what is the job description for personal asisstant/ secretary??

Question

asisstant, human resource,business, corporate

Answer 1

I believe they range from firm to firm but the from an advertisement in http://funinaz.tripod.com/search/id5.html the duties where descriped as below. I hope this gives you an idea of what is required

LIST OF DUTIES

Clerical
~ Coordinate and schedule Our daily agenda and to-do list, as well as weekly and monthly calendar appointments;
~ Coordinate and schedule all travel arrangements (Lady Alia travels up to 85% of the time - the personal assistant may accompany her from time to time - schedule permitting particularly if the PA is a student;
~ Manage all incoming and outgoing correspondence, i.e., sort and read mail, draft responses, maintain network database, receive and send overnight packages;
~ Manage incoming and outgoing telephone, fax, and e-mail traffic;
~ Under the supervision of Sir Robin, manage all household accounts payable and receivable - create monthly domestic expense report in conjunction with Financial Planner and Accountant;
~ Collect, track, assemble and submit Lady Alia's corporate expense and activity reports (per trip);
~ Maintain all personal and professional files.


Domestic
~ Manage and coordinate (with Lady Alia) all household staff and external contractors in daily / weekly schedules and tasks - including part-time maid / cook, part-time maintenance worker / driver, personal trainer, physical therapist, nutritionist, and house-sitter / cat-sitter;
~ Manage daily and weekly diet and menu plan (will train with Our current nutritionist and personal trainer);
~ Maintain wardrobe - make certain that all dry-cleaning, laundry, tailoring, and general repairs are completed by appropriate personnel to ensure optimum clothing selection;
~ Conduct all household purchasing including grocery shopping (currently maintained online), domestic products, etc.;
~ Provide care and affection (in Our absence) for the Prince (a young white wolf named Zeus) and Princesses of the House - a Seal Point Tonkinese named Queen Nephertiti (Nephers for short), a part Siamese / part Calico named Rochie (Rocky), and a black Witch Cat named Luchie (Lucky), as well as an old black part German Shepard / part Rotweiler mix named Dixie;
~ Welcome all visitors to the house and make necessary arrangements for overnight guests (menu, accommodations, etc.).


Personal
~ Serve as personal valet:
** assist with morning ritual, including wake-up, stretch exercises, grooming, wardrobe, breakfast, and morning update (news, stock reports, task list, schedule, etc.);
** assist with mid-day events including tea service, siestas, work-out regimens, errands, etc.;
** assist with nighttime rituals including stretch exercises, grooming, massage, and evening re-cap;
~ Make certain all meals are correctly prepared, served at reasonable times, and that We eat them (especially Sir Robin);
~ PLAY with Us (more on this later).

Another in http://www.londonofficejobs.co.uk/Jobs/Secretarial/PA-Secretary/6-Personal-Assistant-5565-job.html stated like this

Personal Assistant
Secretarial - PA Secretary
in London City
JOB DESCRIPTION


JOB TITLE:Personal Assistant within a large Blue Chip Company in the City.
DIVISION:Corporate Assurance Services
___________________________________________________________________________
*****
JOB PURPOSE
To provide secretarial and administrative support to 2 Partners' one of whom is the Business Unit Leader, and 2 Senior Managers.

MAIN RESPONSIBILITIES
COMMUNICATION
Written communication
·To deal with incoming correspondence, passing appropriate mail to the Partners'/Managers' to deal with
·To prepare outgoing mail (to include the drafting of letters) and ensure that this is ready for the Partners'/Managers' to sign by due time
·To ensure that documents are produced to a high standard in compliance with the firm's standards and formats
·To co-ordinate correspondence, reports, etc; follow up and ensure that required action is taken
·To co-ordinate any printing and binding requirements; and
·To prepare schedules and presentations, if required
Telephone
·To handle telephone calls, passing those relating to technical, personal or policy matters to the Partners' or Managers' and taking messages, as appropriate; and
·Pick up other calls in the immediate vicinity and ensure that the caller is properly dealt with in the absence of the desired recipient of the original call
Internal communication
·To liaise with other Partners and staff on all relevant matters, in a professional and timely manner; and
·To provide support and secretarial cover to other members of the team as appropriate in order to ensure that the firm's clients are efficiently and effectively serviced and the administration of the unit is dealt with smoothly

