A personal assistant job description defines one of the harder roles to advertise well, because the job is shaped as much by the working relationship as by the task list. Two PA roles at the same salary can involve entirely different levels of authority and confidentiality. This page provides a complete, adaptable personal assistant job description, with particular attention to the details that determine whether the right candidates apply.
Personal Assistant Job Description Overview
The personal assistant provides dedicated support to a senior executive, managing their diary, correspondence, travel, meetings and information flow, and acting as a trusted point of contact between the executive and internal and external stakeholders.
Before writing, settle three questions. Who is being supported and at what level? How many people will the PA support? And how much authority does the PA have to act on the executive’s behalf? The third is the one that most often goes unstated and matters most, because it separates a scheduling role from a genuine assistant role.
A workable overview reads: the personal assistant provides comprehensive and confidential support to the executive, managing their diary and correspondence, preparing them for meetings and commitments, coordinating travel and expenses, and ensuring that their time is used effectively. For the duty detail see personal assistant duties.
Personal Assistant Job Description Duties and Responsibilities
Diary and Time Management
- Managing the executive’s diary and scheduling appointments and meetings.
- Resolving conflicting priorities and rescheduling as circumstances change.
- Protecting time for focused work and travel between commitments.
- Preparing the executive for each day and flagging what requires preparation.
Communication and Correspondence
- Screening calls, emails and requests and deciding what requires attention.
- Drafting and responding to correspondence on the executive’s behalf.
- Acting as the point of contact between the executive and stakeholders.
- Handling enquiries independently where appropriate and escalating where not.
Meetings and Follow-Up
- Preparing agendas, papers and briefing notes ahead of meetings.
- Coordinating board, committee or management meetings and distributing papers.
- Attending meetings, taking minutes and recording actions.
- Following up commitments and deadlines with the relevant staff.
Travel, Expenses and Records
- Arranging domestic and international travel, visas, accommodation and itineraries.
- Preparing detailed itineraries with contingency arrangements.
- Processing expense claims and reconciling corporate card statements.
- Maintaining confidential files, records and contact databases.
Personal Assistant Job Description Skills and Requirements
- Matric, with a secretarial, office administration or business qualification preferred.
- Several years of administrative experience, ideally supporting senior management.
- Excellent written communication, including drafting on behalf of others.
- Advanced computer literacy across word processing, spreadsheets, presentations and calendars.
- Exceptional organisation and the ability to manage many concurrent commitments.
- Sound judgment about priority, urgency and escalation.
- Absolute discretion with confidential commercial and personal information.
- Diplomacy when declining requests from senior stakeholders.
- Composure when plans change at short notice.
- Attention to detail in documents, travel and scheduling.
- Familiarity with travel booking, expense and board management systems.
How to Use This Job Description Template
Name the role being supported. Supporting a managing director is different to supporting three department heads, and candidates need this to judge whether the position suits them. If the executive travels frequently, chairs a board, or operates across time zones, say so, because these shape the job substantially.
Define the authority explicitly. State whether the PA drafts and sends correspondence independently, declines meeting requests on the executive’s behalf, commits them to arrangements, or holds any spending authority. This section is what tells an experienced PA whether the role is a step up, sideways or down, and its absence is the most common reason strong candidates do not apply.
Be honest about confidentiality and scope. If the role touches personal as well as business matters, say so. Some executives expect a PA to handle personal appointments, family travel or private administration, and candidates should know that before applying rather than discovering it afterwards. Equally, if the role is strictly business, state that.
Address availability directly. PA roles frequently carry expectations about responsiveness outside standard hours, particularly where the executive travels. If that expectation exists, state it plainly along with how it is compensated or offset, and ensure the arrangement complies with the Basic Conditions of Employment Act.
Finally, describe the working relationship. PA roles depend on trust and fit more than most positions, and a short paragraph about working style, communication preferences and what the executive values in support helps candidates self-select. Use Admin Job Description Template for a reusable structure across office roles.
Editable Job Description Structure
- Job title, department and location
- Who the role supports, by title and seniority
- Number of executives supported
- Purpose of the role, in two or three sentences
- Key duties grouped by theme
- Authority to act on the executive’s behalf
- Whether the role includes personal as well as business matters
- Confidentiality obligations
- Qualifications and experience required
- Systems and software used
- Availability expectations, including any after-hours responsiveness
- Working hours and contract type
Related Duties Pages
For the detailed duty breakdown behind this description, read personal assistant duties. Candidates preparing applications will find personal assistant duties for CV useful. For related office roles, browse admin and office duties.
FAQs
What should a personal assistant job description include?
It should name who the role supports and at what seniority, the duties grouped by theme, the authority the PA has to act on the executive’s behalf, whether personal matters form part of the role, confidentiality obligations, the systems used, any after-hours availability expectation, and the working hours.
What are the main duties in a personal assistant job description?
The main duties are diary and time management, screening calls and correspondence, drafting communication on the executive’s behalf, preparing meeting papers and briefing notes, taking minutes and following up actions, arranging travel, processing expenses and maintaining confidential records.
Should a PA job description mention personal tasks?
Yes, if the role includes them. Some executives expect their PA to handle personal appointments, family travel or private administration. Candidates should know this before applying, and stating it prevents both awkward conversations later and appointments that end early.
What qualifications does a personal assistant need?
Most employers require matric with a secretarial, office administration or business qualification preferred, alongside several years of experience supporting senior staff. Judgment, discretion and written communication generally matter more than formal qualifications at this level.
Which related page should I read next?
For the duty detail, read personal assistant duties. For a reusable structure across office roles, use the Admin Job Description Template.