How to Hire an Administrative Assistant in 6 Steps
This article is part of a larger series on Hiring.
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Hiring administrative assistants seems simple. Still, because admins handle many different tasks, you need to narrow down what you’re looking for. The following steps will guide you through how to hire an administrative assistant.
- Determine required skills
- Decide salary range
- Create an admin job description
(with free template) - Post job ad
- Interview candidates
- Make an offer and hire
Admins will work closely with you, so you also have to choose someone you can build a good relationship with and trust to have your company’s best interests in mind. We have expanded on each step to finding and hiring an administrative assistant below to help guide you through the process.
1. Determine Job Duties
Your first step in finding an administrative assistant is determining what type of assistance you require. Ask yourself this question: What do I need an admin to do? List out every task you need an admin to do for you daily, weekly, or monthly. This will give you a good idea of the type of administrative assistant you need to hire.
Essential Admin Skills
No matter what type of admin you need to hire, there are some common essential skills you should look for:
- Attention to detail
- Effective and direct communication
- Ability to quickly schedule meetings
- Technical skills to build presentations and reports
- Ability to transcribe information quickly
- Ability to maintain confidential information
Different Types of Admins
Although Administrative Assistant is a widely used title, it actually refers to a variety of different jobs. The following brief descriptions may help you decide which direction to take.
2. Decide Salary
Going through the first step of determining job duties will give you a good idea of the type of admin you need to hire. This points you in the right direction for a starting salary. Of course, your salary must also take into account what your business can afford to pay. Weighing these interests, you may need to reduce your expectations slightly, especially in a hot job market.
This is because the average salary for administrative assistants ranges a great deal. Some entry-level admins make the federal minimum wage of $7.25 per hour. Others with more experience, like Executive Assistants, can make over $30 per hour.
Admin Type | Median Salary |
|---|---|
Administrative Assistant | $39,680 |
Administrative Secretary | $41,080 |
Administrative Specialist | $55,220 |
Executive Assistant | $66,870 |
Sources: Bureau of Labor Statistics, Salary.com
Depending on the state your company is in, you may be required to post a salary range in your job ad. Make sure you check your state laws to see if your state has this requirement.
3. Write an Enticing Administrative Assistant Job Description
Now that you have determined what type of admin you need to hire and how much you will pay them, it’s time to write a job description. Your administrative assistant job description should be enticing, detailed, and direct. Download our administrative assistant job description template and adjust it to your specific needs.
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You also need to include certain keywords in your description. Using the following will help your ad show up in more search results, giving you access to more qualified candidates:
- Administrative assistant
- Office assistant
- Executive assistant
- Clerical
- Data entry
- Secretary
- Scheduling
Learn more about creating the best job description for all your job needs.
4. Post to Job Boards
Once you have created your job description, it is time to post your open position to various job boards. You can post your open administrative assistant position on a general job board, like Indeed, or a more specialized job board, like administrationjobs.com. Whatever job board you choose, ensure it has a large reach of potential candidates.
Depending on your budget, you can post your jobs for free or choose an applicant tracking service that handles all stages of the hiring process.
Another avenue for finding an administrative assistant is to use a staffing or temporary agency. These businesses vet admins based on their skills and experience and take the review and interview portion of the hiring process out of your hands. While normally a temporary hire, these contractors could turn into full-time employees if needed.
5. Review & Interview Applicants for the Administrative Assistant Position
Hiring an employee for any job in your company takes time and effort. Reviewing applicants is one of the most time-consuming steps, especially for an admin role. Because this person will work closely with you, you need to be involved in the review and interview process to create a rapport with the person you eventually hire.
The interview process should allow you to fully evaluate the best applicants. Schedule an interview with any applicant whose resume and cover letter match your requirements. During the interview, you can get to know the person better and figure out if there is rapport.
Sample administrative assistant questions to ask during interviews:
- Tell me what you think the day-to-day responsibilities will look like here.
- How have your previous roles prepared you for this one?
- Tell me about a time when you had to maintain confidentiality or discretion and how you did so successfully.
- How do you deal with someone in the office you don’t get along with or have had conflict with?
- How do you handle upset customers in a professional manner? Give me an example, if you can.
Once you’ve had the chance to speak with all potential candidates and process their responses, it’s time to make a decision.
6. Make an Offer
When you have weighed your options and are ready to make an offer, call the applicant first. You can give them the good news and make an informal offer. This gives you a chance to discuss some of the final details, like salary and start date, before you draft your offer letter. Once you have nailed down all the details, present the candidate with a written offer letter. Give them at least three business days to review the offer, sign it, and return it to you.
Make sure your offer letter includes the job title, start date, salary, job description, and the position’s exempt or nonexempt status. These are important details that keep everyone on the same page and give your new employee clarity. I recommend having the new employee sign both the offer letter and the job description, attesting to their ability to perform the necessary components of the role.
Hiring an Administrative Assistant as an Employee vs Contractor
When deciding on your specific needs for an administrative role, there are several types of employees you can hire. This position could be either a W2 employee or a contractor.
W2 Employee | Contractor |
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For more information on the differences between employees and contractors, check out our guide on 1099 contractors vs W2 employees.
How to Hire an Administrative Assistant Frequently Asked Questions (FAQs):
An administrative assistant should have the skills and experience necessary to perform administrative tasks such as communication skills, interpersonal skills, computer skills, light accounting skills, etc.
While the need for an administrative assistant may not always be clear, typically you will know it is time when you are overwhelmed with administrative paperwork and unable to fulfill your daily business responsibilities. An administrative assistant will ease the burden by handling scheduling, answering calls, preparing reports, and taking notes at meetings.
The administrative assistant level (assistant, specialist, or executive) will usually determine if a degree is required. The lower the level, the less likely a college degree—and extensive prior experience—is necessary.
Bottom Line
Just like any other job, hiring an administrative assistant requires time and effort to make sure you’re getting the right employee. The steps above can streamline your hiring process, ensuring you get qualified applicants and end up hiring someone with the necessary skills and someone you enjoy working with closely.
