How to hire a coordinator/executive assistant

How to hire a coordinator/executive assistant, step by step

Here's a step-by-step coordinator/executive assistant hiring guide:

• Step 1: Identify your hiring needs
• Step 2: Create an ideal candidate profile
• Step 3: Make a budget
• Step 4: Write a coordinator/executive assistant job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new coordinator/executive assistant
• Step 8: Go through the hiring process checklist

What does a coordinator/executive assistant do?

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1. Identify your hiring needs

   Before you post your coordinator/executive assistant job, you should take the time to determine what type of worker your business needs. While certain jobs definitely require a full-time employee, it's sometimes better to find a coordinator/executive assistant for hire on a part-time basis or as a contractor.

   Determine employee vs contractor status

   Is the person you're thinking of hiring a US citizen or green card holder?

   Yes

   No

   A coordinator/executive assistant's background is also an important factor in determining whether they'll be a good fit for the position. For example, coordinator/executive assistants from different industries or fields will have radically different experiences and will bring different viewpoints to the role. You also need to consider the candidate's previous level of experience to make sure they'll be comfortable with the job's level of seniority.

   This list shows salaries for various types of coordinator/executive assistants.

   Type of Coordinator/Executive Assistant	Description	Hourly rate
   Coordinator/Executive Assistant	Secretaries and administrative assistants perform clerical and administrative duties. They organize files, prepare documents, schedule appointments, and support other staff.	$19-46
   Administrative Coordinator	An Administrative Coordinator oversees the line of communication and schedules within a company, ensuring that every necessary information is delivered and conveyed. An administrative coordinator's responsibilities include responding to inquiries and requests from workforce personnel or client, managing calls and correspondence, maintaining and rotating various forms of documentation, and designing or improving systems that would help the company's operating procedures... Show more	$13-26
   Operations Coordinator	An operations coordinator's role is to oversee the progress of various departments in a company or organization, ensuring that all operations meet the set goals and adhere to the company's policies and regulations. An operations coordinator may also be responsible for supervising the procurement of supplies, contract negotiations, sales monitoring, and even maintenance operations within the company... Show more	$14-27

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Data Entry
   • PowerPoint
   • Financial Reports
   • Payroll
   • Calendar Management
   • Meeting Minutes
   • Event Planning
   • Administrative Tasks
   • Purchase Orders
   • Human Resources
   • Office Equipment
   • Conference Calls
   • SharePoint
   • Press Releases

   Check all skills

   Responsibilities:

   • Design PowerPoint presentations, manage complex calendars, prepare and process global travel reservations and expenses.
   • Monitor emails and confidential correspondence, complete and submit expense reports, manage departmental projects and create PowerPoint presentations.
   • Provide proofreading, word processing, and graphics support, as needed.
   • Process required documents through payroll and insurance providers to ensure accurate record keeping and proper deductions.
   • Coordinate with payroll regarding contract employee deductions and ensure that information are reflected in the appropriate pay period
   • Monitor emails and confidential correspondence, complete and submit expense reports, manage departmental projects and create PowerPoint presentations.

   More coordinator/executive assistant duties

3. Make a budget

   Including a salary range in the coordinator/executive assistant job description is a good way to get more applicants. A coordinator/executive assistant salary can be affected by several factors, such as the location of the job, the level of experience, education, certifications, and the employer's prestige.

   For example, the average salary for a coordinator/executive assistant in North Dakota may be lower than in Hawaii, and an entry-level engineer typically earns less than a senior-level coordinator/executive assistant. Additionally, a coordinator/executive assistant with lots of experience in the field may command a higher salary as a result.

