A personal assistant (PA) typically carries out administrative work on behalf of one individual.
This individual is usually a manager or executive in a commercial. The role of a PA is to free an
executive’s time from organizing and administrative tasks so that they can spend maximum time
on strategic tasks. Responsibilities typically include:
acting as a first point of contact: dealing with correspondence and phone calls
managing diaries and organizing meetings and appointments and MD’s, often controlling
access to the manager/executive
booking and arranging travel, transport and accommodation
organizing events and conferences
reminding the manager/executive of important tasks and deadlines
typing, compiling and preparing reports, presentations and correspondence
managing databases and filing systems
implementing and maintaining procedures/administrative systems
liaising with staff, suppliers and clients
collating and filing expenses
It is also possible for a PA to work for a wealthy family or individual, instead of for a
corporation. If this is the case, the work of the PA may also cover home or personal life
Organize inbound emails into the appropriate folders and any relevant information to be
copied into the correct file on the hard drive.
Respond to emails as much as possible, dealing with appointments, requiring Bio or photos
Ensure busy diary commitments, papers and travel arrangements are managed effectively
including producing a daily folder with diary, necessary papers etc. and troubleshooting
Conduct daily diary meetings with the MD to discuss upcoming engagements, invitations and
Schedule on behalf of the MD meetings between him and his direct reports and the
committees and groups to which he is a member.
Coordinate travel and accommodation requirements in connection with others and ensure
arrangements in place for the MD match his requirements.
Filter general information, queries, phone calls and invitations to the MD by redirecting or
taking forward such contact as appropriate.
Ensure the MD is fully briefed on, or prepared for, any engagements he is involved in. Keep
and maintain an accurate record of papers and electronic correspondence on behalf of the MD.
Minute general meetings as required and complete research on behalf of the MD.
Keep and retrieve files.
Ensure guests meeting with the MD are well taken care of.
Provide a service that is in line with the MD’s work habits and preferences.