5 Administrative Coordinator Interview Questions and Answers

Introduction

Administrative assistants often support more than one manager and must juggle conflicting requests while maintaining high accuracy and professionalism. This question evaluates prioritization, time management, communication, and judgement under pressure.

How to answer

• Use the STAR (Situation, Task, Action, Result) structure to keep your story clear.
• Start by describing the context: how many executives were involved, the types of requests, and any deadline constraints.
• Explain your prioritization framework (e.g., urgent vs. important, deadlines, business impact, dependencies).
• Describe specific actions you took to manage tasks (calendar management, delegation, confirming expectations, using task lists or tools like Outlook, Google Calendar, Asana).
• Mention how you proactively communicated trade-offs and timelines to stakeholders to align expectations.
• Conclude with measurable or observable outcomes (no missed deadlines, improved executive efficiency, positive feedback).

What not to say

• Saying you simply 'do everything first-come, first-served' without a clear framework.
• Claiming you never had conflicts or that it was always easy—this seems unrealistic.
• Taking all the credit and not acknowledging team or system support (reception, other assistants).
• Omitting how you communicated with executives about delays or changes in priorities.

Example answer

“At a mid-size tech firm supporting two VPs and a director, I frequently received overlapping calendar requests, travel bookings, and last-minute meeting prep. I prioritized by deadline and business impact — for example, client-facing meetings and investor deliverables took precedence over internal routine items. I maintained a shared prioritization sheet and blocked 'prep time' on each executive's calendar. When conflicts arose, I quickly outlined options via email and a short call so the executive could choose the trade-off; that reduced rework and cut scheduling conflicts by about 40% over three months. My proactive communication meant no meetings were double-booked and executives appreciated the clarity.”

Introduction

Accuracy and attention to detail are core responsibilities for administrative assistants. This question assesses your ability to spot errors, take ownership, follow processes, and communicate corrections without causing unnecessary disruption.

How to answer

• Frame the example with the importance of the document (e.g., board deck, client contract, executive expense report).
• Explain how you discovered the error (proofreading routine, cross-checking with source data, reconciliation).
• Describe the immediate actions you took to correct it, including who you informed and how you documented the correction.
• Highlight any steps you implemented to prevent similar mistakes (checklists, templates, updated procedures).
• If possible, provide the positive outcome (avoided contractual issues, regained funds, prevented inaccurate client communication).

What not to say

• Minimizing the significance of the error or saying you ignored it because it seemed minor.
• Blaming others solely without acknowledging your role in detecting or fixing it.
• Describing an action that breached confidentiality or bypassed required approval channels.
• Failing to mention preventative steps taken afterwards.

Example answer

“While preparing the monthly expense package for a director, I noticed a duplicated vendor charge that inflated the total by $1,200. I cross-referenced the card statements and receipts, then flagged the discrepancy to our finance lead and the director with a proposed adjustment. Finance confirmed and issued a correction before submission to the accounting system, preventing an incorrect reimbursement. To reduce future errors I introduced a two-column reconciliation checklist and a simple receipt-matching step in our shared drive process, which decreased similar mismatches by our next cycle.”

Introduction

Administrative assistants often coordinate events that require logistical planning, vendor management, and clear communication. This question evaluates your event planning, vendor coordination, budgeting, and follow-through skills.

How to answer

• Outline your planning timeline and milestones (e.g., 3 weeks out, 1 week out, day-of).
• List the logistical items you would manage: venue booking, seating layout, AV needs, dietary requirements, signage, printed materials, transportation if needed.
• Explain how you'd collect requirements from stakeholders (agenda, headcount, special requests, budget).
• Describe vendor coordination steps: obtaining quotes, confirming contracts, contingency planning for AV failures or last-minute changes.
• Detail on-site duties (check-in, timekeeping, troubleshooting) and how you'd capture actions/notes during the event.
• Explain the follow-up process: distributing meeting notes, sending surveys, tracking action items, and reconciling invoices against budget.

