what is a personal assistant (PA)?
A personal assistant supports an executive or manager in an administrative capacity. However, unlike other admin assistants, you also complete personal tasks on behalf of the senior-level manager. As a personal assistant, you focus on one individual and help them with their routines. Personal assistants are managers' first point of contact with other employees. They relay information from managers to the team.
As a personal assistant, your role is to handle repetitive tasks for managers so that they can focus on strategic duties. You deal with phone calls and respond to emails on behalf of the manager. You also relay information and prioritise correspondence. You manage diaries and organise meetings and appointments to control access to executives and managers.
As well as working for a company, a personal assistant can work for a private individual to help them organise their schedule. When you work for an individual, you plan their professional and personal routines. Your duties extend to maintaining your employer's home and personal life, like ensuring their taxes are paid, hiring cleaners and home employees and ensuring they attend appointments.
Whether you work for an individual or a company, the role requires irregular work hours, depending on the level of support the manager needs. Working as a personal assistant requires excellent time management and organisational skills.
Would working as a personal assistant suit your time management skills? Then read on to find out what competencies and qualifications you need to thrive in a personal assistant role.
personal assistant jobsaverage PA salary
According to National Careers, the compensation package of a personal assistant ranges from £18,000 to £35,000 per year. Entry-level positions pay a lower salary of £18,000 annually, while personal assistants with experience take home over £35,000 yearly. Apart from salaries, some employers provide benefits and allowances to incentivise workers.
what factors affect the salary of a personal assistant?
Personal assistants' salaries depend on various factors, from the industry to credentials and work experience. You will probably earn more when you have experience working in a specific industry. For instance, if you work in financial services, law firms or consultancies companies, your compensation package is higher due to the complexity of the role. Your credentials, skills and experience also influence your earnings. Your confidence in your role grows with experience. If you demonstrate the ability to alleviate administrative pressures and anticipate the needs of executives, you can demand a higher salary.
Your location also influences your earnings. For instance, personal assistants in London have higher salaries due to the higher demand and cost of living. Working in rural areas attracts lower compensation packages.
types of personal assistants
Some of the personal assistants include:
- administrative assistant: as an administrative assistant, you provide administrative support to managers. However, your role focuses on managing office workers or the administrator's team. You handle phone calls and complete clerical tasks to ensure the executive's office runs smoothly.
- executive assistants: an executive assistant role is a personal assistant with a more complex role. Unlike a personal assistant, who organises schedules and meetings, an executive assistant has additional responsibilities, like hiring and firing employees. Executive assistants are also involved in developing strategies for running the office and managing other administrative assistants.
- chief executive assistant: a chief executive assistant is like a personal operations officer for an executive. They know all the players in the business and advise managers on the best strategies to pursue. They also take meetings on behalf of senior-level executives and have more authority.
working as a personal assistant
If you're interested in a dynamic career working with senior management in the top echelons of a company, you should consider becoming a personal or executive assistant. Your decision-making skills will be challenged as you juggle keeping your employer on schedule and working with company staff, clients and suppliers on multiple projects and events.
-
personal assistant job description
Some of the tasks of a personal assistant include:
- receiving phone calls and correspondence: as a PA, you act as the first point of contact with the manager. You are in charge of receiving phone calls from internal or external clients. You also read emails and prioritise communication for the manager. All correspondence and communication with the manager go through your desk.
- managing work schedules: as a personal assistant, you are in charge of organising diaries and managing the work schedule of the executive. For instance, you record the meetings, events and appointments the manager needs to attend and remind them before the meeting. When the manager cancels an appointment, you inform the parties involved.
- taking meeting minutes and transcribing: as a personal assistant, you take minutes during appointments or meetings to ensure the executive has accurate records. You also take dictations from the manager and transcribe them.
- making travel arrangements: a personal assistant is in charge of organising a manager's logistics and travel arrangements. You plan transport and accommodation by booking flights and rental cars and arranging for accommodation, if necessary.
- planning events and conferences: if your executive is planning a conference or event, you complete most of the tasks and run errands to prepare for the event. Organising an event can involve sourcing vendors, budgeting for various items and sending invitations. You also organise transportation to the venue.
- preparing and filing reports: a personal assistant writes reports, sends emails and prepares presentations on behalf of the manager. The role also involves filing reports and maintaining the database by backing up important office records.
