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Questions to practise
How do you manage a calendar with lots of meetings?
The director has a very full diary. They want to see you have a clear method, not just good intentions.
Describe your routine. For example, you check the diary each morning and the evening before. Say how you set priorities and leave time between meetings. Give one short example from a past job.
Two meetings clash, and both people are important. What do you do, step by step?
Clashes happen every day. They want to hear calm, logical steps and good judgement.
Use clear steps: first, check which meeting is more urgent. Then ask your manager if you are not sure. Then move the other meeting politely and offer new times. Finally, update the diary and confirm with everyone.
Tell me about a trip you organised for a manager. What did you arrange?
Travel planning needs attention to detail. They want to see you think of everything.
Name the parts: flights, hotel, transport, meetings and documents. Say how you shared the plan, for example one page with all times and addresses. Mention any backup plan you made.
Tell me about a time someone asked you for private information. What did you say?
This job needs trust. They want to know you can say no politely and protect information.
Tell a short story but do not share any real secrets or names. Show how you refused politely and offered help, for example: “I can’t share that, but I can pass on a message.”
How do you keep your manager’s information private every day?
Discretion is a daily habit, not a one-time event. They want to hear your habits.
Give simple habits. For example, you lock your screen, you don’t leave papers on the desk, and you don’t talk about meetings, even with the team. Keep it practical and short.
Tell me about a time when plans changed at the last minute.
Plans change often for a busy director. They want to see you stay calm and act quickly.
Say what went wrong, what you did yourself and how it ended. For example: a flight was cancelled at night, you booked a new one and moved three meetings. End with the result.
How do you stay calm under pressure?
A calm assistant helps the whole office. They want real methods, not just “I am calm”.
Explain what you do: you stop for a moment, make a short list, and deal with the most urgent task first. Then give a quick example from your work to show it.
What does a normal day look like in your work as an assistant?
This helps them understand your experience and how you organise your time.
Walk through the day in order: morning check of emails and diary, preparing for meetings, booking travel, follow-up tasks. Use simple time words like “first”, “after that” and “at the end of the day”.
How do you decide what matters most when you have many tasks?
They want to see good judgement about priorities when everything feels urgent.
Explain your method. For example, you look at deadlines, ask what your manager needs first, and keep a priority list. Say what you do when you are not sure: you ask early.
How do you work with other people who want time with your manager?
Assistants protect the manager’s time but must stay polite and helpful to everyone.
Show you are friendly but firm. Say how you check the request, offer suitable times, and explain politely when the diary is full. Mention that you keep your manager informed.
Let me think of a real example.
Clara
AI coach
Leo
AI coach
Lines to try
Let me think of a real example.
First I check what is most urgent, then I move the rest.
I’m sorry, I can’t share that, but I can pass on a message.
I check the diary each morning and again before I leave.
When the flight was cancelled, I booked a new one and moved the meetings.
If I’m not sure which meeting is more important, I ask my manager.
Common questions
Can I talk about private details from my last job to give a good example?
No. Keep your examples general. Do not say names, numbers or secrets. You can say “a senior manager” or “an important client”. This shows the interviewer that you understand discretion, and that matters a lot for this job.
What if I don’t have experience as an executive assistant?
Use examples from other work, study or volunteering. Maybe you planned events, managed shifts or organised travel for a group. Explain what you did yourself and how it ended. Show clear methods and careful habits.
What should I do if I don’t understand a question?
It is fine to ask. You can say, “Sorry, could you say that again, please?” or “Do you mean in my last job?” If you need time, say, “Let me think of a real example.” A short pause is normal.