Personal Assistant Job Description: Top Duties and Qualifications

A Personal Assistant, or Personal Executive Assistant, completes clerical tasks for senior-level staff members. Their main duties include answering emails and phone calls, scheduling meetings and booking travel arrangements.

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Personal Assistant duties and responsibilities

Personal Assistants perform a variety of administrative tasks for an individual. Here are some common responsibilities 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

 

Personal Assistant Job Description Examples:

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Personal Assistant

Executive / Personal Assistant

We are looking for an experienced (5+ years) Executive Personal Assistant to a be the right hand to a busy high- profile couple.

The right person for the job shall be capable of wearing many hats and provide support to principals in both personal and professional levels. Must be discrete, and have a “can do” attitude who is a competent multi-tasker possessing a drive to handle all projects with tact and precision.

Personal Responsibilities:

  • Manage and Maintain schedules for Principals

  • Create Weekly Agenda

  • Coordinate accordingly

  • Confirm appointments and location

  • Planning and scheduling to include medical appointments for Principals and Mascots (2 dogs)

  • Maintain ALL Home inventory fully stocked and up to date, including office supplies

  • Correspond and communicate (telephone speaking and email written communication skills must be exceptional)

  • Will interface with:

  • Principals

  • House Staff

  • Management

  • Business Management

  • Road Manager

  • Travel Agent

  • Lawyers

  • Vendors

  • Doctors, Vets, etc.

  • Event Planning, dinner parties (table setting, décor and staffing events)

  • Packing and unpacking for travel

  • Coordinate deliveries and shipping

  • Run personal errands

  • Drive principals and or dogs to appointments, or coordinate their driver

  • Maintain inventory in multiple storage units

  • Step in to assist vendors and contractors when Estate Manager is unavailable

  • Keep vehicle maintenance current and up to date:

  • Fuel

  • Oil Change

  • Alignment and tire pressure, etc.

    Qualifications:

  • Previous experience supporting high profile individuals

  • Demonstrate a high degree of integrity, loyalty and security measures regarding all confidential matters

  • Must be extremely detail oriented

  • Highly Organized

  • Excellent written and oral communication skills

  • Proficient in Apple/Mac, PC (MS Office Programs: Word, Excel, PowerPoint, etc.), calendaring

  • Ability to work under pressure

  • Have a reliable vehicle with a valid driver’s license and a good driving record

  • Must love dogs

    Candidate must be flexible with their schedule and be comfortable handling last minute requests depending on the day, they may need to work 8-12 hours a day and some weekends.

    Job Type: Full-time

    Salary: $65,000.00 to $75,000.00 /year

    Experience:

  • management: 5 years (Preferred)

  • personal assistant: 5 years (Preferred)

    Education:

  • Bachelor's (Preferred)

    Work authorization:

  • United States (Preferred)

    Work Location:

  • One location

    Typical start 9AM

    Typical end Monday to Friday

  • ×

    Personal Assistant

    Currently in need of a part time personal assistant to help will various types of administrative and logistical tasks related to a small private medical practice. Documentation, scheduling, drafting bills, and following up with clients, etc. At this time, need between 10-20 hours per week, but may grow to a full time position if the work permits.

    Job Type: Part-time

    Salary: $17.00 to $20.00 /hour

    Experience:

  • management: 1 year (Preferred)

  • personal assistant: 1 year (Preferred)

    Shifts:

  • Morning (Required)

    Work Location:

  • Multiple locations

    Benefits:

  • None

    Hours per week:

  • 10-19

  • 20-29

    Typical start time:

  • 7AM

    Typical end time:

  • 3PM

    This Job Is:

  • A good fit for applicants with gaps in their resume, or who have been out of the workforce for the past 6 months or more

  • A good job for someone just entering the workforce or returning to the workforce with limited experience and Open to applicants who do not have a college Monday to Friday
  • ×

    Personal Assistant

    Description:

    We are looking for a traveling personal assistant who can travel while on duty, both within the US and internationally. Must have a valid passport or willing to obtain one. The assistant would be available around the clock while on assignment. The position rotates with other personal assistants. The position would be on duty around 50-80% of the month, depending on needs and may also have duties within the Nashville area. Must be comfortable taking care of animals (cats and dogs). Duties include but are not limited to: running errands, doing laundry, pet care, event planning, placing orders (food, supplies, etc.), coordinating deliveries, etc.

