What are the main duties of a Personal Assistant or Secretary?

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.

PAs help managers to make the best use of their time by dealing with secretarial and administrative tasks.

PAs need extensive knowledge of the organisation in which they work. They need to know who key personnel are (both external and internal) and understand the organisation's aims and objectives.

Managers often rely heavily on their PA, trusting that work will be handled efficiently in their absence. Discretion and confidentiality are therefore essential attributes for a successful PA.

Typical work activities

Personal assistants (PAs) often act as the manager's first point of contact with people from both inside and outside the organisation. Tasks are likely to include:

• 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;
• organising 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;
• organising 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 PAs also have their own personal workload and responsibilities. The scope of the PA's role can be extensive and additional duties may include:

• carrying out specific projects and research;
• responsibility for accounts and budgets;
• taking on some of the manager's responsibilities and working more closely with management;
• deputising for the manager, making decisions and delegating work to others in the manager's absence;
• being involved in decision-making processes.

Some PAs do all the secretarial work themselves, while others take responsibility for recruiting and training junior staff and delegate some of the less demanding and confidential work to them.

The main duties of the secretary is to Ensure the meeting is scheduled properly and should prepare all the required documents needed by the manager. The secretary is also in charge of the communication and correspondence.

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I am Agree With All Expert Answer

 

Personal assistant: job description What does a personal assistant do? Typical employers | Qualifications and training | Key skills Typical responsibilities of the job include: answering telephone calls maintaining diaries arranging appointments taking messages typing/word processing filing organising meetings using a variety of software packages booking transport and accommodation managing databases implementing and maintaining procedures/administrative systems liaising with staff, suppliers and clients preparing letters, presentations and reports The work offers excellent scope for promotion into senior PA/administrative positions. Typical employers of PAs Local and national government Small businesses Major companies Media firms Charities Financial institutions Vacancies attract strong competition – graduates are often competing directly with very experienced PAs/administrative staff. Jobs are advertised online, by careers services and recruitment agencies and in local, regional and national newspapers (particularly The Guardian and The Times) and their respective websites. Qualifications and training required A degree in English, business, IT, languages, information science, administration or management can be beneficial, particularly for the most prestigious positions. Previous clerical, secretarial or commercial work experience is essential (some employers may expect as much as two years). A variety of secretarial courses, including the LCCI Private/Executive Secretarial Diploma, are available at further education colleges. Relevant experience can be gained via temporary agency work, which may in turn lead to permanent work.

Personal Assistant is more responsible than a position like secretary.  PA has to be more initiative and sometimes even has to take responsible decisions instantly.  Sometimes PA duties includes personal works of the Manager we are working for, like booking table for dinner for his family, hospital appointments, even photo coping kids school books!!!. However, it is ok do the personal works unless it reaches too personal. 

The main duties of the secretary is to Ensure the meeting is scheduled properly and should prepare all the required documents needed by the manager. The secretary is also in charge of the communication and correspondence.

Mr answer: Vinod

 

Thanks for the excellent call

Based on my experience as secretary

Perform and coordinate office’s administrative activities and storing, retrieving and integrating information for dissemination to staff and clients.

Serves as a information and communication manager for an office, schedule meetings and appointments, organize and maintain documents files, conduct research, disseminate information by using telephone, mail services and e-mail. Handles travel and guest arrangement.

Create spreadsheet; compose correspondences, reports, presentations, etc.

Serve as support staff. Know how to operate and troubleshoot new office technologies

.Organizing the office, ordering office supplies, managing customers, and running the offices smoothly. 

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I would most agree with Mr.Vinod's answer ... Thank You