Personal Assistant
Personal assistants support managers by providing secretarial, administrative and related office duties.
Tasks & duties
Personal assistants may do some or all of the following:
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help managers organise their time effectively
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prepare travel itineraries for managers
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answer, screen and make telephone calls on behalf of managers
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prioritise incoming correspondence, including letters, memos and emails
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filter requests for appointments and arrange internal and external meetings and conference calls
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provide support at meetings including keeping minutes and follow-up actions
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type letters, reports, presentations and other documents
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co-ordinate filing and general administrative work for managers
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greet visitors
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take dictation (using shorthand, digital voice recorders or dictaphones)
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provide assistance to other staff
Skills & knowledge
Personal assistants need to have:
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knowledge of administration policies, systems and procedures
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understanding of the purpose, background and policies of the organisation they are working for
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understanding of the roles of other staff
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good communication and listening skills, and the ability to relate to people from different cultures and backgrounds
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computer skills, including word-processing skills and the ability to use relevant computer software such as spreadsheets, email diary systems and PowerPoint
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the ability to use general office equipment such as photocopiers, printers and scanners
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planning and organisational skills
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time management skills and the ability to prioritise tasks
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decision-making and problem-solving skills
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excellent spelling and grammar
Entry requirements
There are no specific entry requirements for becoming a personal assistant, but courses in secretarial, business administration and technology may prove helpful.
Secondary education
Completion of secondary education such as year 12 Certificate of Education or Higher School Certificate equivalent English, information management (which includes typing) and computer studies are preferred.
Training on the job
Many skills are gained on the job.
Useful experience
Useful experience for personal assistants includes:
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typing, word processing and data-entry work
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reception work
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customer-service work
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administration work
Related courses
Secretarial and Office Studies
Text Processing and Office Tools
For more information, please refer to myfuture.
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