An executive assistant is truly a right-hand partner – crucial to an executive’s productivity. They ensure that meetings begin on time with prep material delivered in advance. They optimize travel schedules and enable remote decision making, keeping projects on track. Perhaps most importantly, they filter the distractions that can cause a manager to sit answering e-mail and instead, enable a leader to focus on setting the organization’s goals and agenda.

Of course, recognizing the perfect executive assistant when you see one is easy. Knowing the best way to hire one when an executive assistant job opens, is another. Here are some tips for hiring a great executive assistant in Houston, where the skill is high and the market is competitive:

Write an accurate executive assistant job description:

Be sure to list all the responsibilities the candidate will be expected to handle in your executive assistant job description, and be DETAILED AND SPECIFIC. For example, will you require your executive assistant to stand in for you at meetings? Will he or she be required to manage and train support staff?  How often do you travel?  Are the itineraries International and complex?  The job description should serve as an outline of expectations, so the more detailed you are in describing the executive assistant job, the more effective it will be in attracting the right candidate with the right personality and skill set.

Evaluate the candidate as a whole, not just based on his/her wpm:

Reviewing a candidate’s skill set as it relates to your executive assistant job description is fairly simple: Can he/she preform the executive assistant job based on past work experience? If you have checked all the boxes for “booked complicated international travel” (check), “submitted high-level expense reports” (check) etc., it is important to evaluate the candidate’s true fit within your organization.  Just because an applicant is an experienced administrative assistant, for example, don’t assume he or she has what it takes (personality-wise) to transition to an executive assistant role. Both positions share a basic core skill set, but an executive assistant job requires more initiative, creative and analytical problem-solving and stronger self-discipline.

Tailor the interview questions:

You can gauge whether a candidate is self-directed enough for an executive assistant position by assessing the way he or she answers thought-provoking questions during the interview process. For example, asking a candidate how they would handle an urgent matter where a senior executive needed to be pulled out of a current meeting, will determine whether the candidate has the problem-solving skills, tact, and instinct needed for an executive assistant job.

Finding a skilled executive assistant requires time and expertise. Consider using a specialized executive assistant recruiter to assist you in finding the right person for the executive assistant job.  Executive assistant recruiters are skilled at assessing talent quickly and can keep you informed of the latest administrative hiring and compensation trends for executive assistant jobs in Houston.

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Seeking a Finance Job in Houston?

We asked one of our talented finance recruiters how to effectively start your search for a great finance job in Houston:

What degree(s) do you need to snag a finance job in Houston?

According to our finance recruiter, a bachelor’s degree in finance or accounting helps if you want to work in corporate finance. An MBA will also increase your overall marketability.

Which finance job should recent grads consider?

Our finance recruiter advises to consider entry-level or junior financial analyst or accounting roles. These positions allow finance professionals to understand how corporate finance looks at operating results. It’s a chance to cultivate skills such as budgeting, forecasting, cash flow analysis, month-to-month analysis and financial planning and analysis (FP&A) function.

What are some interview questions that a candidate should be prepared for when seeking an accounting job or finance job in Houston?

Our finance recruiter suggests that you hone your answers to the following…

1. “What is the difference between accounts receivable (AR) and accounts payable (AP)?” (This is one of the elementary accounting interview questions hiring managers use to find out more about the general accounting knowledge of entry-level job candidates for an accounting job.)
2. “When a company is using double-entry accounting, what elements of a given ledger must be equal?” (As is true with the first question, this is a very basic inquiry.  However, the manner in which the applicants reply, may indicate whether they are under or over-qualified for the particular accounting job.)
3. “If a company has three bank accounts for processing payments, what is the minimum number of ledgers it needs?”
4. “What are two or three types of special journals?”
5. “What methods have you used for estimating bad debt?”
6. “Why is it easier for someone to perpetrate fraud using a journal entry than with a ledger?” 
7. “Which enterprise resource planning (ERP) systems have you used?” 
8. “What is your experience with developing business metrics?” (Though somewhat general, this finance job interview question can elicit answers useful in evaluating entry-level business or financial analyst candidates all the way up to mid-career professionals who possess budget and staff oversight responsibilities.)
9. “If a private company with break-even operations received a $10 million investment, how would you develop a strategy to spend or invest that money?” (This is one of those interview questions for an accounting job that falls into the category of situational interview techniques, a tactic useful in gauging an applicant’s ability to think through a scenario.)
10. “What challenges have you faced in leading a team through an analysis project?”

