Personal assistant job description template: Everything you need to include

Personal assistants play such an essential role in businesses. They tackle your leaders’ everyday admin tasks, giving them room to focus on what truly matters – driving business outcomes forward. 

Yet, many companies miss the mark when hiring for the position because they use generic job descriptions that don’t capture what a specific manager or leader really needs from their assistant. 

We get it – customizing job descriptions is a laborious task. That’s why we’re here to help. 

Below, we provide a ready-to-use personal assistant job description template that can fit your position with a few minor tweaks. Moreover, we share insider tips on how skills-based hiring can land you a top-notch candidate for this role.

Personal assistant job description template

• Job Title: Personal Assistant

• Location: [Insert Location]

• Reports To: [Manager’s Title or Name]

• Job Type: [Full-time/Part-time/Contract]

About Us

[Company Name] is a [brief description of the company, e.g., dynamic organization focused on innovative solutions or boutique firm providing personalized client services]. 

We value [core values, such as professionalism, discretion, and efficiency], which create an environment focused on [mention qualities, e.g., productivity, confidentiality, or quality client interactions]. 

We’re known for our [unique strengths, like outstanding customer service or exceptional attention to detail], and we’re looking for a Personal Assistant who embodies our standards and commitment.

Job Overview

We are seeking a highly organized and detail-oriented Personal Assistant to support [Manager’s Name/Title]. 

The ideal candidate will manage daily schedules, handle a range of administrative tasks, and be proactive in anticipating needs and solving problems. This role is perfect for someone who is self-motivated, maintains confidentiality, and can multitask effectively in a fast-paced environment.

Key Responsibilities

• Manage and coordinate [Manager’s Name] calendar, scheduling meetings, appointments, and travel arrangements.

• Handle daily administrative tasks, including answering calls, emails, and correspondence, on behalf of [Manager’s Name].

• Prepare, proofread, and organize documents and presentations for meetings, ensuring accuracy and professionalism.

• Act as a point of contact between [Manager’s Name] and internal/external contacts, relaying messages and managing communication.

• Arrange travel plans and itineraries, including booking flights, accommodations, and transportation as needed.

• Maintain records, organize files, and ensure easy access to important documents and information.

• Assist with personal tasks for [Manager’s Name], including occasional errands or ad hoc projects, as required.

• Screen and prioritize emails and calls, redirecting requests and highlighting urgent matters.

• Handle confidential and sensitive information with discretion and integrity.

• Provide support in managing projects and deadlines, ensuring [Manager’s Name] is well-prepared and organized for all commitments.

• Research and compile information as needed for reports, proposals, and other documents.

Skills

• Proven organizational skills with the ability to handle multiple priorities and tasks effectively.

• Strong written and verbal communication skills for liaising with internal teams and external contacts.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with scheduling or calendar tools.

• High level of discretion and professionalism, particularly when handling confidential or sensitive information.

• Strong problem-solving abilities and proactive approach to anticipating needs and solving issues.

• Ability to adapt to changing schedules and deadlines in a dynamic, fast-paced environment.

• Strong attention to detail to ensure accuracy in document preparation and scheduling.

• Professional demeanor with excellent interpersonal skills and a positive attitude.

• Ability to work independently and as part of a team, showing flexibility and dependability.

Preferred Experience and Education

• Previous experience as a Personal Assistant, Executive Assistant, or in a related administrative support role.

• Bachelor’s degree in Business Administration, Communications, or a related field is preferred.

• Familiarity with office software, project management tools, and scheduling software (e.g., Google Workspace, Slack, Asana).

• Prior experience working in a fast-paced environment, ideally supporting senior leadership.

• Knowledge of travel and event planning logistics is advantageous.

Benefits

[List the benefits of joining your company, such as health coverage, paid time off, professional development opportunities, a supportive work environment, flexible hours, etc.]

Application Instructions

If you are a detail-oriented and organized professional with a passion for supporting executives, we’d love to hear from you. Please send your application materials [including a cover letter and resume] to [email address] by [application deadline].

Why this personal assistant job description template works

We’ve tailored this job description for easy adjustment so you can attract personal assistants who align with your company's specific needs instead of dealing with a sea of poor-fitting applicants. Here's why the different parts of this template work well for the role.  

