--- title: "How to Hire a Full-Time Executive Assistant: 8 Steps" description: "How to hire a full-time executive assistant: define the role, research pay with BLS data, source candidates, interview, check references and make the offer." url: https://peachtreeva.multisites.ai/guides/how-to-hire-an-executive-assistant publisher: Peachtree VA book: https://peachtreeva.multisites.ai/contact --- # How to Hire a Full-Time Executive Assistant, Step by Step Peachtree VAUpdated October 29, 20268 min read The short answer To hire a full-time executive assistant, define the role, research pay, write the job post, source candidates, interview with real work samples, check references and make an offer. Expect to spend weeks on it. BLS reports the May 2025 median pay for executive administrative assistants at $76,590 a year. ## Define the role first Write down the decisions, tasks and tools the assistant will own before you post anything. ## Research pay with real data BLS lists May 2025 median pay for executive administrative assistants. Local pay and your needs will shift the number. ## Test the work, not the resume A short paid or timed task shows judgment, writing and follow-through better than a list of past titles. ## Check the fit, then the facts Use references and a background check you disclose up front. Confirm the legal steps with your attorney. ## What does an executive assistant do? An executive assistant gives high-level support to a leader. The work covers calendar, email, travel, meetings, projects and follow-up. The best ones also use judgment on the leader’s behalf. BLS says executive secretaries and executive administrative assistants “provide high-level support for an office and for top executives of an organization.” The role sits above general clerical work. BLS notes that they “often handle complex responsibilities, such as reviewing incoming documents, conducting research, and preparing reports.” For a plain definition, see the glossary entry on [executive assistant](https://peachtreeva.multisites.ai/glossary/executive-assistant). Before you hire, decide if you need a person who sits in your day or someone who handles tasks on a set schedule. A [virtual executive assistant](https://peachtreeva.multisites.ai/glossary/virtual-executive-assistant) works remotely and can fill many of the same duties. Our guide on [virtual assistant vs executive assistant](https://peachtreeva.multisites.ai/guides/virtual-assistant-vs-executive-assistant) shows how the two roles differ. ## Do you need a full-time hire or a fractional assistant? Hire full time when you have steady work for 40 hours a week and want one person close to your decisions. If the work is smaller or uneven, a [fractional executive assistant](https://peachtreeva.multisites.ai/glossary/fractional-executive-assistant) can cover the same duties for fewer hours. Count your real hours before you choose. Use this table to decide. Question Full-time hire Fractional or virtual help Hours of steady work A full week A few hours a week to part time Who manages the person? You You, or the provider Who handles pay and benefits? You Depends on the provider Time to start Weeks of searching Often faster Best fit Busy leader, daily decisions, on-site duties Growing owner, uneven workload Audit your week first. Track every task for two weeks and sort it by who should do it. Our [delegation matrix](https://peachtreeva.multisites.ai/tools-and-resources/delegation-matrix) can help. If the list adds up to well under a full week, think about part-time help before you post a full-time role. Our guide on [what to delegate](https://peachtreeva.multisites.ai/guides/what-to-delegate-to-a-virtual-assistant) lists tasks by department. ## How much does an executive assistant earn? BLS reported a median annual wage of $76,590 in May 2025 for executive secretaries and executive administrative assistants. For all secretaries and administrative assistants, the median was $48,310. Your local market, scope and experience needs will move your number up or down. Role (BLS, May 2025) Median annual wage Executive secretaries and executive administrative assistants $76,590 All secretaries and administrative assistants $48,310 Source: U.S. Bureau of Labor Statistics, Occupational Outlook Handbook, page last modified August 27, 2026. A median means half the workers earn more and half earn less. Treat these as a national reference, not an offer. BLS pay data does not include self-employed workers, and it does not reflect your city, your industry or your benefits. Check local job postings and ask peers before you set a range. Then add the costs outside wages: payroll taxes, benefits, equipment and your own management time. BLS also notes a market detail that matters for your search. It says “many executive secretaries and executive administrative assistants support more than one manager in an organization.” If you want a person who works only for you, say so in the post, and expect it to affect the pay you must offer. ## How do I hire an executive assistant step by step? The process has eight steps. Each one narrows the field and reduces risk. Skipping any of them is what usually leads to a bad hire. Allow several weeks, and set aside time for interviews in your calendar before you post. 1. **Define the role.** List the tasks, decisions, tools and hours. Mark which tasks are daily and which are weekly. Note what the person may decide alone. 2. **Set the pay range.** Use BLS data as a reference. Add local postings. Decide on benefits and any flexibility. 3. **Write the job post.** State the scope, the tools and the pay range. Use our [job description template](https://peachtreeva.multisites.ai/guides/executive-assistant-job-description-template) as a base. 4. **Source candidates.** Post on job boards, ask your network, and contact people who fit. See [talent sourcing](https://peachtreeva.multisites.ai/glossary/talent-sourcing) for the common channels. 