What’s the outlook for employees looking to transition to a finance job in Houston?

It can be more difficult for candidates who have been part of the workforce in another sector to land careers in finance. According to our finance recruiter, it’s not impossible for employees in other sectors to transition into careers in finance. “Candidates have to take a more proactive approach in this market than just applying for jobs”. The most effective ways to do this are:

• Work with a specialized financial recruiter
• Perfect your communication skills
• Get in front of hiring managers by writing an appealing resume
• Use LinkedIn contacts to find connections to hiring managers or finance recruiters

Are you one of the many candidates considering a finance job in Houston?  Let one of our talented and specialized finance recruiters help!

It is officially Summertime.  If you’re a college student or a recent graduate, that means joining the workforce and finding a Summer job for extra cash.  While it may seem hopeless to seek employment for a few short months, there is a perfect option – a temp job.  There are countless temp jobs in Houston and some great reasons to accept any one of them.

Experience

This is your chance to pick up a few new skills. A number of job seekers use temp jobs in Houston to gain the new skills and experience needed to change careers, or to open the door to an industry they have not worked in before. If you are a recent college grad, the same benefit applies. Temporary employment is your chance to pad your resume with the hands-on experience you did not get as a student.

Income

This should be obvious but, “A job is better than no job.”  Even if you are not working in your desired field, there is value to being in the work force. In addition, hourly wages for temp jobs in Houston can be higher than direct hire positions.

Flexibility

The initial perk to a temp job is literally in the name; it is temporary. Many of the temp jobs in Houston are contract positions lasting 1 to 3 months, for which a recent college grad or a student home for the Summer is a perfect fit, giving those candidates a great advantage.

 Temp-To-Hire

It is absolutely possible for temporary work to become permanent. To be offered a permanent position, you must treat every day on the job as a working interview. Arriving early, staying late when needed, and taking on additional responsibility will get you noticed by your employer. Combine those with an impressive work ethic and a pleasant personality, and you’re looking at the recipe for an indispensable employee.

Temp jobs in Houston are a great way to evaluate an employer and determine if either the company, the position, the location within the city, or the new career path is a fit for you. The connections that you make while on a temporary assignment, could lead to solid references down the road.

Your Recruiter

The recruiter that you partner with to find your temp job in Houston, will became a valuable asset to you upon graduation or when you are looking to make a career move in the future.  Your recruiter will get to know your skill set, your work ethic, and your professional personality.  Thus, creating a solid foundation and network for future job hunting!

There are wonderful temp jobs in Houston and some amazing employers looking for a candidate just like you! – a student home for the Summer or a recent college grad. Temp jobs can provide great work experience, some extra Summer cash, and even yield some really positive career results!

Regardless of your industry, there will be weeks or months’ worth of busy season and you’ll need bodies, fast. There will be times when a staffer quits with little notice, goes on vacation when you need work done, or takes maternity leave earlier than expected. There may suddenly be a need for an individual with a specialized skill set necessary to complete a project. What if the project deadline was moved up by a few weeks and your staff becomes overwhelmed and overworked? Today’s temporary employees (or “temps”) are highly skilled people, who can fill a gap at a moment’s notice and there’s no long-term commitment involved. Sounds pretty great, right? Here are some other benefits to using temps:

Flexibility
This is an obvious advantage to using temps. You can bring them on board with very little notice and stop using them as soon as your workload subsides. If you’re feeling obligated to add workers but haven’t determined whether you really need someone full time, bringing in a temp will allow you the flexibility to figure out your long-term plan. Your new temp will help you determine if there is enough work to justify adding to your permanent roster. If he or she ends up being a great fit, you have a go-to person you can call to handle the ebbs and flows of your workload.

