How to hire a management assistant

How to hire a management assistant, step by step

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

What does a management assistant do?

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1. Identify your hiring needs

   First, determine the employments status of the management assistant you need to hire. Certain management assistant roles might require a full-time employee, whereas others can be done by part-time workers or contractors.

   Determine employee vs contractor status

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

   Yes

   No

   A management assistant's background is also an important factor in determining whether they'll be a good fit for the position. For example, management 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.

   Here's a comparison of management assistant salaries for various roles:

   Type of Management Assistant	Description	Hourly rate
   Management Assistant	Secretaries and administrative assistants perform clerical and administrative duties. They organize files, prepare documents, schedule appointments, and support other staff.	$14-29
   Project Management Internship	When it comes to a project management internship, the tasks may vary on the organization or industry where one is involved. However, the primary duties are to provide administrative support by accomplishing tasks ranging from performing research and analysis, responding to inquiries and concerns, assisting in data entry and record-keeping, producing reports, and managing schedules... Show more	$12-20
   Management Trainee Internship	As a management trainee internship, their tasks revolve in different departments like finance, marketing, and sales in a company. They gain knowledge and experience in all facets to help the department manager to evaluate the existing employees, department performance, and writing reports... Show more	$11-17

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Patients
   • Word Processing
   • Customer Satisfaction
   • PowerPoint
   • Payroll
   • Statistical Data
   • Financial Statements
   • Human Resources
   • Inventory Control
   • Travel Arrangements
   • Logistics
   • Personnel Actions
   • Office Equipment
   • Management System

   Check all skills

   Responsibilities:

   • Manage the operations for FOH and BOH facilities.
   • Develop management and leadership principles while managing, training, and motivating employees in fast-pace, high-volume sales/customer service business.
   • Work with HQ in resolving payroll, personnel, performance, conduct, EEO, congressional, and legal issues.
   • Used QuickBooks to facilitate small business accounting.
   • Receive and process visit requests through JPAS.
   • Start as cashier, learned the register POS system.

   More management assistant duties

3. Make a budget

   Including a salary range in your management assistant job description helps attract top candidates to the position. A management assistant 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 a management assistant in Nebraska may be lower than in Hawaii, and an entry-level management assistant usually earns less than a senior-level management assistant. Additionally, a management assistant 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 management assistant salary

   $44,020yearly

   $21.16 hourly rate

   ---

   Entry-level management assistant salary

   $30,000 yearly salary

   Updated December 14, 2025

   Average management assistant salary by state

   Rank	State	Avg. salary	Hourly rate
   1	California	$51,551	$25
   2	District of Columbia	$50,354	$24
   3	New York	$47,794	$23
   4	Washington	$47,698	$23
   5	Virginia	$47,553	$23
   6	Oregon	$46,385	$22
   7	Nevada	$45,832	$22
   8	Arizona	$45,084	$22
   9	Oklahoma	$44,724	$22
   10	Colorado	$44,036	$21
   11	Maryland	$43,953	$21
   12	Texas	$43,578	$21
   13	Massachusetts	$43,551	$21
   14	Florida	$42,964	$21
   15	Minnesota	$42,000	$20
   16	Pennsylvania	$41,811	$20
   17	South Carolina	$40,799	$20
   18	North Carolina	$40,695	$20
   19	Utah	$40,230	$19
   20	West Virginia	$39,769	$19

