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Executive Assistant Performance Review
Behind every organized executive is an exceptional executive assistant who keeps priorities straight, schedules on track, and operations seamless. But even the most reliable assistants benefit from regular reflection. That’s where the executive assistant performance review comes in—a chance to celebrate achievements, identify growth opportunities, and align expectations for the year ahead.
At Oceans Talent, we’ve seen firsthand how thoughtful performance reviews can motivate EAs, strengthen communication, and enhance productivity across organizations. Because we place full-time, dedicated executive assistants—not hourly or per-task support—we see performance reviews play a critical role in long-term success and retention.
Whether you’re an executive, a manager, or an HR leader, this guide will help you prepare and conduct an assistant performance review that’s constructive, fair, and effective.
What Is an Executive Assistant Performance Review?
A performance review is a structured conversation between an executive and their assistant to evaluate accomplishments, skills, and overall impact. Unlike standard annual performance reviews, this meeting focuses on partnership—how well the EA supports leadership goals, manages workflows, and contributes to organizational success.
It’s not about checking boxes. The best executive assistant performance reviews are two-way discussions that allow both sides to share their perspective, exchange constructive feedback, and set goals for the months ahead.
An EA’s performance isn’t measured solely by completed tasks but by their impact on the organization—how they improve decision-making, communication, and overall team efficiency.
Why Performance Reviews Matter for Executive Assistants
A great assistant performance review can do more than measure productivity. It can:
- Reinforce role clarity and assistant’s job description
- Build trust through open communication
- Identify training or professional development opportunities
- Encourage proactive behavior and problem-solving
- Strengthen alignment with the executive’s strategic plan
When done right, a performance review motivates rather than intimidates. It becomes an annual reset that helps both parties prioritize, manage workload, and stay accountable to organizational goals.
Preparing thoroughly is key. A rushed conversation helps no one. Here’s how to make sure both the executive and the assistant walk into the meeting ready to have a meaningful discussion. A thoughtful review builds trust, identifies development opportunities, and reinforces how essential the EA role is to leadership success.
How to Prepare for an Executive Assistant Performance Review
Preparing thoroughly is key. A rushed conversation helps no one. Here’s how to make sure both the executive and the assistant walk into the meeting ready to have a meaningful discussion.
Review Key Documents
Start by gathering the assistant’s job description, previous evaluations, and any notes from quarterly check-ins. This creates a baseline for discussing progress.
Gather Feedback
Request feedback from colleagues or clients who interact regularly with your EA. These perspectives can reveal blind spots or strengths you might miss.
Identify Accomplishments
Encourage your executive assistant to bring a list of key accomplishments. From organizing a major event to improving an internal process, these highlights anchor the review in tangible results.
Clarify Expectations
Outline what success looks like for the year ahead. Are there new systems to learn or SMART goals to hit? Clarity ensures alignment.
Create an Agenda
A brief outline keeps the conversation focused. Include time for reflection, constructive feedback, and goal-setting.
Quick Recap: To make a performance review meaningful, prepare in advance. Reviewing documents, gathering feedback, and clarifying expectations ensures both parties walk in ready for productive dialogue.
The Executive Assistant Performance Review Process
A strong performance review process follows a few essential steps. Whether it’s a quarterly check-in or an annual review, the structure should feel predictable, supportive, and fair.
- Start with Positives: Begin by highlighting achievements and strengths. Positive feedback sets a confident tone.
- Discuss Challenges: Address areas where expectations weren’t met. Use specific examples rather than generalities.
- Encourage a Two-Way Conversation: Allow your EA to share their perspective and suggest actionable solutions.
- Set Measurable Goals: Make each objective specific, measurable, achievable, and aligned with company goals.
- Summarize Next Steps: Document commitments and decide how progress will be tracked.
“A fair review isn’t a one-sided critique—it’s a collaboration focused on growth and mutual accountability.”
Executive Assistant Performance Review Checklist
Use this checklist to ensure every essential area is covered during your assistant performance review.
This checklist serves as a starting point, but you can adapt it to fit your company’s culture or performance expectations.
💡 Checklist Tip: Use this evaluation framework consistently across all administrative roles. It keeps performance criteria transparent and helps benchmark improvements over time.
Setting SMART Goals for Executive Assistants
A performance review isn’t complete without forward-thinking. Once feedback is shared, it’s time to set goals for the next review cycle.
SMART goals are the foundation:
- Specific: Clearly define what needs to be achieved.
- Measurable: Include metrics that track progress.
- Achievable: Ensure the objective is realistic given the EA’s workload.
- Relevant: Tie goals to the executive’s broader strategy.
- Time-Bound: Establish target dates for completion.
For example:
“Improve meeting preparation by creating a checklist that reduces errors by 25% over the next quarter.”
This kind of clarity drives accountability and progress. (Source: Atlassian)
Conducting the Review Meeting
The review meeting itself should feel like a conversation, not an interrogation.
Before the Meeting
- Schedule it in advance and allow both parties time to prepare.
