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Personal Executive Assistant Job Description

How to Hire a Personal Executive Assistant

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Personal Executive Assistant Job Description

We are recruiting for a Personal Executive Assistant to perform all administrative and clerical duties required by our C-level executives. Working as a Personal Executive Assistant’s your responsibilities will include recording and distributing minutes of meetings, filing reports and other administrative documents and meeting with important company associates on behalf of our C-level executives.

You should also be able to guide and mentor the clerical staff.

To be succeed as a Personal Executive Assistant, you should demonstrate strong organisational skills and ensure that all meetings run on time. Ultimately, an exceptional Personal Executive Assistant will ensure that C-level executives’ time is maximised by effectively managing their schedules.

 

Personal Executive Assistant Duties and Responsibilities

  • 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 organisational skills.
  • Manage internal and external correspondence.
  • 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 Executive Assistant Skills and Requirements

  • Screen telephone calls and take messages responding to queries.
  • Arrange travel for domestic and international flights, other transportation, and accommodation for C-level executives.
  • Manage C-level executives’ personal and business diaries.
  • Coordinate meetings, conference calls, and interviews.
  • Prepare for board meetings, which includes draughting agendas, gathering and printing all necessary documents, and organising refreshments.
  • Organising fund-raisers, staff appreciation functions, and other company events.
  • Forward or replying to emails and correspondence addressed to C-level executives.
  • Compile and submitting expense reports to C-level executives.
  • Perform personal errands for C-level executives as required.
  • 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 organisational skills.
  • Manage internal and external correspondence.
  • 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 Executive 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.

How to write a Personal Executive 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.

Personalising Your Personal Executive Assistant Job Description Advise

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.

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.


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