What not to say

• Focusing only on one aspect (like catering) and ignoring AV or materials.
• Saying you would improvise without any contingency plans.
• Not mentioning budget tracking or vendor confirmation steps.
• Overlooking accessibility or dietary restrictions and attendee communications.

Example answer

“First I'd confirm objectives and the agenda with the event owner and get a final headcount and budget. Three weeks out I'd book the room and AV, request quotes from two caterers for standard and dietary-restricted menus, and order printed materials and name badges. One week out I'd confirm AV run-of-show with IT and send a final attendee email with directions and dietary requests. On the day, I'd arrive early to set up seating and signage, run an AV check, manage check-in and timekeeping, and have a printed agenda and note-taking template for the session leader. After the workshop I'd compile and send meeting notes and assigned action items within 48 hours, distribute a short feedback survey, and reconcile invoices against the approved budget. This approach keeps stakeholders informed and reduces day-of surprises.”

Introduction

Administrative coordinators in India often juggle many operational tasks across stakeholders (office managers, senior leaders, external vendors). This question assesses prioritization, time management, stakeholder communication, and delivery under pressure.

How to answer

• Use the STAR structure: briefly set the Situation, define the Task, explain the Actions you took, and close with Results.
• Start by describing the specific priorities and constraints (e.g., CEO travel required immediate arrangements, an office event deadline, and a vendor delivering essential supplies).
• Explain your prioritization criteria (business impact, deadlines, dependencies, visibility to leadership) and any quick triage you performed.
• Describe concrete actions: delegating tasks, communicating revised timelines to stakeholders, negotiating vendor SLAs, and using tools (calendar blocks, shared checklists, ticket systems).
• Quantify outcomes where possible (met all deadlines, reduced delays, cost savings, positive stakeholder feedback).
• Reflect briefly on one lesson learned and what you would improve next time.

What not to say

• Saying you handled everything yourself without delegation or coordination (shows poor resource use).
• Failing to show a clear prioritization method or decision criteria.
• Omitting communication with stakeholders — lack of updates is a common operational failure.
• Giving a vague story without measurable outcomes or concrete steps.

Example answer

“At a mid-sized Delhi office of an IT services company, I faced a day when the director’s international travel itinerary changed last-minute, our quarterly staff engagement event needed on-site setup, and our office pantry vendor failed to deliver supplies. I first assessed impact: the director’s travel arrangements were time-critical and had external dependencies (flights, visas), so I prioritized that. I delegated the event logistics to an assistant and gave them a checklist and vendor contacts. For the pantry, I called alternative suppliers and negotiated a same-day partial delivery. I updated the director and HR with concise status notes every hour. Result: the director caught their flight with correct paperwork, the event started on time with minimal issues, and pantry service resumed the same day. From this I learned to maintain a vetted backup vendor list and to use a shared task tracker so delegation is clearer.”

Introduction

An Administrative Coordinator must create and maintain reliable systems to keep an office running smoothly. This question evaluates practical knowledge of office-management tools, process design, and using metrics to improve operations.

How to answer

• List specific tools and systems you have implemented or used (digital calendars, shared drives, inventory spreadsheets, Slack/Teams, Google Workspace, Zoho, OfficeRnD, or local vendor portals).
• Describe the processes you established (e.g., standard operating procedures for stationery requests, a booking calendar for meeting rooms, visitor sign-in protocols and ID checks).
• Explain how you set up responsibilities and workflows (who approves purchases, escalation steps, periodic audits).
• Share metrics you tracked to measure effectiveness (reduced stockouts, decreased meeting conflicts, faster response time to requests, vendor cost reductions).
• If you automated or digitized manual tasks, explain the change management steps you used to onboard colleagues.
• Mention regulatory or compliance considerations relevant in India (GST invoicing, local labour facility requirements) if applicable.

