How to Hire an Executive Assistant

An Executive Assistant who is the right fit can transform how a senior leader works; managing complexity, protecting time, and keeping an organisation moving. The wrong hire can create friction at the very top of your business. Getting the hire right the first time matters, which is why the process deserves more rigour than a standard administrative role.

This guide outlines the key steps to hiring an Executive Assistant in Sydney, Melbourne or Brisbane, from defining the role through to making the offer.

What Does an Executive Assistant Actually Do?

Before you can hire effectively, you need clarity on what this person will own. Modern EAs do far more than diary management. Depending on your business and leadership style, an EA might be responsible for:

Complex calendar and travel management across multiple time zones
Board and executive meeting preparation, including minutes and follow-ups
Stakeholder communication and correspondence on behalf of the executive
Project coordination and oversight of internal deliverables
Managing confidential information and sensitive business matters
Onboarding coordination, office operations, or team administration

Before you write a job description, document exactly which of these responsibilities the role will carry. An EA hired for pure diary management will be underutilised and frustrated, in a role that actually requires project ownership.

Defining the Role: What to Include in Your Brief

A strong EA role brief covers:

Reporting structure: Who does this person report to, and are they supporting one executive or a small team?
Seniority level: Entry-level EA, mid-level, or a C-suite EA with 10+ years of experience?
Sector context: An EA in a law firm operates differently from one in a tech startup or property group.
Systems and tools: Which platforms does your business use (Microsoft 365, Salesforce, project management tools)?
Personality fit: Fast-paced and autonomous, or structured and process-driven? This should match your leadership style.
Confidentiality expectations: Particularly important if the role touches board matters, M&A activity, or sensitive HR issues.

The clearer your brief, the faster and more accurately a recruiter or hiring panel can assess fit.

What Qualifications and Experience Should You Look For?

There is no single qualification that defines an excellent EA. Look instead for a combination of:

Proven experience supporting at a comparable level of seniority (C-suite, Director, or senior management)
Demonstrated discretion with confidential information
Strong written and verbal communication; an EA often represents the executive externally
High organisational proficiency and an ability to re-prioritise quickly
Competency with business technology relevant to your environment
References from previous executives they have supported

For senior EA roles, three to seven years of EA experience supporting a leader at a similar level is a reasonable benchmark. For entry to mid-level roles, attitude, communication skills, and a strong attention to detail can outweigh years of service.

How to Structure the Interview Process

A two-to-three stage process is appropriate for most EA roles:

Stage 1 – Initial screening:

Confirm seniority match, salary alignment, and availability. This is typically handled by a recruiter or HR.

Stage 2 – Working interview with the executive:

This is the most important stage. The executive the EA will support should be in the room. Assess communication style, responsiveness under pressure, and whether the interpersonal dynamic works. Give the candidate a realistic picture of how you work.

Stage 3 – Practical task or reference check:

A short written task (a mock email or meeting summary) can reveal communication quality quickly. Thorough reference checks with previous executives are essential.

Avoid over-engineering the process with too many stages; strong EA candidates are in demand and will not wait through five rounds.

Common Mistakes Employers Make When Hiring an EA

Writing a generic admin job description rather than a role-specific brief
Letting HR run the entire process without the executive’s direct involvement
Prioritising speed over fit – a two-week turnaround that produces the wrong hire costs more than a four-week process that produces the right one
Undervaluing the role and offering below-market salary (experienced EAs in Sydney, Melbourne and Brisbane have strong market rates)
Skipping reference checks for a ‘good feeling’ candidate

Should You Use a Specialist Recruiter?

For EA roles supporting C-suite or Board-level leaders, a specialist recruiter adds genuine value. A generalist recruiter will post the role and shortlist on keywords. A specialist recruiter already has an active network of experienced EAs, understands what ‘good’ looks like at each seniority level, and can brief candidates honestly on your leadership style, which significantly improves retention.

MJD Recruitment places Executive Assistants with employers across Sydney, Melbourne and Brisbane, exclusively in office and business support. If you are hiring an EA and want to speak with a specialist, get in touch.

Ready to Hire Your Next Executive Assistant?

MJD Recruitment specialises in placing experienced Executive Assistants with employers across Sydney, Melbourne and Brisbane. Whether you need a permanent EA or someone to cover on a contract basis, our team can help you find the right person quickly.

Speak with our team about your EA hire. Or learn more about our Executive Assistant recruitment service.