   Average coordinator/executive assistant salary

   $63,929yearly

   $30.74 hourly rate

   ---

   Entry-level coordinator/executive assistant salary

   $41,000 yearly salary

   Updated December 20, 2025

   Average coordinator/executive assistant salary by state

   Rank	State	Avg. salary	Hourly rate
   1	District of Columbia	$90,573	$44
   2	Washington	$85,419	$41
   3	Connecticut	$83,071	$40
   4	New York	$82,118	$39
   5	New Jersey	$78,878	$38
   6	California	$76,386	$37
   7	Massachusetts	$74,611	$36
   8	Maryland	$73,125	$35
   9	Oregon	$64,324	$31
   10	South Carolina	$63,441	$31
   11	Texas	$61,965	$30
   12	North Carolina	$60,533	$29
   13	Illinois	$56,039	$27
   14	Tennessee	$51,122	$25
   15	Colorado	$50,052	$24
   16	Minnesota	$45,998	$22

   Average coordinator/executive assistant salary by company

   Company

   Rank	Company	Average salary	Hourly rate	Job openings
   1	Bain & Company	$106,384	$51.15	1
   2	Empire State Development Corporation	$86,678	$41.67
   3	Edward Jones	$85,025	$40.88	6
   4	BankFinancial	$81,733	$39.29
   5	Bertelsmann	$77,414	$37.22	1
   6	Royal Bank of Canada	$76,753	$36.90	3
   7	Alexandria Real Estate Equities	$72,214	$34.72	2
   8	Blend360	$70,897	$34.09
   9	BWF	$70,751	$34.01
   10	KVH Industries	$69,880	$33.60
   11	Beacon Hill Staffing Group	$69,397	$33.36
   12	Celanese	$68,985	$33.17
   13	Berklee College of Music	$68,647	$33.00
   14	Engine	$65,794	$31.63	3
   15	Lee Hecht Harrison	$63,544	$30.55	5
   16	Robert Half	$62,069	$29.84	335
   17	State of Connecticut	$59,240	$28.48	9
   18	Kelly Services	$59,095	$28.41	48
   19	Hebrew SeniorLife	$59,081	$28.40	3
   20	Asheville-Buncombe Technical Community College	$57,985	$27.88

4. Writing a coordinator/executive assistant job description

   A good coordinator/executive assistant job description should include a few things:

   • Summary of the role
   • List of responsibilities
   • Required skills and experience

   Including a salary range and the first name of the hiring manager is also appreciated by candidates. Here's an example of a coordinator/executive assistant job description:

   Coordinator/executive assistant job description example

   Lyons Insurance, Inc. is currently seeking an Executive Assistant / Office Coordinator to fill a role in our Lake Charles, LA office.
   
   This overview is not intended to be an exhaustive description of job responsibilities, but a solid overview of the Agency’s expectations of the person in this role.
   
   The Executive Assistant/ Office Coordinator will manage the day-to-day business activities of the Agency President, including providing strategic management of the Agency President’s busy and complex schedule, coordinating meetings with internal and external contacts, and managing special office projects/duties as designated by the Agency President and Dept. Staff. The role is an Agency support position, as the Executive Assistant is a key liaison among staff members and between the Agency President, colleagues and customers. This person will need to be extremely trustworthy as he/she will be entrusted with data and information that needs to be kept in strictest confidence.
   
   Additionally, the Executive Assistant will assist staff with Insurance Online Rating and Data Base Management and Marketing
   
   Contribute to and lead special projects across various areas of the organization. This position wears many hats and it is imperative that the applicant understands that this role is more than just administrative and requires commitments to working above and beyond normal operating hours when necessary.
   
