How to Be a Good Personal Assistant

Personal assistants provide service and support to business professionals in a variety of industries. Although duties vary due to factors including business culture and executive preference, there are certain qualities that personal assistants should possess. Among these are strong communication and organization skills as well as commitment to the executive and the overall business objective. Being a good personal assistant may even lead to additional employment opportunities within your chosen industry.

Instructions

Initiative and enthusiasm are exceptional qualities in a personal assistant

1. Learn the personal likes and professional work habits of your boss. Observe the details of how your boss likes things done, without asking too many questions. This demonstrates your ability to analyze information correctly and to think independently. Review your administrative expectations periodically to ensure strict compliance.

2. Show initiative and enthusiasm when completing assignments. Refrain from complaining about your work duties, whether through words or actions. Take note of your tone of voice and posture when dealing with your boss, his or her colleagues and the public. Coordinate activities, such as delivery pickup and travel arrangements, with a sense of urgency. Most of all, know that your attitude is viewed as a direct representation of your boss as well as the entire company.

3. Keep your boss informed and on schedule. Take detailed, legible messages and deliver them without being prompted. Inform them of schedule conflicts as soon as they arise so that alternate arrangements can be made. Remind your boss of upcoming events to ensure important meetings or information isn't forgotten.

4. Maintain the security of sensitive information. Since personal assistants may be exposed to classified documents and conversations, it's especially important to keep office information protected. Guard trade secrets as well as any other personal information with strict confidence. Maintain positive control over business records and office correspondence including emails, faxes and memos. Avoid leaving filing cabinets unlocked or keeping private documents in plain view of outsiders.

5. Maintain professionalism when dealing with your boss and other colleagues. Understand that while a certain level of familiarity can be achieved, you're still a subordinate employee. Learn when to make independent decisions an when to follow strict procedures.

Tips & Warnings

• It may even be necessary to deliver messages through multiple means to ensure important information isn't lost, misplaced or forgotten. Pay attention to any confidentiality agreements you signed before accepting the position.

• Although badmouthing your boss may seem like a good idea when you're frustrated, doing so could cost you your position.

References

• Personal Assistant Pro

Resources

• Personal Assitant Tips for career advice