Personal Assistant Job Duties

Personal Assistant Job Duties

There are few jobs that can be quite as varied as that of the personal assistant. When you start out in this career, it can be quite an eye-opener when you discover all the tasks that fall under the remit of ‘personal assistant.’

If you think it’s a position that simply involves admin tasks, then think again.

A personal assistant will never be bored! There’s always something new to learn and each job will be different from the next.

If you want to be a personal assistant, you need to be adaptable, and versatile. You’ll require a huge and wide-ranging skillset, alongside the ability to learn fast and excellent problem-solving capabilities.

You should never underestimate just how much hard work it can be when you’re employed as a personal assistant, but on the other hand, it’s also very rewarding, with a great deal of job satisfaction, and often a generous pay package.

So, let’s take a look at some of the duties you’re likely to be asked to perform as a personal assistant…

Personal Assistant Job Duties

Managing your employer’s calendar

It’s highly likely that it will be your duty to arrange meetings and appointments for your boss.

This will include liaising with others to ensure meeting times suit everyone attending, as well as scheduling appointments around other engagements so there are no timetable clashes.

While this may seem reasonably simple, there’s an extra level to this task and this involves getting to know your employer.

Everyone is different, and so when you change jobs, or if you work for several clients at once, you’ll need to learn all about them and their own unique needs. It certainly pays to make notes!

Just as you would learn how many sugars they like in their coffee, you should learn their preferences in other areas too.

Do they like early meetings to get them over and done with, or are they not as sharp in the morning and prefer engagements later in the day?

You’ll need to understand their personal commitments too, so you don’t arrange for them to attend an overnight conference on their wedding anniversary or have them give a speech an hour after they’ve been to the dentist for a tooth extraction!

Booking travel and accommodation

Another common task usually allocated to a personal assistant is the organization of travel and accommodation.

This could include both national and global travel, and while it’s a simple job, it comes with huge consequences if it’s not done correctly.

There’s a lot to take into account. Transfers to and from an airport, the standard of the hotel, the proximity of the accommodation to where your employer needs to be, and the timing of the flights, not forgetting to take time differences into account! 

Daily admin duties

You should have excellent office skills too, as there will no doubt be a lot of administrative tasks to perform.

You’ll need to be a whizz with a spreadsheet and a fast typist. You must be super-organized and a meticulous note-taker.

The best personal assistant will gather data on their client as they go along, from their favorite hotel to the date of their wife’s birthday.

Learning how each employer likes things done is key to being an extraordinary personal assistant.

Prioritizing tasks and fielding communications

Being a personal assistant is all about keeping your employer’s daily life streamlined and organized.

By fielding calls and emails, you can be sure to pass on only that which requires attention.

t may well be your job to determine what is most urgent, and what can left until later while ensuring nothing gets overlooked.

Perhaps the primary role of a personal assistant is to save their boss time, and by stepping in as a filter between them and the wealth of calls and correspondence they receive, you’ll certainly achieve this goal.

Keeping track of finances

Good accounting skills are also important for a personal assistant.

Your job could involve paying invoices, keeping track of expenses, organizing and paying for services such as venue hire, transport, accommodation, catering and more.

This is another area of the job that involves a high level of accuracy.  It may also be your duty to work with an accountant to ensure the accounts are completed meticulously, and tax calculations are precise.

Running errands

A good personal assistant will never think they are above running errands.

This is where a good personal assistant becomes a great one. If you can put in the effort above and beyond the office work, you’ll soon become an invaluable asset to your employer.

Perhaps you’ll be making a cup of coffee, picking up a suit from the dry cleaners, or even selecting a birthday gift.

However, it is up to you to determine boundaries. It’s wise to make it clear from the start what you will and won’t do as the lines can become blurred quite easily.

If you find yourself babysitting their kids or cooking their meals, you might want to make a stand and remind your boss that this isn’t a part of your job description.

But there is always give and take, and making yourself useful will keep your employer happy, you just need to decide for yourself how far you will take this.

Keeping your boss informed and up to date

Another important task of the personal assistant is to keep their employer in the know.

This is quite a skill as you work to find the fine line between delivering too much detail and giving insufficient information. You’ll learn over time quite how this balance works, and indeed, it can differ from client to client.

While one may be interested that Claire in Accounts has filed for divorce, another may not want to have their time wasted with such trivial detail.

Gossip and chitchat aside, there will be a wealth of information that needs to be passed on to your employer clearly and concisely.

Schedules, meetings, and correspondence that must be dealt with. Learn to do this efficiently and effectively and you will be a huge asset to your boss.

Managing maintenance of assets and HR responsibilities

As we’ve already mentioned, every personal assistant position is different, and the duties you’ll need to perform will depend on your employer, and the type of business they run.

There are so many facets to the work of a personal assistant, that it’s impossible to list every possibility here, but your work could include property management – securing tenants for offices or domestic accommodation, organizing contracts and dealing with any issues that arise.

You may be responsible for the maintenance of vehicles, scheduling services and repairs. Your job may also involve recruitment, perhaps shortlisting resumes for your boss.

The work of a personal assistant can seem overwhelming when you first enter this industry, but you’ll learn as you go along, and every time you learn something, it’s another string to your bow. More skills that you can take with you from job to job.

Confused what personal assistant course to take?

We've created a personal assistant course quiz so find out what course is right for you...

Personal Assistant Courses

You May Also Like...

Ready to learn More?

Discover our Popular Personal Assistant Course