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

Responsibilities

  • 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

Key skills

  • 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
  • Tech savvy

Requirements

  • 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
  • Can-do attitude

Sample job description #2

Responsibilities

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

Requirements

  • 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
  • Highly organized
  • Detail-oriented and able to multitask within a team setting
  • Proactive self-starter
  • 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
  • Calendar management
  • Expense Management
  • Assistant duties, such as run errands, schedule appointments, purchasing customer gifts, etc.

Required skills

  • 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. 

LocationSalary LowSalary High
Phoenix, Arizona$34,000$46,000
Los Angeles, California$38,350$51,900
Denver, Colorado$32,000$43,250
Washington, DC$38,950$52,700
Miami, Florida$31,850$43,050
Orlando, Florida$29,350$39,700
Tampa, Florida$29,650$40,100
Atlanta, Georgia$31,100$42,100
Chicago, Illinois$35,750$48,400
Boston, Massachusetts$38,650$52,300
Minneapolis-St.Paul, Minnesota$30,800$41,700
New York City, New York$40,700$55,050
Philadelphia, Pennsylvania$33,150$44,850
Dallas, Texas$32,300$43,650
Houston, Texas$32,100$43,450
Seattle, Washington$37,200$50,350
National Average$29,050$39,350

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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