What To Do Before Hiring An Executive Assistant

4 Things You Need in Place Before Hiring an Executive Assistant

Hiring an Executive Assistant (EA) can be one of the most impactful decisions you make for your business. The right EA can be your right hand, helping you streamline operations, reduce overwhelm, and reclaim valuable hours in your day. But here’s the truth: most people jump into hiring before they’re truly ready.
At The First Pick VA Group, we specialize in helping leaders not only hire the right EA—but prepare for the process so that their assistant can thrive from day one. Here are four things to have in place before bringing on an Executive Assistant:

1. A Clear List of Responsibilities
Before you post the job or start recruiting, take time to define the role. Identify 5–7 core tasks or responsibilities you’d like your EA to own. Examples might include:

• Managing your inbox and calendar
• Coordinating team projects
• Creating or refining internal systems
• Handling client communication or follow-ups

The clearer you are on expectations, the easier it is to hire someone who can meet them.

2. Your Communication Style & Tools
Do you prefer Slack, Voxer, email, or weekly Zoom check-ins? Clarifying how you communicate helps your EA integrate quickly and perform better. Consider outlining:

• How often you want updates
• Which tools you use daily
• Whether you prefer written updates or live calls

A great working relationship starts with great communication.

3. Organized Access to Key Accounts & SystemsMake sure you can provide:

• Login credentials or access to shared password tools like LastPass
• A central folder of key documents (SOPs, templates, brand guidelines)
• A quick overview of your business structure and processes

You’ll avoid a frustrating, delayed onboarding process by preparing these in advance.

4. A Realistic Onboarding Timeline
Hiring an EA isn’t a magic fix overnight. Plan to spend 2–3 weeks actively onboarding and training. Block off time in your calendar to:

• Walk through tasks live
• Give feedback regularly
• Set goals and milestones together

EAs thrive when they’re set up to win. Rushing through onboarding is one of the most common (and avoidable!) mistakes.

Need Help? We Make EA Hiring Easy
​We get it—prepping for a hire is a lot. That’s why we do it with you. At The First Pick VA Group, our EA Recruitment Service connects you with pre-vetted, high-quality candidates and walks you through every step of the hiring process.
From drafting job descriptions to post-hire training resources, we’re here to make sure your next EA is your best one yet.

Start your EA hiring journey today