The Secrets of Our “Do Not Hire” List (And Why They Matter)

We’ve built a powerhouse team of Executive Assistants, and part of that success comes from knowing who isn’t the right fit for the role.

DISCLAIMER:

Think of this list as a guide, not hard rules, because this is just one of the factors we score our applicants on and it doesn’t tell the whole story.

Over the years, we’ve learned what qualities don’t mesh well with the high level of support we provide. So, let’s dive into 7 (of 19) points from our “Do Not Hire” list (and why these details matter).

1. Wishy-Washy Decision Makers 🌀

Indecision is a no-go. We look for EAs who can take initiative and make informed decisions without needing constant validation. A great EA doesn’t hesitate or procrastinate—they solve problems on the fly. If someone can’t confidently handle tasks or make decisions, they slow down the process and make more work for the leader they’re supposed to support.

2. Job Hoppers 🔄

Consistency is everything. We’re all about long-term relationships, both with our clients and our team members. Job hoppers, who bounce between gigs every few months, rarely bring the stability or focus we’re looking for. We want EAs who are committed to growing alongside our clients, not people who are just passing through.

3. Slow to Respond 🐢

Responsiveness is key in this line of work. We can’t have EAs who take hours or days to respond to emails or tasks—it disrupts the flow and frustrates clients. Our EAs need to be prompt and on top of things, so when someone’s communication lags, it’s a clear sign they’re not the right fit. Of course this is within reason, a client who only contracts for 5 hours a week needs to show some grace as they’re not a FTE.

4. Can’t Work Google Drive (or other common online tools) 🚫🖥️

Technology is non-negotiable. Being tech-savvy isn’t a bonus—it’s essential. We use Google Drive and other cloud-based systems every day, and if someone struggles with these tools, they won’t be able to keep up with the fast-paced, detail-oriented nature of the job.

5. Entrepreneurs Themselves 🚀

We admire the entrepreneurial spirit, but in our experience, EAs who are running their own businesses tend to have competing priorities. If someone is trying to juggle their own venture alongside supporting a client, they often aren’t fully focused. We need EAs who are all in—dedicated to helping our clients succeed without side-quests.

6. Constant Travelers ✈️

Frequent travel and remote work might seem like they go hand-in-hand, but too much time in airports and hotels can disrupt focus and productivity. We want EAs who have stable schedules and the bandwidth to be fully present for their clients. If someone’s always on the go, they often aren’t able to give their best.

7. Government Workers 🏛️

While government workers bring valuable experience to many roles, we’ve found that the pace and approach they’re used to can be a mismatch for the fast-paced, high-demand environment our EAs work in. Bureaucracy and a slower workflow don’t always align with the dynamic nature of executive assistantship, where quick decision-making and fast turnarounds are the norm.

Why This Matters 🔍

Why are we so particular?

The truth is, hiring the right EA is critical for our clients’ success. It’s not just about someone completing tasks—it’s about trust, efficiency, and long-term partnership. Our clients rely on their EAs for more than just administrative work—they count on them to be strategic partners who can make their lives easier.

By using this “Do Not Hire” list, we can quickly filter out candidates who wouldn’t thrive in this role from massive applicant lists, ensuring that we hire people who are reliable, adaptable, and ready to jump in and get things done.

Closing Thoughts 💭

Hiring well is an art, and we’ve learned over the years that sometimes, knowing what to avoid is just as important as knowing what to look for. These guidelines help us protect our culture, maintain the highest standards, and deliver exceptional service to our clients. And since we’ve grown almost exclusively by referral, I’d say we’re on the right track.

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