Personal Assistant How to Hire, Salary Data, and Job Descriptions
A personal assistant performs administrative tasks for individuals in a home or office setting. They handle general office responsibilities, such as screening and directing phone calls, taking messages, fielding requests, and sending out correspondence under the direction of the individual. They schedule meetings, make travel arrangements, as well as take meeting minutes and distribute them to stakeholders. Personal assistants maintain office supplies, keep inventory, and order new items as needed. Personal assistants may also prepare reports and presentations and maintain the office filing system.
A personal assistant must have a good foundation in office management and a high level of proficiency using computer applications such as MS Office. Solid organizational skills and the ability to prioritize are required. Personal assistants need to multitask efficiently and must have exceptional verbal and written communications skills. Discretion and confidentiality may be required as well, depending on the nature of the job.
Sample job description #1
Managing calendar, communications, correspondence, bills, and calls
Administrative management, including office management, monthly bills, problem solving, etc.
Implementing and maintaining procedures/administrative systems. Managing databases and filing systems.
Liaising with staff, suppliers, and clients
Collaborate tasks with team members. Assist with team projects and events as needed
Booking and arranging travel, transport, and accommodation
Event planning (team events, offsites, support with external meetings, etc.)
Management of customer service inquiries, shipment challenges, fulfillment, and finalization of case management
Order and shipping fulfillment when needed
Assist in Inventory Management
Assist with running personal errands on behalf of the Founder
Perform job duties with attention to detail, speed and efficiency
Discretion and trustworthiness
High flexibility and adaptability
Tact and diplomacy. Great with people
Excellent verbal and written English communication skills
Organizational skills and the ability to multitask
The ability to be proactive and take the initiative. Ability to independently solve problems within the scope of authority
Responsive and able to work flexibly across multiple time zones
Knowledge of Shopify, Excel, Microsoft Word, Google Docs/Sheets/Forms, social media platforms and the ability to learn new software if required
Experience as Personal and Executive Assistant
Flexibility to travel, run errands, answer calls, and manage customer service from multiple locations
Familiar with retail customs and practices
Sample job description #2
Potential candidates must support all administrative and personal duties including but not limited to:
Track all incoming and outgoing shipments and packages
Create and manage an organizational system for all products that are received and help ensure that gifted product is organically shared on social media
Support with the coordination of photoshoots including, but not limited to, scheduling hair and makeup appointments with stylists, clothing pulls/returns
Assist with video/photo production setup and clean-up
Manage Founder & Creative Director’s calendar
Schedule and organize meetings, travels, and photoshoots
Support with administrative tasks and work closely with Brand Manager, photographers, and video editors to execute campaigns
Organize briefs and content
Prepare product for photoshoots and video shoots
Organize and create editorial and social calendars for both sponsored and organic content
Manage and organize both professional and personal correspondence inbox
Capture organic content when needed such as video/photo phone footage
Run errands and organize sample returns
Organize and clean sample closets
BS/BA degree or equivalent combination of education and/or 2-3 years of experience sufficient to successfully perform essential functions of the job
Ability to work autonomously and complete multiple projects within time constraints and with strong attention to detail
Strong communication skills both written and verbally expressed
Detail-oriented and able to multitask within a team setting
Strong sense of urgency
Calm demeanor who takes command, control, ownership, and follow-through
Possess a strong work ethic and ability to prioritize a diverse workload
Knowledge of short form video editing is a huge plus
Must have a flexible schedule and be willing to work on weekends or evenings, along with the ability to commute to Brooklyn and/or Manhattan for work-related events
Must be able to problem-solve in last-minute situations
Positive, go-getter attitude; passion for content, storytelling, and Internet culture is a plus
Sample job description #3
Duties may include tasks such as
Complete, verify, and submit applications/forms containing highly confidential information
Work with outside companies and agencies as needed in support of business activities and other related administrative activities
Implement and maintain systems to organize project based paperwork
Ad hoc projects relating to customers, suppliers or transactions
General administrative support
Booking flights, hotels, cars
Assistant duties, such as run errands, schedule appointments, purchasing customer gifts, etc.
Applicants must have a wide range of administrative and communication skills
Excellent communication skills in person, on the phone, and in writing
High level of competency with Microsoft Suite/Word/Excel/processing
Must be technically savvy with the ability to quickly learn new systems with limited or no training
Ability to organize, monitor, and track numerous ongoing and one-time activities
Ability to logically solve problems with little supervision
Strong attention to detail
Extremely high level of integrity and discretion in handling and communicating highly sensitive information. Ability to maintain strict confidentiality in all matters
Ability to manage multiple projects in a fast-paced environment
Willingness to work under timelines in a dynamic environment
A positive attitude and willingness to do whatever it takes to get the job done
Ability to manage a diverse work load
Ability to work independently
Average salary and compensation
The average salary for a personal assistant is $34,000 per year in the United States, with some flexibility depending on your level of education, geographic location, and experience.
Los Angeles, California
New York City, New York
Sample interview questions
What made you want to apply to this role?
What qualities do you believe make a great personal assistant?
What type of person do you like working for?
What previous experience do you have that will help you succeed as a personal assistant?
What additional job training or certificates have you done?
What are the roles of a personal assistant?
Why would you make an excellent personal assistant?
How would you organize your day to ensure you don’t miss any deadlines or tasks that need to be accomplished?
How do you handle multiple urgent tasks?
What specific experience do you have for planning events and meetings?
Share a time when you had to be flexible at work.
How would you react if an angry customer is trying to reach your boss, but your boss isn’t available at that moment?
What have you done to go the extra mile to strengthen your professional skills?
What would you do if you didn’t agree with something your boss was asking you to do?
What are your biggest strengths?
What are the most rewarding and frustrating aspects of being a personal assistant?
What motivates you to work as a personal assistant?
How would you handle being a personal assistant to more than one executive?
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