How to Spot Star Administrative Talent Instantly. What 49+ Years of Recruiting Have Taught Us About Finding Superstars Assitants.

Have you ever stared at a sea of résumés, wondering how on earth to pick the one admin who won’t drive your team crazy? Or maybe you're an executive drowning in logistics and dreaming of a right hand who can actually read your mind (or at least your calendar).

Or are you a hard-working administrative professional who is looking to improve your skills in order to grow in your career and compensation?

After 49+ years of placing every kind of Administrative and Executive Assistant imaginable, from the quiet miracle workers to the clipboard-wielding command centers, we’ve cracked the code on what makes an assistant truly great.

Here’s how to spot the ones who will become irreplaceable and the backbone of your team, long before the first coffee run.

1. They’re Proactivity Leads to Productivity

They don’t assume things will be completed—they do them, they complete them. These admins aren’t reacting, they’re anticipating the needs of their team. They’ve already booked the conference room, printed and rechecked the handouts, and yes, remembered the dairy-free, gluten-free muffins (because Larry from Accounting is... you know...).

They are the human version of noise-canceling headphones: keeping the chaos out so their team can focus and meet those deadlines.

2. Their Organization Skills Border on Artistic

They live in a world of color-coded multi-faceted calendars and layered spreadsheets. A to-do list with subcategories, deadlines, and maybe a hidden easter egg or two. And nothing brings more joy than checking off a box. COMPLETED!

The best assistants don’t just “stay organized,” they build systems that make chaos bow down. They always know what’s next, what’s due, and where every single moving piece is headed, even if you don’t.

3. “No” Isn’t in Their Vocabulary

A true administrative superstar hears “Can you pull off this logistical nightmare?” and automatically replies, “Sure. When do you need it by?”

They might not know how to do it…yet…but they’ll figure it out faster than you can say “impossible.” Their confidence isn’t arrogance, it’s resourcefulness and gumption to figure out how to do it or get it accomplished. They might not say “no,” but they are expert communicators who will keep their team informed of where they are with their projects at all times.

4. Logistics Are Their Superpower

Flights, hotels, meetings, schedules, time zones—they’ve already got Plans A, B, and C in motion. Need to get from the boardroom to Tokyo by Monday with zero hiccups? They’re on it.

Multiple backup flights? Check. Syncing across four calendars and six departments? Already done. These folks don’t just plan, they preempt disaster. From having a spare suitcase filled with a suit, tie, shoes, and an extra toothbrush, to booking seats on multiple flights “just in case”, they are prepared for most eventualities.

5. They Leave Their Ego at the Door

This is where even senior-level Executive Assistants can trip up, and one of the main reasons our clients let their assistants go. Great administrative professionals understand that nothing is “beneath them.”

Tidy the break room or clean a dish? No problem. Stay late for a late-night call with Singapore? Done. The moment an assistant says, “That’s not my job,” when asked to do something reasonable in support of the team, is the moment their career hits a ceiling.

Humility isn’t just nice in this industry, it’s essential.

6. Reliable Communicators Are Gold

Assistants have the rare opportunity to speak to everyone in the company, from interns to CEOs, and how they communicate determines how smoothly your operation runs.

They’re the ones who send the proper follow-up, hit deadlines without reminders, and always—always—show up early. Their reliability becomes part of your company’s rhythm. You don’t just trust them, you depend on them.

7. They’re a Walking, Talking “Can-Do” Attitude

No drama. No sighs. Just calm confidence, even when the printer jams and the Wi-Fi’s down five minutes before a client pitch.

Our clients tell us again and again: they want an assistant who is positive, upbeat, and always ready to help. That attitude is contagious. A great assistant lifts up the entire team, not just the person they report to.

Final Thoughts

You can train on software, processes, and procedures. You can upskill on travel booking platforms. But you can’t teach attitude, humility, or hustle.

Being a top assistant can be one of the most stressful and rewarding positions that is overlooked or unseen by some. We have enormous respect for the army of assistants out there making the corporate world a better place!

When you find someone who checks these boxes, don’t let them go. They’re not just good assistants. They’re team-makers, culture-builders, and the secret weapon behind every successful executive we’ve ever met. They are worth every cent and more!

Want help finding one? Do you feel like it’s time to bring in some help? We’ve been doing it for 49+ years (but who’s counting?). Let’s talk!