Whether they’re fielding calls, scheduling virtual meetings, helping remote employees understand new software, creating presentations, supporting office reopenings or monitoring the company's social media pages, a great administrative assistant helps your business run smoothly. When it comes to administrative assistant hiring, however, finding a job candidate with the right knowledge, skills and experience to perfectly suit your requirements can be a challenge.
The following steps can help you hire an administrative assistant who will make your job easier, your team more efficient and your company stronger:
Make your list of expectations
Start by creating a list of job duties you expect your new administrative assistant to carry out and the must-have skills and qualifications for success in the role. This exercise can also help you decide if one employee will be enough or if the workload requires multiple staff members — as well as whether you need to hire someone permanently or simply on a temporary basis to complete specific projects.
Create a clear and compelling job posting
Take the time to write the kind of recruitment ad that attracts great candidates. This primarily involves giving an accurate sense of the role and its responsibilities. A great job posting piques the interest of those who are truly qualified and discourages those who aren’t. A well-written job description also sets the stage for your new administrative assistant's success by giving them clear guidelines and a good understanding of the work environment and your expectations from Day One.
Put the word out
While internet job boards and social media are popular recruitment tools, the web alone may not be enough to find the right administrative assistant. Online recruiting is a supplement to —not a substitute for — your own personal network. Consider asking your professional contacts if they know anyone appropriate for the job. Also check with your existing employees for referrals.
Dig into the details
Are candidates poised and polite during video or in-person interviews? Are they dressed professionally? How are their verbal communication skills? Do they project confidence and a positive tone? The answers to these questions offer helpful insights into what a potential administrative assistant may be like when they’re actually on the job.
Look for the wow factor
When it comes to finding a really great administrative assistant, one of the best recruiting tips is to take note when candidates go above and beyond. Carefully review their resumes and ask interview questions that will help you to determine whether they have pursued additional training, maintained professional memberships, earned administrative certifications or taken other steps that indicate they’re a go-getter.
Check out our post on the best interview questions to ask administrative professionals.
Make those reference calls
It can be challenging to get feedback from previous employers, but when you do get input, it can inform your hiring decision. Try a straightforward approach with a candidate's former boss — something like, "I'm considering hiring Patrick as an administrative assistant at our office and would really appreciate any insights you could share about him to make sure he's a good fit for our company."
Research salary ranges for administrative assistants
Take time to research salary trends for administrative assistants before you launch a job candidate search. The OfficeTeam Salary Calculator provides real-world salaries by location and can help you determine what level of compensation administrative professionals in your city or state might expect to earn.
Connect with a staffing agency to hire an administrative assistant
When it comes to finding a great administrative assistant, an excellent option is to partner with a specialized staffing agency such as OfficeTeam. Our recruiters work with a deep pool of talented people and can help evaluate candidates to find the best fit for your needs — and fast — allowing you to stay focused on other business initiatives. OfficeTeam also makes it easy to hire administrative assistants who can work remotely.