Personal Assistant Job Description

A Personal Assistant holds a key role in an organisation, supporting the work of the enterprise at the most senior level.

So if this is an option you are considering for your career change this page explains what skills you need and the duties and responsibilities of a Personal Assistant.

Reporting to the Managing Director or other senior manager (in academia, a Professor, or in the Police a Chief Constable possibly) you will be required to:

• Support the day to day work of the Managing Director or other senior manager;
• Service the organisation’s senior management team meetings;
• Service the board.

Because in this job you will have access to confidential information, you will be required to demonstrate absolute discretion at all times and therefore the ability to organise and prioritise tasks is a key requirement.

You will also need have demonstrable experience of working at a similar level and proven administrative, secretarial and office skills. Planning, organising and anticipating requirements well in advance to support the smooth running of the business is a paramount ability.

You will be responsible for supporting all aspects of the Managing Director’s work including appointments and the diary, travel and accommodation as required in addition to managing dates, producing agendas, minutes and all key paperwork for meetings.

This means that you will need excellent written and verbal communication skills and be experienced at dealing with a range of external stakeholders including the organisation’s key client groups, with industry, business support and other agencies at local, regional and national levels in addition to the organisation ’s board.

Personal Assistant – Job Description

Responsibilities of a Personal Assistant: working with the Managing Director, the board, the senior management team and other staff to:

• Ensure statutory requirements are identified and met
• Ensure the organisation’s commitment to equality of opportunity is made real
• Contribute to the overall development of the organisation and its activities
• Maintain and develop systems, procedures and records in line with the agency’s policies and objectives
• Ensure necessary records are maintained that can readily provide current, accurate and accessible information
• Work within the framework of the organisation’s corporate plan as directed by the Managing Director
• Support the Managing Director in the preparation and presentation of reports, proposals, budgets and related activities in servicing and developing contracts and relationships with stakeholders and partners
• Support the Managing Director in the preparation of all documentation required for key decision making as required.

Key duties include working with the Managing Director and other staff involving:

• Comprehensive administration duties in support of the Managing Director, board and senior management team.
• Arranging travel and accommodation for the Managing Director.
• Day to day planning and organisation of the Managing Director’s diary.
• Dealing with the Managing Director’s post and correspondence.
• Set up meetings and appointments, organising venues and hospitality for visitors etc.
• Take responsibility for the ordering of stationary and office supplies.
• Service the board including the production of agendas, minutes and key papers.
• Minuting all meetings as directed by the Managing Director.
• Undertake mailings and communication as directed by the Managing Director.
• Set up and maintain the integrated electronic and paper based filing systems.
• Work with the communications team to maintain and develop databases and mailing lists to ensure they are current and up to date at all times.
• Work with the communications team in establishing the organisation’s marketing scheme.
• Play a key role in the formatting and presentation of the organisation’s corporate materials and documents.
• Maintaining the company’s records including personnel files.
• Any other duties appropriate to the post.

Personal Assistant – Person Specification

You must be able to demonstrate understanding, experience and ability as follows:

Essential Experience (things you must have)

• You will have demonstrable experience of working in a similar role at a comparable level in a company.
• Have an understanding of the requirements and implications of working to a Managing Director.
• IT literacy; experience of word, excel, PowerPoint, access database software etc.
• Excellent administration and secretarial skills.
• Excellent verbal and written communication skills.
• An interest in the business sector of the organisation.

Desirable (things they would like you to have)

• An understanding of the statutory responsibilities of running a company.
• An understanding of the operation, application and accountability of public funds.
• Experience of companies that work in partnership as well as competition.
• Event organisation.

So if becoming a Personal Assistant is an option for your career change you now understand what skills you need and the duties and responsibilities you will have to carry out.

You are here: Personal Assistant

Other pages in this section include:

PA Cover Letter

Personal Assistant CV

PA Sample Resume

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