Personal Assistant

Someone who provides primarily personal support to an individual and/or their family.

The Role of a Personal Assistant

A Personal Assistant (abbreviated PA) is a person that provides one-on-one assistance to an executive or individual in a variety of areas of their personal life.

A Personal Assistant is responsible for managing an executive’s personal (and occasionally professional) affairs, ensuring that they run smoothly and efficiently. A Personal Assistant acts as the principal’s main point of contact, acting as a proxy to other parties, handling confidential and sensitive information, and anticipating the executive’s needs and preferences.

A Personal Assistant performs a variety of tasks, such as arranging travel and accommodation, scheduling meetings and events, preparing reports and correspondence, conducting research and analysis, overseeing household staff and finances, shopping for gifts and personal items, and taking care of other household, family or personal duties. This person is expected to work with a high degree of discretion, flexibility and initiative, as well as the capacity to handle multiple and competing priorities.

A successful Personal Assistant will be one of a principal’s most trusted and reliable partners, as they provide valuable support and assistance in all facets of their personal life.

Job Description

EDUCATION / EXPERIENCE

Typically, a Personal Assistant will possess a Bachelor’s (B.S. or B.A.) degree – often in the areas of communication, English, education/teaching, business administration, human resources, finance/accounting or a related field.

Experienced Personal Assistants will have 3+ years’ experience in either personal or executive support, either in a corporate, family office or household setting. Depending on the specific needs of an individual, experience in a particular area may be required, such as house management, administration, child/pet-care, senior-care, business administration, etc. This position may also require experience overseeing other household or administrative staff.

Note: A Personal Assistant does not necessarily need prior experience as a Personal Assistant. In fact, some of the best Personal Assistants are former Caregivers, Nannies, Private Chefs, Executive Assistants, etc. Similarly, because this role deals more with general (compared to specific) experience, recent graduates or those who are otherwise at the beginning (or a transition stage) of their career often make an exceptional Personal Assistant.

SKILLS

Experience in executive management as well as exposure to senior-level decision-making
Experience managing complex calendars
Experience planning and booking various forms of travel (car service/coordinating with drivers, commercial and private jet/helicopter, yachts, etc.)
Project management skills, seeing complex projects through, consulting with others for their expertise, and quickly learning, implementing and/or disseminating new information
Creative mindset, strong research skills and a natural ability to identify opportunity to solve problems
Exceptional verbal and written communication skills, with the ability to liaise effectively with internal and external stakeholders, as well as family members, in a high-paced environment

CERTIFICATIONS / TRAINING

Being a Personal Assistant does not require formal training or certifications, but an employer may prefer candidates who possess certain skills, such as computer and technology expertise, fluency in a language other than English, or have completed or are willing to take a PA certificate course. These courses can help aspiring Personal Assistants to learn the skills and knowledge needed to perform administrative and personal tasks for their employers. Examples of useful certificate programs include:

Professional Administrative Certification of Excellence (PACE)
Certified Administrative Professional (CAAP)
Microsoft Office Specialist (MOS)
Project Management Professional (PMP) or Certified Associate in Project Management (CAPM)
Administrative Assistant Certificate

RESPONSIBILITIES

Duties depend largely on the nature of the position (does the PA work in an office or home environment, nature of the client’s business and other staff present). Common duties may include:

Personal

Screening and directing phone calls and distributing correspondence
Handling all requests and queries appropriately
Performing a variety of chores and errands, including shopping for gifts and personal items, light cleaning, preparing food, picking up prescriptions, etc.
Greeting visitors and occasionally taking meetings on behalf of principal
Planning travel, including flights, accommodation and ground transportation
Organization of events/engagements
Negotiating with service providers (hotels, car service, etc.)
Various types of pet care, child care or senior care
Pro-actively anticipating principal’s needs and supporting him or her with other duties as requested

Executive

Calendar management; anticipating calendar risk and planning contingencies
Devising and maintaining office systems (including filing and managing data)
Performing research related to an employer’s project or needs
Scheduling meetings and appointments on behalf of the principal
Responding to emails, letters and faxes on behalf of the principal
Producing reports, presentations and briefs
Drafting correspondence such as emails and letters
Liaising with executives and other administrative positions

ATTRIBUTES

Characteristics of a successful Personal Assistant include:

“Nothing is too small” attitude

A great Personal Assistant will possess an attitude that “nothing is too small” for them – that they understand their role as the ultimate support/resource to another individual. This person should be ready to take on any task, no matter how big or small, with enthusiasm and efficiency. He or she should be proactive, adaptable, professional and always striving to deliver high-quality results.

Organizational skills

A Personal Assistant should be proficient in planning, organizing and executing projects on behalf of the principal. He or she should be able to set clear goals, prioritize tasks, delegate responsibilities, monitor progress and evaluate outcomes. He or she should also be able to handle multiple projects simultaneously and meet deadlines.

Interpersonal communication

A Personal Assistant should have exceptional interpersonal skills and communication abilities to interact effectively with the principal, colleagues, clients and other stakeholders. He or she should be able to listen actively, communicate clearly and concisely, express empathy and respect, and resolve conflicts constructively. They should also be able to adapt their communication style to different situations and audiences.

