Job interviews can be nerve-wracking, especially for executive and administrative assistants. You’re often stepping into roles that require trust, organisation, and the ability to handle anything thrown your way. The good news? With the right preparation, you can walk into your next interview calm, confident, and ready to shine.

Here are the top 10 interview questions assistants are most likely to face, with practical tips and full sample answers to help you prepare.

Why they ask: This is often the first question. Employers want a quick overview of your background and whether it fits their needs.

What they’re looking for: Clarity, relevance, and confidence. They don’t want your full life story — just highlights that show you’re a capable professional.

How to answer: Summarise your work history in 60–90 seconds. Focus on the roles most similar to the one you’re applying for and emphasise transferable skills.

Sample answer:
"I’ve been working as an administrative assistant for the past four years, supporting a team of consultants in a busy office. My main responsibilities included diary management, coordinating travel, and preparing reports. Before that, I worked as a receptionist where I developed strong client communication skills. What I’ve enjoyed most is creating structure and organisation so the team can focus on their work. I’m now looking to bring those skills into a more senior executive assistant role where I can provide dedicated support to leadership."

1. “Can you tell me about your previous experience as an assistant?”

2. “How do you prioritise tasks when everything feels urgent?”

Why they ask: Assistants juggle conflicting deadlines daily. Employers want to see you can stay calm and organised.

What they’re looking for: A structured approach to time management and prioritisation.

How to answer: Explain how you assess urgency vs. importance, and how you communicate with your manager when priorities clash.

Sample answer:
"When everything feels urgent, I start by assessing what’s truly time-sensitive. For example, if there’s a board report due today, that takes priority over booking a meeting for next week. I also check in with my manager if two urgent tasks conflict, so I’m aligned with their priorities. I rely on tools like Outlook and Trello to keep track of deadlines and make sure nothing slips. Staying organised and proactive means I can handle competing demands calmly."

3. “How do you handle confidential information?”

Why they ask: Discretion is one of the most critical assistant qualities.

What they’re looking for: Professionalism, integrity, and examples of trustworthiness.

How to answer: Share a real situation where you managed sensitive data without breaking confidentiality.

Sample answer:
"In my previous role, I regularly managed HR files, payroll details, and confidential correspondence. I ensured all documents were stored securely and only shared with authorised people. For example, when I was asked to prepare redundancy letters, I handled the task discreetly and kept all files password-protected. I understand the importance of trust in this role and always treat confidential information with the highest level of care."

4. “Can you describe a time when you solved a problem for your manager?”

Why they ask: Employers want problem-solvers who take initiative.

What they’re looking for: Quick thinking, creativity, and results.

How to answer: Use the STAR method (Situation, Task, Action, Result).

Sample answer:
"During an international trip, my manager’s connecting flight was cancelled at the last minute. I quickly contacted the airline, secured an alternative route, and rearranged the hotel booking while they were still in the air. By the time they landed, I had everything resolved. They were able to attend their client meeting on time, and it reinforced my ability to stay calm and find solutions under pressure."

5. “How do you stay organised when managing multiple calendars?”

Why they ask: Scheduling is the bread and butter of assistant roles.

What they’re looking for: Systems, tools, and attention to detail.

How to answer: Share specific tools and strategies you use to manage complexity.

Sample answer:
"I manage multiple calendars by colour-coding appointments, blocking time for travel, and sending weekly overviews to keep everyone aligned. For example, when supporting three directors, I set up recurring check-ins to confirm priorities and used Outlook categories to separate internal vs. client meetings. This approach prevented clashes and kept everyone on track."

6. “What software or tools are you most comfortable with?”

Why they ask: Employers need assistants who can hit the ground running.

What they’re looking for: Strong digital literacy and adaptability.

How to answer: List the main tools and give context for how you use them.

Sample answer:
"I’m highly confident with Microsoft Office, particularly Excel for budgets and Outlook for diary management. I also use Teams and Zoom daily for meetings, and I’ve worked with project tools like Asana to track tasks. In my last role, I learned a new CRM system in just a week, so I’m confident in picking up new platforms quickly."

7. “How do you handle last-minute changes or urgent requests?”

Why they ask: Flexibility and calm under pressure are key.

What they’re looking for: A positive attitude and ability to adapt.

How to answer: Give a specific example of a time you adapted without stress.

Sample answer:
"When my manager’s schedule changed at the last minute due to a client emergency, I rearranged three internal meetings within an hour. I contacted all attendees, rescheduled to times that worked, and ensured my manager had updated agendas. I see last-minute changes as part of the role, so I stay flexible and focus on solutions rather than stress."

8. “How do you manage communication with multiple stakeholders?”

Why they ask: Assistants often act as the communication hub.

What they’re looking for: Professionalism, diplomacy, and efficiency.

How to answer: Show how you adapt tone and method to different audiences.

Sample answer:
"In my last role, I managed communication between clients, senior executives, and the wider admin team. I prioritised clarity and professionalism, tailoring my tone to each audience. For example, I kept client emails polished and formal, while internal updates were more concise. I also tracked all correspondence in Outlook folders so nothing was missed. This helped maintain smooth communication across the business."

9. “What do you enjoy most about being an assistant?”

Why they ask: Employers want to see passion and motivation.

What they’re looking for: Genuine enthusiasm and alignment with the role.

How to answer: Share what excites you about the role, not just what you can do.

Sample answer:
"What I enjoy most is being the person who makes things run smoothly. I love taking pressure off my manager so they can focus on strategy, knowing that I’ve got the details covered. I also enjoy the variety — no two days are the same, and I like being adaptable and resourceful."

10. “Where do you see yourself in five years?”

Why they ask: They’re checking for ambition, commitment, and fit.

What they’re looking for: Career goals that make sense for an assistant.

How to answer: Show progression within the field or related skills.

Sample answer:
"In five years, I’d like to have developed into a senior executive assistant role where I can take on more responsibility, such as managing projects or mentoring junior staff. I see this role as a place to grow and add value long-term."

Bonus: “Do you have any questions for us?”

Never say no! Asking questions shows interest and initiative.

Sample questions you can ask:

• “How do you define success in this role after the first six months?”

• “What are the biggest challenges facing the team right now?”

• “How would you describe the company culture?”

Preparing answers to these assistant interview questions will give you the confidence to walk into any interview feeling ready. Remember: employers aren’t just hiring someone to take notes or manage diaries, they’re hiring a trusted partner who keeps everything running smoothly.

With the right preparation, you can show them exactly why you’re that person.

Take the Next Step

The Ultimate Job-Ready Toolkit for Assistants

If you’re serious about landing your next role, the Ultimate Job-Ready Toolkit will help you:

• Use proven CV and cover letter templates

• Learn interview strategies tailored for assistants

• Present yourself as the confident, capable professional employers are looking for