Personal Assistant Job Description Template


Personal Assistant Job Description

A Personal Assistant works directly under their hiring employer to provide support with scheduling, organization, bookkeeping and more. The responsibilities and nature of their role will vary by industry and even individual, but all Personal Assistants are specialized in offering multitasking support and tending to daily responsibilities that leave greater room for their employer’s high-level tasks.

Your Personal Assistant job description will typically be your first point of contact with your candidate audience. How you communicate the information in your job description will shape how potential candidates perceive the job duties, the value of the role to the company, the company culture, the organization of the hiring process, and the like.

In a competitive marketplace, you want your job description to stand out so the most qualified candidates will be intrigued and motivated to apply. It’s about making an awesome first impression, and simply throwing together a generic job description won’t cut it. By putting extra time and attention into how you research, draft, and post your job description, you can make a big difference in the quality of applications and resumes you receive back.

The job description template below will help you get started. Modify the template as needed to fit your particular business and job.

Personal Assistant Job Description Template 

Our company is seeking a reliable and organized Personal Assistant for one of our leading executives. We need an active and self-motivated multi-tasker to help streamline the executive’s workflow by maintaining flawless personal and professional calendars. Extraordinary organization and time-management skills are a must as you will work directly with the executive and staff to fulfill a variety of tasks and enhance our productivity.

This is a full-time position that requires occasional weekend hours and evening availability. Previous experience providing executive-level assistance is required. We would love to hear more about you and your interest in the position with a cover letter attached to your professional resume.

Personal Assistant Responsibilities:

  • Manage and update a daily calendar with meetings, appointments and important reminders.
  • Answer phone calls, schedule meetings and direct callers to appropriate parties when necessary.
  • Hold routine meetings with the administrative team to coordinate meetings and events.
  • Schedule personal events such as errands, medical, beauty and entertainment appointments, dinner reservations and gifts.
  • Meticulously manage incoming and outgoing emails and conduct follow-ups as needed.
  • Act as the first point of contact for the executive to all visitors and staff.
  • Prepare necessary documents and materials for meetings including reports, presentation hand-outs and refreshments.

  • Serve as a liaison between the executive, clients and staff.

  • Screen visitors, calls and prioritize meetings and personal requests.

  • Oversee all travel arrangements including flights, hotel accommodations and airport transportation.

  • Travel with executive on certain trips to provide ongoing assistance.
  • Take notes during meetings and summarize information into a prioritized report.
  • Respond to requests and enquiries from internal and external clients and third parties on the executive’s behalf.
  • Analyze the current office filing system and implement new strategies that improve productivity and accuracy.
  • Source office supplies and ensure stocks are always full.
  • Write and provide expense reports.
  • Manage and update an ongoing professional reference list.
  • Arrange car pickup and drop-off to local establishments, meetings and events.

  • Conduct research and write reports as needed.

  • Respond to various requests that may include picking up meals or coffee, sending packages or mail, printing and organizing documents and preparing notes for presentations and meetings.

  • Assist with daily tasks and responsibilities.
  • Coordinate, plan and schedule events.

  • Collaborate with other professionals including marketers, agents, publicists and managers.

Personal Assistant Requirements: 

  • A bachelor’s degree in business administration, project management or a similar discipline preferred.

  • A minimum of three to five years in an administrative or executive assistant role.

  • Up-to-date on current technology.
  • Desktop publishing and presentation skills.
  • Comfortable working and updating calendars/responding to correspondence during the evening and on weekends.

  • Work with tact and maintain confidentiality at all times.

  • Exceptional time-management and organizational skills. 

  • A valid driver’s license and U.S. Passport. 

  • Oral and written communication that professionally represents the executive and company.

  • Flawless spelling, grammar and syntax.

  • Impeccable attention to detail.

  • Ability to act with discretion and prioritize information.

  • Self-directed work ethic.

  • Project management expertise, including the use of software such as Google’s G Suite and Microsoft Outlook and Office 365.

  • Resourcefulness and independence.

  • A polished, professional appearance at all times. 

Wage Information

Median Annual and Hourly Wages:  $61,550 per year / $29.59 per hour

Annual wages for Personal Assistants in the top industries in which they worked:

  • Companies and enterprises $66,360

  • Securities, Commodity Contracts, and Other Financial Investments and related activities $69,970

  • Local Government, excluding schools and hospitals $61,140

  • State Government, excluding schools and hospitals $51,330

* Source for wage information: Bureau of Labor Statistics

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