Personal Assistant Job Description

Personal Assistant Job Description

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Personal assistant provides MS Word, Excel, PowerPoint formatting support when needed, for materials and presentations.

Personal Assistant Duties & Responsibilities

To write an effective personal assistant job description, begin by listing detailed duties, responsibilities and expectations. We have included personal assistant job description templates that you can modify and use.

Sample responsibilities for this position include:

Creation of PowerPoint presentations and Excel spreadsheets as necessary
Producing PowerPoint presentations and collating reports
Preparing various presentations in PowerPoint
Monitor telephone calls as agreed with Senior Managers, taking necessary action personally or diverting to other Leadership / Team members
Act as a reference point for Senior Managers / Team / external contacts
Book travel arrangements, plan itineraries, visas, foreign currency, medical requirements etc as needed in compliance with Group policies
Organise and undertake filing (electronic and paper)
Divert, as appropriate, routine or less complex matters away from Senior Managers
Take minutes as directed and issue the appropriate updates, ensuring all actions are carried through
In all matters ensure the Senior Managers’ preferred style/known wishes are conveyed, being aware of the degree of discretion that can be exercised on behalf of Senior Managers

Personal Assistant Qualifications

Qualifications for a job description may include education, certification, and experience.

Licensing or Certifications for Personal Assistant

List any licenses or certifications required by the position: CPR, ID, BLS, AED, NCCA, CNA, EKG, ISO9001

Education for Personal Assistant

Typically a job would require a certain level of education.

Employers hiring for the personal assistant job most commonly would prefer for their future employee to have a relevant degree such as Bachelor's and University Degree in Kinesiology, Sports Medicine, Business, Education, Management, Accounting, Communication, Finance, Paralegal, Business/Administration

Skills for Personal Assistant

Desired skills for personal assistant include:

Word
Excel
Excel and PowerPoint
PowerPoint
Microsoft Office
MS Office
Outlook
Microsoft Outlook
MS Word
Banking and operational procedures

Desired experience for personal assistant includes:

Maintain very strong relationships with other PA's across Barclaycard and the RBB and Group Compliance Function to ensure an extensive network of contacts
Create and maintain records and filing systems, which may include confidential / sensitive information
Manage premises and / or technology requirements for new starters and changes as required for existing staff
Help to manage Team internal administration in terms of process holiday, sickness, health & safety issues, stationery
Support recruitment activity as appropriate including maintenance of organisational charts
Undertake a variety of control and governance related activities as required

Personal Assistant Examples

1

Personal Assistant Job Description

Job Description Example
Our company is looking to fill the role of personal assistant. If you are looking for an exciting place to work, please take a look at the list of qualifications below.
Responsibilities for personal assistant
  • Building relationships with internal and external customers
  • Represent the Banker, exercising confidentiality, discretion and personal sensitivity in all aspects of the role, exercising judgement and taking decisions on their behalf
  • Own and manage multiple complex diaries, using initiative to resolve conflicts and anticipating the banker's requirements, ensuring efficient scheduling of meetings, co-ordinating with all relevant parties to ensure best possible use of time
  • Anticipate, coordinate and manage complex travel and meeting schedules and itineraries ensuring timely preparation, reconciliation and submission of all travel and corporate expensesexpenses using knowledge of geography to support arrangements across multiple time zones
  • Extensive client liaison and client management, maintenance of client relationships at senior level
  • Manage and maintain key communication networks, building excellent rapport within team and client group and maintaining effective relationships showing discretion as required
  • Take ownership of all enquiries, resolving, escalating or identifying alternative contacts as appropriate dealing proactively with all correspondence and meeting actions
  • Anticipate issues, offering practical and timely solutions, upwardly referring as necessary
  • Advise on most effective and appropriate method of presentation of information and assist in maintaining client/market activity and preparing/distributing information packs, presentations
  • Anticipate and provide/collate all relevant documents through understanding the nature of the ongoing work/projects of the team
Qualifications for personal assistant
  • 2 years in an administrative position, preferably with secretarial duties for senior stakeholder on a one on one basis
  • Experience in managing relationships at all levels including senior executives
  • High personal impact as role holder will deal with a variety of people most of whom are a high profile personalities and must maintain a highly presentable image
  • Focus on quality and accuracy
  • Operative keyboard at speed intermittently during working day
  • Good knowledge relating to Manager/Team's area of responsibility in order to deal with queries and undertake work on their behalf
2

