Whatever the nature of your business, your administrative assistant probably wears as many different hats as there are hours in the day. And in addition to being flexible, detail-oriented, and a quick learner, a great assistant also has to be someone who’s pleasant to interact with all day, every day. So what kinds of questions should you build into your interview process in order to make sure you choose the right match when looking for an assistant you can trust?

Hard Skills

To make sure your final candidates have the proven skills you need regarding database management, scheduling, and general administrative skills, follow these simple steps.

1. Have your current assistant write down every software utility he uses during a given week. Then have him explain how he uses these utilities, and have him describe the tasks these programs support. When your candidates arrive for their interviews, ask questions that speak directly to these skills.

2. If your candidate will need to use Excel or Word, for example, ask which version he’s most familiar with. Ask if he’s more comfortable with Macs or PCs. Ask him if he knows how to incorporate data and graphics from excel and word into PowerPoint.

3. Don’t be shy about testing these skills. But make sure your tests are standardized and comparable. Don’t just place a candidate in front of an Excel sheet and ask her to complete a task—Use an actual Excel test designed for this purpose provided by a testing company or staffing firm.

4. Ask your candidate to describe her specific experience with travel planning (domestic, international, or both?) and processing procedures for invoices and expense reports.

Behavioral and Cultural Aptitude

As you move into the second portion of your interview process, you’ll need to assess your candidate’s “softer skills” like negotiation, communication, and cultural aptitude. Rely on questions like these.

1. Describe the most complex, multi-stage project you organized or coordinated recently. How did you approach the project, how would you describe the outcome, and what did you learn?

2. How do you handle deadline pressure? If you have to choose between missing a deadline and risking an error, which do you usually choose and how do you approach the decision?

3. How would you describe the kind of culture in which you thrive?

4. What would have made you stay at your last job?

5. How would you describe your relationship with your previous manager? How would your manager describe this relationship?

For many more questions like these, plus practice interview sessions that can help you sort through a stack of resumes and identify your ideal administrative assistant, reach out to the Texas staffing pros at Expert.