Primary Duties of a Personal Assistant

Movies are creation of fantasy but they often have their roots in reality. The truth of this statement is evident from the portrayal of personal assistants in the movies. More often than not, we see the personal assistants (PAs) as efficient and composed people. They are portrayed as individuals who are extremely efficient with a very shrewd approach towards one's duties, while the boss is shown as a person who is utterly dependent on the helper for the completion of ordinary chores.

The job of the assistant is easy to describe but very difficult to perform. The person generally works in a pressure cooker environment and the actual tasks depend on the nature of the industry in which the person is employed in. Confidence, clarity of thought and alertness are very essential requirements for the assistant.

So What Does A PA Do?

Movies are often accused of exaggerating reality. However, they have accurately portrayed the tough duties of the PA. The core duties may include:

a. Administrative Assistance

The most important duty is to provide support and assistance regarding daily tasks. These tasks are the ones which take a lot of time and effort and yet seem very unrewarding in return. Ignoring such basic tasks can cause a lot of problems.

However, it just does not seem right to take time out your busy schedule to perform these tasks. This is where the assistant helps. He or she performs these tasks on behalf of the boss and enables the boss to remain focused on his core duty.

Tasks like booking the flight or coordinating appointments may not be very important but are unavoidable. The PA is best for performing this task.

b. Secretarial Duties

These duties include the performance of tasks like:

o Taking calls
o Screening the calls that come to the boss
o Keeping track of correspondence
o Taking care of visitors
o Arranging meetings and taking care of cancellations
o Taking minutes, dictation and other such tasks.

c. Other Tasks

The job includes a lot of discretionary powers. When the boss is not available, people look up to the PA to decide on administrative and secretarial matters. The helper may have powers even to consider the overall budget of certain events and promotions.

Many a times, the person is even required to keep track of purchases and storage of office supplies. These tasks may seem unimportant but the office can come to a stop if these tasks are not taken care of in a proper and planned manner.

d. Personal Assistance

The helper is also appointed to assist the boss in the office. However, the PA soon assumes the status of a friend, philosopher and guide and is often relied upon to perform important personal tasks as well.

Your boss may require you to keep track of birthdays, anniversaries and other special dates in the family of your boss and make arrangements like ordering flowers and other such gifts on such occasions.

Further, you may be asked to perform tasks like reserving tickets for movies, concerts and even making booking at restaurants. These tasks go beyond the original job description. However, you will enjoy additional respect and benefits if you go out of your way to help your boss.

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