Team player

A Personal Assistant should be a team player who can collaborate well with others and contribute to the overall success of the principal’s life. This person should be supportive, cooperative, flexible and respectful of diverse opinions and perspectives. He or she should be willing to share information, knowledge and feedback and seek help when needed.

Responsibility and integrity

A Personal Assistant should take full responsibility and accountability for their actions and decisions. He or she should be able to work independently and proactively, take initiative and ownership of tasks and follow through on commitments. He or she should also demonstrate integrity and honesty in all aspects of his or her work, adhere to ethical standards and principles and protect the confidentiality and privacy of the principal.

COMPENSATION

Total compensation for a Personal Assistant generally ranges from $80-130K, however very experienced PA’s or those with specialized skills can exceed this range. Factors that command a higher salary include specific experience, education or training requirements, being on call outside of normal work hours, being required to travel or live with the principal, fluency in languages other than English and the ability to manage complex projects. Components of a Personal Assistant’s compensation may include:

Base salary

Fixed annual amount received for performing duties as agreed upon. A Personal Assistant’s base salary varies depending on the size, complexity and location of the business or individual they support, as well as the experience and qualifications of the Personal Assistant.

Discretionary bonus

Discretionary bonuses are variable amounts that are paid annually based on an individual’s performance. The percentage of compensation paid as a salary versus a bonus is entirely up to the employer, but for a Personal Assistant, a discretionary bonus can range anywhere from 10 – 25% of total compensation. The most common reason for a higher bonus percentage (relative to salary) is to tie an employee’s compensation to their overall performance. It also allows an employer to set strategic goals during the employee’s annual performance evaluation, with the pay out of their bonus linked to the completion of stated goals.

Equity

With equity compensation, a portion of the employee’s compensation is paid in options, restricted stock or performance shares, which represents ownership in a business or fund owned or managed by the principal. Options can have a vesting period and/or expiration date, which affects their overall value. Equity compensation strongly incentivizes long-term employment and can be a great tool for building a team that is dedicated, loyal and aligned with the overall vision of the principal/family office.

Living Expenses

A principal may prefer that their Personal Assistant lives in with them, either at their residence, at an adjoining accommodation on their property or within certain proximity of their residence. Reasons for this include the need for this person to be available off-hours, the importance of proximity to the residence or principal due to various duties associated with the role, or because the residence is located in a remote area. If a principal requires any of these living situations of their Personal Assistant, housing and/or moving expenses are expected to be included in the employee’s compensation package.

STANDARD BENEFITS

A Personal Assistant typically has access to the following corporate-style benefits (or receives a stipend to obtain such benefits themselves):

Medical, dental and vision

Standard health benefits help employees stay healthy, reduce absenteeism and ultimately increase productivity.

Retirement savings account

401k, thrift savings plan or simple IRA, especially with employer matched contributions, shows your employees your commitment to their future.

Paid time off

PTO allows your employees to take time off from work for various reasons, such as vacation, sickness, personal matters or holidays.

Travel/miscellaneous expenses

Expenses incurred when travelling or conducting business on behalf of the Principal, including transportation, accommodations, meals and other costs related to business travel. These expenses may be reimbursed or covered by a travel allowance or budget.

OTHER BENEFITS / "PERKS"

Additional benefits are often included to enhance the attractiveness of an employment offer, as well as encouraging long-term employment. Such benefits include:

Education

Tuition reimbursement, scholarships/savings plans for those with college-aged children

Professional development

Encouraging and covering an employee’s participation in training courses, workshops, seminars, conferences or professional certifications

Health and wellness

Healthy food, beverages or snacks offered
Paid or discounted gym memberships or fitness classes
Access to wellness programs with counseling services, health screenings, substance abuse treatment, etc.
Life and disability insurance

Employee assistance

Financial counseling
Legal advice
Transportation reimbursement or allowance

Charity

Volunteer opportunities
PTO days for community service
Charitable match program

Family benefits

On-site childcare or childcare reimbursements
Parental and family medical leave

Workplace

Remote work/flexible hours
Casual work attire
Employee recognition programs, awards or rewards

REPORT STRUCTURE

A Personal Assistant generally reports:

Directly to the principal(s)
To a senior administrative employee
To another contact designated by the principal (e.g. Director of Operations or Administration of a family office, a principal’s Chief of Staff, etc.)
To a House or Estate Manager

Personal Assistants may have other administrative staff they are responsible for managing or reporting to, or they may simply work alongside other executive-support staff.

Have Questions?

Precision, Efficiency, Discretion

A Personal Assistant is more than just an extra set of hands—they are the key to keeping your life running smoothly. From managing schedules and coordinating travel to handling personal tasks and confidential matters, they anticipate your needs before you do. With discretion, professionalism, and an eye for detail, they ensure that no task is overlooked.

Ready to streamline your daily life? Let us introduce you to a Personal Assistant who will bring organization, efficiency, and peace of mind to your world.

“We place Personal Assistants who excel in discretion, organization, and anticipating a client’s needs long before they arise.”

Adam Cook

Managing Director, Old State Staffing

Stay One Step Ahead

Why You Should Consider a Personal Assistant

A skilled Personal Assistant transforms the way you manage your day-to-day responsibilities, bringing order to even the most demanding schedules. Whether handling travel arrangements, managing correspondence, or coordinating household and business needs, they provide a level of support that enhances efficiency and productivity. A Personal Assistant can help you: