Development Crossing

Corporate Social Responsibility (CSR) and Sustainability

How to Hire a Great Administrative Assistant

1. Define the Ideal Candidate

Before you start accepting job applications to fill the position, create a list of essential tasks the assistant will have to carry out. It helps you recognize what kind of qualification to look for in candidates, and decide if one employee will be enough to complete the entire workload.

Preparations like this also allow you to have a better grasp of the nature of the position. If the amount of work is project-based and it doesn’t require a full-time commitment, then a part-time role or freelance employment might be a more suitable solution for your company.

2. Write an Accurate Job Posting

Once you have a blueprint of the ideal candidate, it’s time to create a job posting. When creating offers for executive assistant jobs, it’s important to start with an accurate account of responsibilities.

If tasks seem too general, like business correspondence, go into detail and describe what kind of communication it involves. Will they be speaking directly to clients and suppliers? Or in-house teams? Or both?

Then, give a run-down of the expectations you have for that position. How long is the trial period? Does the job require a standard 8-hour work day? How much work do they need to complete in that time? How will you evaluate their performance? Are there any conditions specific to your company that are different from similar job postings?

Plus, you should clearly state the compensation and benefits regarding the role of administrative assistant. A starting salary, medical insurance, employee benefits, recreation, and further development make your offer serious and motivates people to apply for the position.

3. Promote the Job Posting

Put the word out about the open position using job boards and social media. Use Facebook and LinkedIn to inform the public and promote the job posting. Consider posting the job application on your website, and use it in combination with the best online job boards and advanced recruitment tools.

Additionally, you should also screen existing business networks for potential candidates. Ask partners and professional contacts to suggest a candidate for the job. And make sure to inform employees about the new position, some of them might want to move up in the company or know someone who fits your requirements.

4. Examine Candidate Applications (Preliminary Evaluation)

If you successfully completed the previous step, chances are, you will have a hundred applications by the end of two weeks. Get help from your HR department and start carefully examining each application. Pay attention to:

  • Requirements: Are they qualified for the job? Is everything from the job posting covered?
  • Communication: How well do they get their message across? Are there any typos or spelling mistakes?
  • Experience: Do they have any similar experience? When? At what company?
  • References: Do they provide contact information of former employers?
  • Effort: Does their application have the wow factor? Does it demonstrate determination and extra effort?
  • Talent: Does something make them a useful asset for the company or particularly compatible with the position?

5. Set Up an Interview (Secondary Evaluation)

After the preliminary selection, contact the best potential candidates via phone and set up interviews. Listen to how they speak and what they say. If they are comfortable talking over the phone, then all of the information they provided is correct. If not, you might stop their application process right then and there.

6. The Interview (Third Evaluation)

Call up the best candidates for a final round of questioning at the office. Take note of how well do they communicate with other employees when they arrive and check for signs of positive social behavior.

At the interview, there should be an HR representative, a future department head and the CEO or owner. HR will steer the conversation and evaluate the personality of the candidate; the department manager will examine qualifications based on experience and industry know-how; while the CEO will determine if the candidate has what it takes to adopt corporate culture and mission.

7. Recruit the Ideal Candidate

Finally, it’s time to hire your new administrative assistant and see them in action. If you followed these simple steps, all your time and effort will pay off because you’ve just added a valuable team member to your staff. And over time, both they and the company will grow together.

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