Job description template
Personal Assistant Job Description
Personal assistant (PA) job description: diary and inbox management, travel, meetings and admin duties, skills and qualifications. Template to adapt.
The role in brief
A personal assistant (PA) supports one person, usually a senior manager or business owner, by managing their diary, inbox, meetings, travel, documents and day-to-day administration so they can focus on their own work. PA is the common title in the UK, Australia and India; in the US the same job is more often called executive assistant or administrative assistant. Some PAs also work privately for individuals or families, where the duties extend into personal and household arrangements. Strong organisation, discretion and written communication matter more than formal qualifications.
- Manage the manager's diary: schedule meetings, resolve clashes and protect time for priority work
- Screen and manage the inbox and phone calls, draft replies and flag what needs attention
- Arrange meetings, prepare agendas and papers, take notes and follow up actions
- Book travel, transport and accommodation, and prepare itineraries
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Applying for a role like this? Practise the assessment free →Responsibilities
- Manage the manager's diary: schedule meetings, resolve clashes and protect time for priority work
- Screen and manage the inbox and phone calls, draft replies and flag what needs attention
- Arrange meetings, prepare agendas and papers, take notes and follow up actions
- Book travel, transport and accommodation, and prepare itineraries
- Prepare letters, reports and presentations, and keep files and records organised
- Process expenses and invoices, and track budgets where delegated
- Act as a point of contact between the manager and internal teams, clients and partners
- Organise events, visits and conferences
- Handle confidential information with discretion
Required skills
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Nice to have
Qualifications
- 1Secondary school education; a degree or diploma in business administration is helpful but not usually required
- 2Previous experience as a PA, secretary, administrator or receptionist
- 3Business administration apprenticeships, such as the Level 3 Business Administrator apprenticeship in England, are a recognised route
Work environment
Work environment
Career growth
PAs move to supporting more senior executives, executive assistant, office manager, chief of staff or operations roles.
Common questions
What does a personal assistant do?
A PA manages a manager's time and administration: diary, inbox, meetings, travel, documents, expenses and communication with the people they work with.
What is the difference between a personal assistant and an executive assistant?
The duties overlap heavily, and the UK National Careers Service treats PA and EA as alternative titles. In practice, executive assistant is the usual US title and often signals support for a senior executive with more project and stakeholder work; PA is common in the UK, Australia and India and can describe support at any level.
What skills does a PA need?
Organisation, prioritisation, clear writing, discretion and confident use of office software. A short work sample, such as sorting an overloaded diary or drafting replies from an inbox, tests these better than an interview alone.
Do personal assistants need qualifications?
Usually not. Employers look for administrative experience and skills. Business administration courses and apprenticeships help newer candidates.
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