-
work environment
Most personal assistants work in an office environment, but there are exceptions. Personal assistants who work with wealthy families, politicians or celebrities work in homes rather than offices. Construction contractors sometimes employ PAs to help with paperwork and interface with clients. This requires you to travel to work sites, work with labourers and meet with clients.
-
who are your colleagues?
Whether you work for an individual or an organisation, your colleagues might include administrative assistants, office coordinators, typist roles and office managers. You may also work in close proximity to paralegals and bookkeepers, as well as other specialists like accountants, caretakers and administrators.
-
work schedule
Most PAs work regular business hours. However, it is crucial to be flexible when deadlines are looming or during peak seasons for your manager. Many employers offer flexible time and work-from-home options. There are also part-time opportunities in this field. A personal assistant can work remotely from home since many tasks are computer-based.
-
job outlook
Most personal assistants advance to higher roles or specialise in particular sectors. For instance, some personal assistants develop their skills to become executive assistants before moving on to office manager or administrator roles. Some specialise in business sectors, like becoming legal assistants and progressing to paralegal roles.
-
advantages of finding a personal assistant job through randstad
Finding your personal assistant job through Randstad provides important advantages, such as:
- a wide variety of training and development opportunities
- an experienced contact person to provide help if needed
- a range of opportunities in your area
- get paid weekly or monthly, depending on the job
- temporary and permanent contracts
Want a permanent contract? A temporary job as a personal assistant is often a stepping stone to an attractive permanent job. Every year, thousands of people earn a permanent contract with great employers thanks to a temporary job found through Randstad. What's more, many companies recruit their permanent employees through Randstad too!
education and skills
To become a personal assistant, you need the following educational qualifications:
- university and college courses: consider completing a business-related foundation degree or a higher national diploma. The course imparts knowledge of business operations and administrative tasks. College qualifications are also useful for personal assistants. Some pursue Level 2 or 3 Diploma in business support or administration or T Level in management and administration.
- work experience: to advance to a personal assistant role, you require work experience in administrative functions or an office environment. Many personal assistants start with entry-level jobs in reception or as admin assistants.
personal assistant skills and competencies
In addition to administrative experience, specific skills, talents, and natural abilities help you become a successful PA.
- organisation: most PAs are required to multitask. Multiple projects in various stages of completion require organisational ability. Being able to prioritise is an important asset.
- flexibility: things rarely go as planned. This is true in business as well as in life. As a PA, you should be able to think quickly and make decisions to keep projects on track.
- tact and discretion: not all managers are easy to work with. It is tempting to vent frustrations to co-workers or on social media. However, it is always best to refrain from discussing the negative aspects of your job, except with the most trusted individuals.
- oral and written communication: any instructions you provide to junior staff, clients, and suppliers should be clear and concise, whether the instructions are spoken or written.
- time management: to be a successful personal assistant, your manager must trust that any assignments are completed on time and efficiently. One of the main reasons managers employ PAs is to avoid getting bogged down with administrative duties.
FAQs
FAQs about working as a personal assistant
-
what exactly does a personal assistant do?
A personal assistant provides individual support to another person, such as an executive, celebrity or politician. In this position, your role is to keep your manager on schedule and handle time-consuming administrative duties for them. Want to learn more about working as a personal assistant? Then check out this article.
-
what qualifications do you need for a personal assistant?
There are no standard degrees required to become a personal assistant. However, most companies will look favourably at candidates with degrees. If you want to become a personal assistant, it's good to have administrative skills and experience. A successful PA also has a clear understanding of the manager's requirements. Want to learn more about working as a personal assistant? Then check out this article.
-
is personal assistant a good career?
Being a PA is a rewarding and often exciting career. In this position, you have a direct, positive effect. If you love working with people, enjoy multitasking and don't mind the stress of deadlines, you will love this position. Want to learn more about working as a personal assistant? Then check out this article.
-
what skills do you need to be a pa?
Some specific skills help you get an edge on the competition. They include knowledge of a foreign language, shorthand and audio typing. Expertise in a particular field can also be beneficial. Want to learn more about working as a personal assistant? Then check out this article.
-
how do I apply for a personal assistant vacancy?
Applying for a personal assistant job is easy: create a Randstad profile and search our personal assistant job offers. Then simply send us your CV and cover letter. Need help with your application? Check out all our job search tips, CV tips and personal assistant interview tips here!