   **In all of these roles, the Executive Assistant will need to demonstrate the ability to handle confidential information with discretion and utilize significant amounts of independent judgment.
   Executive Support This position works hand in hand with the Agency President – it is important that the incumbent is a strong communicator and understands the role of executive support. · Organize and coordinate the Agency President’s daily calendar—scheduling all appointments, This will include personal appointments not related to the Agency. · Sort Agency President’s email daily. · Manage and arrange travel Agency Travel. · Proactively consider needs related to calendar, travel and customer engagements. · Assist in Inventory and purchasing of all office supplies within Budget · Assume tasks as requested for multiple corporations associated with the Agency President · Support the Agency President Staff as needed in preparing for customer engagements or other internal or external meetings conducting research and other similar tasks. · Assist in answering the organization’s main line and direct calls as needed to staff and screening calls if necessary. · Assist other senior staff members with data entry and other Insurance Online Rating. · Other administrative duties as needed. Office Management · Serve as the key point of contact for main office such as maintenance, mailing, supplies, equipment repair. Monitor office machines and systems, and problem-solve issues as needed and contacting the proper personnel for maintenance. · Monitor and maintain inventory of necessary office supplies; order supplies as needed for basic supplies stocked, and to fulfill special requests from staff (ideally twice per month) using the most cost-effective means to do so. · Design, communicate and oversee implementation of office operations, policies and procedures when needed. · Maintain and update office phone list, email distribution lists, and other similar systems. · Maintain responsibility for general office upkeep and “look and feel.” This includes keeping kitchen and supply areas stocked, clean and functional. · Maintain responsibility for communicating with Agency’s contracted janitorial service if issues arise. · Coordination with Agency’s IT provider with issues related to computers and software · Special projects and Budgets as designated by Agency President. · Professional dress and personal presentation are critical. · Other duties as assigned or as they arise. Responsibilities: · Act as the point of contact among Agency President, employees, clients and other external partners (banks, mortgage companies, etc.) · Manage information flow in a timely and accurate manner · Format information for internal and external communication – memos, emails, presentations, reports · Screen and direct phone calls and distribute correspondence Prepare correspondence, presentations, reports and other special projects for President of the Agency and/or office staff members. This includes composing and editing key communications and documents. Communicate in person and through correspondence with various levels of contacts both inside and outside the company. Maintain contact lists and facilitate Agency marketing efforts. Receive and distribute office mail when it arrives in a prompt and timely manner. · Perform general office duties, such as photocopying, scanning and sending materials out via standard/certified mail, UPS, FedEx, etc. Anticipate administrative needs and availability of the President. · Run errands for Agency President (pick up supplies, getting lunch, etc.) · Aid Agency President in preparing for meetings (binding proposals, setting appointments, etc.) to include Insurance Carrier meetings out of town generally without overnight travel. · Managing email and inbox organization across a number of email accounts · Assisting office staff with Insurance Carrier password resets or providing Agency Information to the Carriers when requested. · Assist in marketing and advertising efforts for the Agency. · Other duties as assigned. Qualifications · Professional attitude and demeanor, you will be the first face a customer sees in the Agency and the first voice a customer hears when calling the Agency · Experience in managing multiple priorities, administrative coordination, and logistics · Well-organized, detail-oriented, ability to multi-task with great follow-up skills · Strong ability for email organization and Office 365 Professional · Proactive and intuitive individual · An observant, patient and empathetic person · Strong written and verbal communication skills · Ability to learn how to mimic the tone and communication style of an Agency President · Willingness to assist other team members with Online Rating of Insurance Products and other Data Entry Work experience as an Executive Assistant, Personal Assistant or similar role Minimum of High School Diploma, some college or degree preferred Excellent MS Office knowledge specifically Word and Excel Working knowledge of an iPhone and its capabilities (the Agency President operates off of an iPhone) Outstanding organizational and time management skills Familiarity with office gadgets and applications (i.e., e-calendars and copy machines, scanners, etc.) Excellent oral and written communication and interpersonal skills. Ability to execute and exhibit good judgment. High level of professionalism. Experience with Insurance Agency software, particularly Applied TAM, is a plus but not required A demonstrated ability to plan effectively, but the flexibility to handle the unexpected. Strong commitment to the mission and goals of the organization. Aware of and able to navigate diverse issues that may arise. Willingness to learn new things and be open to feedback High tolerance for ambiguity, changing work priorities and deadlines, and a willingness to take on responsibilities and to prioritize own work on multiple projects. Willingness to obtain an insurance license. Desire for long-term relationship with the Agency-we are looking for someone who is looking for a lasting career. Company DescriptionEst. in 1960 Lyons Insurance & Financial Services is a locally Owned Independent Insurance Agency with a keen concern for employees and emphasis on education and employee advancement. We strive to provide the ultimate protection for our clients at the best possible premium that is available. We operate in Western Louisiana as well as East Texas and are a member of a state wide cluster/aggregator, Northlake Insurance Group,LTD.

