lists “high school diploma or equivalent” as the typical entry-level education. Look for CAP (IAAP) and Microsoft Office Specialist (MOS) where relevant, plus skills such as microsoft 365 or google workspace, calendar and email management, and document formatting and spreadsheets.
How long does it take to train a new administrative assistant?
Becoming qualified typically takes Weeks to months. After hire, plan for a structured 30-60-90 day onboarding period; BLS classifies on-the-job training for this occupation as “short-term on-the-job training.”