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How to hire an executive assistant/office manager

Executive assistant/office manager hiring summary. Here are some key points about hiring executive assistant/office managers in the United States:

  • The median cost to hire an executive assistant/office manager is $1,633.
  • It takes between 36 and 42 days to fill the average role in the US.
  • HR departments typically allocate 15% of their budget towards recruitment efforts.
  • Small businesses spend $1,105 per executive assistant/office manager on training each year, while large companies spend $658.
  • It takes approximately 12 weeks for a new employee to reach full productivity levels.
  • There are a total of 577,998 executive assistant/office managers in the US, and there are currently 119,266 job openings in this field.
  • New York, NY, has the highest demand for executive assistant/office managers, with 20 job openings.

How to hire an executive assistant/office manager, step by step

To hire an executive assistant/office manager, consider the skills and experience you are looking for in a candidate, allocate a budget for the position, and post and promote the job opening to reach potential candidates. Follow these steps to hire an executive assistant/office manager:

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

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

What does an executive assistant/office manager do?

An executive assistant/office manager specializes in administrative support tasks within an office or an organization. One of their primary responsibilities includes assisting the director or head of an office by responding to calls and inquiries, handling correspondence, arranging appointments and meetings, managing schedules, and reporting necessary updates. They must also monitor inventory and procure necessary supplies, process documentation, and perform other tasks to support staff. Furthermore, an executive assistant/office manager may take part in the preparations and approval of the payroll, budget, and other necessary databases concerning employees and departments.

Learn more about the specifics of what an executive assistant/office manager does
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  1. Identify your hiring needs

    The executive assistant/office manager hiring process starts by determining what type of worker you actually need. Certain roles might require a full-time employee, whereas part-time workers or contractors can do others.

    Determine employee vs contractor status
    Is the person you're thinking of hiring a US citizen or green card holder?

    You should also consider the ideal background you'd like them an executive assistant/office manager to have before you start to hire. For example, what industry or field would you like them to have experience in, what level of seniority or education does the job require, and how much it'll cost to hire an executive assistant/office manager that fits the bill.

    The following list breaks down different types of executive assistant/office managers and their corresponding salaries.

    Type of Executive Assistant/Office ManagerDescriptionHourly rate
    Executive Assistant/Office ManagerSecretaries and administrative assistants perform clerical and administrative duties. They organize files, prepare documents, schedule appointments, and support other staff.$18-42
    Office LeadAn office lead is responsible for performing complex administrative tasks, especially in front office operations, managing staff performance, and providing high-quality customer service by responding to visitors' inquiries and concerns and directing them to the appropriate department. These leads monitor daily business transactions, write business reports, and manage the information in the system database... Show more$24-61
    Office Project ManagerAn office project manager oversees office projects, ensuring everything runs smoothly and efficiently in adherence to goals and deadlines. It is their responsibility to manage different teams, set timelines and objectives, establish guidelines, perform research and analysis, and develop strategies to optimize operations... Show more$24-59
  2. Create an ideal candidate profile

    Common skills:
    • Customer Service
    • Financial Reports
    • Office Equipment
    • PowerPoint
    • Office Management
    • Office Operations
    • Human Resources
    • Calendar Management
    • Event Planning
    • QuickBooks
    • Real Estate
    • Conference Calls
    • Administrative Tasks
    • Meeting Minutes
    Check all skills
    Responsibilities:
    • Manage insurance claims, EOBS, AR, collections and billing.
    • Manage all accounting: AP, AR, commission payments, deposits, wire transfers, invoicing, and monthly reconciliations.
    • Manage the SVP's calendar with emphasis on proactive planning as well as change and flexibility to accommodate changing client needs.
    • Manage employee rate/benefits calculation tables and calculate employee PTO accounting.
    • Manage e-mail for SVP by reviewing and identifying critical areas requiring attention.
    • Restructure the financial operation aspects of the entire FCS organization accomplish by QuickBooks and other technologies.
    More executive assistant/office manager duties
  3. Make a budget

    Including a salary range in your executive assistant/office manager job description helps attract top candidates to the position. An executive assistant/office manager salary can be affected by several factors, such as geography, experience, seniority, certifications, and the prestige of the hiring company.

    For example, the average salary for an executive assistant/office manager in Nebraska may be lower than in Hawaii, and an entry-level executive assistant/office manager usually earns less than a senior-level executive assistant/office manager. Additionally, an executive assistant/office manager with certifications may command a higher salary, and working for a well-known company or start-up may also impact an employee's pay.

    Average executive assistant/office manager salary

    $59,405yearly

    $28.56 hourly rate

    Entry-level executive assistant/office manager salary
    $39,000 yearly salary
    Updated December 16, 2025

    Average executive assistant/office manager salary by state

    RankStateAvg. salaryHourly rate
    1California$78,983$38
    2New York$72,711$35
    3North Carolina$68,343$33
    4District of Columbia$66,462$32
    5Virginia$64,629$31
    6Massachusetts$63,705$31
    7Washington$62,655$30
    8Illinois$58,065$28
    9Texas$57,825$28
    10Pennsylvania$57,440$28
    11Georgia$55,964$27
    12Michigan$55,260$27
    13Arizona$53,375$26
    14Colorado$53,311$26
    15Minnesota$52,012$25
    16Alabama$50,653$24
    17Wisconsin$50,509$24
    18Florida$50,051$24
    19Indiana$49,985$24
    20Missouri$48,806$23