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5. Post your job

   To find coordinator/executive assistants for your business, try out a few different recruiting strategies:

   • Consider internal talent. One of the most important talent pools for any company is its current employees.
   • Ask for referrals. Reach out to friends, family members, and your current work to ask if they know any coordinator/executive assistants they would recommend.
   • Recruit at local colleges. Attend job fairs at local colleges to recruit entry-level coordinator/executive assistants with the right educational background.
   • Social media platforms. LinkedIn, Facebook, and Twitter have more than 3.5 billion users, and they're a great place for company branding and reaching potential job candidates.

   Post your job online:

   • Post your coordinator/executive assistant job on Zippia to find and recruit coordinator/executive assistant candidates who meet your exact specifications.
   • Use field-specific websites.
   • Post a job on free websites.

6. Interview candidates

   Recruiting coordinator/executive assistants requires you to bring your A-game to the interview process. The first interview should introduce the company and the role to the candidate as much as they present their background experience and reasons for applying for the job. During later interviews, you can go into more detail about the technical details of the job and ask behavioral questions to gauge how they'd fit into your current company culture.

   It's also good to ask about candidates' unique skills and talents to see if they match your ideal candidate profile. If you think a candidate is good enough for the next step, you can move on to the technical interview.

   The right interview questions can help you assess a candidate's hard skills, behavioral intelligence, and soft skills.

7. Send a job offer and onboard your new coordinator/executive assistant

   Once you've found the coordinator/executive assistant candidate you'd like to hire, it's time to write an offer letter. This should include an explicit job offer that includes the salary and the details of any other perks. Qualified candidates might be looking at multiple positions, so your offer must be competitive if you like the candidate. Also, be prepared for a negotiation stage, as candidates may way want to tweak the details of your initial offer. Once you've settled on these details, you can draft a contract to formalize your agreement.

   It's also important to follow up with applicants who do not get the job with an email letting them know that the position is filled.

   Once that's done, you can draft an onboarding schedule for the new coordinator/executive assistant. Human Resources should complete Employee Action Forms and ensure that onboarding paperwork is completed, including I-9s, benefits enrollment, federal and state tax forms, etc. They should also ensure that new employee files are created for internal recordkeeping.

8. Go through the hiring process checklist

   • Determine employee type (full-time, part-time, contractor, etc.)
   • Submit a job requisition form to the HR department
   • Define job responsibilities and requirements
   • Establish budget and timeline
   • Determine hiring decision makers for the role
   • Write job description
   • Post job on job boards, company website, etc.
   • Promote the job internally
   • Process applications through applicant tracking system
   • Review resumes and cover letters
   • Shortlist candidates for screening
   • Hold phone/virtual interview screening with first round of candidates
   • Conduct in-person interviews with top candidates from first round
   • Score candidates based on weighted criteria (e.g., experience, education, background, cultural fit, skill set, etc.)
   • Conduct background checks on top candidates
   • Check references of top candidates
   • Consult with HR and hiring decision makers on job offer specifics
   • Extend offer to top candidate(s)
   • Receive formal job offer acceptance and signed employment contract
   • Inform other candidates that the position has been filled
   • Set and communicate onboarding schedule to new hire(s)
   • Complete new hire paperwork (i9, benefits enrollment, tax forms, etc.)

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