Personal Assistant job description

Summary

Also known as an executive assistant, a personal assistant provides help and support to the upper management of a company. Some of their day-to-day duties often include replying to correspondence on behalf of executive team, preparing of meeting rooms for clients and providing directional assistance to other employees within the company. Some other duties involve the screening of phone calls, meeting and greeting visitors of all seniority, as well as making travel arrangements, such as booking hotels and flights.
A personal assistant is generally the first point of contact for a manager from both internal and external enquiries. The qualifications needed to become a personal assistant vary from job to job, while business training is definitely considered to be an advantage. Personal assistants are are essential to an executive team, and the ability to work unsupervised and use their initiative is highly desirable. The average salary for this position in the UK is roughly £18,000 per year.

Description

Giving clerical, secretarial or administrative support to an executive manager is the role of a Personal Assistant. Assistants are capable of performing any office task and even act in the role of their managers during their absence.
Typically, Personal Assistants work with executive managers and plan or manage their daily activities. Some assistants even manage some personal or home functions for their managers. They are usually close to their bosses and are indispensable in making their jobs easier. Personal Assistants are often required to attend social client functions. This utilizes their social and networking skills, here they both represent their managers and the company.
The responsibilities of a Personal Assistant may include:
• Orientation preparations and exercises
•  Monitoring calls and communication
• Receiving and sending electronic communication
• Assisting in the preparation of budgets and reports
•  Acting in the stead of an office manager
• Making travel plans
• Scheduling meetings
• Answering client enquiries
• Supervising junior personal assistants
• Assisting marketing, sales or other departments
• Going out to client meetings, dinner or social events
• Interacting with bilingual, or diverse clients

Skills

• Multitasking
• Technology skills
• Discretion
• Enthusiasm and drive
• Initiative
• Professionalism
• Adeptness and reliability
• Listening and communication
• Organisation
• Good memory
• Flexibility

Education

Personal Assistants may hold a number of qualifications. These may include a Degree in Business Administration or Management. Other acceptable certifications can be in secretarial, clerical or office studies. Employers may accept graduates who are new to the work force and have only GCSE qualifications.
Knowledge of a foreign language is also an asset. Other valuable training includes computer skills and project management. Valid certifications include City and Guilds, Education Development International LCCI diploma or certificate, NVQ/SVQ, BTEC, HND and OCR / RSA.

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