About the Personal Assistant role
A Personal Assistant supports one person, usually a senior manager, business owner, or busy professional, across both work and personal matters. They manage the calendar, handle correspondence and calls, arrange travel, run errands, and take care of the practical details that free up their principal's time and attention.
The role differs from an Executive Assistant mainly in scope: an EA supports business operations inside a company, while a PA's remit often extends into private life, from family logistics and appointments to household suppliers and events. Many roles blend both, which is exactly why the posting needs to be explicit about the split.
Trust is the currency of this job. In your posting, describe whose time the assistant will manage, the balance of business and personal tasks, expected availability outside office hours, and any travel. Candidates who have held similar positions will judge fit by these details, and references matter more here than in almost any other hire.
Personal Assistant job description template
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Job brief
We are looking for a Personal Assistant to take the practical weight off one person's week. You will run the calendar, handle correspondence and calls, arrange travel, keep track of commitments, and deal with the details that would otherwise arrive at the worst possible moment.
This suits somebody resourceful, unfailingly discreet, and comfortable making a small decision without checking first. The job works when the person you support stops having to think about the things you have already handled.
Responsibilities
- Manage your principal's calendar, appointments, and reminders across work and personal commitments
- Screen and direct phone calls, messages, and correspondence, responding on their behalf where appropriate
- Arrange travel: flights, accommodation, transfers, and detailed itineraries
- Handle errands and personal tasks such as reservations, purchases, and household coordination
- Prepare documents, briefings, and simple reports as requested
- Track expenses and manage receipts and reimbursements
- Coordinate with household staff, suppliers, and service providers where relevant
- Organize personal and family events, gifts, and important dates
- Handle confidential information with complete discretion
- Anticipate needs and solve small problems before they reach your principal
Requirements and skills
- Has supported an individual closely, as a personal or executive assistant
- Organized to the point that nothing needs chasing twice
- Writes and speaks well on somebody else's behalf
- Fluent in calendar, email, and the everyday office tooling
- Discreet as a habit rather than as a policy
- Flexible about hours where the role genuinely needs it, on terms agreed up front
- Resourceful: solves the problem rather than reporting it
- A high school diploma; a relevant certification is a bonus
Nice to have
- Experience supporting a business owner, executive, or public figure
- A clean driving license where errands require it
- A second language relevant to your principal's work or travel
- Basic bookkeeping or household budget management experience
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