CLIENT LIAISON
·To establish/maintain good relations with the Partners'/Managers' clients; deal confidently and competently with clients in the Partners'/Managers' absence including arranging for other appropriate personnel to deal with matters where required; and
·To attend and assist at seminars as required

ORGANISATION
·In consultation with the Partners'/Managers', to plan work schedules and priorities, including appointments
·To arrange meetings; using initiative to collect, prepare and distribute documents. To attend meetings, if required, and take notes, type up agendas, minutes etc
·To ensure that the Partners'/Managers' are in the right place at the right time with the correct documents and information
·To distribute minutes and follow up all 'action' points
·To prepare itineraries and organise travel arrangements
·To book meetings, restaurants, travel and accommodation
·To arrange functions if required

ADMINISTRATION
·To undertake all related administration on behalf of the Partners'/Managers'
·To use initiative to progress matters as far as possible and to keep the Partners'/Managers' informed of action taken on their behalf
·To be able to deal with queries in the absence of the Partners'/Managers' or to pass them to an appropriate person
·To ensure information is input onto the computer where required(including the Goldmine database); to use the computer to provide the Partners'/Managers' with client and management information
·To ensure the pensions database is kept up-to-date
·To keep up-to-date the unit's Disaster Reaction Scenario chart containing phone numbers for the unit's staff to be used in the case of an emergency
·To collect, record and report information for all business travel for the unit on a quarterly basis
·To research, collect, prepare and present information/statistics as required
·To undertake research projects for the Partners'/Managers', if required
·To maintain filing system as necessary and to review, archive and destroy out of date documentation as appropriate
·To be thoroughly acquainted with and use correctly the firm's filing and archiving systems
·To assist with the billing of clients
·To prepare presentations, if required, using appropriate graphics software and other media
·To assist with mail shots, if required
·To deal with expense claims. To keep financial records, as required
·To prepare the Partners' timesheets and ensure that they are submitted by the correct date;
·To operate a 'bring-forward' system and chase matters on the Partners'/Managers' behalf; and
·To arrange all appraisal interviews for the Partners'/Managers' and ensure that all related paperwork is complete and available in good time before the appraisal meeting.

PERSONAL
·To handle the Partners' personal business, correspondence, expenses as required; and
·To liaise with, and understand, the Partners' outside and domestic commitments

JOB REQUIREMENTS
·Prioritising a heavy workload
·Client contact
·Liaising with and working with other staff, at all levels
·Arranging meetings, travel and entertainment
·Excellent WP skills (Lotus Notes, Excel, Microsoft Office and Windows *****)
·Minute-taking on an ad hoc basis if required
·Typing and using spreadsheets etc
·Audio typing
·Co-ordinating various assignments and deadline work

PERSON SPECIFICATION
·Professional approach to work and clients
·Reacts flexibly and professionally to change
·Identifies and communicates a creative approach to dealing with issues
·Able to carry out basic organised research
·Delivers work to deadlines and keeps relevant parties involved
·Can demonstrate an organised and thorough approach to your own work
·Communicates verbally in a clear logical manner
·Effective written communication
·Develops constructive relationships with others
·Demonstrates a desire to develop
·Maximises personal contribution to the company
·Builds basic business knowledge
·Tolerant and discreet approach
·Friendly confident personality
·Reliability and a mature professional attitude to responsibility
·Ability to use own initiative
·Able to deal with confidential information with absolute discretion;
·Efficient and willing to learn
·Ability to deal with issues with integrity
·Excellent command of the English language in both oral and written forms
·Previous work experience at a senior level within a professional environment

So as you can see, they vary from job to job

Answer 2

Varies depending on need. Usually, writing/typing correspondence, filing, mail, answering phones/taking messages, arranging travel and meetings, etc.

for a more detailed list, you can go to major jobsearch sites, like monster.com or hotjobs.com and type in "secretary human resources" in the search field, and look at the job descriptions that come up for available jobs. that will give a good idea of the tasks expected.

Answer 3

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Answer 4

Mine gets my coffee for me, goes and gets me lunch, and every now and then we have a quicky in the copy room. True story.