    Average executive assistant/office manager salary by company

    RankCompanyAverage salaryHourly rateJob openings
    1Microsoft$120,484$57.9219
    2Asana$95,569$45.951
    3Cradlepoint$87,591$42.11
    4Clark Construction Group$83,393$40.0913
    5Syngenta$82,499$39.66
    6ArcelorMittal$80,068$38.49
    7Royal Bank of Canada$78,933$37.953
    8Crowe$78,398$37.691
    9Beacon Hill Staffing Group$77,822$37.41
    10Avian$77,758$37.382
    11Insperity$75,249$36.183
    12Cummins$74,154$35.656
    13Transdev Services, Inc.$73,798$35.4810
    14Odyssey Re$72,522$34.87
    15Columbia University in the City of New York$64,904$31.2018
    16Stanley Black & Decker$64,884$31.19
    17AssuredPartners$64,723$31.12
    18Urban Investment Partners$64,676$31.09
    19Univision Communications$64,538$31.0310
    20365 Retail Markets$64,116$30.821
  4. Writing an executive assistant/office manager job description

    An executive assistant/office manager job description should include a summary of the role, required skills, and a list of responsibilities. It's also good to include a salary range and the first name of the hiring manager. Below, you can find an example of an executive assistant/office manager job description:

    Executive assistant/office manager job description example

    We will consider candidates available for part-time hours (At least 30 hours per week).

    Essential Functions:

    ∙ Schedule and organize meetings for executives and office employees

    ∙ Arrange travel as well as manage travel expenses

    ∙ Coordinate ERI lunches/meals

    ∙ Manage ordering and inventory of drinks, snacks, and office supplies

    ∙ Typing/Editing/Filing as needed

    ∙ Occasionally answer phones

    ∙ Assist with intra office moves

    ∙ Support planning and execution of special company events including but not limited to: Summer
    picnic, Christmas Party, Classes

    ∙ Support Human Resources from Corporate as needed, including coordinating Interview schedules for Candidates

    ∙ Ensure an organized, clean and attractive office appearance

    ∙ Maintain good working relationships with building property management and vendors

    ∙ Other job duties as assigned

    Job Specifications/Requirements:

    ∙ Two plus years of administrative experience

    ∙ Associates Degree is preferred

    ∙ Technical capacity with a working knowledge of Microsoft Office and willingness to learn other applications as needed

    ∙ Punctual, dependable and must be able to work independently with little supervision

    ∙ Ability to interact professionally with all levels of the organization

    ∙ Ability to manage competing priorities

    ∙ Thoroughness and attention to detail

    ∙ Strong organizational skills

    ∙ Humility; able to take and give opinions

    ∙ Excellent written and verbal communication skills

    About Elder Research, Inc

    Elder Research is a fast growing consulting firm specializing in predictive analytics and machine learning. Being in the data science business for 25 years, we pride ourselves in our ability to find creative, cutting edge solutions to real-world problems. In keeping with our entrepreneurial spirit, we want candidates who are self-motivated with an innate curiosity and strong team work. We work hard to provide the best value to our clients and allow each person to contribute
    their ideas and put their skills to use immediately.

    Elder Research believes in continuous learning; each week the entire company attends a “Tech Talk” followed after an office lunch. Elder Research provides a supportive work environment with established parental, bereavement, and PTO policies. By prioritizing a healthy work-life balance - with reasonable hours, solid pay, low travel, and extremely flexible time off - Elder Research enables and encourages its employees to serve others.

    Elder Research, Inc. is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.

    Elder Research will not sponsor H1B visas for this position.

  5. Post your job

    There are various strategies that you can use to find the right executive assistant/office manager for your business:

    • Consider promoting from within or recruiting from your existing workforce.
    • Ask for referrals from friends, family members, and current employees.
    • Attend job fairs at local colleges to find candidates who meet your education requirements.
    • Use social media platforms like LinkedIn, Facebook, and Twitter to reach potential job candidates.
    Post your job online:
    • Post your executive assistant/office manager job on Zippia to find and recruit executive assistant/office manager candidates who meet your exact specifications.
    • Use field-specific websites.
    • Post a job on free websites.
  6. Interview candidates

    To successfully recruit executive assistant/office managers, your first interview needs to engage with candidates to learn about their interest in the role and experience in the field. You can go into more detail about the company, the role, and the responsibilities during follow-up interviews.

    It's also good to ask about candidates' unique skills and talents. You can move on to the technical interview if a candidate is good enough for the next step.

    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 executive assistant/office manager

    Once you've decided on a perfect executive assistant/office manager candidate, it's time to write an offer letter. In addition to salary, it should include benefits and perks available to the employee. Qualified candidates may be considered for other positions, so make sure your offer is competitive. Candidates may wish to negotiate. Once you've settled on the details, formalize your agreement with a contract.

    It's equally important to follow up with applicants who don't get the job with an email letting them know that the position has been filled.

    To prepare for the new executive assistant/office manager first day, you should share an onboarding schedule with them that covers their first period on the job. You should also quickly complete any necessary paperwork, such as employee action forms and onboarding documents like I-9, benefits enrollment, and federal and state tax forms. Finally, Human Resources must ensure a new employee file is created for internal record keeping.

  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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How much does it cost to hire an executive assistant/office manager?

Recruiting executive assistant/office managers involves both the one-time costs of hiring and the ongoing costs of adding a new employee to your team. Your spending during the hiring process will mostly be on things like promoting the job on job boards, reviewing and interviewing candidates, and onboarding the new hire. Ongoing costs will obviously involve the employee's salary, but also may include things like benefits.

Executive assistant/office managers earn a median yearly salary is $59,405 a year in the US. However, if you're looking to find executive assistant/office managers for hire on a contract or per-project basis, hourly rates typically range between $18 and $42.

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