    Duties:

  • Taking care of pets (cats/dogs)

  • Doing laundry

  • Running errands

  • Placing orders (food/flowers/events/etc)

  • Coordinating deliveries

  • Decorating

    Qualifications:

  • Previous PA/nanny experience (preferably traveling experience)

  • Ability to be away for long periods of time

  • Comfortable with pets

  • Property/house management experience a plus

    Job Type: Full-time

    Salary: $50,000.00 to $55,000.00 /year

    Additional Compensation:

  • Bonuses

    Benefits:

  • Health insurance

  • Dental insurance

  • Vision insurance

  • Paid time Weekends Holidays On call
  • What does a Personal Assistant do?

    A Personal Assistant helps an individual with a variety of professional and personal tasks. They can attend meetings, take detailed notes and deliver a full report. Personal Assistants often spend their time traveling, making phone calls, meeting with clients and speaking on behalf of their managers, among numerous other tasks. 

     

    Personal Assistant skills and qualifications

    Desired skill sets for a Personal Assistant can vary. A few general skills to include in the job description are:

    • Strong interpersonal skills
    • Tech-savvy and experience with word processing and email programs
    • Active listening and good communication skills
    • Proactive approach to problem-solving
    • Ability to multitask
    • Strong time-management and organization skills

     

    Personal Assistant salary expectations

     A Personal Assistant makes an average of $13.04 per hour. Pay rate may depend on level of experience, education and the geographical location.

     

    Personal Assistant education and training requirements

    The minimum education requirement for Personal Assistants is a high school diploma or GED. Personal Assistants supporting a high-level executive or CEO may need an associate or bachelor’s degree in business administration or business management. A degree related to the industry can also be useful. Some community colleges and private programs also offer certificates or diplomas for Personal Assistants. 
    Personal Assistants usually undergo on-the-job training by shadowing other administrative personnel. Training usually involves learning about company policies and procedures, scheduling and email programs and daily responsibilities. They will also learn how to take meeting notes, create correspondence and prioritize meetings. 

     

    Personal Assistant experience requirements

    Entry-level Personal Assistants usually don’t need related experience, though some employers may require 1 to 2 years in an administrative role. Experience as a receptionist, secretary, administrative assistant or office manager is useful for this role. Some employers may also prefer experience in their industry. For example, an accounting firm may want a Personal Assistant with a background in accounting or finance in order to understand certain concepts and terms. 

    After earning some experience in an administrative role, Personal Assistants can work for managers and department heads. Executives and owners may require up to 10 years of experience for a Personal Assistant to accommodate a busier schedule and more complicated tasks. 

     

    Job description samples for similar positions 

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    Frequently asked questions about Personal Assistants 

     

    Who does a Personal Assistant report to? 

    The person a Personal Assistant reports to often varies depending on the environment they work in. Some of them may operate in a smaller office, where they’re responsible for assisting many different senior staff members at once. 

    Most Personal Assistants work in larger environments, where they’ll complete personal and business-related tasks for one senior-level staff member. The senior employee will provide the Personal Assistant will daily duties to complete and will work hands-on with them to provide valuable feedback and advice on how to improve their performance.

     

    Do Personal Assistants have different responsibilities in different industries? 

    Personal Assistants can work in a wide variety of different industries, completing various tasks for their Supervisors. Many of them work in a general corporate atmosphere, conducting basic office tasks to help a senior staff member’s work life run smoothly. Some Personal Assistants may work in residential homes of their Supervisors, completing both work-related and personal errands for their employers. 

    They’re typically expected to have advanced knowledge and interest in the industry they’re working in to perform more in-depth and high-level tasks for employers. There are some employees who choose to be Personal Assistants to employees who hold titles that they’d like to pursue one day. Working as a Personal Assistant helps them gain more experience and knowledge in that industry and for that role.

     

    What’s the difference between a Personal Assistant and an Office Administrator? 

    While they both complete clerical work within an office, there are a few key differences between a Personal Assistant and an Office Administrator when it comes to their job responsibilities. An Office Administrator typically works at the reception area of an office, greeting visitors and completing clerical tasks for all of the employees. They’re also responsible for taking inventory and making sure the office functions properly. 

    Personal Assistants typically work near the senior-level offices, to make it easier for their Supervisors to communicate with them. They typically only work with senior-level staff members, while an Office Administrator usually assists the entire office. 

     

    What makes a good Personal Assistant?

    A great Personal Assistant should have impressive writing abilities to draft, edit and proofread documents effectively for their employers. They should also have strong interpersonal skills to make phone calls and to collaborate with their Supervisors and other business professionals. Ideal Personal Assistant candidates must be highly organized and have great time management skills to properly prioritize the many tasks assigned by their employers and to ensure they complete these work items by their respective deadlines.

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