Personal assistance helps managers to make the best use of their time by dealing with secretarial and administrative tasks. Managers often rely heavily on their Personal assistance (PA), trusting that work will be handled efficiently in their absence. Discretion and confidentiality are therefore essential attributes for a successful PA.Personal assistants (PA) often act as the manager’s first point of contact with people from both inside and outside the organization. Tasks are likely to include:
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- Typical Work Activities
- PA Need Extensive Knowledge Of The Organization In Which They Work. They Need To Know Who Key Personnel Are (Both External And Internal) And Understand The Organization’s Aims And Objectives.
- A Personal Assistant (PA), Sometimes Called An Executive Secretary Or Personal/Private Secretary, Works Closely With Senior Managerial Or Directorial Staff To Provide Administrative Support, Usually On A One-To-One Basis.
- Devising And 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;
- Organizing 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;
- Organizing 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 PA Also Have Their Own Personal Workload And Responsibilities.The Scope Of The PA’s Role Can Be Extensive And Additional Duties May Include: