Thinking about hiring an executive assistant? The first step is to completely reframe what you're looking for. You aren't just filling a support role; you're investing in a strategic partner who will become a genuine force multiplier for your productivity.
A top-tier EA does more than just manage your diary. They reclaim your most valuable asset—your time—so you can pour your energy into the high-impact activities that truly drive growth.
The Real Impact of a Strategic Executive Assistant
It’s easy to underestimate the true value an executive assistant brings to the table. Many leaders still see the role through a traditional lens: booking flights, scheduling meetings, and managing expenses. And yes, those tasks are part of it, but a modern, high-calibre EA offers so much more.
They are your strategic right-hand, your operational hub, and the gatekeeper who fiercely protects your focus.
Realising this distinction is critical. You're not just offloading a to-do list; you're creating leverage. Think about it: research suggests that executives can burn nearly 16 hours a week on administrative work. What could you accomplish with that time back? That’s the power a great EA unlocks.
From Support Staff to Strategic Partner
A truly strategic EA learns to anticipate your needs, often before you've even voiced them. They don't just put a meeting in the calendar; they prepare the briefing documents, make sure everyone has the agenda, and follow up on action items afterwards. They get so integrated into your workflow that they begin making independent decisions that perfectly align with your goals.
Here are a few real-world examples of what this looks like in practice:
- Proactive Problem-Solving: A key client meeting gets cancelled at the last minute. A standard assistant tells you about the problem. A strategic EA has already found a new time that works for everyone, updated the calendar, and rescheduled the transport. Problem solved.
- Information Management: Instead of you wading through a chaotic inbox, your EA filters your communications. They highlight what’s urgent, summarise the rest, and give you a clear, concise overview to start your day.
- Relationship Management: They become a professional and courteous extension of you. They handle communications with board members, important clients, and internal teams, strengthening those crucial relationships on your behalf.
The most effective executive assistants don't just manage your schedule; they manage your energy. By taking ownership of the operational details, they free up your mental bandwidth for the critical thinking only you can do.
Getting your head around this value proposition is the first step. The next is learning how to hand over responsibilities in a way that sets them up for success. To help with that, our guide on how to delegate tasks effectively offers a practical framework.
When you see this hire as an investment in your own efficiency and leadership capacity, the entire process changes for the better.
Defining the Executive Assistant Role You Actually Need
Before you even think about posting a job advert, you need to get brutally honest about what you actually need. If you just copy and paste a generic template listing "calendar management" and "travel booking," you'll get applicants looking for just another admin job. You're after a strategic partner, a true right-hand, and that requires a much deeper, more specific definition of the role from the very beginning.
The best place to start? A personal productivity audit. For one full week, jot down every single task that pulls you away from the work that truly moves the needle. Where are your biggest time sinks? What repetitive administrative tasks keep you from focusing on strategy, leading your team, or closing deals?
This isn't just about making a list of things to delegate. It’s about uncovering the strategic gaps in your workflow. Maybe you’re losing hours every week chasing project updates from different departments—a task a proactive EA could completely own. Perhaps you're drowning in the logistics for the upcoming team offsite, something a highly organised assistant could manage flawlessly from start to finish.
Moving Beyond a Traditional Administrator
Once you've got a clear picture of your day-to-day, you can start sketching out the actual responsibilities. It’s crucial here to distinguish between a traditional administrator and the proactive, modern EA you’re looking for. A traditional administrator is reactive; they wait for you to ask. A modern EA anticipates needs and solves problems before they even land on your radar.
Let's get specific. Think about it in real-world terms:
- Calendar Management: Is this person just plugging meetings into empty slots? Or are they strategically clustering your calls, blocking out focus time, and confidently rescheduling non-urgent catch-ups when a major priority lands in your inbox?
- Communication: Are they just a message-taker? Or are they a professional gatekeeper who can summarise key communications, filter out the noise, and even draft initial responses on your behalf?
- Project Coordination: Do they need to be told every single step? Or can they take ownership of smaller projects, diligently track action items from meetings, and make sure the team hits its deadlines?
When you’re thinking about the scope, consider the finer details. Do you need someone who can expertly navigate complex logistics, like using an effective meeting planner for time zones to wrangle a meeting with your teams in London, New York, and Singapore? Mentioning specifics like this elevates the role and attracts a much higher calibre of candidate.
A great job description is really a marketing document. It shouldn't just be a list of demands; it should sell the opportunity to work closely with a leader and make a genuine impact on the business.
Crafting a Job Description That Attracts Top Talent
With your audit done and your needs defined, you’re ready to write a job description that actually gets noticed. Your goal is to be crystal clear about the role while showing candidates the value and opportunity it offers. Our complete guide on how to write job descriptions dives deep into this, but the absolute key is specificity.
Don't just say "strong communication skills." Instead, try something like, "Acts as the primary point of contact for board members and key stakeholders, requiring exceptional professionalism and discretion." Vague phrases get you vague candidates.
Instead of "organises travel," be more descriptive: "Manages complex international travel itineraries, including visa arrangements, detailed agendas, and proactive contingency planning."
This level of detail really matters. It also helps set clear expectations around compensation. In the UK, the educational background and experience of an executive assistant heavily influence their salary. While a Bachelor's degree is common, assistants with specialised certifications or extensive experience can command much more. The pay gap is significant, with entry-level roles starting around £25,000 and senior, high-impact positions reaching up to £75,000 or more.
Budgeting for Your New Executive Assistant Hire
Figuring out the right compensation is arguably one of the most important parts of hiring an executive assistant. It’s not just about attracting people; a competitive package helps you secure a genuine strategic partner who can make a real difference to your working life. Simply Googling an "average salary" won't cut it, because the true cost is about so much more than base pay.
To get your budget right, you need to think about a few key things that shape salary expectations here in the UK. Location is a big one – an EA in London will naturally command a higher salary than someone in Manchester or Birmingham. A candidate's background, including their years of experience and the industry they come from, will also heavily influence what they're looking for.
This chart gives you a good sense of how EA salary ranges can shift depending on where someone is in their career.
As you can see, there’s a significant jump from an entry-level EA to a senior one. That leap reflects the immense value and responsibility that comes with experience.
Understanding the Full Compensation Picture
A great offer is about more than just the monthly paycheque. The best EAs are looking at the whole package, and the benefits you offer can be the very thing that persuades an amazing candidate to say yes. These aren't just fluffy perks; they're vital parts of a modern, attractive offer.
Think beyond the salary and consider these high-value additions:
- Performance Bonuses: A bonus, often between 10-20% of the base salary, is a powerful way to reward outstanding work and keep your EA's goals aligned with yours.
- Private Health Options: In today's market, private medical and dental cover is a huge draw for top talent.
- Pension Contributions: Going above the minimum employer contribution shows you care about their long-term security.
- Professional Development Fund: Setting aside a budget for courses or conferences shows you're invested in their growth, which ultimately benefits you too.
A well-structured compensation package sends a clear message: you see this role as a high-value professional partner, not just another administrative expense.
Setting a Realistic Salary Range
The demand for skilled EAs, especially in finance and corporate environments, has really pushed salaries up across the UK. It’s not unusual to see salaries ranging from £23,000 to £75,000. In London, that range narrows and rises, typically sitting between £40,000 and £75,000.
To help you get a clearer picture, here’s a look at what you can expect to budget for in different parts of the country.
Executive Assistant Salary Benchmarks Across the UK
This table compares average EA salaries in key UK locations, giving you a solid starting point for budgeting.
These figures, combined with insights from resources like the detailed executive assistant salary survey from Robert Walters, should help you build a realistic financial plan.
By thoughtfully considering base salary, location, experience, and a compelling benefits package, you can put together an offer that not only attracts the right person but also keeps them on your team for the long haul.
Finding and Vetting Exceptional EA Candidates
So, you’ve defined the role and set your budget. Now comes the real challenge: finding the person who can step in and make an immediate impact. The truth is, the best executive assistants aren't usually scrolling through job boards. They're already excelling in demanding roles, and you'll need to be proactive to find them. Hiring a truly exceptional EA requires a smart, multi-channel sourcing strategy.
It's time to look beyond the usual suspects. While LinkedIn is a great starting point for identifying experienced EAs, don't stop there. Specialist recruitment agencies focusing on executive support roles often have a private pool of vetted, high-calibre candidates who aren't actively on the market. And never underestimate the power of your own network. A referral from a fellow executive who trusts their EA is often the best lead you can get.
Moving Beyond the CV
A polished CV tells you what a candidate has done, but it rarely reveals how they did it. The vetting process is where you dig into those crucial soft skills—the proactivity, resourcefulness, and emotional intelligence that separate a good EA from a great one. This means your interview process needs to be more than just a chat; it has to be methodical and revealing.
Your goal is to get past the generic, rehearsed answers and see how they’ve performed in the real world. This is where you can learn more about what is competency-based interviewing. This technique helps you frame questions that uncover a candidate’s actual behaviours in past roles. For example, instead of asking, "Are you organised?", try something like, "Describe a time you had to manage a last-minute, complex travel change for your executive. What steps did you take?"
Using Practical Assessments to Test Skills
Theoretical answers are one thing, but seeing a candidate in action is another entirely. For a role this hands-on, practical assessments are non-negotiable. They offer a direct window into how a candidate thinks on their feet, communicates clearly, and performs under a bit of pressure.
These tests don't have to be long or complicated to be effective. A few simple but powerful scenarios include:
- The Mock Scheduling Challenge: Give them a packed calendar and ask them to schedule a new, urgent meeting with multiple stakeholders across different time zones. You're not just looking for a solution; you're watching how they prioritise, negotiate, and communicate.
- The Travel Itinerary Task: Ask them to plan a multi-stop international business trip from scratch. This is a brilliant way to test their attention to detail, research skills, and ability to anticipate potential logistical hiccups.
- The Email Prioritisation Test: Present them with a sample inbox of ten emails—a mix of urgent requests, spam, and internal updates. Ask them to walk you through how they would prioritise and action each one.
The best candidates won't just complete the tasks efficiently; they'll ask clarifying questions and offer proactive suggestions. This is the hallmark of the strategic partner you're looking for when you hire an executive assistant.
Making the Hire and Ensuring a Successful Onboarding
https://www.youtube.com/embed/mXiplLD8fbY
You've gone through the whole process and found someone who seems to tick all the boxes. It’s easy to feel like you've crossed the finish line, but these final steps—checking references, making the offer, and onboarding—are what really cement the relationship. This is where a great candidate becomes a truly indispensable partner.
Too many people treat reference checks as a box-ticking exercise. This is a massive missed opportunity. Don’t just ask generic questions like, "Were they a good employee?" That's a waste of everyone's time.
Instead, dig deeper. Ask their previous manager, "Could you walk me through a high-pressure situation and how they handled it?" or "What kind of environment or support helps them do their best work?" These questions give you a real glimpse into how they operate under pressure and what it takes for them to thrive.
Crafting a Compelling Job Offer
Once the references confirm what you already suspect, it's time to put together a job offer. This isn't just a formality; it's a formal document that should spell everything out clearly, leaving no room for misunderstanding.
Your offer letter absolutely must include:
- A clear job title and who they'll report to.
- The agreed-upon salary, any bonus structure, and the payment schedule.
- A brief summary of their main responsibilities to manage expectations.
- Details on benefits like pension contributions, holiday entitlement, and any private health options.
- The proposed start date and any other conditions of employment.
Remember, the market for top-tier EAs in the UK is incredibly competitive. While data suggests an average base salary of around £36,613, that number can be seriously misleading. In London, for instance, the average soars to £44,000, and experienced EAs in finance or tech can command salaries upwards of £63,000. If you want the best, your offer needs to reflect the market reality.
Building a Structured Onboarding Plan
Getting a 'yes' to your offer is fantastic, but the real work starts on day one. Those first 90 days are absolutely critical. A thought-out onboarding plan isn't a 'nice-to-have'; it's essential for getting your new EA up to speed and adding value quickly. Don’t just leave them to sink or swim.
The goal of onboarding isn't just to teach someone tasks. It’s about fully integrating them into your world—your workflow, your communication style, and your key priorities. A great onboarding process builds their confidence and lets them make a real impact, fast.
