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Home>Job Descriptions>Personal Assistant Job Description

Personal Assistant Job Description

What Does a Personal Assistant Do?

A personal assistant is a job role that involves managing the day-to-day activities of an individual or organization. This includes duties such as scheduling appointments, organizing travel arrangements, handling telephone calls and emails, preparing documents, and other administrative tasks.

Personal Assistant Job Description Example

Columbus Legal Solutions is looking for a self-motivated and professional Personal Assistant to act as a support member of the Legal Solutions team. The selected candidate will provide high-level administrative and office support by handling information requests and performing clerical functions. We are looking for someone who is detail-oriented, organized, and can prioritize tasks.

Duties and Responsibilities:

  • Greet clients, vendors, and visitors in a friendly and professional manner
  • Arrange travel and accommodation for clients and management
  • Handle incoming and outgoing calls; take messages and provide information requested
  • Manage calendars, schedule appointments, and make other arrangements for team members
  • Monitor office supplies and order new materials
  • Track and process invoices, payments, and accounts
  • Prepare legal documents and presentations
  • Organize and maintain office files
  • Track and distribute visitors' identification and ensure compliance with security measures
  • Participate in team meetings and conference calls
  • Other related duties as assigned

Work Hours and Benefits:

The position is full-time Monday through Friday from 9AM to 5PM. We offer a competitive salary and benefits package including medical, dental, and vision insurance, 401(k) plans, and paid vacation time.

Qualifications:

  • BA/BS degree or equivalent experience
  • A minimum of two years of administrative experience
  • Proficiency with Microsoft Office, including Word, Excel, and PowerPoint
  • Excellent written and verbal communication skills
  • Strong organizational and problem-solving abilities
  • Professional relationship management skills

Training and Education:

The ideal candidate will also have a legal or paralegal background and experience working in a law office or legal environment. If applicable, it is preferred that this factor be included in the initial resume and/or cover letter.

If you are ready to take on a challenging and rewarding role, please apply today. We look forward to meeting you!

What to Include on a Personal Assistant Resume or Job Posting

Common personal assistant responsibilities

  • Scheduling and managing appointments
  • Answering and screening phone calls
  • Managing emails and other correspondence
  • Arranging travel and accommodation
  • Preparing reports and presentations
  • Researching and gathering information
  • Maintaining databases and filing systems
  • Organizing and coordinating events
  • Managing expenses and invoices
  • Providing administrative support to other staff members

Qualities & traits

  • Reliability: A personal assistant must be dependable and able to be counted on to complete tasks in a timely manner.
  • Discretion: A personal assistant must be able to maintain confidentiality and handle sensitive information with care.
  • Organization: A personal assistant must be organized and able to manage multiple tasks and deadlines.
  • Communication: A personal assistant must be able to communicate effectively and professionally with clients and colleagues.
  • Adaptability: A personal assistant must be able to quickly adapt to changing circumstances and be able to think on their feet.
  • Attention to Detail: A personal assistant must be detail-oriented and able to pay close attention to the tasks they are assigned.
  • Problem-Solving: A personal assistant must be able to troubleshoot and solve problems quickly and efficiently.
  • Resourcefulness: A personal assistant must be able to think outside the box and use their resources to find solutions.
  • Self-Motivation: A personal assistant must be able to stay motivated and organized without constant supervision.
  • Tech-Savvy: A personal assistant must be comfortable using technology and be able to quickly learn new programs and systems.

What a typical day looks like for a personal assistant

A personal assistant typically helps to provide organizational, administrative, and personal support to their employer. Day-to-day tasks may include managing emails and calendars, coordinating appointments, booking travel and preparing expense reports, researching and handling any administrative tasks, preparing or organizing documents, or providing customer service. A personal assistant may also be asked to manage daily activities such as personal errands, ordering supplies, addressing basic communications needs, and maintaining relationships with clients and contacts.

Compatible jobs and work history

Personal assistants are responsible for providing administrative, operational, and organizational support to employers. While experience as a personal assistant is beneficial, it is not mandatory. People with experience in similar roles such as office managers, executive assistants, and customer service representatives can easily transition into the role of a personal assistant. Other roles that are compatible with becoming a personal assistant include:

  • Administrative Assistant
  • Office Manager
  • Receptionist
  • Virtual Assistant
  • Executive Assistant
  • Data Entry Clerk
  • Personal Care Assistant
  • Customer Service Representative
  • Project Manager
  • Logistics Coordinator

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