Why pre-screen personal assistants before the interview
This job comes with access. The diary, the finances, the family arrangements and the things nobody else is told all pass through one person, and the working relationship depends entirely on trust. Assistants worth hiring are specific about what they would never repeat and can describe a day that fell apart and how they rebuilt it. A short screen covers both.
What actually matters when screening Personal Assistant candidates
- 01
Execution and reliability
Check how they run a principal's diary: Outlook or Google Calendar conflicts across time zones, expense filing in Concur or Expensify, visa and multi-leg travel bookings.
- 02
Improving the process
Probe changes they introduced: shared travel templates, briefing pack formats, meeting request triage rules, vendor lists, or moving expenses off spreadsheets into a proper tool.
- 03
Judgement and autonomy
Test what they decide alone: which invitations to decline, when to interrupt the principal, handling confidential board papers, salary data, or personal family logistics.
- 04
Communication
Assess tone with senior stakeholders: drafting emails in someone else's voice, chasing executives for documents, and managing clients told their meeting was moved.
Pre-screening questions to ask Personal Assistant candidates
12 questions grouped by what they test. Ask the same set in every screen and score answers on a consistent scale, or send them as an async video screen and compare answers side by side.
Who they supported
3 questions01What previous experience do you have as a personal assistant?
Listen forWho they supported and how long, with the scope of what they handled described honestly.
Roles described without scope, or short tenures across several positions left unexplained.
02Do you have experience working with high-profile individuals or clients?
Listen forDiscretion demonstrated by how they answer, describing the work without identifying anyone.
Previous principals named or hinted at, or details shared that were clearly confidential.
03Can you give an example of a longer project you managed?
Listen forSomething they owned end to end, such as a move or an event, with the coordination described.
Projects described as assisting, or nothing they held responsibility for over time.
Discretion is real
3 questions04What is your approach to handling confidential information?
Listen forSpecific categories they never discuss, with a clear boundary that holds with friends and family.
Confidentiality described as a general principle, or gossip about a previous employer.
05Do you have experience managing budgets or household finances?
Listen forAccurate records with receipts kept and reconciliation done, and clear boundaries on spending authority.
Expenses handled loosely, or spending decisions made without an agreed limit.
06How comfortable are you with personal errands as part of the role?
Listen forRealistic expectations about the mix of work, with willingness stated without resentment.
Personal tasks treated as beneath the role, or unlimited availability promised unrealistically.
Steady under change
3 questions07Can you describe handling a difficult situation in a previous role?
Listen forA specific situation handled calmly, with what they decided alone and what they escalated.
Difficulty attributed entirely to the employer, or situations avoided rather than handled.
08How would you handle several urgent tasks arriving at once?
Listen forPriorities decided against known commitments, with the principal told what will slip and when.
Everything attempted at once, or the person left unaware that something will not be done.
09How do you handle stress and high-pressure situations?
Listen forA realistic account of pressure with a method for managing it, rather than claiming never to feel it.
Stress described as never an issue, or coping that depends on the day going as planned.
Runs own systems
3 questions10What do you do to stay organised in your work?
Listen forA system they maintain that holds when the day changes, with nothing relying on memory.
Organisation described as being naturally organised, or commitments tracked in their head.
11Can you describe improving a process in a previous role?
Listen forAn improvement they introduced themselves, with the time or errors it saved described.
No initiative taken beyond assigned tasks, or improvements described without any result.
12Are you comfortable making domestic and international travel arrangements?
Listen forBookings made with contingency, documents prepared in advance and changes handled during a trip.
Tight itineraries with no buffer, or no availability when travel goes wrong out of hours.
How to score responses
Score every candidate on the same four criteria immediately after the screen. At this stage you are shortlisting for panel interviews, not making the final call.
Execution and reliability
35%5Names the principals supported, daily meeting volume, and how inbox triage plus travel itineraries stayed accurate through last-minute changes.
Improving the process
25%5Describes a specific system they built, such as a weekly briefing document or booking checklist, and the time it saved.
Judgement and autonomy
25%5Gives clear rules of thumb for guarding time and confidentiality, plus an example of protecting the principal without checking first.
Communication
15%5Writes crisply in the principal's voice, chases persistently without friction, and keeps everyone informed before they need to ask.
The diary, the finances and the family all pass through one person. A one-way video screen tests discretion first.
Try it on HirevireScreening FAQ
Process basics
How long should a pre-screening round for this role take?
Ten to fifteen minutes across eight to ten questions, answered async. Enough to establish who they supported, hear how they handle confidentiality, and see how they organise their work.
What should I check beyond the screen?
References from previous principals and any required background checks. This role involves access to finances and personal information, so both are reasonable before an offer.
Evaluating answers
What is the strongest signal when screening this role?
How specifically they describe discretion. Experienced assistants name the categories they never discuss without giving examples that breach a previous confidence. Vagueness or oversharing are both warnings.
How do I judge their judgement?
Ask when they would interrupt their principal. Real answers show a clear threshold and confidence in deciding alone below it. Anyone who checks everything creates more work than they remove.
Go deeper on this role
Sanat has been hiring since 2012 and watching the recruitment industry change up close ever since, and turned that screening process into Hirevire's video screening platform. LinkedIn
