How to hire an executive/personal assistant

How to hire an executive/personal assistant, step by step

Here's a step-by-step executive/personal assistant 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/personal assistant job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new executive/personal assistant
• Step 8: Go through the hiring process checklist

What does an executive/personal assistant do?

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1. Identify your hiring needs

   The executive/personal assistant 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?

   Yes

   No

   Hiring the perfect executive/personal assistant also involves considering the ideal background you'd like them to have. Depending on what industry or field they have experience in, they'll bring different skills to the job. It's also important to consider what levels of seniority and education the job requires and what kind of salary such a candidate would likely demand.

   Here's a comparison of executive/personal assistant salaries for various roles:

   Type of Executive/Personal Assistant	Description	Hourly rate
   Executive/Personal Assistant	Secretaries and administrative assistants perform clerical and administrative duties. They organize files, prepare documents, schedule appointments, and support other staff.	$21-44
   Administrative Professional	An administrative professional specializes in performing administrative support and clerical tasks in a company or office, ensuring accuracy and smooth workflow. Their responsibilities typically revolve around managing schedules, arranging appointments and meetings, producing progress reports and presentations, delegating tasks, and attending meetings on behalf of executives or staff... Show more	$11-31

2. Create an ideal candidate profile

   Common skills:

   • Financial Statements
   • PowerPoint
   • Calendar Management
   • Event Planning
   • Real Estate
   • Payroll
   • Conference Calls
   • Scheduling Appointments
   • Telephone Calls
   • Administrative Tasks
   • Travel Itineraries
   • Ground Transportation
   • HR
   • QuickBooks

   Check all skills

   Responsibilities:

   • Manage the rabbi's blog and twitter accounts and keep him apprise of pertinent items on Facebook.
   • Manage administrative support for CEO and SVP; conduct market research, compile, analyze and report on variety of data.
   • Manage payroll and benefits, credit card reconciliation and travel reimbursements
   • Compile, manage and organize travel and expense reports processing and submitting reports using PeopleSoft for reimbursement.
   • Provide administrative support to SVP, VP, directors and managers (travel, project schedules, communications, agendas).
   • Resolve accounting issues regarding invoicing and payroll.

   More executive/personal assistant duties

3. Make a budget

   Including a salary range in your executive/personal assistant job description is one of the best ways to attract top talent. An executive/personal assistant can vary based on:

   • Location. For example, executive/personal assistants' average salary in oklahoma is 52% less than in district of columbia.
   • Seniority. Entry-level executive/personal assistants 52% less than senior-level executive/personal assistants.
   • Certifications. An executive/personal assistant with certifications usually earns a higher salary.
   • Company. Working for an established firm or a new start-up company can make a big difference in an executive/personal assistant's salary.

   Average executive/personal assistant salary

   $64,511yearly

   $31.01 hourly rate

   ---

   Entry-level executive/personal assistant salary

   $44,000 yearly salary

   Updated December 14, 2025

   Average executive/personal assistant salary by state

   Rank	State	Avg. salary	Hourly rate
   1	District of Columbia	$83,253	$40
   2	Washington	$81,572	$39
   3	New York	$78,621	$38
   4	New Jersey	$73,451	$35
   5	California	$72,715	$35
   6	Massachusetts	$70,723	$34
   7	Illinois	$67,107	$32
   8	Maryland	$66,722	$32
   9	Texas	$64,211	$31
   10	North Carolina	$63,567	$31
   11	Florida	$59,364	$29
   12	Arizona	$54,402	$26
   13	Alabama	$54,201	$26
   14	Colorado	$51,086	$25
   15	Utah	$46,602	$22

   Average executive/personal assistant salary by company

   Company

   Rank	Company	Average salary	Hourly rate	Job openings
   1	ONE Sotheby's International Realty	$78,551	$37.76
   2	Beacon Hill Staffing Group	$75,535	$36.31
   3	Excellence	$75,303	$36.20	4
   4	Breeze	$74,633	$35.88	1
   5	Hr International	$73,868	$35.51
   6	United Bank	$70,997	$34.13	1
   7	General Technologies	$69,698	$33.51
   8	Insight Enterprises	$69,272	$33.30	7
   9	Slingshot LLC	$68,227	$32.80
   10	Murray	$66,443	$31.94	5
   11	Park Hudson	$65,981	$31.72
   12	Indeck Power	$65,579	$31.53
   13	Hold Brothers Capital	$65,269	$31.38	1
   14	Newchip Accelerator	$65,263	$31.38
   15	CCE Holdings LLC	$65,263	$31.38
   16	RoundGlass	$65,258	$31.37
   17	Sundae	$65,255	$31.37
   18	Acoustic	$65,206	$31.35
   19	Christie lites	$65,051	$31.27
   20	Career Strategies	$64,744	$31.13

