Personal Assistant Job Description and Responsibilities

The Personal Assistant role provides high-level administrative and organisational support to senior staff. Applicants should be organised, discreet and experienced in managing competing priorities on behalf of a manager or executive.

Personal Assistant Job Profile

The Personal Assistant supports one or more senior executives by managing day-to-day administrative tasks that enable effective decision making and efficient use of their time. The role focuses on diary management, communication handling, preparation of papers and logistical coordination.

The purpose of the role is to reduce administrative burden for the principal, maintain confidentiality, and ensure smooth operation of office and external commitments through proactive planning and reliable execution.

Personal Assistant Job Description

The Personal Assistant will act as the primary point of contact for internal and external stakeholders on behalf of the principal. Responsibilities include organising meetings and travel, preparing briefings and reports, and ensuring timely follow up on actions. The role requires a high degree of discretion, strong prioritisation skills and the ability to anticipate requirements.

Work is typically fast paced and requires frequent interaction with colleagues at all levels, third parties and external partners. The Personal Assistant must balance routine administrative duties with ad hoc projects, manage confidential information appropriately and adapt to changing priorities with a proactive mindset.

Personal Assistant: Duties and Responsibilities

• Manage and maintain the principal's diary, including scheduling and prioritising appointments and meetings.
• Coordinate travel arrangements, itineraries and accommodation for business trips.
• Prepare, format and distribute meeting agendas, minutes and briefing materials.
• Draft, proofread and manage written correspondence and internal communications.
• Act as gatekeeper for incoming calls and requests, responding or redirecting as appropriate.
• Prioritise and track action items to ensure timely completion and follow-up.
• Organise and support meetings and events, including logistics and attendee communication.
• Maintain confidential files and records, ensuring information is stored securely.
• Liaise with internal departments and external contacts to coordinate activities and resolve issues.
• Assist with the preparation of presentations, reports and executive summaries.
• Manage routine administrative tasks such as filing, expense submissions and invoice processing.
• Provide occasional personal support tasks where appropriate, maintaining professional boundaries and discretion.

Personal Assistant: Requirements and Qualifications

• Proven experience as a Personal Assistant, executive assistant or similar administrative role.
• Excellent organisational skills with the ability to manage multiple priorities and deadlines.
• Strong verbal and written communication skills, with attention to accuracy and detail.
• High level of discretion and ability to handle confidential information sensitively.
• Good problem solving skills and a proactive approach to anticipating needs.
• Ability to work independently and as part of a team, remaining calm under pressure.
• Professional demeanour and strong interpersonal skills for stakeholder liaison.
• Reliable time management and the ability to prioritise competing tasks effectively.
• Experience of organising meetings, events and complex travel arrangements.
• Competent with standard office technology and comfortable learning new systems.
• Accurate numeracy for expense tracking and basic financial reconciliation.
• Relevant administrative or secretarial qualifications desirable but not essential.