Hiring an executive assistant involves more than recruiting someone who can just keep your calendar on track. In a lean startup where founders wear multiple hats, you need a skilled strategic partner who can effectively expand your ability to lead and build, freeing you to focus on growth, fundraising, and product.
A clear, tailored job description that defines exactly what you need is the foundation of any successful hiring process, especially when it comes to startup hiring. The clearer your job description and role overview, the smoother the hiring process.
Mapping Core and Strategic Executive Assistant Responsibilities
Every executive assistant position will involve certain core essentials. Key examples include handling professional correspondence, booking travel arrangements, organizing meetings, managing calendars, and processing incoming and outgoing communications. In short, a good EA is an executive’s first line of communication, as well as someone who keeps day-to-day operations humming along smoothly behind the scenes.
But, there is a difference between an EA’s role in a start-up culture and their role in an established company. Startup EAs often occupy roles that extend well beyond standard administrative tasks.
Some common strategic functions an EA in a start-up might handle include:
- Tracking projects or objectives and key results (OKR)
- Support hiring and onboarding
- Board coordination or investor communications
- Acting as an executive proxy in meetings
- Facilitating smoother vendor relationships, internal workflows, etc.
It’s functions like these that make an executive assistant a true extension of your company’s leadership structure. They’re someone with great instincts when it comes to connecting dots and managing outcomes in a fast-paced environment.
Why Specificity Matters (Even When Roles Evolve)
To balance the inherent evolving and sometimes “no job too small” nature of an EA startup role, your description must provide clarity on key logistics, if possible. Clearly outline expectations about in-office or WFH arrangements, define the current reporting line, and specify if the role includes personal assistant (PA) responsibilities.
This clarity up front filters out mismatches and provides you with a strongly aligned candidate pool with fewer mismatches, providing a hiring process that saves you valuable time. A solid recruitment interview process and job description are invaluable tools to ensure a solid hire. If this is a priority hire and time is short, a professional executive assistant staffing services can help develop the process and description for you.
Defining the Skills and Qualities for Success
Without question, your future EA needs to know their way around modern productivity tools, calendar systems, and communication platforms. In a startup, this means being adept at evaluating and adopting new technologies to future-proof operations. But the factors that truly differentiate a good hire from an exceptional one go much deeper.
A world-class startup EA is proactive, as opposed to reactive. They’re capable of anticipating issues before they arise, sensing shifting priorities, and managing sensitive information with impeccable care. Make sure your executive assistant job description template screens for standout qualifications and soft skills like the following:
- Diplomacy and emotional intelligence
- Exceptional problem-solving abilities, especially under pressure
- Flexibility within fast-paced environments
- Clear, calm communication style
- Strategic thinking and judgment capabilities
Cultural alignment as the invisible fit
Even the most impeccably run startups involve unpredictable rhythms. Yesterday’s plan could wind up obsolete by noon tomorrow, so you need someone who can adapt quickly, while mirroring your own leadership energy.
When crafting this important job description, make sure it reflects not just what a candidate will be expected to handle but also how your company operates.
Is the culture collaborative, fast-paced, disciplined, and/or experimental? Some deep thought on how to describe your goals, vision, and human interaction styles is important. Specifically, understanding the working style and expectations of the senior executive the EA will work with is critical. This requires thought and self-awareness. Sugar coating any of this can lead to an unsuccessful hire. Communicate these cultural and work style features to prospective hires, so that you attract people who will be successful and genuinely enjoy working in your world (most days at least).
From Definition to Description: Attracting the Right Candidate
Defining the scope, skills, and style of a job description is the first order of business. Translating it into a dynamic job description that tells a compelling story is the next step. Avoid defaulting to flat bullet-point lists to clarify expectations and job duties.
Instead, frame your company’s EA role as a mission. For example, “You’ll serve as a strategic partner to the CEO, streamlining communication, managing operations, and helping to scale a rapidly growing startup.”
Creating a narrative in this way sets your job description apart by adding context and purpose, which is precisely what truly excellent EAs look for. Great candidates are looking for something more than just a job with tasks to be performed. They want to make an impact and be part of something that matters.
Defining and filling an EA role starts with thorough planning and a firm understanding of your company’s needs. However, it continues with expert insight that can assist you in making the right decisions. C-Suite Assistants specializes in helping forward-thinking executives articulate what they genuinely need, as well as source professionals who can deliver.
Ready to find an executive assistant who embodies all of the qualities you’re looking for? Partner with the expert recruiters at C-Suite Assistants today, and meet your perfect match.
