Personal Assistant Job Description Template

At Lily Shippen, we understand that a Personal Assistant (PA) is the cornerstone of effective business support. Whether you’re a fast-paced executive or a creative professional, the right PA can transform your workflow, ensuring that every task is handled with precision, discretion, and care.

Below is a comprehensive job description template for a Personal Assistant, suitable for businesses across London, Manchester, Cheshire, Birmingham, Leeds, or remote positions.

Personal Assistant Job Description

Job Title: Personal Assistant (PA)
Location: [Specify Location – e.g. London, Manchester, Remote, etc.]
Reports to: [Specify, e.g. Executive, Senior Manager, Director]
Salary: [Include range or competitive, based on market]
Type: [Full-time, Part-time, Temporary]

Role Overview:

A Personal Assistant is responsible for providing high-level administrative support to executives or senior managers, enabling them to focus on strategic priorities. The role demands excellent organisation, proactive thinking, and an ability to manage competing priorities in a fast-paced environment.

The ideal candidate will be confident, discreet, and resourceful, with a flair for problem-solving. As a PA, you will play a pivotal role in ensuring that the daily operations of the business run smoothly and efficiently.

Key Responsibilities:

• Diary Management: Proactively manage complex diaries, including scheduling meetings, appointments, and travel arrangements.

• Travel Coordination: Plan and organise both domestic and international travel, including flights, accommodation, and detailed itineraries.

• Correspondence: Handle all communication, including emails, phone calls, and post, ensuring a prompt response or escalation where necessary.

• Meeting Preparation: Prepare agendas, presentations, and documents for meetings. Take minutes and follow up on action points.

• Administrative Support: Provide general administrative support, including filing, document management, and maintaining office supplies.

• Event Coordination: Organise internal and external events, from small meetings to large conferences.

• Research & Reporting: Conduct research on behalf of the executive and produce clear, concise reports.

• Confidentiality: Handle sensitive information with discretion and confidentiality at all times.

• Personal Support: Where required, offer personal support such as managing personal appointments, payments, and other tasks.

Key Skills & Experience:

• Proven Experience: Previous experience as a Personal Assistant or in a similar role, ideally supporting senior management or executives.

• Organisational Skills: Exceptional organisational skills, with the ability to manage multiple tasks and deadlines.

• Communication: Strong written and verbal communication skills, with the ability to liaise confidently with stakeholders at all levels.

• Attention to Detail: High level of accuracy and attention to detail in all aspects of work.

• Tech-Savvy: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and the ability to quickly learn new software or systems.

• Problem-Solving: A proactive approach to problem-solving with strong decision-making skills.

• Discretion: Ability to handle sensitive information with discretion and maintain confidentiality.

• Flexibility: Willingness to adapt to changing priorities and requirements, with a positive and professional attitude.

Qualifications:

• Degree or relevant qualification (desirable but not essential).

• Additional PA training or certifications (advantageous).

Why This Role is Essential:

At Lily Shippen, we know that a great Personal Assistant is more than just a support role. A skilled PA is an enabler—someone who takes ownership of administrative tasks and helps executives to maximise their time and productivity. From streamlining operations to anticipating needs before they arise, a Personal Assistant is a critical asset for any business.

Career Progression:

A role as a PA offers excellent career development opportunities, with many individuals progressing into Executive Assistant, Office Manager, or Chief of Staff roles. It’s a role that provides deep insights into business operations, helping you build a broad skill set that can lead to more senior positions over time.

At Lily Shippen, we not only place you in the right role but also support your long-term career growth. For those looking to take their career to the next level, our sister company eavolve (www.eavolve.co.uk) offers tailored coaching and consultancy services, designed to help you navigate your professional journey with confidence and clarity.

Why Work With Us:

At Lily Shippen, we pride ourselves on placing exceptional Personal Assistants into roles where they can thrive. Our tailored approach ensures that both businesses and candidates are matched perfectly, ensuring long-term success for both. If you are looking to recruit a high-calibre Personal Assistant or if you're a PA seeking your next role in London, Manchester, Birmingham, Cheshire, or remotely, get in touch with us today.