Personal Assistant Job Description: Top Duties and Qualifications

A Personal Assistant, or Executive Assistant, provides assistance to individuals so that they can fulfil their daily business or personal responsibilities. Their duties include administrative tasks such as planning and scheduling events, handling correspondence and managing personal calendars.

 

Build a Job Description

Personal Assistant duties and responsibilities

A Personal Assistant is usually the first point of contact for the individual they assist. For a Personal Assistant to excel at the job, they will need to perform the following duties and responsibilities:

  • Handling and responding to all correspondence including phone calls, emails and letters
  • Scheduling appointments and organising diary entries
  • Setting reminders for meetings, appointments and other important tasks
  • Making travel and hotel arrangements
  • Planning conferences, workshops, seminars and other events
  • Taking notes at meetings, preparing the minutes and subsequently distributing to all participants
  • Liaising with other members of staff and external parties such as clients and press
  • Preparing expense reports and maintaining a filing system

 

Build a Job Description

Personal Assistant Job Description Examples:

 

Example 1

Job Summary: To provide comprehensive PA support. Key Responsibilities: Personal Assistant Support Act as a first point of contact for both internal and external clients. For agreed stakeholders screen and respond to e-mails and telephone calls. Provide e-mail management support including management of meeting requests, organisation & filtering of e-mail. Provide diary management support for the team as appropriate, including arrangement of meetings, acceptance/ declines, act as ‘gatekeeper’ to meeting requests, ensuring adequate time allocation/ travel time for meetings. B ook internal and external meetings/Away days/Broker Events/Seminars/conferences by liaising with talent management, facilities, or external vendors where necessary to ensure the smooth running of the event. Produce, collate information, organise & ensure the distribution of papers/ reports in advance of meetings and seminars. Follow up on agreed action items from meetings. Produce accurate correspondence including letters, memos, and facsimiles on behalf of the relevant team members, including dealing with routine correspondence and enquiries. Arrange end to end business travel by coordinating with the travel team. Maintain business specific reports where required. Minute taking Process expenses for agreed stakeholders. Attend meetings and team briefs. Take the initiative to identify and resolve problems as they arise to facilitate the smooth running and continuity of business. Act as an ambassador for the relevant team members both internally and externally particularly during times of their absence from the business whilst ensuring that they are fully appraised of any important developments. Manage ad hoc tasks/projects as requested by the team. Assist other PAs within the UCO team where necessary. General At Beazley we are committed to doing the right thing because it is the right thing to do. It is important that within all your interactions both internally and externally you adhere to this principle through adoption of Beazley’s core values and behaviours – PIED and Being Beazley. Adopt the Beazley culture of Professionalism, Integrity, Effectiveness and Dynamic that contributes to an internal environment of teamwork and promote a positive brand image and experience to our external customers. Comply with Beazley procedures, policies and regulations including the code of conduct which incorporates the PRA and FCA Conduct Rules. Undertake training on Beazley policies and procedures as delivered by your line manager, Talent Management, or assurance teams (compliance, risk, internal audit) either directly, via e-learning or the learning management system. Display business ethics that uphold the interests of all our customers. Ensure all interactions with customers are focused on delivering a fair outcome, including having the right products for their needs. Comply with any specific responsibilities necessary for your role as outlined by your line manager, talent management or assurance teams (compliance, risk, internal audit) and ensure you keep up to date with developments in these areas. This may include, amongst others, Beazley’s underwriting control standards, Beazley’s claims control standards, other Beazley standards and customer relationship management. Carry out additional responsibilities as individually notified, either through your objectives or through the learning management system. These may include membership of any Beazley committees or working groups. Personal Specification: Education and Qualifications Educated to ‘A’ level/High School graduate or equivalent. Professional secretarial qualifications desirable Skills and Abilities Excellent communication skills, both verbal and written Advanced in all Microsoft Office programs Motivational skills, team worker as well as able to work on own initiative. The ability to manage time, meet deadlines and prioritise. Excellent understanding of organisational processes Knowledge and Experience Proven Personal Assistant experience Experience of arranging complex travel plans and itineraries. Experience of minute/note taking in meetings. Aptitude and Disposition Outcome focussed, self-motivated, flexible, and enthusiastic. Professional approach to successfully interact with and external suppliers. Completes work to deadline. Proactive Competencies Concern for quality Information seeking Customer focus Team working Initiative Problem solving Time management Relationship building This document is subject to review after consultation with your manager.

