If you’ve ever set out to hire a new staff member, you’ve probably asked yourself questions like these: Will I find exactly the right person? Does the job description outline what I need? Are my expectations too high? These were the concerns I had, among others, as I worked through the process of making my first hire. I read countless blogs, sought advice from friends and colleagues, and reflected on the process I went through years earlier when I was hired as an executive assistant.

Now it was my turn to hire an executive assistant, ideally someone just out of college. It sounds straightforward, but it wasn’t. Having been in the role myself once, I understood the importance of the position and what it means to the organization.

My goal in writing the job description was to ensure that applicants understood that importance too and to encourage people with the appropriate skills to apply. I knew that many would see this as an entry-level position where they wouldn’t spend their entire career, but it is often an important first step for someone looking to get their foot in the door of the professional world.

Posting the Job Description

After I completed the job description, I posted it on websites that would garner the attention of serious and capable applicants. I made sure to use the usual job sites—LinkedIn, Brad Traverse, and ASAE’s Association CareerHQ —but I also found that talking to industry colleagues was equally beneficial.

Through word of mouth, I received several applications from people who became serious contenders. Having a recommendation from someone who knew a candidate’s work ethic was a selling point.

Sifting Through Resumes

One of the most surprising revelations was many candidates’ lack of attention to detail. I asked applicants to provide a cover letter and writing sample in addition to a resume and to send the package to my work email. Only a handful of applicants addressed their cover letter to me personally—a simple search of the association’s website would have revealed my name and title as well as our mailing address. Grammatical mistakes were also common.

It was difficult not to toss aside applications that were not addressed appropriately or contained errors. However, I did not want to overlook an applicant who would fit well at the association due to an oversight that might not reflect their abilities.

Some applicants included letters of recommendation with their application. This was a nice touch: Not only did it remove the extra step of asking, but it was indicative of the person’s work ethic and seriousness.

Interview Process

Interviews are supposed to reach below the surface of the resume and provide a more in-depth perspective on your applicants. Interviews can reveal why applicants applied, whether they can hold a professional conversation, and what they think of themselves.

It’s critical to ask the right questions. Fortunately, I had the support of friends and colleagues who helped me develop questions that would reveal the best hire for the position. They included these:

• Looking at the job description, what aspect of the job do you find most interesting?
• What experience are you hoping to gain from this position?
• How long do you see yourself in the position, and where do you hope your next career move will take you?

In a few cases, candidates asked me about opportunities to move up in the organization. Some applicants viewed the executive assistant position as a springboard to a policy position, and they saw themselves in the role for weeks or months, not years.

Interviews can reveal why applicants applied, whether they can hold a professional conversation, and what they think of themselves.

Once I narrowed the applicant pool to two candidates, I brought them back in to meet with the executive team. These additional perspectives helped me gain an even better idea of what to expect from each candidate.

Making the Hire

The final step was the most intimidating for me. For the first time, I owned the hiring decision. I had to rely on my own experience and knowledge of the position and organization to make the right choice.

The steps I took to fill this position—from developing a comprehensive job description to conducting the interview to making the hiring decision—helped me to grow as a manager and learn what is most important when recruiting the right people to help the organization succeed.