How to Become a Personal Assistant or Executive Secretary

(Find Out More and/or Enrol for this Accredited Course)

A personal assistant or executive secretary performs a wide range of administrative duties in support of various staff members and handles other duties related specifically to an office as a whole. If you are a motivated self-starter looking for a rewarding job in a fast-paced environment offering a multitude of duties and challenge, then you may want to consider an administrative career as a personal assistant or executive secretary.

Some of the responsibilities of a personal assistant or executive secretary include, but are not limited to, the ability to work independently without constant supervision, scheduling of appointments and meetings, phone support, mail distribution, document preparation, organising and filing of paperwork, travel arrangements and itineraries, database management and research. In some cases, the personal assistant or executive secretary takes care of company errands, hiring and supervising other paid office staff and coordinates the efforts of volunteers as needed.

Personal assistants and executive secretaries are needed in all types of businesses and within every industry both large and small. Salaries are commensurate with proper training with the higher salaries going to those who have training in specialised areas. For example, the average personal assistant or executive secretary may earn from the low $30K to the mid $40K range however, for those obtaining training in a specialised field such as finance or medical, salaries could range from the lower $40K on up to $50K and beyond (Rates as at 2009).

In a financial setting, the personal assistant or executive secretary may be responsible for performing duties or the management other personnel in relation to company records, accounts payable and receivable, disbursements, and other financial transactions. Corporate budgets, billing, and inventory management are also likely duties.

A personal assistant or executive secretary in the medical field may provide support to various medical personnel and organisations within the industry such as physicians, clinics, and hospitals as well as performing duties related specifically to patient records and private physician offices.

Attributes a company may look for in a personal assistant or executive secretary include a tenacious attitude, friendly, honesty, trustworthy, respectful, flexible in all areas of the position, cultural awareness and a sensitivity thereof, sound work ethics, and a dependable self-starter who does not require constant supervision or instruction. Proficiency with multiple office systems and software as well as exemplary communication skills both verbal and auditory are other desired traits.

Programs are available at local colleges and universities as well as online to best suit your budget, lifestyle, and the amount of time you have available to devote to course study. The most common types of programs offered for personal assistants and executive secretaries include certificate programs, diplomas and advanced diplomas.

For on campus programs, consult your local community college or university for a list of available courses and curriculum, however, if you need more flexibility and freedom in your studies, an excellent online resource offering in home study for a variety of administrative positions is with the International Career Institute.