Personal Assistant Job Description Sample

As a personal assistant, you will report to the director or manager and be expected to act as the first point of contact with clients. Your responsibilities will include working closely with your manager to offer Office and administrative support. PAs need to have in-depth understanding of the business, its key employees, and what the expectations of the customers are. The ability to maintain confidentiality is also seen as a key requirement for Personal Assistants.

(This is a sample Personal Assistant Job Description which you can use to make job postings on career portals.)

Personal Assistant Job brief

We are currently looking for a Personal Assistant with X years’ experience for our business based in Y locality. As a PA, you will be expected to support our senior manager, manage correspondence, phone calls and communicate effectively with clients on a daily basis. If you are keen on experiencing a dynamic work culture and joining a fast growing company, we suggest you apply for this job right away.

(You job brief should give the applicant an idea on the kind of person the company is looking for. It should offer a clear and precise summary of the daily tasks involved. The job brief should also include the perks and opportunities for growth that one can expect at your company.)

Personal Assistant Responsibilities

• Communicate with clients on behalf of the manager via email, fax, phone etc.
• Do background research and perform presentations
• Supervise the creation of reports
• Attend meetings on behalf of your manager
• Effectively liaise with customers and suppliers
• Maintain accounts and budgets for the manager
• Work closely with the team and management and help out in carrying out some of the manager’s responsibilities and job duties
• Make decisions in the absence of the manager
• Delegate work on manager’s behalf
• Manage and organize filing systems for easy reference
• Maintain the manager’s diary and organize meetings and appointments
• Organize and file expense reports
• Assist in preparing and carrying out presentations
• Check whether the business complies with applicable laws, polices, and regulations
• Make travel, accommodation and food arrangements for the manager
• Organize professional meetings and events
• Keep track of appointments and deadlines
• Take notes for the manager at meetings

(Responsibilities of the Personal Assistant may vary according to the nature of the company or business. Feel free to add or remove tasks according to your requirements.)

Qualifications and training required

Usually, employers don’t look for formal academic qualifications while hiring Personal Assistants. Some companies do prefer having candidates with degrees in management, IT, communications or business on board. Previous experience in administrative support occupations is seen as a plus. Aspirants with no prior experience or training can gain entry into permanent Personal Assistant roles by starting off with temporary work. You can also increase your odds of getting hired by completing certificate or diploma courses specially organized for Personal Assistants.

Skills required

• Should have the ability to use tact and diplomacy while dealing with people
• Topnotch communication skills (should be a good listener and note taker)
• Excellent IT skills (Should be well-versed in common software and tools meant for Personal Assistants)
• Ability to multitask (to prioritize according to deadlines)
• Excellent organizational skills
• Good time management skills (helps in improving productivity and reducing stress)
• Outstanding personal integrity (should be good at maintaining confidentiality)
• Topnotch interpersonal skills
• Should be detail-oriented
• Readiness to work occasional odd hours to meet deadlines
• Excellent workplace flexibility (to adapt to constantly changing conditions and goals) 
• Should be proactive (to plan an`                d take action according to the situation)

(List down the specific skills required to excel in a Personal Assistant job at your organization.)

Salary

Personal Assistant Salaries vary according to the size, location and nature of the employer. A payscale.com report reveals that Personal Assistants earn an average hourly wage of $14.74. The total pay lies in the range of $20,686 - $61,254.

The good

• You get the opportunity to gain a variety of work experiences
• There is the option to freelance by taking up virtual assistant roles
• Good job satisfaction (The work is fast paced. A variety of tasks have to be handled on a daily basis.)
• Plenty of job opportunities (Personal Assistant job openings are available in almost all fields) 
• You can mingle with all levels of staff within an organization

The bad

• Low job security
• Nerve-wracking (you may have to deal with some difficult and eccentric individuals, especially at the senior level)
• Emotional stress (personal issues faced by your manager can have a negative influence on you)
• You may be expected to carry out some lowly tasks like making coffee/tea or doing shopping for your boss.
• Your role is often seen as a support function (your contribution to the organization may not be recognized)
• You may be expected to travel often to meet clients and participate in presentations

Working environment and career outlook

Personal assistants are employed in a variety of areas, including public, private sectors, NGOs and even individuals. While some PAs apply directly for the job, there are others who get placed by recruitment agencies. Typically, the work hours are set in the standard 9-to-5 schedule. However, flexible hours are also available for those looking for part-time work. After gaining adequate professional experience, Personal assistants may move on to fields like human resources, marketing, public relations etc. Those with high educational qualifications can get promoted to senior manager roles.