4. Writing an executive/personal assistant job description

   A good executive/personal 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 an executive/personal assistant job description:

   Executive/personal assistant job description example

   Helbiz is a multi-modal, international company looking to revolutionize transportation through sustainability and accessibility. Helbiz is the first micro-mobility company to be listed on NASDAQ and offers an array of mobility products including electric scooters and bicycles to cities around the world. We aim to solve first and last-mile problems in cities and on campuses by offering unique transportation options that are more efficient, more affordable, and reduce our carbon footprint.
   
   Helbiz is looking for a detail-oriented, proactive leader to join our team as the Executive Personal Assistant to the CEO.
   
   The ideal candidate for this position will have exceptional organizational and planning skills, strong communication skills, and proven experience working as a personal executive assistant. In this role, you will report directly to the Director of Business Development and CEO.
   
   In this position, you will manage all business and personal administrative tasks for the CEO. You will organize meetings, manage calendars & schedules, and plan events. You will drive key initiatives and work cross-functionally to develop solutions that achieve our goals.
   
   To be successful in this role, you should be able to meet a constant stream of deadlines, be able to work both independently and collaboratively with different levels of employees, and possess superior interpersonal skills. You will be a part of an international, multi-disciplinary team in a rapidly growing micro-mobility industry.
   
   ResponsibilitiesAct as the point of contact among executives, employees, clients, and other external partners Screen telephone calls and emails, taking messages and responding to queries Work with our travel agency to arrange domestic and international travel, transportation, and accommodation for C-Level executives Manage the calendar for our CEOCoordinate onsite meetings, lunch meetings, virtual meetings, etc. for the CEO and other executives Accompany CEO on various trips domestically and internationally Manage information flow in a timely and accurate manner Prepare for meetings by organizing refreshments, taking notes, gathering all necessary documentation, and other necessary tasks Act as an office manager by keeping up with office supply inventory Compiling and submitting expense reports for the CEOPerform personal and executive errands as needed Draft simple spreadsheets Coordinate and manage vendors and contractors at the office and/or residence Light cleaning and organizing Perform other duties as assigned
   
   RequirementsProven experience as a personal executive assistant Proficiency in all Microsoft Office applications and G-Suite tools Great phone etiquette The ability to multitask and manage time well The ability to read and interpret various documents Ability to work on business and personal items interchangeably Excellent verbal and written communication skills Exceptional organizational skills and attention to detail Ability to act with integrity, professionalism, and confidentiality Experience with a global organization or international team is preferred Ability to work out of Helbiz's New York City headquarters Valid US Passport and the ability to travel domestically and internationally 15-25% of the time Passion for transportation and micro-mobility
   
   Benefits & PerksOpportunity to join a fast-paced company within a disruptive industry Ability to shape and establish leadership within the organization and industry Competitive compensation and performance-based bonus structure Competitive benefits package including health benefits, PTO & Paid Sick LeaveThe office environment and perks that accompany a business designed to disrupt the last mile of transportation globally
   Helbiz is an Equal Opportunity Employer and is committed to diversity and inclusion in the workplace. Helbiz prohibits the discrimination and harassment of any kind based on race, color, sex, religion, gender identity, gender expression, age, national origin, disability, genetic information, pregnancy, military or veteran status, marital status, or any other protected characteristic as outlined by federal, state, or local laws. We celebrate diversity and are committed to creating an inclusive environment for all employees.

   Copy this example

   

5. Post your job

   To find executive/personal 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 executive/personal assistants they would recommend.
   • Recruit at local colleges. Attend job fairs at local colleges to recruit entry-level executive/personal 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 executive/personal assistant job on Zippia to find and recruit executive/personal assistant candidates who meet your exact specifications.
   • Use field-specific websites.
   • Post a job on free websites.

6. Interview candidates

   During your first interview to recruit executive/personal assistants, engage with candidates to learn about their interest in the role and experience in the field. During the following interview, you'll be able to go into more detail about the company, the position, and the responsibilities.

   You should also ask about candidates' unique skills and talents to see if they match the ideal candidate profile you developed earlier. Candidates good enough for the next step can complete 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 executive/personal assistant

   Once you've decided on a perfect executive/personal assistant 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 also important to follow up with applicants who do not get the job with an email letting them know that the position is filled.

   To prepare for the new executive/personal assistant 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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