More time for the work that matters.

Begin with the tasks you want someone to own each week: calendar coordination, meeting preparation, document updates, research, or follow-up tracking. Note the frequency, typical volume, and people involved. Separate repeatable administrative work from decisions that require your expertise or approval.

For each task, describe what a completed result looks like. “Manage the calendar” is broad; a clearer brief explains how meetings are prioritized, which conflicts need escalation, and when changes can be made independently. That detail helps candidates understand the responsibility and helps you assess relevant experience.

Ask candidates how they would organize competing requests, flag missing information, and communicate a delay. A short, fictional scheduling or documentation exercise can show how someone interprets instructions without requiring access to real company information.

Name the systems the assistant will use, but also discuss the working habits behind them: maintaining accurate records, writing clear updates, tracking open actions, and checking work before it is shared. Define the language and communication needs of the role through relevant conversations and examples.

Decide who approves external messages, purchases, calendar changes, and access to sensitive records. Give the assistant the permissions needed for agreed tasks and a clear path for raising questions. A written process is especially useful when several stakeholders send requests to the same person.

Begin onboarding with a small set of recurring responsibilities, an agreed priority order, and regular check-ins. Review accuracy, turnaround, and whether instructions were clear before expanding the scope. Align working hours, response expectations, and backup arrangements so the role supports the team consistently.