What not to say

• Only mentioning manual paper-based systems without any digital tools in 2025-era offices.
• Giving tool names without explaining how they improved operations or how you measured improvement.
• Not addressing accountability or how workflows are maintained when you are absent.
• Ignoring compliance requirements (invoicing, record-keeping) that matter for vendor payments and audits.

Example answer

“In my previous role at a Bengaluru branch of a fintech firm, I implemented a combined approach: we adopted Google Workspace for shared calendars and Drive, set up a central meeting-room booking sheet with color-coded slots, and used a simple Airtable base to track stationery inventory and vendor contacts. I documented SOPs for purchase requests (request → manager approval → purchase → invoice upload) and trained the team during an hour-long session. Metrics: meeting booking conflicts dropped 80% within a month, stationery stockouts fell from weekly to once a quarter, and invoice processing time reduced by 50% because invoices were uploaded immediately. For compliance, I ensured all vendor invoices had GST details and were stored in a folder for quarterly audits. The key was keeping processes lightweight and ensuring clear owner assignments so the system ran even when I was on leave.”

Introduction

Administrative coordinators frequently access sensitive information. Employers need assurance that you can protect confidentiality, act with discretion, and maintain professional trust.

How to answer

• Start by acknowledging the importance of confidentiality and legal/ethical responsibilities.
• Describe specific measures you use: secure file storage (password-protected drives, limited access folders), physical security (locked cabinets), and adherence to company policies.
• Explain communication boundaries — what you share, with whom, and how you verify requests for sensitive information.
• Give an example where you maintained discretion under pressure, including how you handled requests or potential breaches.
• Mention any relevant training or policies you followed (data protection, workplace privacy) and how you ensure compliance.
• Emphasize trust-building behaviors: transparency about processes, consistent reliability, and respecting boundaries.

What not to say

• Minimizing the importance of confidentiality or saying you 'blurred' details without proper authorization.
• Describing casual sharing of sensitive information among colleagues as normal practice.
• Failing to provide concrete examples or safeguards.
• Overstating technical security measures you don't actually use.

Example answer

“I understand confidentiality is central to an administrative role. At my last position with a Mumbai-based startup, I managed executive calendars and some HR onboarding files. I stored sensitive documents in an encrypted Google Drive folder with access restricted to HR and the managing director. Physical offer letters were locked in a cabinet, and keys were held by HR only. When a colleague once asked for salary details to resolve a payroll error, I refused to share and directed them to HR; I then escalated the issue with HR so it was handled through the right channel. I also completed the company’s data privacy training and recommend quarterly reviews of access lists to ensure only current, authorized staff can view confidential files. These practices maintained leadership trust and prevented accidental disclosures.”

Introduction

Senior Administrative Coordinators often run multi-location programs or executive roadshows. This question assesses your project coordination, vendor management, budgeting, and cross-stakeholder communication skills — critical for efficient administration in organizations with regional offices in Italy.

How to answer

• Use the STAR structure: Situation, Task, Action, Result.
• Start by outlining the scope: number of offices involved, timeline, attendees (executives, external guests), and budget constraints.
• Describe how you mapped responsibilities and set milestones (venue booking, travel, catering, A/V, local compliance).
• Explain vendor selection criteria and how you negotiated contracts and payment terms, mentioning any use of company-approved suppliers or local procurement rules.
• Show how you coordinated internal stakeholders (HR, legal, facilities, executive assistants) and kept them informed (recurring status updates, single source of truth like a shared dashboard).
• Quantify outcomes: on-budget delivery, attendee satisfaction, reduced travel costs, or time saved for executives.
• Highlight lessons learned and process improvements you introduced for future events.

What not to say

• Focusing only on tasks (booking hotels) without showing coordination, communication, or impact.
• Claiming sole credit and not acknowledging a team or suppliers.
• Saying you managed it without adhering to company procurement or compliance (important in Italy for public-facing companies).
• Giving vague outcomes ("it went well") without metrics or concrete feedback.

