Executive Assistant Mock Interview

Question 16 of 25 for our Executive Assistant Mock Interview

Executive Assistant was updated by Angela Fontaine on April 12th, 2021. Learn more here.

Question 16 of 25

What strategies do you use in coordinating a meeting with many stakeholders with varying calendars?

How to Answer
Answer Example
Community Answers

A vital responsibility for an Executive Assistant is booking meetings. An interviewer will ask this question to evaluate your knowledge around the complexity of meeting management. When booking meetings for others, you play a large part in their day and essentially plan their day for them. The interviewer wants to make sure that you are methodically booking invites and coordinating multiple employees thoughtfully.

"In my current role, I'm responsible for booking goal planning meetings. In these meetings, we book over 50 individuals for several-hour time blocks. I first collect the list for all attendees, determine how much time will need to be blocked off, and figure out a timeframe for when this meeting is required. Knowing that calendars will never completely align for 50 individuals, I connect with them to find out which times absolutely will not work for them. Next, I compare their calendars simultaneously to see if there is a time that works for the majority. After that time is identified, I connect with the ones it didn't work for to see if they can move some things around."

Anonymous Answer

"First, if I have access to multiple calendars, I will compare availability and then will use those majority dates to create a doodle poll where individuals can provide their availability. If I am having a hard time finding a date I will reach out and see if we can move things around."

Jaymie's Feedback

Communication is such a critical part of being an effective EA, so make sure you focus on those skills as well. The ability to look at multiple calendars and coordinate will be a valuable skill in the eyes of the interviewer.

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How to Answer: What strategies do you use in coordinating a meeting with many stakeholders with varying calendars?

Advice and answer examples written specifically for an Executive Assistant job interview.

16. What strategies do you use in coordinating a meeting with many stakeholders with varying calendars?

How to Answer

A vital responsibility for an Executive Assistant is booking meetings. An interviewer will ask this question to evaluate your knowledge around the complexity of meeting management. When booking meetings for others, you play a large part in their day and essentially plan their day for them. The interviewer wants to make sure that you are methodically booking invites and coordinating multiple employees thoughtfully.

Written by Angela Fontaine on April 12th, 2021

Answer Example

"In my current role, I'm responsible for booking goal planning meetings. In these meetings, we book over 50 individuals for several-hour time blocks. I first collect the list for all attendees, determine how much time will need to be blocked off, and figure out a timeframe for when this meeting is required. Knowing that calendars will never completely align for 50 individuals, I connect with them to find out which times absolutely will not work for them. Next, I compare their calendars simultaneously to see if there is a time that works for the majority. After that time is identified, I connect with the ones it didn't work for to see if they can move some things around."

Written by Angela Fontaine on April 12th, 2021

Anonymous Interview Answers with Professional Feedback

Anonymous Answer

"First, if I have access to multiple calendars, I will compare availability and then will use those majority dates to create a doodle poll where individuals can provide their availability. If I am having a hard time finding a date I will reach out and see if we can move things around."

Jaymie's Feedback

Communication is such a critical part of being an effective EA, so make sure you focus on those skills as well. The ability to look at multiple calendars and coordinate will be a valuable skill in the eyes of the interviewer.

Next Question