5. **Screen by phone.** Take 20 minutes with each finalist. Check communication, availability and pay fit. 6. **Interview with real work.** Run a structured interview, then give a short task such as drafting a reply or planning a trip. 7. **Check references and background.** Talk to two past managers. Run a background check if the person will touch money or private data. 8. **Make the offer.** Put pay, start date, duties and confidentiality terms in writing. Plan the first 30 days before day one. ### What should you ask in the interview? Ask about real situations. Past behavior predicts future behavior better than answers to hypothetical questions. These prompts work well for executive assistants: - Tell me about a time you had to push back on a leader’s request. - How do you decide what to handle and what to ask about? - Walk me through how you would run my inbox in the first week. - What do you do when two urgent requests collide? - Describe how you keep private information private. Then watch how they handle the work test. A late or sloppy sample tells you more than a polished resume. ## What should you check before you make the offer? Check three things: references, skills and background. References show how the person worked with others. The work test shows skill. A background check matters when the person will see money, accounts or private data. Tell candidates up front that you plan to check. Employment screening has legal rules. Those rules differ by state and by the type of check. Do not guess. Ask your attorney or HR adviser which steps apply, and which notices you must give. This guide is general education, not legal advice. For a full-time employee, you also own payroll, taxes and compliance. If you are weighing a contractor instead, read about [independent contractors](https://peachtreeva.multisites.ai/glossary/independent-contractor) and the [1099 vs W-2](https://peachtreeva.multisites.ai/glossary/1099-vs-w-2) difference, then confirm the right classification with your attorney or CPA. ## How can a recruiter help with an executive assistant search? A recruiter handles sourcing, screening and reference checks, so you only meet finalists. This helps most when your calendar is full. Peachtree states that direct hire clients save an average of 42 days in vetting, and that we take on a limited number of searches each month. Peachtree’s recruitment process has five steps: discovery and needs assessment, market research and job development, strategic sourcing, rigorous screening and vetting, and final selection support. Read more about the model in the glossary entry on [direct hire](https://peachtreeva.multisites.ai/glossary/direct-hire). One client described the support this way. Christine Clapp, Founder of Spoken with Authority, said: “They handled everything from refining our job posting to checking references through to the offer letter, with the exception of final interviews.” If a full-time hire is not the right fit, see [how to hire a virtual assistant](https://peachtreeva.multisites.ai/guides/how-to-hire-a-virtual-assistant) for a part-time route. ## What happens in the first 30 days? Plan the first month before the person starts. A clear plan prevents the most common early failure, which is a new hire left without tasks, access or feedback. Build the plan around access, small wins and a weekly check-in. Week Focus Example output 1 Access, tools, introductions Accounts set up, calendar shared, key contacts listed 2 Shadow and take over small tasks Inbox triage, meeting prep 3 Own recurring work Weekly schedule, travel booking 4 Review and adjust Written feedback, goals for month two Use [onboarding](https://peachtreeva.multisites.ai/glossary/onboarding) steps that fit your business, and write down the routines as you go. Our guide on [how to onboard a virtual assistant](https://peachtreeva.multisites.ai/guides/how-to-onboard-a-virtual-assistant) has a 30-day plan you can adapt. ## What are the common mistakes when hiring an executive assistant? Most bad hires come from a vague role, a rushed process, or a pay range that does not match the scope. Each mistake is easy to avoid if you know the pattern. The table lists the usual ones and a fix for each. Mistake What goes wrong Fix Posting before you define the role Candidates get mixed signals and you attract the wrong people Write the task list and authority limits first Hiring for the resume A strong title hides weak judgment Give a real work sample Skipping references You miss how the person works with others Call two past managers Setting pay from one source You price the role too low or too high Use BLS data plus local postings Giving full access on day one A mistake can reach money or private data Grant access in steps, as trust grows No plan for week one The new hire sits idle and doubts the job Build a 30-day plan before the start date The access mistake deserves a second look. An executive assistant sees private email, calendars and often financial accounts. Grant the least access that lets the person do the work, and add more over time. Our guide on [giving access safely](https://peachtreeva.multisites.ai/guides/give-a-virtual-assistant-access-safely) walks through the steps. The same logic applies to an in-house hire. Also plan for what happens if the hire does not work out. Write a probation period into the offer, check in weekly during the first 90 days, and keep your task list current so a handoff is easy. Employment terms and notice rules vary by state, so ask your attorney to review the offer letter before you send it. ### How should I compare candidates? Score each finalist against the same short list: judgment, writing, organization, discretion and fit with how you work. Use a simple 1 to 5 scale and write one line of evidence for each score. Scoring right after the interview, before you talk to anyone else, keeps