Example answer

“At a mid-size Italian manufacturing firm with offices in Milan, Rome and Turin, I coordinated a two-day executive roadshow for 80 attendees. I began by creating a master checklist and timeline shared via Microsoft 365, assigned local leads in each city, and consolidated vendor quotes to compare costs. I negotiated a bundled rate with a single caterer and arranged standardized A/V so presentations were seamless across sites. Budget tracking in Excel with real-time updates kept spending within a €25,000 limit; we came in 8% under budget. Post-event surveys showed 92% attendee satisfaction. Afterward I standardized the checklist and vendor list for future roadshows, reducing planning time by 30%.”

Introduction

Process optimization is a key part of a Senior Administrative Coordinator role. Employers want to know you can analyze current workflows, implement practical changes (often involving digital tools like Microsoft 365, SAP Concur, or local ERP systems), and measure impact — especially important in Italy where compliance and tax documentation are strict.

How to answer

• Begin by describing how you'd assess the current state: stakeholder interviews, process mapping, and data on error rates or processing times.
• Identify bottlenecks and root causes (manual data entry, lack of standardized forms, unclear approval hierarchies).
• Propose concrete solutions: standardized templates, automation (workflow in Microsoft Power Automate, integrations with SAP/Concur), centralized shared drive, or training for staff.
• Explain implementation steps: pilot in one office, gather feedback, refine, then roll out regionally with training materials in Italian and English if needed.
• Describe how you'd measure success (reduced turnaround time, lower error rate, fewer exception reports) and the reporting cadence.
• Mention change management: communicating benefits, providing quick reference guides, and setting up a support contact for the transition.

What not to say

• Suggesting broad technology adoption without considering company tooling, budget, or compliance (e.g., proposing new SaaS without procurement approval).
• Focusing only on technical fixes and ignoring user training or stakeholder buy-in.
• Proposing changes without a plan to measure outcomes or pilot test.
• Assuming a one-size-fits-all fix for all regional offices without local adaptation (important across Italian regions).

Example answer

“I would map the current invoice approval process and collect KPIs: average processing time and common error types. In a recent role, invoices took 10 days on average with frequent missing attachments. I introduced a standardized submission form and a folder structure in SharePoint, then built a Power Automate workflow that routed invoices automatically to approvers and logged timestamps. I piloted the solution in the Rome office, trained staff with short video guides in Italian, and after rollout the average processing time dropped to 3 days and missing-document incidents fell by 70%. Regular monthly reports maintained transparency and drove continuous improvement.”

Introduction

Conflict resolution and diplomacy are essential for a Senior Administrative Coordinator who must balance competing priorities and keep operations running smoothly. This question evaluates interpersonal skills, negotiation, and ability to escalate or mediate appropriately in an Italian workplace context.

How to answer

• Use the STAR method and focus on your role as mediator, not as passive observer.
• Describe the nature of the disagreement and why it mattered operationally (impact on staff, deadlines, or budget).
• Explain the steps you took: listening to each party, clarifying underlying needs, identifying constraints (compliance, budget), and proposing options.
• Show how you facilitated a solution: trade-offs, compromise, or presenting data to support a decision.
• Mention how you documented the agreement and followed up to ensure implementation.
• Reflect on what you learned about handling senior stakeholders and preventing similar conflicts.

What not to say

• Saying you avoided the conflict or took sides without seeking a collaborative solution.
• Focusing on personality clashes rather than practical impacts and resolution steps.
• Claiming you resolved it without input from the people involved or without follow-up.
• Describing a solution that violated company policy or compliance norms.

Example answer

“At a previous company in Italy, a department head wanted expedited external hires and frequent last-minute office set-ups, while the office manager prioritized cost controls and advanced notice. I arranged a short mediation meeting, listened to both sides, and surfaced the real constraint: lack of a fast-track procurement option. I proposed a formal express-request process with clear criteria for expedited approval and a capped contingency budget for such cases. Both parties agreed; the department head got faster approvals when criteria were met, and the office manager gained clearer controls. I tracked usage for three months and reported back to leadership, which reduced friction and improved planning.”

