Personal Assistant Job Duties

A personal assistant (PA), sometimes referred to as an executive secretary or personal/private secretary, works closely with senior managerial or directorial staff to provide administrative support, usually on a one-to-one basis. PAs help managers to make the best use of their time by dealing with secretarial and administrative tasks.

Becoming a personal assistant may be a case of being in the right place at the right time. Once an executive decides that hiring a personal assistant might be a necessity, he or she will often look within the company first. Employees with secretarial experience or a proven track record for loyalty may be the first ones considered. Managers often rely heavily on their PA, trusting that work will be handled efficiently in their absence. Discretion and confidentiality are therefore essential attributes for a successful PA.

As tempting as the position of personal assistant may sound, there are some drawbacks to consider. The average personal assistant may put in anywhere from 40 to 80 hours a week or more. If the executive decides to attend a week-long business seminar out of town, the personal assistant may have to accompany him as well or assume additional duties at the office. The average salary for an entry-level personal assistant may reflect his or her junior status, even if his or her employer is compensated well by the company. If the working relationship becomes strained, the role of personal assistant can become very stressful indeed.

Some PAs do all the secretarial work themselves, while others take responsibility for recruiting and training junior staff and delegate some of their less demanding and confidential work to them. Managers often rely heavily on their PA, trusting that work will be handled efficiently in their absence. Discretion and confidentiality are therefore essential attributes for a successful PA.

There are also some benefits of being a personal assistant to consider. Personal assistants are often in a position to interact with high-level executives, which could lead to an inside track on promotions or other job opportunities. Executives may also invite a personal assistant to attend business dinners or private parties. Vacations for executives often become a working vacation for a personal assistant, with paid travel and an expense account. Working for a well-known businessman or celebrity can also be a social perk, with invitations to movie openings, concerts or other high-profile events.

Work activities.

PA often acts as their manager’s first point of contact with people from both inside and outside the organization. Typical work activities include:

  • carrying out background research and presenting findings;
  • producing documents, briefing papers, reports and presentations;
  • organizing and attending meetings and ensuring their manager is well-prepared for meetings;
  • organizing and maintaining diaries and making appointments;
  • dealing with incoming email, faxes and post, often corresponding on behalf of their manager;
  • Taking dictation and minutes.
  • Arranging travel and accommodation and, occasionally, traveling with the manager to take notes or dictation at meetings or to provide general assistance during presentations.
  • Devising and maintaining office systems, including data management, filing, etc.; carrying out specific projects and research;
  • responsibility for accounts and budgets;
  • taking on some of the manager’s responsibilities and working more closely with management;
  • Being involved in decision-making processes.

There are also some benefits of being a personal assistant to consider. Personal assistants are often in a position to interact with high-level executives, which could lead to an inside track on promotions or other job opportunities. Executives may also invite a personal assistant to attend business dinners or private parties. Vacations for executives often become a working vacation for a personal assistant, with paid travel and an expense account. Working for a well-known businessman or celebrity can also be a social perk, with invitations to movie openings, concerts or other high-profile events.

Related Posts Plugin for WordPress, Blogger...

You may also like...

1 Response

  1. zain says:

    Very Nice Information

Leave a Reply

Your email address will not be published. Required fields are marked *