Basic job and company information 

With scheduling software, digital file storage, and other tech advancements, today's personal assistants can support their managers from anywhere. Personal assistant roles can be full or part-time, remote or on-site, and even employee or contractor status. It really comes down to your company's preference, which we've explicitly shared right off the bat, ensuring only suitable candidates apply. 

We then give a quick synopsis of your company's offering, mission, and values and also provide information about the nature of the job. This helps candidates carefully consider if the role and company are a good fit for them and self-select or drop the application, saving you the hassle of reviewing unqualified candidates. 

Key responsibilities

Next, we not only describe candidates’ daily tasks but also specify what they'll do for their individual managers and the broader team. 

The personal assistant job is often confused with a more generic admin assistant role due to an overlap in responsibilities such as scheduling, organizing paperwork, supporting projects, etc.  

That's why it's important to clarify the scope of the role early on – for instance, by mentioning additional job-specific duties such as assisting managers with personal tasks or screening their calls and emails. This prevents any misconceptions that could lead to future disappointments for both the candidate and the team. 

Need to hire an admin assistant? Use our administrative assistant job description to get started. 

Candidate requirements

Unlike standard job descriptions, this one prioritizes skills first, with credentials as a preference – not a need. 

Why have we done this? Personal assistants don’t necessarily need college degrees. In fact, many of the essential skills for this job – for instance, organizational skills, time management, discretion, and sound judgment come from practical, real-world experiences rather than degrees. 

By focusing on skills in this job description, you can widen your talent pool, give candidates a clear sense of what you're looking for, and capture high-quality individuals who are skilled through alternative routes. 

Employee benefits and application process

Last, we drill into your company's benefits, which help you stand out for this highly competitive position and incentivize high-caliber candidates. Moreover, we tell candidates exactly how to apply, leaving no room for delays or mix-ups with your process.   

Next steps: Attracting and assessing personal assistant candidates

A well-crafted personal assistant job description can help attract good candidates. However, you’ll need to find a way to quickly and accurately sift through the large volume of applications for this highly sought-after job. TestGorilla's talent assessments do exactly that. 

Our 400+ science-backed online tests can help you screen countless applicants in no time and hire a personal assistant who has the skills and abilities to succeed in your company. 

Add up to five tests to create a custom personal assistant assessment and roll this out to every applicant for a fair and unbiased process. 

Here are some of our recommended assessments. 

Job-specific 

• Administrative Assistant test

• Executive Assistant test

• Microsoft 365 (bundle) test

• Email Skills (Microsoft Outlook) test or Email Skills (Gmail) test

Soft and cognitive skills

• Understanding Instructions test

• Time Management test 

• Communication test

• Problem Solving test

Personality and culture

• DISC test, Big 5 (OCEAN), and other personality tests

• Motivation test 

• Culture Add test 

This skills-based hiring approach gives you a well-rounded view of your candidates' capabilities – from technical skills to soft skills, cognitive abilities, and personality traits. 

This way, you can find and hire the perfect personal assistant – one who not only knows their job inside out but is also aligned with their managers' personality and your company's culture. 

Sign up for a free account with TestGorilla or schedule a live demo to explore our platform today. 

FAQs

Looking for more information? Check out our answers to some frequently asked questions. 

What is the qualification of a PA? 

While one doesn't necessarily need a college degree to become a personal assistant, employers tend to expect at least a high school diploma. That said, personal assistants can skill themselves through work experience, online courses, and other self-learning methods.  

What is a PA job salary?

A personal assistant's salary will vary by location, nature of the role, and seniority of the manager they support. According to sources, the average salary for a personal assistant in the US is about $33,000 per year. 

How is a personal assistant different from an admin assistant and an executive assistant? 

A personal assistant typically supports one specific person, often handling professional (and sometimes personal) administrative tasks to help them stay organized and on track. An admin assistant typically supports an entire team or department with general office tasks, while an executive assistant works closely with top executives and supports more complex projects.

Looking for an executive assistant to join your team? Read our guide on how to assess executive assistant skills to snag the right person for the job.