Introduction

Office managers in the UK often act as the first line of people management and workplace culture stewardship. This question assesses your interpersonal skills, impartiality, and ability to restore a productive working environment while following HR policies.

How to answer

• Use the STAR structure: Situation, Task, Action, Result to keep the story clear.
• Briefly describe the context (team, roles, and why the conflict mattered to daily operations).
• Explain your role and responsibilities — did you act as mediator, escalate to HR, or facilitate adjustments?
• Detail the concrete steps you took: listening to each party, fact-finding, setting ground rules, proposing compromises, and documenting outcomes.
• Mention how you involved policies or managers if relevant (e.g., company disciplinary policy or D&I guidelines).
• Quantify the result where possible (reduced complaints, improved collaboration, quicker task completion) and state any follow-up measures you put in place to prevent recurrence.

What not to say

• Taking sides or saying you blamed one person without demonstrating impartial handling.
• Claiming you resolved everything by yourself if the issue required formal HR involvement.
• Omitting follow-up or learning points — conflicts often need monitoring after resolution.
• Focusing solely on emotions without showing practical steps and policy awareness.

Example answer

“At a mid-sized London charity, two project coordinators clashed over shared desk space and overlapping responsibilities, which affected project delivery. I met each person separately to hear their concerns, reviewed their role descriptions, and then facilitated a mediated meeting with clear agenda and ground rules. We agreed revised task boundaries, a desk rotation schedule and weekly check-ins for a month. I documented the agreement and briefed HR to ensure alignment with policy. Within six weeks collaboration improved, missed deadlines dropped, and both staff reported feeling more supported. I also introduced a simple desk-sharing guideline to prevent similar issues.”

Introduction

Facilities disruptions are common and can quickly impact productivity and staff welfare. This situational question tests your crisis management, vendor coordination, health & safety awareness and ability to keep the organisation functioning under pressure.

How to answer

• Start by prioritising staff safety and welfare — confirm no immediate hazards and check accessible emergency procedures.
• Outline immediate practical steps: communicate clearly to staff, set expectations on timing, and offer temporary measures (relocate teams, provide hot drinks, advise flexible working/homeworking if policy allows).
• Explain how you would contact contractors and escalate with building management or facilities providers (including referencing SLAs).
• Describe contingency plans to maintain business operations (remote meeting setups, rescheduling critical activities, using alternative meeting spaces in nearby offices or satellite sites).
• Mention documentation and follow-up: record incident, costs, lessons learned, and actions to prevent recurrence (e.g., scheduled maintenance, backup heating checks).
• Reference relevant UK considerations (cold-weather workplace regulations, duty of care obligations).

What not to say

• Ignoring staff welfare or assuming everyone can simply work through without offering alternatives.
• Failing to mention escalation to suppliers or building management and missing SLA controls.
• Relying purely on personal judgement rather than following company emergency procedures or health & safety guidance.
• Saying you would wait passively for contractors without communicating to stakeholders.

Example answer

“I would first ensure the office is safe and check the building’s emergency guidance. I’d send an immediate message to all staff explaining the situation and advising they can work from home or move to a designated warmer area (we had a small boardroom with portable heaters). I’d call the contracted heating engineer and building management to confirm arrival windows and escalate if outside SLA. For critical meetings, I’d arrange remote dial-in or rebook to another nearby office we partner with (we had an agreement with a serviced office provider in Camden). I’d log all communications and costs, then follow up with a maintenance review to reduce future risk. Throughout I’d keep senior managers updated so they can reassign priorities if needed.”

Introduction

Office managers must balance multiple stakeholders and limited resources. This competency question evaluates your organisation, prioritisation framework, stakeholder negotiation and time-management approaches.

