A manager may have a personal assistant to help with time and daily management, scheduling of meetings, correspondence, and note taking. The role of a personal assistant can be varied, such as answering phone calls, taking notes, scheduling meetings, etc.
Personal assistants (PAs) often act as the manager's first point of contact with people from both inside and outside the organization. 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, inquiries and requests, and handling them when appropriate.
- Meeting and greeting visitors at all levels of seniority.
- Organizing and maintaining diaries and making appointments.
- Dealing with incoming email, faxes and post, often corresponding on behalf of the manager.
- Taking dictation and minutes.
- Carrying out background research and presenting findings.
- Producing documents, briefing papers, reports and presentations.
- Organizing and attending meetings and ensuring the manager is well prepared for meetings.
- Liaising with clients, suppliers and other staff.