8 min read

The Right Hand: How to Find and Hire an Executive Assistant

Hiring an executive assistant in Australia can transform a busy, chaotic workplace into a well-organised operation by providing essential support to executives and teams. With clear hiring steps, defined expectations, and tools like RefHub’s templates and guides, businesses can streamline recruitment and find the right professional to keep operations running smoothly.

If you have ever felt like you are juggling too many balls in the air, you are not alone. Between back-to-back meetings, managing staff, and handling administrative duties, it is easy to feel stretched thin. This is where the idea to find an executive assistant comes in. Think of them as your right hand—the steady presence that keeps the show running behind the curtain.

In Australia, more businesses are recognising that a skilled executive assistant can mean the difference between constant chaos and a well-ordered office. Whether you are an HR manager, recruiter, or business owner, the search for the right candidate requires care, strategy, and a touch of patience.

Why You Need an Executive Assistant

An executive assistant is not just a person who types emails or answers the phone. They act as a gatekeeper, organiser, and problem-solver. From calendar management to communication with stakeholders, their role brings balance to an office. If you have ever wished for an extra set of hands or a brain that thinks two steps ahead, this is the role that answers that call.

The duties often include:

Scheduling and managing calendars
Coordinating travel and logistics
Preparing reports and presentations
Offering administrative support across departments
Acting as a bridge between executives and teams

Put simply, if your office is the engine, the executive assistant is the oil that keeps it from grinding to a halt.

Signs You Should Hire One

It can be tricky to admit you need help, but some red flags are hard to ignore:

You are missing meetings or double-booking.
Emails are piling up faster than you can read them.
You are stuck doing tasks that prevent you from focusing on strategy.
You rely heavily on your office manager, but they are overloaded.

If these situations sound familiar, it is time to start the process to find an executive assistant.

Qualities to Look For

Not every candidate will be a good match. You want someone who brings more than typing speed. Here are qualities that matter:

Organisational skill: They should handle multiple priorities without breaking a sweat.
Discretion: They often handle sensitive information.
Communication: Clear speaking and writing avoid confusion.
Adaptability: Offices change, and so do priorities.
Initiative: The best assistants act before you ask.

It is not about perfection. It is about finding someone whose style matches your needs.

Where to Find Candidates in Australia

The hunt for a quality executive assistant can feel like searching for a needle in a haystack. Thankfully, you have options. In Australia, you can look to:

RefHub hiring resources: RefHub provides free guides and templates to make the hiring process easier. You can download them here.
Job boards and online platforms: A common choice, but requires careful screening.
Recruitment agencies: Useful if you lack time to sort through applications.
Professional networks: Sometimes the right candidate is closer than you think.

The important thing is to cast a wide net while keeping clear criteria.

How to Structure the Hiring Process

Once you have a pool of candidates, you will need a clear process. Consider these steps:

Write a clear job description
Use specific language. Mention key duties such as scheduling, travel coordination, and administrative support. Be transparent about your expectations.
Screen applications carefully
Look beyond resumes. Pay attention to cover letters that show attention to detail.
Use structured interviews
Ask situational questions like, “What would you do if two urgent requests landed at once?” Their answer will tell you plenty.
Check references thoroughly
Past performance is often the best clue to future behaviour.
Offer a practical task
A short test, such as scheduling a mock week or drafting a professional email, can reveal their real abilities.

The Role of RefHub in Your Hiring Journey

Finding the right executive assistant is easier when you have the right tools. RefHub offers templates, checklists, and hiring guides designed for Australian businesses. Rather than starting from scratch, you can access structured documents that keep your recruitment process clear and fair. You can find these resources here.

How Executive Assistants Differ from Office Managers

You may wonder if you need an executive assistant or an office manager. Both play important roles, but the focus is different:

An executive assistant supports one or more senior leaders directly. Their tasks revolve around executive needs.
An office manager oversees the office environment, ensuring systems, staff, and supplies run smoothly.

In short, the assistant manages the executive, while the office manager manages the office. Some businesses may need both, but understanding the difference avoids confusion.

Challenges in Hiring Executive Assistants

The path is not always smooth. Common challenges include:

High demand: Skilled assistants are always in demand.
Vague expectations: If you do not know what you want, you cannot hire the right person.
Cultural fit: Even if a person has the skills, they may not blend well with your team.

Solving these challenges means taking your time, being clear about expectations, and listening carefully during the interview process.

Training and Development

Hiring is only the first step. Once you bring an assistant on board, they will need onboarding and training. Introduce them to your work style, communication preferences, and priorities. Consider ongoing professional development too. When assistants grow their skills, the business benefits.

Retention Matters

Hiring is one thing. Keeping the right assistant is another. Respect, fair pay, and recognition go a long way. Nobody wants to feel invisible. Treat your assistant as the trusted professional they are, and you will not be constantly back in the job market.

The Bottom Line

When you find an executive assistant who is the right match, you gain more than support—you gain peace of mind. They give you time back, help you focus on what matters most, and keep your business moving forward. In Australia, where competition for skilled professionals is strong, having the right resources and strategy makes the difference.

So, do not keep juggling when you could be directing the orchestra. Start the hiring process today with the help of RefHub resources.

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Ready to find the right hand for your business? Start your hiring journey today with RefHub. Access free hiring templates and guides here, and take the guesswork out of recruitment.