Hiring guide · Business & Office
How to Hire an Executive Assistant
Pay benchmarks, qualifications, sourcing, screening and interview questions for hiring executive assistants, plus a plan to get them productive fast.
Write a clear job description, offer competitive pay (the national median is $76,590), recruit through community college business programs and career centers, verify Certified Administrative Professional (CAP) 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 executive assistants
There are about 489,300 executive assistants employed in the U.S., with roughly 43,300 openings each year. Employment is projected to change 0.0% from 2025–35 (little or no change). 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) | $50,560–$61,390 | $24.31–$29.51 |
| Typical / mid-career (median) | $76,590 | $36.82 |
| Experienced (75th percentile) | $94,390 | $45.38 |
| Top of market (90th percentile) | $109,850 | $52.81 |
*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)
- Calendar management
- Discretion
Nice-to-haves
- Certified Administrative Professional (CAP)
- Microsoft Office Specialist
- Project management training
- Experience with outlook or Google Calendar
Where to find executive 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: Executive Administrative Assistant, Executive Secretary, Chief of Staff Assistant, Senior Administrative 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 handle competing priorities from an executive?”
What a strong answer includes: Explain clarifying and prioritizing.
2. “Tell me about a time you anticipated a need.”
What a strong answer includes: Share a specific example.
3. “How do you manage confidential information?”
What a strong answer includes: Show discretion and judgment.
4. “What tools do you use?”
What a strong answer includes: Name calendar, office and travel tools.
5. “How do you handle last-minute changes?”
What a strong answer includes: Stay calm and adapt quickly.
Practical skills checks
A short demonstration beats a perfect resume. Ask candidates to talk you through, or perform under supervision, tasks such as:
- Run a C-Suite Executive’s Calendar (see the steps)
- Plan an International Business Trip (see the steps)
- Take Board Meeting Minutes (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 Gatekeeper, Board packet, Minutes
- Negative talk about every past employer or coworker
Onboard for retention
The first 90 days decide whether a new hire stays. Use our Executive Assistant 30-60-90 day onboarding plan and give every new hire the same foundation with Executive Assistant training. Show them the path forward: Administrative Assistant → Executive Assistant → Senior Executive Assistant → Chief of Staff or Operations Manager.
Hiring executive assistants: FAQ
How much should I pay an executive assistant?
The U.S. median wage for executive assistants is $76,590 per year ($36.82/hour), according to BLS May 2025 data. Entry-level offers often fall near the 25th percentile ($61,390), while experienced hires command closer to the 75th percentile ($94,390). Adjust for your local market.
What qualifications should an executive assistant have?
BLS lists “high school diploma or equivalent” as the typical entry-level education. Look for Certified Administrative Professional (CAP) and Microsoft Office Specialist where relevant, plus skills such as calendar management, travel planning, and microsoft 365 or google workspace.
How long does it take to train a new executive assistant?
Becoming qualified typically takes 2–5 years of administrative experience. After hire, plan for a structured 30-60-90 day onboarding period; BLS classifies on-the-job training for this occupation as “none.”