What Does a Personal Secretary Do?

Personal secretaries are the behind-the-scenes professionals who keep their bosses looking good. They’re responsible for handling all of the administrative tasks that their bosses don’t have time to deal with themselves—everything from scheduling appointments and taking notes during meetings, to arranging travel plans and managing expenses.

Personal secretaries often work closely with their bosses to ensure they know what’s going on in every aspect of their lives. This means keeping them informed about everything from upcoming events to important deadlines or meetings. It also means being available at all times to answer questions or provide information when needed.

Personal Secretary Job Duties

A personal secretary typically has a wide range of responsibilities, which can include:

• Organizing meetings, taking notes on meetings and updating calendars accordingly
• Managing a company’s executive schedule by arranging meetings, managing appointments, and planning group events
• Drafting correspondence, memos, proposals, reports, contracts, and other business documents
• Coordinating travel arrangements including booking flights, rental cars, and hotels
• Handling incoming calls and responding to emails
• Scheduling appointments and meetings with clients or other business contacts on behalf of senior managers
• Reviewing and editing documents such as reports, proposals, or contracts for spelling or grammatical errors
• Screening calls, greeting guests in person, and directing them to the appropriate individual
• Handling confidential information such as budgets and financial statements

Personal Secretary Salary & Outlook

Personal secretary salaries vary depending on their level of education, years of experience, and the type of company they work for. They may also earn additional compensation in the form of bonuses.

• Median Annual Salary: $47,000 ($22.6/hour)
• Top 10% Annual Salary: $85,000 ($40.87/hour)

The employment of personal secretaries is expected to decline over the next decade.

As more people work from home, fewer personal secretaries will be needed in traditional office settings. However, demand for personal secretaries is expected to remain high in healthcare settings, such as hospitals and doctor’s offices, because of the need to ensure HIPAA compliance.

Personal Secretary Job Requirements

A personal secretary may have the following qualifications:

Education: Personal secretaries are typically required to have at least a high school diploma or equivalent. Some employers may require an associate’s or bachelor’s degree in business, communications or a related field.

Training & Experience: Most employers will provide on-the-job training for a new personal secretary. This training will help the new employee learn the specific software and computer programs the company uses, as well as the specific procedures and processes the company follows. The training may last for a few days or a few weeks, depending on the company and the role.

Certifications & Licenses: While personal secretaries don’t need a certification to get hired, many organizations prefer candidates who have one. Certifications show competence and commitment to the profession.

Personal Secretary Skills

Personal secretaries need the following skills in order to be successful:

Organization: Organization is another crucial skill for personal secretaries. They must be able to prioritize tasks and manage their time effectively to ensure their bosses’ schedules are filled with appointments and meetings that they can attend. They also need to keep track of their bosses’ calendars, schedules and other important documents.

Communication: Communication is the act of conveying information through verbal or nonverbal means. As a personal secretary, you should have excellent communication skills to ensure that your messages are received clearly and that you understand the messages you receive. You should be able to communicate with your employer and other staff members, clients and other people in the workplace.

Time management: Time management is another crucial skill for personal assistants. You may be responsible for scheduling appointments, managing calendars and ensuring that your employer arrives at meetings or events on time. You may also be responsible for managing your employer’s travel arrangements, including flight and hotel reservations.

Computer skills: Computer skills are essential for personal assistants, as most of the work they do is done on a computer. This includes typing, sending emails, creating presentations and using software. It’s important to know how to use a variety of computer programs, including word processing, spreadsheet and calendar programs.

Multitasking: When working as a personal secretary, you may be responsible for several tasks at once. This requires you to be able to multitask effectively. You may be responsible for scheduling appointments, taking messages, answering phones, managing calendars, sending emails, managing social media accounts and more.

Personal Secretary Work Environment

Personal secretaries work in a variety of settings, including corporate offices, government agencies, and educational institutions. They typically work a standard 40-hour week, although they may occasionally have to work overtime to complete a project or handle a last-minute request. Personal secretaries generally work in well-lit, comfortable offices and have access to a variety of office equipment, including computers, fax machines, and photocopiers. Although most of their work is sedentary, personal secretaries may have to do some light lifting, such as moving boxes of files or supplies.