Example 2

*Company description* Leading Charity dedicated to the prevention of suicide is seeking a PA and 5 deputies to assist in the creation of a national network of offices *Job description* We are an ambitious Charity and looking to expand nationally. We are looking for a PA to our Chairman and 5 deputies each of whom will then set up and look after a different aspect of the Charity . We are dedicated to the prevention of suicide and require empathetic individuals who possess the ability to use their own initiative. We currently have only 4 employees but our expansive programme this year will result in this number increasing to a team of 100 plus. An exciting future awaits go ahead candidates. We are based in the North East and this summer plan to open a base in the South West before launching nationally. Part-time hours: 24-48 per week Application deadline: 30/06/2021 Expected start date: 19/07/2021 Job Types: Full-time, Part-time, Permanent Salary: per year COVID-19 considerations: We adhere to all necessary Covid-19 requirements Experience: * Administration: 1 year (preferred) Work remotely: * Yes

Example 3

PA to Hospital Director Competitive salary | Springfield Hospital – Chelmsford | Full time | The role We are seeking a highly motivated, proactive individual with exceptional PA skills to provide a streamline service to the Management Office at Springfield Hospital. The successful candidate will be able to demonstrate the following: Minimum tying speed of 60wpm Minute-taking skills (essential) Audio typing skills (essential) Shorthand (ideal) Working with knowledge of MS Office packages Knowledge of medical terminology Adherence to high standards of confidentiality High levels of accuracy and attention to detail Excellent customer care skills This is an interesting and varied role suited to a team player with the ability to work flexibility and under pressure. The job includes a variety of aspects to include management of complaints, audit, working with databases, patient information development and assisting in the Hospital Director, Head of Clinical Services and Senior Leadership Team to ensure that we meet the standards required by the Care Quality Commission. The role requires the utilisation of an in-house training risk management and patient administration system for which training will be provided. The position would suit a lively, proactive person, keen to have varied and continually developed role. What you will bring with you: A warm, considerate and empathetic character The ability to make decisions and use your initiative Strong communication skills Passion to deliver excellent care in a rewarding and what can be emotionally challenging environment A flexible and positive attitude A desire to progress and improve our services. Benefits Contributory pension scheme Access to the Ramsay Academy – genuine opportunities to grow, develop and specialise in your career 25 days’ annual leave plus the opportunity to buy/sell more Flexible shift options Private Healthcare and Life Assurance Free onsite parking and a subsidised staff restaurant Free uniform Access to our employee Discount Programme Wellbeing centre and access to 24/7 employee assistance line for free advice Free DBS checking Long service, Employee recognition and appreciation awards Hospital bonus / employee incentive scheme About us Springfield Hospital opened in 1987 and is one of Essex’s leading private hospitals. It is a 64 bedded unit consisting of fifty-eight private bedrooms three of which are two bedded parent and child rooms and a high observation unit with three beds. Ramsay Health Care UK is a well-established global hospital group with over 50 years’ experience. It is well respected within the healthcare industry and is one of the leading providers of independent hospital services in England. We love people with a positive, “can do” attitude who want to make a difference in their work. "Our employees are Ramsay." The skills and commitment of our employees forms the basis for our success. “The Ramsay Way” culture recognises that people – staff and doctors – are Ramsay Health Care’s most important asset and this has been key to our ongoing success. Click here to find out more. We are committed to equality of opportunity for all. This position is subject to an Enhanced DBS check. For more information on our services please visit

Example 4

Personal Manager, required for busy farm office, duties include, but are not limited to Invoicing, VAT, Wages. You will need to be well organised, responsible and self-motivated. Have good numeracy and IT skills, knowledge of Farm Business Manager would be an advantage but not essential as full training will be given. Part-time hours: 24 per week Application Deadline: 30/07/2021 Job Types: Part-time, Permanent Salary: £12.00-£15.00 per hour Benefits: * Casual dress * Company pension * Flexible schedule * On-site parking COVID-19 considerations: Offices are social distanced, if more than one person in the office then masks should be worn, regular hand sanitizing is essential. Work remotely: * No

