Review the evidence signals before interviewing. Then use the anchored descriptions—not instinct alone—to choose the score that best matches each answer.
01
Evaluation factor
Execution and reliability
35% weight
Check how they run inboxes and calendars across time zones: Google Workspace or Outlook rules, Calendly links, travel bookings, expense filing in Expensify, and typical daily ticket or email volume.
Evidence to listen for
Describes a workload they owned and how they kept it from slipping
Names the tools and systems they ran day to day
Can talk about volume: tickets, inboxes, orders, uptime
Nothing quietly falls through when they are busy
Five-point scoring guide
1
Poor
Cannot describe their own workload; things slip without them noticing.
2
Needs Improvement
Handles routine volume; drops work under pressure.
3
Satisfactory
Reliable on steady-state work; struggles when volume spikes.
4
Very Good
Consistently reliable at real volume with a system for staying on top.
5
Excellent
Names concrete volumes (300 emails triaged daily, 12 executives' calendars) and the tools and rules used to keep zero backlog.
02
Evaluation factor
Improving the process
25% weight
Probe for automation they built themselves: Zapier or Make flows, email templates, Notion or Asana trackers, SOP documents written so another assistant could take the desk over.
Evidence to listen for
Has changed a process rather than only following one
Can name what was slow or error-prone and what they did about it
Documents so the improvement survives them
Knows when a process is worth automating and when it is not
Five-point scoring guide
1
Poor
Follows instructions only; no sense that process can change.
2
Needs Improvement
Notices problems but escalates rather than solving.
3
Satisfactory
Makes small improvements; impact is local and undocumented.
4
Very Good
Has redesigned a real process with measurable effect.
5
Excellent
Points to a documented SOP or automation they created, with the hours saved weekly and who else now uses it.
03
Evaluation factor
Judgement and autonomy
25% weight
Test decisions made without the manager present: declining meeting requests, resolving double bookings, handling an angry client email, spending limits, and when they escalate versus act.
Evidence to listen for
Knows what to decide alone and what to escalate
Handles an exception without freezing or improvising recklessly
Protects confidentiality and access appropriately
Asks a clarifying question rather than guessing on something costly
Five-point scoring guide
1
Poor
Either escalates everything or acts recklessly on their own.
2
Needs Improvement
Needs frequent direction; uneasy with exceptions.
3
Satisfactory
Sound judgement on familiar decisions.
4
Very Good
Clear sense of their own authority; handles exceptions well.
5
Excellent
Draws a clear line between decisions they own and escalate, citing a real judgement call and the rule they applied.
04
Evaluation factor
Communication
15% weight
Assess async written clarity and discretion: Slack or Loom updates across time zones, minute taking, handling payroll or contract data, and confidentiality agreements they have worked under.
Evidence to listen for
Writes clearly enough that people act without a follow-up
Manages expectations before a deadline slips, not after
Handles a frustrated colleague or customer calmly
Works across time zones or async where the role needs it
Five-point scoring guide
1
Poor
Unclear written communication; goes quiet when things slip.
2
Needs Improvement
Communication needs chasing; raises problems late.
3
Satisfactory
Clear enough day to day; proactive updates are inconsistent.
4
Very Good
Clear, proactive, and calm under pressure.
5
Excellent
Writes tight status updates, confirms deadlines in writing, and describes concrete habits protecting confidential executive information.
Put this rubric to work
Score every candidate against the same standard
Add these weighted factors to Hirevire and let AI evaluate recorded answers against your rubric.