How to answer

• Describe a clear prioritisation method you use (e.g., urgency vs. impact matrix, escalation rules, deadlines and SLAs).
• Explain how you gather necessary information to assess impact (who is affected, business consequences, legal/compliance deadlines).
• Show how you communicate priorities and negotiate timelines with stakeholders to set realistic expectations.
• Give examples of tools you use to organise tasks (calendars, ticketing systems, shared trackers) and how you delegate when appropriate.
• Mention how you maintain flexibility for genuine emergencies and how you review priorities regularly.
• Include an example of an outcome where your prioritisation prevented problems or improved efficiency.

What not to say

• Claiming you simply do everything first-come-first-served without considering business impact.
• Saying you avoid pushing back on senior stakeholders — prioritisation sometimes requires diplomatic refusal or re-scheduling.
• Not mentioning documentation or systems to prevent tasks being forgotten.
• Focusing only on personal productivity hacks without demonstrating stakeholder management.

Example answer

“I use an impact/urgency matrix combined with clear SLAs. When requests arrive, I ask brief clarifying questions to determine deadline, impact (who is affected and cost of delay) and dependencies. I log tasks in our shared operations tracker and assign a priority. For example, when the finance director needed an urgent board pack proofread the same morning the HR team requested an immediate new starter setup, I assessed that the board pack had a fixed meeting time so it became top priority; I delegated the new starter onboarding to a colleague with a checklist and asked HR to confirm non-critical items could wait a day. I communicated decisions to both parties and recorded timelines. This approach reduces ad-hoc firefighting and keeps stakeholders informed.”

Introduction

Executive Assistants must juggle complex calendars across time zones, stakeholders and cultural expectations. In Spain, executives often travel within Europe and to Latin America — handling these conflicts smoothly preserves relationships and business momentum.

How to answer

• Use the STAR method: Situation, Task, Action, Result.
• Start by succinctly describing the calendar conflict (which meetings, time zones, and stakeholders were involved).
• Explain the business impact of each conflicting commitment (e.g., investor meeting vs. board meeting vs. client visit).
• Describe your prioritization framework (business impact, contractual obligations, stakeholder seniority, and flexibility).
• Detail concrete actions you took: contacting stakeholders, proposing alternatives, leveraging deputies, adjusting logistics, and securing approvals from the executive.
• Mention how you managed communications and expectations (what you told the executive and stakeholders and when).
• Quantify the outcome where possible (meeting salvaged, revenue protected, executive time saved, stakeholder satisfaction).
• Close with lessons learned and any process improvements you implemented to prevent recurrence (e.g., new calendar rules, buffer times, travel templates).

What not to say

• Focusing only on schedule changes without explaining business trade-offs or stakeholder management.
• Saying you unilaterally cancelled important meetings without consulting the executive or stakeholders.
• Claiming the conflict caused no issues without acknowledging trade-offs or follow-up actions.
• Overemphasizing tools used while ignoring interpersonal negotiation and judgment.

Example answer

“At a mid-size Madrid-based tech company where I supported the CEO, she had a planned investor meeting in London the same day as a board strategy session scheduled by the chairman in Madrid. The investor meeting had a potential for immediate funding, while the board session involved strategic approval for Q3 budgets. I mapped stakeholders and business impact, confirmed the boardchair could move to a 90-minute remote slot in the afternoon, and proposed the CEO attend the investor meeting in person as planned and join the board remotely later with a brief pre-read and an appointed deputy to present specific financial slides. I coordinated logistics (fast-track train to London, remote connection quality checks, and an executive briefing pack), informed all stakeholders with clear options, and got approvals. The investor meeting secured a term sheet; the board approved the budget unanimously. Afterwards I built a standard conflict triage checklist and blocked 1-hour buffers around travel days to reduce future clashes.”

Introduction

An Executive Assistant must be proficient with travel platforms, expense systems, secure document handling, and internal admin tools. In Spain, common systems include SAP Concur, Google Workspace, Microsoft 365, and travel providers used by companies like Banco Santander or Telefónica.