Example 5

*Do you really want to make a difference to people and help them gain their independence after a stay in hospital?* We support patients leaving hospital in the comfort of their own homes in partnership with the NHS. *Do you want guaranteed hours and salary?* We have full time – part time – evening – weekend shifts available, all on a permanent contract basis with a set salary and paid mileage. *Do you want working hours with a good work life balance?* Our full positions are on a 4 on 4 off rota, ensuring an excellent work life balance. *Why work for us?* At Hilton we are proud of our innovative and creative approach to care, and we focus on supporting and assisting patients in their own homes promoting independence, wellbeing, and recovery. We are passionate and creative in finding solutions which are bespoke and go “above and beyond” to meet the individual need of our patients. *What we will offer you is.* · A Comprehensive paid 3-week induction programme · Care Certificate. · Ongoing career development · Salaried position £20,825. [website] (rising to £21,525 after probation). · Travel allowance of 25p per mile · Advantageous rota 8am-8pm 4 days on 4 days off, assisting you in maintaining a healthy work life balance. · Encouragement, time, and funding to specialist training courses including NVQ 2/3 qualifications and ongoing professional development. · Pension · Refer a friend bonus £250.00 · Free DBS and uniforms. · Employee Assistance and Wellbeing Programme. · Covid-19 vaccination. We are currently recruiting throughout Kent. Call us on 01233 321110 option 2 to arrange an interview. Or text [phone number]3 for a call back. The successful candidate will be required to complete a DBS check. Job Types: Full-time, Permanent Salary: £20,825.00-£21,525.00 per year Schedule: * 12 hour shift * Day shift * Driving Licence (required)

What does a Personal Assistant do?

A Personal Assistant supports individuals in performing their daily tasks. They work very closely with their employers to help them prioritise and manage their time effectively. Personal Assistants may assist with purely business tasks such as scheduling, taking and preparing meetings. They could also be involved only with personal issues such as making travel arrangements, running personal errands such as shopping or handling bill payments. 

There are also Executive Assistants who offer assistance to professionals in senior management or board level. Personal Assistants are important to any business’ or professional’s success because they help to maximise productivity and increase efficiency.

 

Personal Assistant skills and qualifications

A successful Personal Assistant will have the following prerequisite skills and qualifications:

  • Excellent attention to detail
  • Excellent organisation and people management skills
  • Strong command of the English language
  • Ability to prioritise and multitask efficiently
  • Strong communication skills
  • Working knowledge of standard word processing, spreadsheet and other productivity software tools
  • Discretion and tact

 

Personal Assistant experience requirements

A Personal Assistant usually needs at least one year of prior work experience in the same role or in similar administrative support roles. They need proven experience in handling and responding to correspondence, including sensitive information. Personal Assistants will also benefit from experience setting up small events like workshops and seminars and working with other parties to put these together. 

Personal Assistants with more experience may qualify to be Personal Assistants to executives—Executive Assistants. In addition to administrative support, Executive Assistants also need some experience working in the specific industry of the executive they will support.

 

Personal Assistant education and training requirements

Typically, the minimum educational requirements for a Personal Assistant are five General Certificates of Secondary Education (GCSE), including passes in Mathematics and English, which will enable them to enrol in an internship before they can begin to apply for Personal Assistant roles. Another useful certification is the IQ Professional PA and Administration Skills Certificate, which is offered by the Institute of Administrative Management. This course runs for 30 hours and will teach the principles of writing for business, managing workload and business events and project management. College-level courses such as a diploma in Business Support or Business Administration are also useful.

 

Personal Assistant salary expectations

According to Indeed Salaries, the average salary for a Personal Assistant in the United Kingdom is  £26,069 per year. This number varies based on the Personal Assistant’s experience in the role and geographical location. It will also be different based on industry, and whether the assistant works for an individual in their personal or professional capacity.

 

Job description samples for similar positions

If a Personal Assistant is not the role you’re looking for, but you’re interested in similar positions, here are a few other job description samples you can take a look at:

 

Ready to Hire? Build a Job Description

Personal Assistant job description FAQs

 

What is the role of a Personal Assistant to a CEO?

A Personal Assistant provides support to a Chief Executive Officer (CEO) in various capacities. They are responsible for maintaining the CEO’s calendar and scheduling all appointments. A CEO’s Personal Assistant is also responsible for carrying out research to assist the CEO with their own duties in preparation for meetings and presentations. They also take some stress off the CEO by attending to personal tasks like responding to calls and emails

 

What are the qualities of a Personal Assistant?

A Personal Assistant is well-organised, has great time management skills and can communicate effectively. They are able to negotiate effectively and can work in high-pressure environments. They also possess discretion and are very trustworthy.

 

What are top three skills for the PA position?

The top three skills for a Personal Assistant (PA) position are communication skills, excellent attention to detail and adaptability.

 

What are the duties and responsibilities of a Personal Assistant?

A Personal Assistant is responsible for handling correspondence, managing and scheduling appointments, taking notes, preparing reports and running personal errands.

Job Description Examples

No search results found