Occupation Details

A personal assistant's (PAs) main role is to help managers make better use of their time and energy. For example, they screen telephone calls and incoming mail, dealing with some themselves, distributing others to the appropriate individual or department, and only passing on those which the manager must deal with personally.  
 
PAs often manage their manager's diaries, arranging meetings and making appointments on their behalf, organising travel itineraries, booking rail or aeroplane tickets and hotel reservations. They use their organisational skills to arrange conferences and trade exhibitions, and try to make sure these events run smoothly. This may involve some public relations work, such as drafting press releases.  
 
PAs make sure their managers are well prepared for meetings. They may be required to research information, for example, from trade periodicals or professional bodies. They may then summarise this information clearly and concisely for the manager's benefit.  
 
They may have a range of administrative and secretarial duties, including word processing letters and reports. They have to use their initiative as far as possible, for example, composing letters themselves, without the manager's input. PAs often have a senior role within an organisation, delegating many clerical tasks to other staff. They may help to recruit and supervise staff, and may manage the office in the manager's absence.  
 
In some organisations, PAs may travel locally, nationally or internationally, to attend meetings and conferences with their managers.

The following is a list of the most commonly reported tasks and activities for this occupation

The following is a list of the most commonly reported skills used in this occupation.

As a personal assistant, you must have strong secretarial skills and a good standard of English. You should be capable of using a wide range of office equipment, including computers.  
 
This is a responsible job, and you must exercise judgement when making decisions. You would be working for people whose work is often very demanding and often pressurised. Therefore personal assistants must be able to demonstrate initiative, for example, to relieve their manager of unnecessary pressures and frequent interruptions on less important matters. You should be efficient and able to establish priorities. Planning and organising skills are essential.  
 
If you are responsible for staff, you will need the ability to supervise, encourage and motivate people. You must be flexible and able to work under pressure.

A detailed description of this occupation can be found on a number of online databases. Follow the link(s) below to access this information:

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Personal Assistant - from: N.C.S. [UK]

Personal assistant/secretary - from: GradIreland