A Personal Assistant’s job description entails working closely with directorial staff or senior managerial to provide administrative or clerical support necessary to run the organization effectively.  The key responsibility of a personal assistant is to perform and coordinate the administrative activities of the office and store, retrieve, and integrate data for dissemination to clients and staff. In the absence of a manager, a PA has to handle the work efficiently therefore, discretion and confidentiality are a PA’s essential attributes.

Duties and Responsibilities

  • Screening telephone calls, and handling requests, and enquiries, when appropriate.
  • Maintaining and organizing diaries and planning and scheduling proper appointments and meetings.
  • Dealing with incoming calls, post, email, and faxes, and taking minutes and dictation in meetings.
  • Creating spreadsheets, composing correspondence, managing databases.
  • Creating presentations, documents, reports, and using digital graphics and desktop publishing software.
  • Organizing meetings, attending them and ensuring that the manager is well geared up for meetings.
  • Making decisions and assigning work to other staff members in the absence of manager, and deputizing for the manager.
  • Conducting research and disseminating information through telephone, websites, mail services, and e-mail.
  • Maintaining and devising office systems, including filing, data management etc.
  • Organizing and maintaining electronic and paper files and managing projects.
  • Liaising with suppliers, clients, and other staff.
  • Negotiating with vendors, maintaining and examining leased equipment, purchasing supplies.
  • Providing orientation and training for new staff, conducting research on internet, operating, and troubleshooting new office technologies.

Skills and Specifications

  • Proficient in typewriting and good at English grammar.
  • Excellent interpersonal and customer service skills.
  • Must be tactful in dealing with people.
  • Discretion, good judgment ability, adaptable and versatile individual.
  • Organizational skills or management ability.
  • Initiative and ability to operate independently.

Education and Qualifications

  • High school graduate with basic office skills.
  • Degree in any field from an accredited institution.
  • Relevant training or certification in office administration is an added advantage.