   Average management assistant salary by company

   Company

   Rank	Company	Average salary	Hourly rate	Job openings
   1	Nokia	$62,651	$30.12	1
   2	Rowan University	$56,730	$27.27	1
   3	Nebraska Medicine	$55,806	$26.83	1
   4	Siemens	$54,654	$26.28	9
   5	Raymond James Financial	$53,875	$25.90	18
   6	Dana-Farber Cancer Institute	$53,603	$25.77	4
   7	Northwestern Mutual	$53,039	$25.50	4
   8	Credit Suisse	$52,493	$25.24
   9	Catholic Health East	$52,392	$25.19	2
   10	Moffitt Cancer Center	$52,303	$25.15	8
   11	City of Los Angeles	$52,176	$25.08	2
   12	La Paloma Urgent Care & Physician Offices	$51,912	$24.96
   13	Palomar Health	$51,763	$24.89	1
   14	Conviva	$51,748	$24.88
   15	Huntsville Hospital	$51,684	$24.85	14
   16	STG International	$51,671	$24.84
   17	Washington County	$51,586	$24.80	2
   18	Medtronic	$51,502	$24.76	9
   19	Deutsche Bank	$51,022	$24.53	12
   20	Raytheon Technologies	$50,151	$24.11	25

4. Writing a management assistant job description

   A good management 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 management assistant job description:

   Management assistant job description example

   Rutgers, The State University of New Jersey is seeking a Management Assistant in the Office of the Dean for Rutgers School of Dental Medicine (RSDM). The primary purpose of the Management Assistant position is to coordinate and implement day-to-day administrative functions for the Office of the Dean under the mentorship, guidance and supervision of the Executive Assistant/Administrator. Serves as liaison with various units and administrative offices throughout the university. Works closely with the Assistant Dean for Graduate Programs on a broad range of internal and external activities, special projects that affect the school's teaching, patient care and research mission. Exercises considerable discretion and independent judgement.
   Among the key duties of this position are the following:
   
   * Manages the calendar of the Dean of Rutgers School of Dental Medicine.
   * Oversees office budget with regard to standing orders, produces and manages purchase orders for equipment, maintenance, computers, educational items, events, entertainment, catering, etc.
   * Responsible for fiscal matters; maintains spreadsheet and monitors accounts payable outstanding/closed balances and manages restricted and unrestricted accounts.
   * Undertakes routine writing and editing assignments, generates correspondence for signature and maintains mailing lists.
   * Prepares reports, charts and tables for presentation to various audiences.
   * Coordinates the yearly lunch and learn program for Rutgers School of Dental Medicine senior students; determines the expenditures for the program, generates purchase orders ensuring appropriate dollars are allocated in the index and reconciles index on a yearly basis and presents for the Assistant Dean's review.
   * Manages the vendor presentation program and staffs the vendor committee; ensures proper registration of vendors and updates the calendar of appointments for the Assistant Dean, coordinates vendor committee meetings on a monthly basis, ensures spreadsheet is kept up to date with vendor activity within the school, and composes and distributes vendor committee minutes.
   * Serves as liaison with other administrative units of the university, such as Human Resources, Payroll, Purchasing, OIT and IPO/Facilities.
   * Expedites and coordinates services such as maintenance repairs, supplies, and mail.

   Copy this example

   

5. Post your job

   There are a few common ways to find management assistants for your business:

   • Promoting internally or recruiting from your existing workforce.
   • Ask for referrals from friends, family members, and current employees.
   • Attend job fairs at local colleges to meet candidates with the right educational background.
   • Use social media platforms like LinkedIn, Facebook, and Twitter to recruit passive job-seekers.

   Post your job online:

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

6. Interview candidates

   Recruiting management 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 management assistant

   Once you have selected a candidate for the management assistant position, it is time to create an offer letter. In addition to salary, the offer letter should include details about benefits and perks that are available to the employee. Ensuring your offer is competitive is vital, as qualified candidates may be considering other job opportunities. The candidate may wish to negotiate the terms of the offer, and it is important to be open to discussion and reach a mutually beneficial agreement. After the offer has been accepted, it is a good idea to formalize the agreement with a contract.

   You should also follow up with applicants who don't get the job with an email letting them know that you've filled the position.

   To prepare for the new employee's start date, you can create an onboarding schedule and complete any necessary paperwork, such as employee action forms and onboarding documents like I-9 forms, benefits enrollment, and federal and state tax forms. Human Resources should also ensure that a new employee file is created.

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 a management assistant?