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Personal Assistant job description

Use this Personal Assistant job description template to advertise open roles for your company. Be sure to modify requirements and duties based on the unique needs of the role you’re hiring for.
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Job brief

We are looking for a versatile and organized Personal Assistant to perform support and administrative duties. This role requires you to schedule meetings, take notes, handle correspondence for management, among other tasks.

Responsibilities

  • Report to senior management and perform administrative and secretarial work.
  • Input data into the system and maintain a database.
  • Coordinating with internal departments, answering calls, and ensuring convenient travel arrangements are in accordance with company policies.
  • Typing, editing reports, and preparing presentations.
  • Managing internal and external communications on behalf of senior management.
  • Arranging appointments, managing calendar, and sending reminders.
  • Maintaining facilities for scheduled events and preparing refreshments if necessary.
  • Scan, make copies, and fax papers as well as take notes when required.
  • Contacting vendors for office supplies.
  • Schedule meetings and manage calendars.
  • Answer phone calls and emails and take messages.
  • Take accurate and comprehensive notes at meetings.
  • Help with daily time management.
  • Run errands as requested.
  • Plan travel, including flights, accommodation and ground transportation.
  • Coordinate events and speaking engagements.
  • Draft correspondence such as emails and letters.
  • Ordering office supplies and replacements, as well as managing mail and courier services.

Requirements

  • High School Diploma
  • 2+ years experience of administrative or secretarial work
  • 1+ years of PA experience would be a plus
  • Strong experience in creating documents utilizing business applications such as Excel, Word, and Powerpoint
  • Excellent communication skills
  • Proficient note-taking, typing, record keeping, and organizing skills
  • Able to correspond professionally
  • Strong interpersonal skills
  • Proficiency in appointment scheduling software such as MS Outlook, as well as call forwarding
  • Proactive approach to problem-solving
  • Strong time-management skills

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