Inside the Mind of a Hiring Manager: What They Look for When Hiring Administrative and Executive Assistants.

Hiring the right Assistant, whether it’s an Executive Assistant to the CEO or an Office Coordinator dynamo, can make or break a team. The right one keeps everything running smoothly, remembers birthdays, prevents double-booked meetings, and somehow knows when you need caffeine before their managers do.

Ever wonder what hiring managers actually look for when hiring administrative professionals? Let’s take a peek behind the curtain.

If you’re looking to hire your next Assistant, call us to save you time and see how we do this for our clients every single day. With over four decades of experience placing top administrative talent, we’ve learned exactly what hiring managers look for when reviewing resumes and interviewing candidates.

When hiring managers sift through the hundreds of resumes that cross their desks, here are the top things they keep an eye out for:

1. Relative Experience in the Same Industry

If you’ve worked in the same industry before, you’re already ahead of the pack. Why? Because every industry has its own rhythm, the “ebbs and flows,” as we like to say. Someone who’s supported a law firm knows that “urgent” means five minutes ago. Someone from venture capital understands that fundraising season is when everyone is on the case, no time off and working double time to make the deals happen.  Experience in a similar field helps hiring managers see that you can anticipate needs and navigate the pace of their world without missing a beat.

2. Longevity (and the Story Behind It)

One of the first things a hiring manager looks at is how long you’ve stayed in your past roles and why you left. Frequent job changes raise questions: Were you chasing opportunities or escaping challenges? On the other hand, long tenures show loyalty and staying power, both golden traits in administrative professionals. If you’ve moved around, make sure your reasons make sense. A well-told career story can turn what looks like job-hopping into a tale of growth and adaptability.

3. Transferable Skills and Similar Responsibilities

Not every Assistant comes from the same background, and that’s okay! What matters most is whether you’ve done similar work before. Executive Assistants often handle complex calendars, travel logistics, and expense reports (sometimes all at once and before lunch). For more junior roles, front-line customer service experience, being that first smile at reception or the voice on the phone, counts for a lot.

Hiring managers want to know: Have you already juggled competing priorities and kept a team organized? If so, they’ll see you as someone who can hit the ground running.

4. Technical Skills (and Proof You Actually Used Them)

Listing “Microsoft Office and Google Workspace” on your resume isn’t exactly groundbreaking anymore; it’s expected. What hiring managers want to see is how you’ve used your technical skills. Did you streamline an executive’s travel expenses using Excel or Concur? Manage a shared calendar system for ten busy people without missing a meeting? Learn a new CRM on the fly? Specifics make you stand out. Bonus points if you’ve mastered modern tools like Salesforce, Slack, Zoom, Asana, or Concur they tell hiring managers you’re adaptable and tech-savvy.

5. Soft Skills: The Secret Sauce

This is where great Assistants truly shine. Organization, time management, and prioritization are the trifecta, but hiring managers look deeper. They value discretion (you see it all but say very little), emotional intelligence, and the ability to read a room.

The best Assistants don’t wait to be told what to do; they anticipate needs before anyone else even notices. If you’ve saved the day with foresight, solved a crisis quietly, or kept things running during chaos, make sure that shows on your resume. These qualities are what separate a good Assistant from a truly exceptional one.

6. Communication Style, On Paper and In Person

Your resume is your first writing sample. Hiring managers notice immediately if it’s polished, clear, and concise, or if it reads like a novel. Typos and long-winded descriptions can be red flags. Keep it professional, proofread thoroughly, and let your personality come through naturally.

And when it comes to interpersonal communication? They want someone who works well across all levels, from greeting guests to briefing senior executives. Being articulate, approachable, and adaptable in your tone will win you major points.

Final Thoughts

When hiring managers evaluate Administrative and Executive Assistants, they’re not just checking boxes; they’re looking for that magic combination of skill, poise, and intuition. The person who can handle confidential information, manage a chaotic schedule, and still greet everyone with a calm smile.

If your resume can show both competence and character, you’ll not only catch their attention, you’ll keep it.

And if you’re a company searching for that perfect fit and don't have time to think about being inside the mind of a hiring manager? Call us and see how we do this for our clients every single day.

After all, behind every great leader or thriving team, there’s an exceptional Assistant making it all look effortless.

(And if you’re looking to improve your administrative resume, don’t miss our related post: “7 Resume Red Flags You Might Miss, But We Don’t.”)