Personal Assistant Job Description

Job Description Example
Our growing company is looking to fill the role of personal assistant. Please review the list of responsibilities and qualifications. While this is our ideal list, we will consider candidates that do not necessarily have all of the qualifications, but have sufficient experience and talent.
Responsibilities for personal assistant
  • Project manage and organise large events/conferences as appropriate to the role
  • Provide support and coaching for others , actively source and share knowledge with others
  • Consistently demonstrate a willingness to own/tackle problems as they arise and ability to identify issues for upward referral
  • Ensure own, and enable bankers, timely compliance with policies, procedures and protocols, including performance review process
  • Operate within policy and seek to use the most cost effective solutions, eg travel/expenses requests are within policy and budget, encourage greater use of video conferencing as an alternative to travel, managing room bookings (no shows) etc
  • Role model and ambassadorfor desirable secretarial behaviours and competencies, providing cover for others in the team as requested
  • Support on technology eg for presentations, video/tele conferencing
  • Ad hoc duties as required by the business
  • Coordination of the bi-monthly Executive Committee meeting including
  • Extensive coordination of calendar to ensure effective time management and prioritisation of engagements where necessary, including tracking of business travel plans, holiday and speaking external engagements
Qualifications for personal assistant
  • Pro-active monitoring and management of e-mails
  • Extensive travel management for Global Head, including booking flights, accommodation, transport, visas and building access
  • Travel and expense claims management via appropriate systems in line with applicable policies
  • Pro-active monitoring and escalation of requests in absence of Global Head to appropriate supporting members
  • Coordination of meetings across multiple time zones including booking rooms and audio/video conferencing requirements, organising access passes and coordinating catering so that events run without disruption
  • Proactively provide administrative support for project work and ad hoc activities as necessary
3

Personal Assistant Job Description

Job Description Example
Our company is growing rapidly and is looking to fill the role of personal assistant. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for personal assistant
  • Work as part of Personal Assistants team, offering help when needed and providing cover as necessary to PAs for London-based members
  • Diary Management, schedule, confirm and cancel meetings with departmental teams, the business and vendors
  • Co-ordinate meetings, all room bookings, any documentation required and liaising with Media Services for audio visual/video conference facilities
  • Co-ordinate all travel arrangements, flights, hotels, itineraries and currency
  • Answer and screen internal and external phone calls, directing queries to relevant people
  • Manage visiting senior managers, access to buildings and taxis if required
  • General department administration duties i
  • Assist in general day to day queries
  • Arranging ad hoc receptions/lunches & other department events
  • Point of contact for management and staff
Qualifications for personal assistant
  • Experience as PA to Senior Executive in Financial Industry
  • Highest level of integrity, partnership and customer focus
  • A proven ability to work independently and interact self-confidently with key management
  • Ability to work under pressure, multi-task, prioritise and follow through on tasks to meet deadlines
  • Reliable, pro-active, self-motivated and flexible
  • Comprehensive and pro-active diary management and scheduling of meetings (room bookings, documentation, Media Services for audio visual/video conference facilities)
4

Personal Assistant Job Description

Job Description Example
Our company is looking to fill the role of personal assistant. If you are looking for an exciting place to work, please take a look at the list of qualifications below.
Responsibilities for personal assistant
  • Preparation of detailed travel schedules and itineraries
  • Assistance with visa requirements
  • Extensive telephone duties and interaction with senior management, screening of calls and requests for meetings, timely administration of expenses, assist visiting
  • MD's with diary management, arranging offices, transportation, access to buildings and team events if required
  • Assist with IT issues and ad-hoc queries
  • Filing - Electronic and paper
  • Typing - correspondence, reports, minutes
  • Being the first point of contact and key liason for the office
  • General administration and management of confidential and sensitive information
  • Monitor email boxes
Qualifications for personal assistant
  • Strong secretarial background preferably within the financial services industry supporting senior /board level management
  • Professional, articulate and polished
  • Maintain a correspondence log
  • Dealing with expenses claims
  • Experience working within an Executive Assistant / Senior PA role
  • The ability to draft suitable letters without guidance
5

Personal Assistant Job Description

Job Description Example
Our company is growing rapidly and is searching for experienced candidates for the position of personal assistant. We appreciate you taking the time to review the list of qualifications and to apply for the position. If you don’t fill all of the qualifications, you may still be considered depending on your level of experience.
Responsibilities for personal assistant
  • Materials are printed and ready timely for meetings
  • Rooms are booked in all locations and/ or conference accounts provided
  • Videoconferences are connected
  • Supporting their respective teams working in conjunction with other teams
  • Organising all travel and related expense reporting
  • Approve various costs/ fee payments/ invoices/ email requests/ project work
  • Approve various staff related equipment requests/ space moves/ holiday/ expense reports/ systems and applications requests/ building access
  • Investigate the above and document where required
  • Security for building passes
  • Liaising with the space management team to coordinate seating logistics, incl
Qualifications for personal assistant
  • To communicate effectively at all levels
  • Maintaining relevant team distribution lists, team meeting invitations
  • Collating agenda items for team meetings, making proposals
  • Putting together and distributing meeting packs for management meetings
  • Chasing input and feedback on outstanding action points
  • Supporting audits by the German regulators within C&M London

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