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Personal Assistant Job Description

Two people standing in the office

A Personal Assistant is responsible for providing comprehensive administrative support to an individual or executive, managing their schedule, organizing meetings and handling correspondence.

They often handle travel arrangements, including itinerary planning and expense management. Additionally, a Personal Assistant may be tasked with conducting research, preparing reports and handling confidential information with the utmost discretion.

Two people standing in the office

Optimize your online job ad seamlessly. Copy or download our free Personal Assistant Job Description Template below.

Job Overview

We are seeking a reliable personal assistant to provide customized secretarial and administrative support in [Company Name] in an efficient and timely manner. Operating on a one-to-one basis, the candidate will be immersed in a diverse array of tasks integral to the manager’s professional life and communication channels.

The role includes meticulous organization and execution, ensuring seamless coordination and enhancement of overall productivity in a dynamic retail setting.

The successful candidate will play an important role in maintaining confidentiality and demonstrating a high level of trustworthiness in handling sensitive information crucial to the manager’s professional activities.

Salary: $15–$20/hour
Tips: No
Schedule: Full-time commitment

Personal Assistant Duties & Responsibilities

  • Be the primary connection between the manager and both internal and external clients
  • Screen and direct phone calls, efficiently managing all correspondence types
  • Handle a variety of requests and queries
  • Manage the manager’s diary, orchestrating meetings and appointments
  • Take charge of travel arrangements
  • Capture dictations and meticulously record minutes during meetings, ensuring accurate documentation for future reference
  • Proactively source office supplies
  • Exhibit proficiency in producing reports, presentations and briefs, translating complex information into accessible and impactful formats
  • Innovatively devise and uphold an organized office filing system, ensuring accessibility and efficiency in retrieving essential documents
  • Introduce and implement strategies to enhance office organization, contributing unique ideas to continually optimize administrative processes
  • Take the lead in coordinating special projects, showcasing versatility in managing tasks beyond routine responsibilities
  • Conduct regular efficiency assessments of administrative processes
  • Serve as a mentor to junior administrative staff

Personal Assistant Experience & Skills

  • Demonstrated professional history as a personal assistant
  • Proficiency in navigating office management systems and executing procedures
  • Exceptional competence in MS Office applications and a high level of proficiency in English
  • Advanced knowledge of customer relationship management (CRM) systems
  • Expertise in remote collaboration tools
  • Outstanding organizational and time management skills
  • Skillful multitasking ability
  • Exemplary verbal and written communication skills
  • Exhibit a high degree of discretion and confidentiality
  • Proven experience in coordinating and executing special events or projects
  • Familiarity with project management tools and techniques
  • Expertise in information research and analysis
  • Strong problem-solving skills
  • Demonstrated proficiency in social media management
  • Proven ability to draft and edit professional documents
  • Expertise in contract negotiation and management

Personal Assistant Education & Qualifications

  • High School diploma or equivalent
  • A Personal Assistant diploma or certification is a bonus

Personal Assistant Job Description Template — Free Download

Simplify posting your job ads using this template. Start by changing [Company Name] with your business details and tailor the template to your specific needs. Include relevant info to attract the best job candidates for your company.

Related: How To Write a Job Description

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