Your plan should map out their first few weeks with a focus on essentials: getting access to all the right systems, meeting the key people they'll be working with, and getting a handle on your current projects. For some practical ideas on this, this guide on training and onboarding a virtual assistant has some brilliant principles that apply just as well here.
From the very beginning, establish a rhythm for communication. A quick 15-minute check-in each morning can work wonders for clarifying priorities, answering questions, and simply building that all-important rapport. Also, set clear, achievable goals for their first 30, 60, and 90 days. It gives them a clear roadmap and helps them feel a sense of progress. This structured approach is the key to making sure you and your new EA are perfectly in sync right from the start.
Your Top Questions About Hiring an Executive Assistant, Answered
Even with the best-laid plans, a few lingering questions always seem to surface right before you pull the trigger on hiring an executive assistant. Getting them answered properly can be the difference between a good hire and a great one, so let's clear up some of the most common queries I hear from leaders.
What's the Real, All-In Cost of a Full-Time Executive Assistant in the UK?
It’s easy to get fixated on the salary, but that’s only one piece of the puzzle. The true cost of bringing a full-time EA on board is much higher than the figure you see on a job advert.
A base salary might fall anywhere between £30,000 and £70,000+, depending on experience and location. On top of that, you have to account for employer National Insurance contributions, which add roughly 13.8%. Then there’s the minimum 3% employer pension contribution.
Many of the best packages also include performance bonuses, often in the 10-20% range, and other perks like private health insurance. And if you go through a recruitment agency to find your perfect match, their fee is typically 15-25% of the first year's salary.
So, that £50,000 base salary in London? It could easily become a total first-year investment of £65,000-£75,000 once all is said and done. It's crucial to budget for the complete picture.
Should I Get a Virtual Assistant or an In-Person EA?
This is a big one, and the right answer comes down to your personal workflow and exactly what you need help with. A virtual assistant (VA) can be brilliant for flexibility and cost-effectiveness, especially if your needs are more task-oriented. Think scheduling, data entry, research – a VA can knock those out of the park.
But if you’re looking for a true strategic partner, someone to be your right hand in the business, an in-person executive assistant is almost always the way to go. They’re immersed in the office culture, managing relationships and complex projects with a level of intuition that’s hard to replicate from a distance. For navigating the subtle dynamics of a physical workspace, nothing beats having someone right there with you.
What Are the Must-Have Skills for a Modern EA?
The classic EA skills – mastering a calendar, booking travel, taking minutes – are still the bedrock. But the role has evolved so much. Today's top-tier EAs bring a whole new set of abilities to the table.
Here's what I'd be looking for:
- Serious Tech Skills: They need to be completely at home with project management software like Asana or Trello, know their way around a CRM, and be fluent in communication tools like Slack or Microsoft Teams.
- High-Level Emotional Intelligence: This isn't a soft skill; it's essential. They'll be dealing with key stakeholders, your team, and important clients. They need to handle every interaction with grace and diplomacy.
- A Project Manager's Mindset: The best EAs can take a small-scale project and run with it, from initial idea to final delivery, keeping all the moving parts organised.
- Flawless Communication: As your representative, their writing and speaking must be crisp, clear, and utterly professional.
But if I had to pick just one thing? It’s proactivity. The magic happens when an assistant spots a problem and solves it before you even know it exists. That’s what separates the good from the truly indispensable.
How Can I Delegate Effectively to My New EA?
Getting delegation right from day one is all about building trust and being crystal clear in your communication. Don't just throw tasks at them and hope for the best.
Start by documenting recurring tasks in simple guides, often called Standard Operating Procedures (SOPs). This gives them a playbook to follow. Use a shared tool for assigning tasks so you both have visibility on what needs doing and when.
Kick things off with smaller, lower-risk jobs. This builds their confidence and, just as importantly, your trust in their work. A quick daily or weekly catch-up is perfect for giving feedback and making sure you’re both on the same page.
Here’s the most important tip: explain the outcome you want, not just the step-by-step process. This gives your EA the freedom to own the task and find the best way to get it done. As that trust account grows, you can start handing over bigger, more strategic responsibilities.