Temp to Hire: Try Before You Buy
Bringing in a temp employee affords you a trial period to make sure the person is a fit for the job as well as your corporate culture. During these weeks or months, you can determine whether the temp professional meshes well with the team, has the right level of experience, likes your management style, and is interested in investing in the role long term. You’ll get to view these qualifications first-hand, instead of relying solely on the interview process.

Happy Employees
Do you have peak times where you need more staff? Is your existing staff feeling burnt-out and over-burdened? Today’s temporary worker is motivated to continually show they can do the job for every company they work for. Because you won’t be bringing in a disgruntled staffer to join your team, these eager-to-please temps could bring in a needed boost to staff morale. Extra help motivates permanent employees because it takes the burden off their shoulders and shows them that management understands their needs.

Networking Opportunities
A temporary employee who has a great experience with your company, is going to share that experience with their network and their staffing agency. A positive experience will spread quickly and will help promote your brand and reputation. Temporary employees bring a unique network of past professional connections – Sharing those anecdotes and contacts could introduce your company to new clients, vendors, employees, or partners.

More professionals are recognizing the advantages of the flexible nature of temporary work; the ability to work in different environments, the opportunity to build new skills, and the platform to meet new professional connections. Savvy companies are taking advantage of this growing, highly-skilled temporary workforce by implementing a temp-to-hire staffing strategy, and the benefits of hiring this type of help are many. One of them is something that every manager wants – More time.

Haven’t you heard stories about a person who “met all of the requirements,” but was passed over at the final stages for someone who “seemed like a better fit”? Probably so – It is very possible that a company would hire someone with less experience who seems like they could hit the ground running, rather than someone with the requisite 5+ years of experience who doesn’t possess strong communication skills, as example. The reason companies use that dreaded number-of-years requirement, is to attempt to understand whether or not you have successfully performed the job duties in the past. The less they have to train you, the better – in most cases.
So as a job seeker who doesn’t exactly meet the years of required experience in the position description, should you still apply? How can you decipher between the mandatory requirements and the ones you could compensate for with your other amazing skills? What next steps should you take to make a case for yourself?

Can you DO the Job? – Prove Your Value
Okay, we didn’t say, “Do you want the job?” It doesn’t matter how passionate you are about the position or how intriguing you find the company; if the job requires translating documents from Spanish to English and you’re only conversational, you’re not qualified. However, if it’s the number of years that is standing in your way, our experts say that it’s your skills and ability to perform the job tasks that will help you land the job.
As you read through the job description, try to imagine how the person in this role spends their day and what the employer is trying to achieve. For example, break out “public relations experience” into writing press releases, pitching media, and representing a brand. From there, you can figure out that the employer is looking for someone who is organized, demonstrates time management, has the ability to write concisely and with proper grammar, and is capable of making decisions. Sound like you? If you can make a case for why you are a good fit based on those skills, you can snag an interview even though you may not have the 3-5 years of “public relations experience” required. In place of traditional on-the-job experience, include any internships, college credits, or volunteer work you’ve done where you utilized those aforementioned “transferable” skills.

Get Someone to Vouch for You
Include a written endorsement by someone who can attest to why you’re worth considering, despite your lack of the requisite years of experience. A great reference from a current employee at the company or an industry professional that you have worked with, is the icing on the cake – It can really set you apart from the other applicants. Don’t feel comfortable asking for a referral? Utilize LinkedIn connections to ask current employees for advice on how to stand out.

Ultimately, our experts agree that even if you don’t have the required number of years of experience, it is still worth applying for the position – within reason, of course. If the company is looking for 10 years of experience and a strong knowledge of Excel, and you have one year of experience and have never used the software, this is not the opportunity for you. However, if you have 2 years of experience but the job requires 3-5, you could include internships, college credits, or volunteer work in place of on-the-job experience. Often companies use the job description as a laundry list of skills they would love their “perfect” applicant to have. Truthfully, companies aren’t going to stall the hiring process until this figurative “dream candidate” rides up to their front door on a white horse. Solid, qualified applicants (like you!) get interviews too! So, if there appears to be a wish list of desired skills at the end of the description, see them as bonus skills, and focus your application on the core skills YOU have.

If you have ever Googled, “What should I put on my resume?” you were met with a dizzying array of information and advice about what works best. So how do you make sense of it all? What information should you include on YOUR resume? No matter your experience level or what kind of job you are looking for, there are universal things your need to know to build a compelling resume. Luckily, our recruiters have shared their “insider tips.”

