Top 20 Interview Questions & Answers for PA to General Manager Roles – 2025

Preparing for a PA to General Manager job interview? This guide provides a list of essential questions and answers that will help you showcase your organizational skills, attention to detail, communication abilities, and experience supporting high-level executives. Whether you’re applying for a role as a personal assistant, executive assistant, or office manager, these questions cover all key areas of the job.

General Questions

• 1. Tell me about your previous experience as a PA or office manager.
  As a PA, I have supported multiple executives in a variety of industries, including healthcare, finance, and marketing. I have also worked as an office manager for a small law firm for two years, where I was responsible for managing schedules, coordinating meetings, and handling administrative tasks.
• 2. How do you prioritize and manage your tasks when working with multiple executives?
  To effectively manage my workload, I utilize tools like task lists, calendars, and email folders to keep track of deadlines and prioritize my tasks. I also communicate constantly with each executive to ensure their needs are being met and their schedule is being properly managed.
• 3. What is your approach to managing confidential information?
  I understand the importance of discretion and confidentiality in the role of a PA. I always handle sensitive information with the utmost care and only share it with those who have a legitimate need to know.
• 4. How do you handle unexpected changes or last-minute tasks?
  Flexibility is crucial in this role, and I have developed the ability to quickly adapt to changes and prioritize tasks accordingly. I always communicate with the executives I support and keep them informed of any changes or delays.
• 5. How would you handle a difficult or demanding executive?
  I have experience working with a diverse range of personalities, and I understand that each executive may have their own communication and management style. I remain professional and maintain open communication to ensure their needs are met, but I also know when to set boundaries and handle conflicts appropriately.

Behavioral Questions

• 6. Give an example of a time when you had to handle a difficult situation with a client or stakeholder.
  During my time as an executive assistant, I had to handle a sensitive situation with a high-profile client. The client was unsatisfied with the service provided and demanded to speak with the CEO immediately. I remained calm and professional, and through active listening and problem-solving skills, I was able to address their concerns and retain their business.
• 7. Tell me about a time when you had to handle a significant amount of data or information.
  In my previous role as a PA, I was responsible for creating and maintaining a database of over 500 contacts for the company. This required me to collect, organize, and regularly update a large amount of data. I utilized Excel to create a user-friendly system, saving time and improving accuracy.
• 8. Describe a time when you had to handle a conflicting schedule or deadline.
  When working with multiple executives, scheduling conflicts are bound to happen. In a recent situation, two executives had meetings scheduled at the same time with important clients. I was able to quickly reschedule one meeting and coordinate with both executives to ensure their needs were met without compromising either meeting.
• 9. Give an example of a successful project you managed from start to finish.
  In my previous role as an office manager, I was tasked with organizing and executing a company-wide charity event within two months. I created a detailed timeline, delegated tasks to team members, and coordinated with external vendors to ensure the event was a success and raised over $50,000 for the chosen charity.
• 10. Tell me about a time when you had to work with a tight budget.
  In my role as a personal assistant, I was responsible for managing the CEO's personal finances as well as overseeing the office budget. I successfully reduced office expenses by negotiating better rates with vendors and implementing cost-saving measures, allowing the company to save over $10,000 in the first year.

Situational Questions

• 11. How would you handle a situation where an executive requests a last-minute change to their schedule?
  I would first assess the impact of the change on other scheduled tasks and communicate with the relevant parties to make adjustments. If the change is not feasible, I would explain the situation to the executive and offer alternative solutions.
• 12. What would you do if an executive provided inaccurate information that affected a project?
  I would first clarify the information provided and then communicate any necessary changes to the team members involved. I would also take the opportunity to discuss the importance of double-checking information and provide reminders for future projects.
• 13. How would you handle a disrespectful or rude colleague or client?
  I would remain calm and professional and address the situation privately, using active listening and conflict resolution techniques. If the behavior continues, I would escalate the issue to the relevant HR or management personnel.
• 14. What would you do if you discovered a mistake in an important document?
  I would immediately bring the error to the attention of the executive and work together to find a solution. I would also double-check all future documents to ensure accuracy and implement measures to prevent similar mistakes from occurring.
• 15. What would you do if an executive was unavailable and a critical deadline was approaching?
  I would first try to contact the executive to discuss a plan of action. If that is not possible, I would prioritize tasks according to the deadline and work with other team members to ensure the deadline is met.

Technical Skills & Experience

• 16. What experience do you have with calendar management and scheduling software?
  In my previous roles, I have used various calendar management and scheduling software, including Microsoft Outlook, Google Calendar, and Calendly. I am proficient in scheduling meetings, setting reminders, and using other features to manage and optimize schedules.
• 17. What is your knowledge of travel coordination and expense management?
  I have extensive experience coordinating travel arrangements for executives, including booking flights, accommodation, transfers, and preparing detailed itineraries. I am also skilled in managing and reconciling expenses, including tracking and categorizing receipts.
• 18. How do you ensure efficient document management and organization?
  I am proficient in using document management systems, such as Microsoft Office and Google Drive, to store and organize documents. I utilize proper naming conventions and folder structures to ensure easy access and retrieval of documents when needed.
• 19. Describe your experience with event planning and coordination.
  In my previous role as an office manager, I was responsible for coordinating events of various sizes, from small team outings to large company-wide events. I have experience managing budgets, coordinating with vendors, and ensuring all details are taken care of to make each event a success.
• 20. How do you handle a large volume of emails and prioritize responses?
  I have developed a system for organizing and prioritizing emails, including creating folders for different categories and using email flags and filters for urgent messages. I also follow the “two-minute rule,” which means I respond to emails that can be answered in two minutes or less immediately and schedule time to respond to longer emails later.