Our Personal Assistant job description includes the Personal Assistant responsibilities, duties, skills, education, qualifications, and experience.
Personal Assistant Example
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If you need an example job description for a Personal Assistant download the one below, alternatively we have many other Office Administration job description samples and a job description library with over 3000 job descriptions templates that you can download for free.
What does a Personal Assistant do?
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. They may also be required to organise events.
Personal Assistant Role
We are looking for a versatile and highly-organised Personal Assistant to perform personalised 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 succeed as a Personal Assistant, you should exhibit excellent organisational skills and demonstrable experience in a secretarial role. Accomplished Personal Assistants are intuitive to the needs of the managers and work autonomously to provide customised administrative support.
Personal Assistant Duties
- Previous 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 organisational 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.
- Certification in secretarial work, office administration, or related training.
Personal Assistant Requirements
- Report to senior management and perform secretarial and administrative duties.
- Type, format, and edit reports, documents, and presentations.
- Enter data, maintain databases and keep records.
- Liaise with internal departments, answer calls, and make travel arrangements.
- Manage internal and external correspondence on behalf of senior management.
- Schedule appointments, maintaining an events calendar, and sending reminders.
- Copy, scan, and fax documents, as well as taking notes.
- Prepare facilities for scheduled events and arranging refreshments, if required.
- Order office supplies and replacements, as well as managing mail and courier services.
- Observe best business practises and etiquette.
- Previous 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 organisational 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.
- Certification in secretarial work, office administration, or related training.
How to write a Personal Assistant Job Advert
Use our job advert template to write a job advert for posting on job sites and job boards. Our job advertising templates are carefully created to help you reach your audience and beat the competition to the best talent.
A job description informs the reader about a job, whereas a job advert’s main objective is to sell the job opportunity to attract as many suitable applicants possible. A job advert maybe the first touch-point a candidate has with your company so it is important to create a great impression.
Job Advertisements should enticing, so considering using short, exciting language which get the reader’s attention.
How to write a Personal Assistant Job Description
To write a job description, we recommend starting with a job description template from our job description library, which contains examples for 800+ positions and professions. Our job description examples include a job summary with duties and responsibilities and skills and requirements, which can be personalised for your job vacancy.
Job Description Advice - Guidance on How to Personalise a Personal Assistant Job Specification
The hiring process and recruiting new employees to fill your key roles requires a degree of personalisation if you are to attract the best employees in a competitive employment market. The right person for a crucial role or more senior roles will likely have other employers targeting them. As your job description will be the first point of contact, you need to nail your pitch and provide the best possible service.
Job Description Tips - Help on formatting a Personal Assistant Job Specification
When creating your bespoke description and advert, you should cover and promote these points:
Job title: This should accurately reflect the role and include keywords that top talent might be using to search for jobs.
Job duties: The day to day duties, such as administrative tasks, which vary depending on the company and inform the candidate if they can complete the role.
Technical skills: These are the hard skills required through training, such as proficiency with Microsoft Office.
Soft skills: These include the interpersonal skills and general abilities the right candidates will possess. For example, the competency to prioritise multiple tasks, handle customer queries and customer complaints, work alone, or build a good relationship with coworkers.
The company's culture: Highlighting your company culture and values ensures employees thrive and find outstanding job satisfaction. Candidates that are not the right fit won’t waste their time completing the application process, meaning you can focus on qualified individuals and hire in a more timely manner.
Career progression: Including the career path will entice candidates looking for career growth.
Training and development programs: Smaller companies may need employees with previous experience or provide educational assistance over internal training offered by larger organisations with more significant resources.
Employee benefits: Compensation and benefits often fail to appear in job ads and while you may want to hold your cards close to your chest, failing to include them is a mistake. Consider answering common questions, such as working hours and paid leave. Researching the average salary for the role in these early stages will ensure you don’t waste your interviewer’s and the candidate’s time.
Skill gaps: Your company may need to bring in new skills beyond those required to complete the key role and duties. Thinking on an organisational level can be beneficial when contemplating skills diversity.
Legal requirements: Ensure your job advert and description does not ask for inappropriate or discriminatory personal details, such as age, marital status, or religion.
How to Hire a Personal Assistant
Once you have selected your Job Description download it or convert it to a Job Advert. From here you can post/advertise your job across our network of job boards. If you wish to use the job description for a CV Template click through for advice and Convert to a CV