Contact Information
This may seem obvious, but take an extra minute to review the information that you have included. Your name, email address, and telephone number should be at the very top of the page. There is no need to include your home address – gone are the days of sending any job info via the pony express. Instead, replace it with the URL to your LinkedIn profile. And if you never answer your home phone, don’t include it in your contact information. Make it easy for the hiring manager to understand how to best connect with you.

Keywords from the Job Posting
The “one size fits all” approach doesn’t work when it comes to resume writing. Plan on having several different versions of your resume, tailored towards the jobs you are applying for. There is a really easy way to do this – Include some keywords and phrases from the “Requirements” and “Description” sections in the job posting, keeping in mind to only use the ones that are relevant to YOUR experience and qualifications. If you don’t know how to use Microsoft Excel, leave that one out. But if “Monitor billing orders and identify and resolve reconciling issues” perfectly describes what you did in your last role, include that verbiage.

Metrics
Metrics help employers determine if a candidate is capable of taking on their challenges. So it is important to quantify your achievements whenever possible. In this competitive job market, it is no longer enough to state that you “increased sales or productivity.” You need to back it up with quantifiable data. Your most relevant and critical skills and achievements should be the top 3 bullet points under each position description.

Consistent Formatting and Proper Spelling
If you are bullet-pointing your most recent job responsibilities, make sure your other work experience follows suit. If you are italicizing your current job title, all of your previous titles should be italicized as well. In other words, keep your formatting and spacing consistent. Make sure to check every line for spelling and grammatical errors. It helps to let a trusted person in your professional network review your resume as well. Misspelling could easily cost you a second look!

Relevant URLs
Depending on the field or position you are applying for, it may be beneficial to include links to your work, (articles you’ve written, websites you’ve designed, etc.). Writing too much in your “Career Objective” or “Qualifications Summary” section is generally the most common mistake hiring managers see. Instead of describing every article you have ever written, include 1 or 2 URL links to those articles. This way, the hiring manager can view your actual work, as opposed to a lengthy description.

No hiring manager has the time to review a lengthy resume, so keep in mind that size matters. Limit your information to one or two pages, depending on your job experience. If you can submit an outstanding resume that tells your “career story” in a succinct, easy-to-follow way, it is very possible to capture the right attention and make a great first impression. To put all of this in perspective, a recent study by Business Insider shows that on average, a hiring manager looks at a resume for just 6 seconds. Look at your resume for 6 seconds …. Did you get a call back?

If you followed our advice from last week’s article, you left your interview feeling confident that you will be hearing from the hiring manager soon. Way to go! But you aren’t exactly starting on Monday… yet. You absolutely must send a follow-up letter to the hiring manager, thanking him or her for their time. Whether you choose to send your regards via email or in a hand written note is a personal preference. Either is effective, but 89% of hiring managers prefer a personalized email. We are happy to help you craft the perfect follow up email, from subject line to closing…

The Subject Line
The content of this tiny, yet somehow intimidating box, is what ultimately gets your email opened and read. No pressure. If you’re having difficulty crafting the perfect intro, we have put together a list of the most effective one-liners to get your email the attention it deserves. Try using one of the following…

1. Thank You [Name]!
2. Thanks for your time today!
3. Excited to learn more about [Company].
4. Appreciate your advice and consideration.
5. Inspired to work at [Company Name]

The Content
Now, you should re-emphasize why you believe you are a great candidate for the [specific role] at [specific company] and reinforce your learnings about the job and thoughts about the interview.

“Hello [First Name],

Thank you for taking the time to talk yesterday. It was a pleasure to learn more about [Company] and how you approach [Industry] with [Choose between either an innovative strategy you discussed, or a project you would be a part of.] I am very eager and excited about the opportunity to explore a career with the [Specific Team].
[Discuss a specific detail of the interview. In this sample we chose corporate culture.] I agree with your philosophy on creating a supporting environment by surrounding yourself with incredible people. For me, [Company Name] is an opportunity to develop meaningful relationships that align with the company value. I think it is rare to find a company whose employees reflect its culture and values so closely.
I appreciate the opportunity to share my background and interest in [Position] with you. I believe my experience with [Industry, Skill, or Product] aligns perfectly with what your team is looking for, and I am eager to show you. [If applicable…] I thought I would share a few links to projects that I mentioned during our conversation [Insert Hyperlinks]. Thank you and I look forward to hearing from you soon!