How to answer

• List the core tools you’ve used (travel booking platforms, expense management, calendar, secure file storage and communication tools).
• For each tool, describe why you used it and one concrete example of a workflow (e.g., booking + approvals + reconciling).
• Highlight how you ensure confidentiality and compliance (encryption, access controls, NDAs, retention policies).
• Mention integrations you rely on (calendar syncing, corporate card linking to expense systems).
• Show awareness of local/regulatory considerations (VAT receipts in Spain, invoice archiving rules).
• If you’ve standardized or improved processes, describe the change and measurable benefit (time saved, fewer errors).

What not to say

• Listing tools generically without explaining how you use them in practice.
• Claiming you don’t use formal systems and rely only on ad-hoc methods (risks confidentiality).
• Ignoring compliance requirements like VAT handling or data protection (GDPR).
• Overstating technical knowledge of systems you haven’t actually administered.

Example answer

“I typically use SAP Concur for expenses, Amadeus or Egencia via our corporate travel desk for bookings, Google Workspace for collaborative documents, and Microsoft 365 with Azure AD for secure file sharing when the company uses Microsoft. My travel workflow: confirm dates with executive → search itineraries in Egencia prioritizing refundable fares and loyalty program benefits → book and add trips to Google Calendar with detailed travel notes and local contact numbers → create an encrypted travel folder in Google Shared Drives with boarding passes and hotel confirmations. For expenses: the executive’s corporate card transactions auto-feed into Concur; I attach receipts (scanned or photographed), tag VAT where applicable for Spain tax rules, and submit for manager approval. For confidentiality, I limit folder access to a small ACL group, enable 2FA, and require NDAs for external partners I share sensitive documents with. At my last role supporting a CFO at a multinational with Madrid HQ, I automated expense reminders and reduced missing receipts by 40% in six months.”

Introduction

Executive Assistants often make rapid decisions balancing reputation, relationships and operational constraints. This situational question tests judgment under pressure, media awareness and stakeholder negotiation skills — especially relevant when dealing with national press in Spain.

How to answer

• Outline how you would quickly assess priorities: importance of live/on-camera presence, flexibility of the outlet, potential PR impact, and technical options available.
• Explain immediate steps you would take to evaluate feasibility (contact the journalist/producer, check the CEO’s ETA and connectivity options, and assess remote A/V quality).
• Describe how you would present options and a recommended course of action to the CEO (pros/cons and any mitigation).
• Include actions to mitigate negative outcomes (offer alternatives like a recorded segment, short pre-recorded statement, or exclusive interview at a slightly different time).
• Mention follow-up communications after the decision (apology/explanation to the outlet, updated press materials, and internal briefings).

What not to say

• Making an immediate unilateral decision without consulting the journalist or the CEO.
• Assuming the journalist has no flexibility and accepting poor-quality output without exploring solutions.
• Failing to consider reputational consequences or backup plans like recorded statements.
• Neglecting to document the decision and follow-up for PR/legal teams.

Example answer

“First, I’d call the journalist or their producer to explain the situation and ask if a five to ten-minute delay is acceptable or if they prefer to proceed with remote participation. Simultaneously, I’d check the CEO’s precise ETA and whether we can secure a high-quality remote connection (hotel business center, 4G/5G hotspot, or a local fixer to provide a studio link). If the outlet can accept a short delay, I’d propose moving the interview by 10 minutes and offer a brief pre-interview statement to be published if needed. If delay isn’t possible but a remote interview is feasible with acceptable A/V (tested immediately), I’d recommend going remote to preserve the opportunity and ensure the CEO’s message reaches the national audience. Afterward I’d send a follow-up apology/explanation, offer an exclusive follow-up piece or additional material to maintain goodwill, and brief PR on next steps. This balances preserving the media relationship and protecting the CEO’s public image.”