the memory fresh and the bias low. When two candidates tie, let the work sample decide. ## Next step If you want help with a full-time search, see our [recruitment services](https://peachtreeva.multisites.ai/recruitment-services). You can also [book a free strategy call](https://peachtreeva.multisites.ai/contact) to talk through the role. ## Frequently asked questions ### How long does it take to hire an executive assistant? Plan on several weeks of your own time. You write the post, screen resumes, run interviews, test skills and check references. Peachtree states that direct hire clients save an average of 42 days in vetting. Your timeline depends on how fast you decide. ### How much does a full-time executive assistant earn? The U.S. Bureau of Labor Statistics reported a median of $76,590 a year for executive secretaries and executive administrative assistants in May 2025. Your market, scope and experience needs will move the number. Check local postings before you set a range. ### What experience should an executive assistant have? BLS says executive secretaries and executive administrative assistants typically need several years of related work experience. Look for calendar skill, clear writing, discretion with private data and good judgment. Past experience with a senior leader is a strong sign. ### Should I hire full time or use a fractional assistant? Hire full time if you have enough steady work to fill the week and want one person close to your daily decisions. If your needs are smaller or uneven, a fractional executive assistant may fit better. Compare both before you post a role. ### Do I need a recruiter to hire an executive assistant? No, but a recruiter saves time on sourcing and screening. If you hire alone, plan for posting, resume review and interviews. If your own time is the scarce resource, outside help can pay for itself in time saved. ### What should I check before making an offer? Check references, confirm the skills you tested, and run a background check if you will give the person access to money or private data. Tell the candidate in advance. Ask your attorney which legal steps apply to your state. ## Terms in this article - [Fractional executive assistant](https://peachtreeva.multisites.ai/glossary/fractional-executive-assistant) - [Virtual executive assistant](https://peachtreeva.multisites.ai/glossary/virtual-executive-assistant) - [Delegation matrix](https://peachtreeva.multisites.ai/glossary/delegation-matrix) - [Virtual assistant](https://peachtreeva.multisites.ai/glossary/virtual-assistant) - [Talent sourcing](https://peachtreeva.multisites.ai/glossary/talent-sourcing) - [1099 vs W-2](https://peachtreeva.multisites.ai/glossary/1099-vs-w-2) - [Direct hire](https://peachtreeva.multisites.ai/glossary/direct-hire) - [Onboarding](https://peachtreeva.multisites.ai/glossary/onboarding) ## Sources 1. [BLS: Occupational Outlook Handbook, Secretaries and Administrative Assistants (pay)](https://www.bls.gov/ooh/office-and-administrative-support/secretaries-and-administrative-assistants.htm) 2. [BLS: Occupational Outlook Handbook, Secretaries and Administrative Assistants (all roles median)](https://www.bls.gov/ooh/office-and-administrative-support/secretaries-and-administrative-assistants.htm) 3. [BLS: Occupational Outlook Handbook, Secretaries and Administrative Assistants (experience)](https://www.bls.gov/ooh/office-and-administrative-support/secretaries-and-administrative-assistants.htm) 4. [BLS: Occupational Outlook Handbook, Secretaries and Administrative Assistants (role)](https://www.bls.gov/ooh/office-and-administrative-support/secretaries-and-administrative-assistants.htm) 5. [BLS: Occupational Outlook Handbook, Secretaries and Administrative Assistants (outlook)](https://www.bls.gov/ooh/office-and-administrative-support/secretaries-and-administrative-assistants.htm) ## Keep reading - [### Executive Assistant Job Description Template (Copy and Edit) A good executive assistant job description has seven parts: a title and summary, duties, required skills, tools, schedule, a pay range and how to apply. Use the template below, replace the brackets with your details, and add three screening questions. State the pay range so the right people apply. Read](https://peachtreeva.multisites.ai/guides/executive-assistant-job-description-template) - [### Virtual Assistant vs Executive Assistant: Which Should You Hire? A virtual assistant handles tasks, usually remotely and for set hours. An executive assistant supports a senior leader with judgment, priorities and projects, and acts with more authority. Hire a VA for tasks you can define. Hire an executive assistant, in-house or fractional, when you need a partner who manages your priorities. Read](https://peachtreeva.multisites.ai/guides/virtual-assistant-vs-executive-assistant) - [### How to Hire a Virtual Assistant: A Step-by-Step Guide To hire a virtual assistant, audit your week, pick a model (freelancer, agency or managed provider), set monthly hours, vet for skills and fit, and onboard over 30 days. Review the results monthly. Most owners need 10 to 40 hours a week of support at first and can add hours later. Read](https://peachtreeva.multisites.ai/guides/how-to-hire-a-virtual-assistant) ## Get your week back. Book a free, no-obligation strategy call. We will map out what to hand off first, and you leave with a plan whether or not you become a client. [Book a free strategy call](https://peachtreeva.multisites.ai/contact)[or email info@peachtreeva.com](mailto:info@peachtreeva.com) ![Sarah Harlan, Client Experience & Operations Manager](https://peachtreeva.multisites.ai/_astro/sarah-harlan.DtVquYwL_2b0Qn7.webp) ![Darleen Priday, Vice President of Business Development](https://peachtreeva.multisites.ai/_astro/darleen-priday.jiyh6aPr_1PLR4H.webp) ![November Lee, Marketing Manager](https://peachtreeva.multisites.ai/_astro/november-lee.Cro_USs7_Z1Yhdwg.webp)