Personal Assistant Job Description: Top Duties and Qualifications

Personal Assistants, or Executive Assistants, support people in their professional or personal roles to give them the freedom to focus on specific tasks. A Personal Assistant often reports to an executive or manager, or is occasionally hired by an individual. Personal Assistant duties vary by the position but typically include communicating electronically or by phone, running errands, and arranging travel or appointments.

 

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What does a Personal Assistant do?

Personal Assistants are different from Administrative Assistants in that they typically handle duties for an individual rather than for a team. Personal Assistants may be used for professional and personal purposes, but they are commonly hired to assist executives and managers. One of the main duties of a Personal Assistant is handling administrative tasks to allow the executive or manager time to perform other tasks. Job duties for this role differ, but they may include handling correspondence, scheduling appointments, managing access to the executive or manager, arranging travel, and preparing documentation.

 

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Personal Assistant Job Description Examples:

 

Example 1

*Company description* OUR Building Restoration AND Construction Services In partnership with expert engineers and architects, WellDone Inc. services commercial and residential customers – from hotels and office buildings, to condominium corporations, rental apartment buildings and retail shopping centers. *Job description* *Overview OF Responsibilities WellDone Inc.: * * *_Maintain records of goods ordered and received. _* * *_Locate vendors of materials, equipment or supplies and interview them in order to determine product availability and terms of sales. _* * *_Prepare and process requisitions and purchase orders for supplies and equipment. _* * *_Administer on-line purchasing systems. _* * *_Prepare reports regarding market conditions and merchandise costs_* AND Experience: * * _BS degree_ * _No experience (learning with our manager)_ * _Accomplished skills in negotiation and networking_ * _High attention to detail & accuracy_ * _Sound analytical thinking, planning, organization, prioritization, and execution skills_ Reference ID: Job Types: Full-time, Temporary, Contract Salary: $23.00-$30.00 per hour

Example 2

* acting as a first point of contact: dealing with correspondence and phone calls * managing schedules and organising meetings and appointments, often controlling access to the * booking and arranging travel, transport and accommodation * organising events * reminding the of important tasks and deadlines * typing, compiling and preparing reports, presentations and correspondence * managing databases and filing systems * implementing and maintaining systems * liaising with staff, suppliers and clients * collating and filing expenses * miscellaneous tasks to support their manager, which will vary according to the sector and to the manager’s remit, eg completing some corporate governance reporting (to ensure that the business is being run properly and complying with legislation and regulations) or conducting research. * 15 to 20 hours per week Part-time hours: 15-20 per week Job Types: Part-time, Permanent Salary: $16.00-$18.00 per hour Schedule: * Day shift * Monday to Friday * No weekends COVID-19 considerations: All necessary COVID precautions are taken. Fully vaccinated applicants only please. Experience: * Administrative: 1 year (preferred) Work remotely: * No

Example 3

The Position: Assistant Part-time (20 hours/week), with the potential to turn into full-time Who Are We? Maven Strategy Ltd. is a strategic consultancy with over 20 years of experience providing professional services for municipalities and development planning, conflict resolution, collaborative processes, and stakeholder engagement. How Can You Contribute? The Maven principals are looking for an experienced Assistant who knows how to get things done. Our ideal candidate will be a creative thinker with the ability to work cross-functionally. You can balance a number of projects and responsibilities and are considered the go-to person when something needs fixing. This position will support the principals and our team day to day needs which will be both business and personal in nature. will evolve over time but begin with: * Management and organization of calendars * Organize corporate and personal activities * Team and client email on behalf of the principals * Format information for internal and external communication – memos, emails, presentations, reports * Social media postings * Manage travel arrangements and itineraries * Assist with payments * Expense report preparation * Review and prepare business and internship grant applications * Review and distribute applicable request for proposals * Handle special projects and researching business projects * Organization and filing * Run household and personal errands on behalf of the principals * Other projects / duties that may be assigned from time-to-time What Skills and Experience Do You Bring to The Table? We’re looking for a colleague who’s ready to apply their skills and talents and build upon their experiences. Our ideal candidate will likely have a combination of the following interests, skills, and experiences: * Diploma in Business Administration, office administration or equivalent is preferred * 2+ years of proven experience working as an Assistant is required * Proficient in computer technology including but not limited to Microsoft Office applications, with experience in recordkeeping and notetaking * Exceptional interpersonal skills * The ideal candidate is energetic, enthusiastic, works well under pressure, can adapt to a changing environment with changing priorities, and has a professional and positive attitude * Excellent verbal and written communication skills * Strong emotional intelligence, discretion and the ability to maintain confidentiality * Exceptional organizational and time-management skills * Follows instructions clearly and accurately within a timely fashion * Proactive and enthusiastic about delivering positive results Compensation: We offer competitive compensation with a starting wage of $20-$25/hr and potential to grow the role in responsibility. If this sounds like an opportunity that fits, we’d love to hear more about you. Please send an introduction and your resume by December 8, [phone number]We will review resumes as they come in so don’t delay. We thank all applicants for their interest; and will be in touch with those who are a strong match. Part-time hours: 20 per week Application deadline: [phone number]12-08 Job Types: Full-time, Part-time, Permanent Salary: $20.00-$25.00 per hour Schedule: * Day shift * Monday to Friday Work remotely: * No

Example 4

Personal Assistant with the ability to juggle many tasks to keep affairs organized. Duties and * Acting as a point of contact for phone calls and correspondence * Managing appointments, meetings, and conferences * Arranging meetings and travel * Preparing presentations, reports, and correspondence * Handling errands and day-to-day tasks * Managing filing systems * Liaising with clients Skills and Qualifications * Oral and written communication skills * Organizational skills * Diplomacy * Adaptability * Proficiency and flexibility with different software systems * Discretion * Valid Drivers license Job Types: Full-time, Permanent Salary: per year Additional pay: * Bonus pay Benefits: * Extended health care Schedule: * 8 hour shift Work remotely: * No

Personal Assistant duties and responsibilities

Personal Assistants have to juggle many tasks to keep a client’s affairs organized. A Personal Assistant’s duties vary according to the role and whether it’s personal or professional, but the key responsibilities and duties for a Personal Assistant typically include:

  • Acting as a point of contact for phone calls and correspondence
  • Managing appointments, meetings, and conferences
  • Arranging meetings and travel
  • Preparing presentations, reports, and correspondence
  • Handling errands and day-to-day tasks for the employer
  • Managing filing systems
  • Liaising with clients

 

Personal Assistant skills and qualifications

Though there’s often no educational requirement, Personal Assistants must have a certain skill set to perform their job duties efficiently and effectively. Successful Personal Assistants must possess certain skills or qualifications that are a combination of hard and soft skills, such as:

  • Oral and written communication skills
  • Organizational skills
  • Diplomacy
  • Adaptability
  • Proficiency and flexibility with different software systems
  • Discretion

 

Personal Assistant experience requirements

Personal Assistants aren’t required to have formal education, though some employers prefer candidates with degrees or a certain number of years in the field. In these cases, qualified candidates may be expected to have two or more years of Personal Assistant work to handle day-to-day responsibilities and requirements.

 

Personal Assistant education and training requirements

Many Personal Assistants don’t have formal education. A high school diploma or equivalency is usually required, and an associate degree or more may be preferred. If the candidate doesn’t have two or more years experience, an associate or bachelor’s degree in business or communications may be expected. Proficiency in different software, such as the Microsoft Office Suite or Google Drive, may be required. Other specific requirements may vary by the role, such as a Personal Assistant for an individual in a highly specialized field or industry.

 

Personal Assistant salary expectations

According to Indeed Salaries, the average hourly rate for a Personal Assistant is $22.50 per hour. Keep in mind that salary may be dependent on the relevant experience, location, education level, and company.

 

Job description samples for similar positions

If a Personal Assistant isn’t what you’re looking for, other job description samples are available for related positions, such as:

 

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Personal Assistant job description FAQs

 

What are the best soft skills to look for in a Personal Assistant?

There are many soft skills a Personal Assistant must have to be successful in their job duties. Time management is important since the Personal Assistant has many tasks to perform for others throughout the day. Organization and communication are also important to ensure that no one misses a meeting, messages get relayed and teams stay on the same page. Oral and written communication skills are necessary, since Personal Assistants act as the first point of contact for the executive or manager with customers, clients, and colleagues.

 

What's the difference between a Personal Assistant and an Administrative Assistant?

A Personal Assistant and an Administrative Assistant have many of the same tasks and responsibilities. They also possess many of the same skills and qualifications. The primary difference between the two is that an Administrative Assistant handles administrative tasks for the whole office or team, whereas a Personal Assistant handles clerical and administrative tasks for an individual. Personal Assistants can also work in either offices or home environments to help individuals with their professional or personal needs.

 

What should you look for in a Personal Assistant's resume?

Previous experience in an office environment and handling administrative tasks shows that the candidate is capable of managing the day-to-day tasks you may require. Soft skills, like the ability to multitask, are also core skills needed to perform the job effectively.

 

Do Personal Assistants in different industries have different responsibilities?

Personal Assistants have similar job responsibilities and duties across industries, but they may have unique duties within specific industries. Personal Assistants in a technology or medical field may need specialized knowledge to correspond with clients or other team members.

Job Description Examples

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