The Personal Assistant is often appointed to assist single personnel within the organization. The duties and tasks of a personal assistant will vary depending on the requirements of the employer. These include answering phone calls, recording notes and messages received, scheduling meetings, reserving venues, arranging travel arrangements and many more.
Key Responsibilities
- Devises/maintains office systems, including data management and filing
- Arranges travel, visas and accommodation, and occasionally travelling with the manager to take notes or dictation at meetings or to provide general assistance during presentations
- Screens phone calls, enquiries and requests, and handling them when appropriate
- Meets and greets visitors at all levels of seniority
- Organizes and maintains diaries and making appointments
- Deals with incoming email, faxes and post, often corresponding on behalf of the manager
- Carries out background research and presenting findings
- Produces documents, briefing papers, reports and presentations
- Organizes and attends meetings and ensuring the manager is well prepared for meetings
Job Requirements/Qualifications
- A certificate from a secretarial school preferred
- High school diploma or GED
- Bachelor’s degree preferred
- Proficient in computer technology especially Microsoft Office applications
- Extensive experience in creating documents and spreadsheets, using office software such as MS Word, Excel, and PowerPoint
- Ability to manage internal and external correspondence
- Working knowledge of printers, copiers, scanners, and fax machines
- Proficiency in appointment scheduling software such as MS Outlook, as well as call forwarding
Skills needed for this role
The Personal Assistant must have excellent verbal and written communication skills, strong customer service and social skills and exceptional organizational and time-management skills.
Career Level
1-4 Years Experienced Employee
Job Specializations
Administrative, Business Administration