Personal Assistant  

Job Details

Category:

Business Development

Career Level:

Experienced (Non-Managerial)

Experience:

Less than 1 Year

Required Qualification:

MBA, BBA

Requires Traveling:

Yes

Salary:

Salary Not disclosed

Salary Type:

Per Month

Total Vacancies:

2

Skills

personalseniorstaffmaketimedealingpersonnelpeopleofficedatamanagementfilingnotesgeneralassistancescreeningphonehandlingincomingcorrespondingresearchliaisingadditionteamscopetrainingcommunicationwordprocessingsoftwarepressurereliability

Description

As a personal assistant (PA) you'll work closely with senior managerial or directorial staff to provide administrative support, usually on a one-to-one basis. You'll help a manager to make the best use of their time by dealing with secretarial and administrative tasks.

PAs need extensive knowledge of the organisation in which they work. You'll need to know who key personnel are, both external and internal, and understand the organisation's aims and objectives.

Managers often rely heavily on their PA, trusting that work will be handled efficiently in their absence. Discretion and confidentiality are therefore essential attributes of a successful PA.

A personal assistant is sometimes called an executive secretary, as well as a personal or private secretary.

Responsibilities

As a PA, you're often a manager's first point of contact with people from both inside and outside the organisation. Tasks are likely to include:

devising/maintaining office systems, including data management and filing

arranging travel, visas and accommodation, and occasionally travelling with the manager to take notes or dictation at meetings or to provide general assistance during presentations

screening phone calls, enquiries and requests, and handling them when appropriate

meeting and greeting visitors at all levels of seniority

organising and maintaining diaries and making appointments

dealing with incoming email, faxes and post, often corresponding on behalf of the manager

carrying out background research and presenting findings

producing documents, briefing papers, reports and presentations

organising and attending meetings and ensuring the manager is well prepared for meetings

liaising with clients, suppliers and other staff.

In addition to supporting managers, their team and departments, many PAs also have their own personal workload and responsibilities. The scope of the PA's role can be extensive and additional duties may include:

carrying out specific projects and research

taking responsibility of accounts and budgets

working more closely with management if taking on some of the manager's responsibilities

deputising for the manager, making decisions and delegating work to others in the manager's absence

being involved in decision-making processes.

Some PAs do all the secretarial work themselves, while others take responsibility for recruiting and training junior staff and delegate some of the less demanding and confidential work to them.

Skills

In addition to relevant experience and secretarial and administrative knowledge, you'll need to show evidence of the following:

exceptional written and oral communication skills

excellent word processing and IT skills, including knowledge of a range of software packages

the ability to work under pressure and to tight deadlines

good organisational and time management skills

the ability to research, digest, analyse and present material clearly and concisely

excellent interpersonal skills

the ability to work on your own initiative

honesty and reliability

attention to detail

flexibility and adaptability to juggle a range of different tasks and to work extra hours to meet deadlines

discretion and an understanding of confidentiality issues.