Personal Secretary Trends

Here are three trends influencing how personal secretaries work. Personal secretaries will need to stay up-to-date on these developments to keep their skills relevant and maintain a competitive advantage in the workplace.

The Rise of the Virtual Assistant

The rise of the virtual assistant is a trend that is quickly changing the way businesses operate. As more and more companies move their operations online, the need for personal secretaries will decrease.

Virtual assistants can provide the same services as a personal secretary, but they do so from a remote location. This allows businesses to save money on office space and other expenses, while also getting the help they need to run their operations smoothly.

More Focus on Time Management

As technology advances, personal secretaries are finding that they need to focus more on time management. With so many distractions available, it is becoming increasingly difficult to stay focused on the tasks at hand.

Personal secretaries can use technology to help them manage their time better. For example, they can use calendar apps to keep track of appointments and set reminders to stay on track. They can also utilize tools that block out distractions, such as noise-canceling headphones or software that blocks certain websites.

Greater Emphasis on Customer Service

The role of the personal secretary has changed over the years as businesses have placed greater emphasis on customer service. In order to be successful in this field, personal secretaries need to be able to handle a wide range of responsibilities, including answering phones, scheduling meetings, and managing calendars.

In the future, personal secretaries will need to be even more versatile, as businesses continue to place a high value on customer service. This means that personal secretaries will need to be able to handle a wider range of tasks, such as social media marketing and product development.

How to Become a Personal Secretary

A personal secretary career can be a great way to get your foot in the door of business. As a personal secretary, you’ll have the opportunity to learn about different industries and companies, meet new people, and develop important skills that will help you succeed in any career.

The best way to start your personal secretary career is by finding an entry-level position with a company that interests you. This is a great way to learn about the industry and company culture, as well as develop relationships with key decision makers. You can also take advantage of training opportunities offered by your employer to further develop your skills.

Advancement Prospects

A personal secretary can advance in their career by taking on more responsibility, such as handling more complex tasks or managing a larger workload. With experience, a personal secretary can also be promoted to a higher-level position, such as an executive secretary or administrative assistant. Those who are especially skilled at multitasking and managing multiple deadlines may eventually become office managers. Those who have a strong interest in the business side of things may decide to pursue a degree in business administration or a related field.

Personal Secretary Job Description Example

A Personal Secretary is responsible for providing administrative and secretarial support to an individual or department. They are often the first point of contact for visitors and callers, and play an important role in diary and travel management.

We are looking for an experienced Personal Secretary to provide support to our Chief Executive Officer. The successful candidate will have excellent communication and interpersonal skills, as well as experience in diary and travel management. They will be highly organized and efficient, with the ability to prioritize their workload.

The role will involve a high degree of confidentiality, and the successful candidate will be required to sign a non-disclosure agreement.

Duties & Responsibilities

• Answer and direct phone calls in a professional manner
• Schedule and coordinate appointments, meetings, and travel arrangements for multiple people
• Prepare and edit correspondence, communications, presentations, and other documents
• Collect and analyze information to prepare reports
• Maintain office supply inventories
• Manage projects and contribute to team effort as needed
• Open, sort, and distribute incoming mail
• Perform general office duties such as filing, photocopying, transcribing, and faxing
• Research and compile data as requested
• Handle sensitive information in a confidential manner
• Train and provide support to new staff members
• Act as a liaison between the executive and other departments or personnel

Required Skills and Qualifications

• Proven experience as a personal secretary or similar administrative role
• Excellent written and verbal communication skills
• Proficient in Microsoft Office, with aptitude to learn new software and systems
• Solid organizational and time-management skills
• High school diploma or equivalent; college degree preferred
• Able to maintain confidentiality and handle sensitive information discreetly

Preferred Skills and Qualifications

• Working knowledge of office equipment, including printers, scanners, and fax machines
• Experience scheduling appointments and managing calendars
• Familiarity with travel planning and arrangement
• Ability to take initiative and work independently with little supervision
• Creative problem-solving skills