Administrative Assistant interview questions and scorecard
US context, federal rules as of 30 Oct 2026.
Use these 12 questions to interview an administrative assistant the same way every time. Ask all candidates the same questions, score each answer from 1 to 4 against the notes below, and decide on the total, not on first impressions. Pick 8 to 10 questions per interview.
At a glance
- Match the questions to your administrative assistant job description: one question per must-have.
- Score each criterion right after the interview, before you talk to other interviewers.
- Follow up with "What did you personally do?" to separate individual work from the team's.
Questions
| # | Question | A good answer shows | Red flags |
|---|---|---|---|
| 1 | How do you manage a calendar for people with conflicting priorities? | Clear rules, asks for decisions, keeps people informed | Books on a first-come basis |
| 2 | Tell me about a time you juggled many deadlines. | System, priorities, outcome | Overwhelmed with no method |
| 3 | How do you track follow-ups? | Reminders and lists that work | "I remember" |
| 4 | Describe a tricky email you wrote. | Clear purpose and tone | Cannot give an example |
| 5 | How do you handle a visitor who is upset? | Calm, listens, finds the right person | Defensive |
| 6 | How do you turn rough notes into a clear document? | Structure, check with the author | Copies as is |
| 7 | What do you do if you see confidential information you were not meant to see? | Does not share, reports appropriately | Gossip |
| 8 | A manager asks you to do something that seems wrong. What do you do? | Asks questions, raises it carefully | Complies or refuses with no discussion |
| 9 | Tell me about a mistake that reached someone else. | Owned it, fixed it, prevented repeat | Minimised |
| 10 | What software are you strongest in and how did you learn it? | Specific skills with examples | Vague claims |
| 11 | Tell me about a process you improved. | Problem, change, result | No example |
| 12 | What does a good week look like in this role? | Realistic, matches the job | Mismatch with duties |
Scorecard (1 to 4)
| Score | Meaning |
|---|---|
| 1 | Weak: no relevant example, or a red flag |
| 2 | Partial: general or hypothetical answer, little evidence |
| 3 | Good: a real, specific example that meets the standard |
| 4 | Strong: specific, repeated evidence and clear reasoning |
| Criterion | Questions | What a 4 looks like | Score |
|---|---|---|---|
| Organization | 1, 2, 3 | Systems for calendars, tasks and follow-up | |
| Communication | 4, 5, 6 | Clear, professional, adapts tone | |
| Judgment and discretion | 7, 8, 9 | Handles confidential matters well | |
| Initiative and tools | 10, 11, 12 | Anticipates needs, learns tools | |
| Total | / 16 |
Suggested rule: shortlist candidates whose average is 3 or higher with no criterion at 1. Change the rule before the first interview, not after.
Run it as a video interview on LiveRec
Open the candidate and choose Schedule interview, then choose Video and pick LiveRec video, which needs no link. After the call, open the interview and choose Submit feedback to give star ratings for Technical skills, Communication skills and Culture fit, a Decision and your comments; paste your scorecard result into the comments. Recorded LiveRec video interviews are deleted 90 days after the interview as standard, so tell candidates before you record. See Schedule an interview, private notes and feedback and recordings.
Fair interviewing
Ask only job-related questions, the same ones of every candidate. Keep questions about age, family plans, religion, disability or national origin out of the interview. See illegal interview questions.
Next step
Copy the scorecard into your interview scorecard template, then schedule the first interviews. For the method, read the structured interview guide.
Sources
- US OPM, Structured Interviews: https://www.opm.gov/policy-data-oversight/assessment-and-selection/structured-interviews/
- EEOC, Prohibited Employment Policies/Practices: https://www.eeoc.gov/prohibited-employment-policies-practices
- Uniform Guidelines on Employee Selection Procedures, 29 CFR Part 1607: https://www.ecfr.gov/current/title-29/subtitle-B/chapter-XIV/part-1607
This is general information, not legal, tax or immigration advice. Rules change and your situation may differ. Consult a licensed attorney or qualified adviser.