– Personal Assistant Job Description –
Most people do not have information about Personal Assistants and what they do. This is a comprehensive guide containing information on the Personal Assistant Job Description, definitions, roles, skills requirements, qualifications, etc. Read through carefully.
Personal assistants perform secretarial work and provide senior managers with day-to-day administrative support.
Their duties include answering phone calls and managing correspondence, scheduling appointments, and making travel arrangements.
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They may also be required to organize events.
Who is a Personal Assistant?
As a Personal Assistant (often shortened to PA), you will work closely with senior managerial or executive staff to provide administrative support, usually on a one-to-one basis.
Personal Assistant careers are varied and you will play a pivotal role in helping a manager to make the best use of their time with administrative and secretarial tasks.
“I get a huge kick out of knowing that I’m organising someone else,” says Ashleigh Broadbent, a Personal Assistant for the founder of Ginger Public Speaking.
“I have so much job satisfaction and I know that my director relies on me to take responsibility and I enjoy knowing that my work is contributing to a bigger picture.”
Personal Assistant Job Description
We are looking for a versatile and highly organized personal assistant to perform personalized administrative duties for senior management.
In this role, you will be responsible for scheduling meetings, taking notes, and handling correspondence on behalf of managers.
You may also be required to make travel arrangements and assist with other duties when required.
To ensure success as a personal assistant, you should exhibit excellent organizational skills and demonstrable experience in a secretarial role.
Accomplished personal assistants are intuitive to the needs of the managers and work autonomously to provide customized administrative support.
Personal Assistant Responsibilities:
- 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.
- Geographical mobility.
- Observing best business practices and etiquette.
Personal Assistant Requirements:
- 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.
- 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.
- All candidates must have a valid means of identification such as a valid driver license, National Identification Card, International passport, Voters card etc.
Educational Requirements
Aspiring applicants are expected to possess any of the following:
• Possession of B.Sc, HND, NCE, OND concerning the applied position from a recognized institution.
• Any added certificate either postgraduate or professional certification will be of advantage.
• Senior School Certificate/High School Diploma including the English Language.
• National Diploma (ND) obtained from a recognized institution.
• National Certificate of Education (NCE) from a recognized institution.
Where do Personal Assistants work?
The world really is your oyster when it comes to working as a Personal Assistant and a Personal Assistant recruitment agency will also be able to provide you with some great advice.
PA roles can be found around the world in both cities, smaller towns and even country villages where business start-ups have been formed.
From the large corporate banks, building societies, law firms and financial companies to private equity banks and start-up businesses to smaller local firms who need assistance, there are so many varied organisations you can work in.
Then there are the not-for-profit sector organisations like Unicef, Macmillan or Shelter charities. Most companies tend to use recruitment agencies or advertise directly.
Personal Assistants Work Environment
The workplace environment varies considerably from company to company. Most PAs can expect to work within a traditional office environment, whether this is in a corporate head office or a smaller set-up.
Larger organisations may also offer other perks like a subsidised canteen, gym and social areas to hang out in.
And as the rise of flexible working gets ever more popular, some PAs will be offered the chance to work from home.
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Personalities that suit Personal Assistant jobs
You need to have a positive approach towards your work, be flexible, hard-working, punctual, reliable, able to multitask, be calm, professional and be personable.
The role of a Personal Assistant suits anyone who loves organising and thrives on being at the heart of a business.
How do I get Personal Assistant work experience?
Most Personal Assistant jobs ask for at least two years of relevant experience in an administrative role and Personal Assistant training.
PAs must work their way up from a more junior role, and even those with a degree or HND will still need to demonstrate previous experience.
It is advisable to try and get some work experience whilst you are studying. So how do you apply for a place? There may be Personal Assistant apprenticeships on offer, temporary junior administration roles or short-term contracts.
Alternatively, write lots of letters to companies to ask if you can come on a placement.
Don’t be frightened of sending a letter. Be positive, stress how much you would love a work placement and why you would love to become a Personal Assistant.
Many companies will welcome the fact you’ve got in touch to see if they can help.
Keep your eyes peeled, too, for any local opportunities where you live. And most of all believe in yourself, dare to dream and think big.
You can and will be the most amazing Personal Assistant if you keep trying, never give up and work hard.
And if you do get a work placement, make sure you are punctual, dress smartly, make a good impression on the first day, offer to do anything and everything, be organised, get involved, ask questions and get to know everyone working for the company.
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