How to write a personal assistant job description?

A proper job description saves time and effort as it attracts qualified talent to your opening. It also boosts brand awareness. Therefore, writing a practical job description is essential for your talent acquisition efforts.

Use the following template to create a practical personal assistant job description for your Linkedin job posting or any free job posting website.

Presentation of the position

A personal assistant (PA) typically performs administrative work for a single person, unlike an administrator who takes care of a team, providing senior managers with day-to-day administrative support.

Reports to

CEO, management team

The main responsibilities of a personal assistant

  • Report to senior management and perform secretarial and administrative duties
  • Organize business meetings and write minutes and meeting notes
  • Capture, format and edit reports, documents and presentations
  • Enter data, maintain databases and keep records
  • Liaise with internal departments, answer calls and arrange travel
  • Manage internal and external correspondence on behalf of senior management
  • Scheduling appointments, maintaining an event calendar, and sending reminders
  • Copy, scan and fax documents
  • Prepare facilities for scheduled events and organize refreshments, if necessary
  • Order office supplies and replacements, as well as manage mail and courier services
  • Adhere to best business practices and etiquette

Key requirements

  • High school diploma or GED
  • Certification in secretarial, office administration or related training
  • 1-2 years of experience as a personal assistant would be an advantage
  • Extensive experience in creating documents and spreadsheets using office software such as MS Word, Excel and PowerPoint
  • Advanced typing, note taking, record keeping and organizational 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.

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