Kindest Regards,
[Signature]

Acceptable Closings
1. Best,
2. Regards, -or- Kindest Regards,
3. Thank You,
4. Sincerely,

After the first follow-up, you may send a second email 7-10 days later. Keep the second follow-up short and be sure to reiterate your enthusiasm and qualifications. Include a line at the end of your email to the effect of, “Please let me know if you need any additional information from me.”

Landing the job is about distinguishing yourself from the other candidates. You can do this in many ways – articulate yourself well, prepare an outstanding resume, have the relevant experience, create a personal connection, and follow it all with a personalized email or letter that conveys your value and passion. Above all, DON’T FORGET TO SPELL CHECK.

Have you ever walked out of a job interview asking yourself, “Did I get the job?” You probably did everything right. You shook the hiring manager’s hand, you thanked him or her for their time, and you remembered to ask for a business card. Great work! But, were you confident that you got the job? Did you know what to expect when you walked out of the interview? Or did you spend the elevator ride contemplating your odds of hearing back from your interviewer?

There has been a long-standing debate on whether or not you should “close the sale” at the end of the interview. Our answer is YES and there are a few simple steps and thought-provoking questions that will help you discover where you rank among the other candidates and the next steps in the hiring process.

1. Towards the conclusion of the interview, the hiring manager will most likely ask you if you have any questions. Consider asking one of the following:

“Based on my background and the skills and experience we discussed, how well do I fit the profile of your ideal candidate for this role?”

“Given what we’ve discussed during this interview, do you have any concerns about my fit for this position?”

This is your chance to sell yourself. It gives you an opening to address any silent concerns your interviewer had before you walk out the door.

2. After you have addressed any concerns, you are in a great position to determine where the interviewer is in the hiring process by asking the following: Hint – it’s a pretty obvious one.

“What are your next steps in the hiring process?”

His or her response will uncover if they have more candidates to interview and/or prepare you to meet with another interviewer. Many companies require background checks, drug testing, or skills assessments. Asking this question will uncover any additional steps you will need to prepare for.

3. Finally, reiterate your interest and “close”.

“Based on my research on (company name) and what we’ve discussed, I would really like to be a part of this team. How quickly do you anticipate making a decision?”

“This discussion has made me even more excited about the opportunity and I would love to be the person you hire. Is there anything else you need from me before you make a decision?”

Both closings let the hiring manager know that you believe you’re a good fit, that you’re serious about the position, and give a positive final impression.

Closing the interview will give you the best idea of where you stand and what to expect, instead of wondering how you did and what they thought of you. It is beneficial to have an idea of the hiring manager’s timeline so you can make yourself available for additional interviews, schedule a follow-up, or just avoid the anxiety that can come from wondering when you will have an answer. Choose the most appropriate closing questions based on your interview situation. Be sure to shake hands, thank the interviewer, and ask for a business card – But you already knew that.

Heading into Q4, Houston continues to face economic uncertainty. But we’ve been here before – for the fifth time in 35 years, in fact. Oil has slipped below $40 per barrel. The energy industry has cut exploration and training budgets, laid off workers, and eliminated everything from travel to office supplies. Concerns about a repeat of the 80’s economic collapse are valid, but has Houston diversified enough so that the oil industry’s troubles may not sink us like an iceberg?

Don’t get out the lifeboats just yet. History is not about to repeat itself. Energy will undergo a restructure, but it won’t eliminate half its workforce as it did in the 80s. Real estate will soften, but it will not collapse. Outstanding energy loans will not crush the financial system. Houston won’t sink into recession, but the growth will be much slower. While energy struggles, other industries will prevail.

