Roles of a Personal assistant

Reports to: Managing Director

A personal assistant (PA), works closely with senior management or executive staff to provide administrative support. The aim of personal assistants includes helping the manager make well use of their time.

The personal assistant is a brilliant multi-tasker in different roles for example organizing diaries, project managing, keeping notes, planning travelling trips, and scheduling meetings. The job roles vary depending on the sector you work in.

What is the role of a personal assistant?

The main role of a personal assistant is to offer support to the Managing Director. The roles of a personal assistant include;

•  Understand priorities, products, and services and how the company is run.
• Collecting payment receipts.
• Typing, compiling, and preparing presentations and reports.
• Organizing events and conferences.
• Take notes and minutes during meetings.
• Maintain sensitive and confidential information.
• Coordinate the manager’s diary by scheduling appointments and making changes to his calendar as necessary.
• Arrange travel arrangement and event bookings for the managing director
• Arrange for accommodation and meals for the managing director’s international guests
• In charge of the purchase of office supplies.
• Provide flexible support for team members and other teams.
• Handling petty cash and doing daily/weekly reconciliations.
• Miscellaneous tasks to support the Managing Director.
• Acting as the first point of contact: dealing with correspondence and phone calls.
• Booking and arranging travel, transport, and accommodation.
• Organizing events and conferences.
• Reminding the manager/executive of important tasks and deadlines.
• Managing databases and filing systems.
• Implementing and maintaining procedures/administrative systems.
• Liaising with staff, suppliers, and clients.
• Collating and filing expenses.
• Conducting research on behalf of the manager.
• Organizing the manager’s personal commitments including traveling.

Requirements for this job.

• Written and spoken English Language proficiency.
• Well-presented and energetic.
• Ability to take notes and minutes in meetings.
• Computer literacy for managing spreadsheets and drafting letters.