- Share the agenda so there are no surprises.
- Keep it private to maintain trust and professionalism.
During the Meeting
- Start by celebrating successes.
- Offer constructive feedback gently but directly.
- Discuss challenges using specific examples rather than assumptions.
- Encourage the EA to communicate openly and share their perspective.
After the Meeting
- Summarize the key points discussed.
- Set a follow-up date to revisit goals and track progress.
- Continue to provide ongoing feedback through regular check-ins.
Remember: This is a partnership built on open communication and mutual accountability.
Best Practices for a Fair Evaluation
Fairness and consistency are critical in every evaluation. Here are a few best practices to make your performance review process effective and motivating:
- Be Objective: Base comments on facts, not opinions.
- Document Everything: Keep notes from check-ins, emails, or milestones.
- Avoid Surprises: Feedback should be continuous, not reserved for one meeting.
- Balance Feedback: Combine constructive feedback with recognition.
- Be Collaborative: Invite the EA to co-create improvement plans.
When handled thoughtfully, reviews can inspire your executive assistant to exceed expectations while giving executives a clearer understanding of how to offer better support.
Summary | Fair Review Checklist:
- Base evaluations on documented results, not personal perceptions.
- Balance recognition with constructive feedback.
- Keep dialogue open—feedback should never come as a surprise.
Sample Template for an Executive Assistant Performance Review
A written template helps standardize the evaluation. Below is an example layout you can adapt:
Employee Name: ________________________
Position: Executive Assistant
Review Period: _________________________
Reviewer: _____________________________
1. Key Accomplishments:
- ________________________________________________________________________________________________________
- ________________________________________________________________________________________________________
2. Strengths:
- ________________________________________________________________________________________________________
- ________________________________________________________________________________________________________
3. Areas for Improvement:
- ________________________________________________________________________________________________________
- ________________________________________________________________________________________________________
4. Professional Development Goals:
- ________________________________________________________________________________________________________
5. Overall Evaluation:
☐ Exceeds Expectations
☐ Meets Expectations
☐ Needs Improvement
Reviewer Comments: ___________________________
Employee Comments: ___________________________
Signatures: ___________________________
Using a consistent template ensures every EA receives a transparent and fair assessment.
Encouraging Growth Through Ongoing Feedback
The annual review shouldn’t be the only time you talk about performance. Regular check-ins keep communication strong and goals aligned.
Here’s how to provide feedback year-round:
- Seek feedback from colleagues regularly.
- Celebrate accomplishments as they happen.
- Offer actionable suggestions immediately after challenges occur.
- Keep open communication channels via Slack, Teams, or weekly one-on-ones.
When leaders consistently provide ongoing feedback, EAs stay motivated and more engaged in their roles.
💡 Pro Tip: Replace the yearly review mindset with continuous feedback loops. Frequent, informal check-ins keep motivation and performance high.
Motivating Your Executive Assistant After the Review
A well-run assistant performance review doesn’t end with a score—it ends with a plan. Encourage your EA to:
- Attend skill-building workshops or training programs.
- Track progress on each objective using digital tools.
- Celebrate milestones to maintain productivity and morale.
As an executive, your role is to motivate and support growth. Recognize achievements publicly, and offer constructive feedback privately. When administrative assistants feel valued, their impact on the organization multiplies.
Why Executive Assistant Performance Reviews Matter More Than Ever
In today’s hybrid workplaces, executive assistants are the glue connecting departments, projects, and leadership teams. Conducting an intentional executive assistant performance review ensures they receive recognition for that critical work.
Done well, it enhances retention, improves team morale, and boosts overall productivity. It’s not just about evaluation—it’s about evolution. According to one survey, approximately 70% of companies still conduct formal staff appraisals at least once a year. (Source: Lawpath)
At Oceans Talent, we believe that administrative professionals thrive in environments that celebrate their contributions and challenge them to grow. If you’re building or expanding your executive support team, a strong performance review process is the key to sustainable success.
In globally distributed teams, performance reviews become even more important. While offshore talent, such as executive assistants based in the Philippines, can offer cost advantages, challenges like time zone overlap, communication nuance, and long-term retention can arise without clear expectations and consistent feedback. Structured reviews help address these gaps by reinforcing accountability, alignment, and professional growth regardless of location.
FAQs
How often should I conduct an Executive Assistant performance review?
Most companies hold annual performance reviews, but quarterly check-ins are ideal for maintaining consistent feedback and momentum.
What should I include in a performance review?
Focus on accomplishments, communication, interpersonal skills, and organizational impact. Use specific examples and agree on measurable next steps.
How do I make the review constructive?
Pair positive feedback with areas for improvement, and create actionable goals that motivate rather than criticize.
How do I evaluate productivity for an EA?
Assess how effectively the executive assistant manages priorities, deadlines, and workload while supporting executive objectives.
Should an EA have SMART goals?
Yes. SMART goals provide structure and ensure every objective is clear, measurable, and achievable within your strategic plan.
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