The Greater Houston Partnership’s forecast calls for growth in construction, retail, finance and insurance, educational services, health care, arts and entertainment, accommodation and food services, transportation, and government. The Partnership projects that more than 8,000 freighters will dock at the Port of Houston next year. The Texas Medical Center will treat 7.2 million patients. Houston refiners will continue to supply a quarter of the nation’s gasoline, diesel, and jet fuel. And chemical plant construction will continue to surge for at least another year. These were The Partnership’s job predictions for 2016, which gives us hope for the second half of the year…

Construction

Any decline in commercial, single-family, and multi-family construction will be offset by increases in civil and heavy industrial construction. The Greater Houston Partnership forecasts the construction sector to add between 8,000 and 10,000 jobs.

Retail

The retail forecast assumes neither a boom (12,000 new jobs) nor a mediocre year (only 2,000-4,000 jobs), thus we are looking at the addition of 5,000 retail jobs by the end of 2016.

Medical

More than 90,000 babies are born in Houston each year and more than 30,000 Houston residents join the over-65 population, thus more checkups, vaccinations, and specialist visits. Nearly 1 in 9 job holders in Houston works in health care and this isn’t going to change much. Health care will add 9,000 jobs this year.

Government and Education

The forecast for 2016 is conservative, calling for the public sector to add 5,000 jobs in 2016, with 4,000 of those in education.

Professional Services

This sector includes accounting, legal, architectural, computer systems design, marketing, advertising, and consulting which, in Houston, is closely tied to oil and gas. To manage costs, the oil and gas industry has postponed projects, reduced legal and consulting services, and halted improvements on computer systems. The forecast in this sector is lean, but it will call for 4,000 jobs.

Accommodation and Food Services

Houston is scheduled to open around 300 new bars and restaurants and at least 45 hotels and motels this year, all of which will need staff – to the tune of 5,000 new jobs.

A clearer understanding of what is driving economic growth (or loss) will help the business community make better investments and staffing decisions. And while losses will continue to plague oil field services, exploration, and production, it is predicted that Houston will create a total of 21,900 jobs in 2016. Opportunities will emerge to replace those lost in the downturn and Houston will remain an attractive place to live and work. Cue sigh of relief.

You need to hire a manager. The stakes are high. This individual needs to be capable of balancing a budget, communicating with senior management, and leading a team – and they need to be able to do it from day one. But what if both your leading outside hire and your internal star player have never managed before? You must now rely on your ability to decipher the intangible – your candidate’s personality.

To start, it would be helpful to ask if the candidate has taken on a management or leadership role outside of the workplace – i.e. captain of a sports team, editor of a school newspaper, manager of a group of volunteers, etc. People skills, namely empathy and self-awareness, are the most important characteristics needed to transition into a position of management. Both can be acquired and practiced outside of the office in any of the former roles mentioned.

It is also beneficial to discuss the candidate’s view of the “big picture.” In other words, the candidate’s ability to see beyond the current task and immediate situation and into the future. Has the candidate ever set a long-term goal and met it? What does the candidate believe the big picture is in the role they are interviewing for? Does the candidate understand how the tasks being performed by their team help implement the big picture?

Here are some additional interview questions that can help you understand your candidate’s personal qualities as they relate to management success…

1. How have you developed your people skills?
2. How would you prepare to transition from working as an individual to leading the work of a team?
3. How would you balance big picture goals with your team’s daily responsibility?
4. Have you managed a group outside of work that helped you learn something about leading people?
5. When have you had to increase your self-awareness in order to complete a project or task?
6. What do you view as the challenges to managing this team?
7. As an employee, success is defined by your own actions, behavior, and achievements. As a manager, success is defined by your ability to help employees, act, behave, and achieve at a high level. Are you willing to change how you define success?
8. How would you feel if you had done everything you could do, but your team failed to meet expectations?

Moving into a management role requires the awareness of the nature of management. An understanding that it is an art, as well as a science. Management requires a creative sense in order to problem-solve, an instinctive perception of others, and at times an inspiring imagination to motivate a team. It is not a role for everyone and it is quite alright to acknowledge the ups and downs to becoming a great manager. Your candidate should be reminded that you want the person who accepts this role to succeed and flourish, even if that includes weekly check-in meetings or mentoring. Every manager had to take the leap into management for the first time – and someone had to take that leap of faith with them.