In this article, we will show you the detailed and updated personal assistant job description. Here you will also find the duties of a personal assistant, responsibilities, qualifications, skills, and estimated annual salary.Personal Assistant Job Description
This personal assistant job description template provides critical duties and responsibilities for a personal assistant. It’s ready to post on various job sites to assist you to recruit and hire talented personal assistant who will help in liaising with internal departments, answering calls, and making travel arrangements. As a job seeker, you can use this information to make a very rich resume and as well get yourself prepared for an interview.
Personal Assistant Job Description
Personal assistants handle secretarial tasks and offer daily administrative support to senior managers. They are responsible for taking calls, managing correspondence, setting up appointments, and planning trips. Additionally, they could be needed to plan events. Personal Assistant Job Description
For senior-level employees, a personal assistant or personal executive assistant handles administrative work. Their primary responsibilities include returning calls and emails, setting up meetings, and making travel arrangements.Personal Assistant Job Description
Duties of a Personal Assistant
- Schedule meetings and manage calendars
- Answer phone calls and emails and take messages
- Take accurate and comprehensive notes at meetings
- Help with daily time management
- Run errands as requested
- Plan travel, including flights, accommodation and ground transportation
- Coordinate events and speaking engagements
- Draft correspondence such as emails and letters
- Act as the point of contact between the manager and internal/external clients
Responsibilities of a Personal Assistant
- Reporting to senior management and performing secretarial and administrative duties.
- Typing, formatting, and editing reports, documents, and presentations.
- Entering data, maintaining databases, and keeping records.
- Liaising with internal departments, answering calls, and making travel arrangements.
- Managing internal and external correspondence on behalf of senior management.
- Scheduling appointments, maintaining an events calendar, and sending reminders.
- Copying, scanning, and faxing documents, as well as taking notes.
- Preparing facilities for scheduled events and arranging refreshments, if required.
- Ordering office supplies and replacements, as well as managing mail and courier services.
- Observing best business practices and etiquette.
- Supports client directly as the go-to person for all needs, including daily administration, calendar management, travel schedules, project coordination, delivering presentations, answering calls, etc.
- Is a spokesperson for the client on all matters.
- Provides administrative support.
- Makes administrative decisions and takes action in the client’s absence.
- Manages a high-volume travel schedule.
- Conserves client’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; and initiating telecommunications.
- Coordinates projects by capturing timelines and strategies and delivering progress updates.
- Prepares meeting rooms for appointments, coordinates schedules, and greet customers and clients prior to meetings.
- Keeps, prepares, and distributes minutes of meetings.
- Answer phone calls received and direct them appropriately
- Record notes and messages for the employer
- Schedule and arrange meetings and conferences
- Manage travel arrangements and itineraries on behalf of the employer
- Perform as a liaison between the employer and household staff as required
- Act as the first point of contact for the employer as necessary
- Manage the employer’s calendar and appointment scheduling
- Read and write correspondence in mail or email form
- Screen and direct phone calls and distribute correspondence
- Handle requests and queries appropriately
- Manage diary and schedule meetings and appointments
- Make travel arrangements
- Take dictation and minutes
- Source office supplies Personal Assistant Job Description
- Produce reports, presentations and briefs
- Devise and maintain office filing system
Qualifications of a Personal Assistant
- High school diploma or GED.
- Certification in secretarial work, office administration, or related training.
- 1-2 years of experience as a personal assistant would be advantageous.
- Extensive experience in creating documents and spreadsheets, using office software such as MS Word, Excel, and PowerPoint
Skills of a Personal Assistant
- Advanced typing, note-taking, recordkeeping, and organizational skills.
- Ability to manage internal and external correspondence.
- Working knowledge of printers, copiers, scanners, and fax machines.
- Proficiency in appointment scheduling software such as MS Outlook, as well as call forwarding.
- Excellent written and verbal communication skills.
- Exceptional interpersonal skills.
- Proven work experience as a Personal Assistant
- Knowledge of office management systems and procedures
- MS Office and English proficiency
- Outstanding organisational and time management skills
- Up-to-date with latest office gadgets and applications
- Ability to multitask and prioritize daily workload
- Excellent verbal and written communications skills
- Discretion and confidentiality
- High School degree
- PA diploma or certification would be considered an advantage
Salary of a Personal Assistant
The average Personal Assistant in the US makes $47,084. The average bonus for a Personal Assistant is $5,333 which represents 11% of their salary, with 100% of people reporting that they receive a bonus each year. Personal Assistants make the most in San Francisco at $62,196, averaging total compensation 32% greater than the US average.
A good personal assistant is more than just preparing meeting rooms for appointments, coordinates schedules, and greet customers and clients prior to meetings. A good a personal assistant makes administrative decisions and takes action in the client’s absence.
He / She assists with preparing facilities for scheduled events and arranging refreshments, if required.
Finally, the duties of a personal assistant is to act as the first point of contact for the employer as necessary.