Business
Fact-checked

At WiseGEEK, we're committed to delivering accurate, trustworthy information. Our expert-authored content is rigorously fact-checked and sourced from credible authorities. Discover how we uphold the highest standards in providing you with reliable knowledge.

Learn more...

How Do I Choose a Personal Assistant?

Hillary Flynn
Hillary Flynn
Hillary Flynn
Hillary Flynn

Adding any employee to a team can be anxiety inducing, but when one needs to choose a personal assistant, even more care is involved. A personal assistant represents an employer. Typically, an assistant will take calls, schedule appointments, and often act as a liaison between employer and client. As the first point of contact, an assistant must project a friendly, professional demeanor and have a good sense of the values and mission the company wishes to project.

To choose a personal assistant, one must first develop a job description with specific tasks. List everything the personal assistant will be responsible for, and make a note of software and programs required to perform the tasks. Rank the duties by order of importance. If the assistant will spend 60% of the day updating web content, then selecting an assistant with a high degree of internet familiarity is a must. All employees can be trained, but it's best if a personal assistant's strengths are directly in line with the bulk of the tasks. Occasional duties can be learned on the job without much time being stolen away for training.

Personal assistants are generally responsible for keeping their client's life organized.
Personal assistants are generally responsible for keeping their client's life organized.

The next list should identify the company work ethic. What's most important? Being on time? Contributing creative ideas to the team? Finishing work in a timely manner? Choose a personal assistant who already exhibits the qualities and attitudes the company appreciates. Prepare probing questions beforehand to explore the candidate's work methods and preferences.

Some personal assistants are organizers who help people better manage their personal time and energies.
Some personal assistants are organizers who help people better manage their personal time and energies.

Many employers are tempted to choose a personal assistant of similar background and skill, because they feel comfortable with familiarity. This is a mistake. The idea of a personal assistant is to have someone around who will pick up the slack and contribute to the team. Rather than hiring someone with the same skill set, ask about other areas of expertise. List current weaknesses at the bottom of the interview questions and make a point of inquiring on background in those areas as well.

Personal assistants can help busy professionals maintain and organize a schedule.
Personal assistants can help busy professionals maintain and organize a schedule.

To choose a personal assistant who can handle the technical tasks required, one should take advantage of free online assessments. One person's "expert" level in a software program may be another's idea of "novice." Don't forget about communication areas. Will the personal assistant be communicating with clients via email or other methods of written correspondence? Get a writing sample. Software, office machines, and standard office procedures can be trained, but it can be difficult to improve writing skills for those who are not naturally comfortable with written communication. Misspellings, typos, and poor grammar are a big turn-off for a client.

Some personal assistants help their clients by taking care of domestic chores.
Some personal assistants help their clients by taking care of domestic chores.

So, assess needs and spend some time creating the job description. Determine the must have criteria, then narrow the candidates down and request testing. Trust your instincts. If the candidate list has been properly narrowed down, then the top picks will likely have all the most important qualities. At this point, the choice should be made by selecting the candidate with whom you have the best rapport.

Hillary Flynn
Hillary Flynn

Joining the WiseGEEK team has helped to satisfy Hillary’s insatiable curiosity for knowledge. She also manages an electronic publishing business that allows her to develop her skills in technical writing, graphic design, and business development. Hillary has a passion for satirical writing and enjoys traveling, especially to places of historical importance.

Learn more...
Hillary Flynn
Hillary Flynn

Joining the WiseGEEK team has helped to satisfy Hillary’s insatiable curiosity for knowledge. She also manages an electronic publishing business that allows her to develop her skills in technical writing, graphic design, and business development. Hillary has a passion for satirical writing and enjoys traveling, especially to places of historical importance.

Learn more...

Discussion Comments

dianaeka

I am lecturer of State Polytechnic of Malang. My main subject is secretarial duties. I need to update course material to maintain my students competence. I hope to receive any material or suggestion in this subject.

Thank you for your assistant and information. Regards, Diana

Post your comments
Login:
Forgot password?
Register:
    • Personal assistants are generally responsible for keeping their client's life organized.
      By: Nmedia
      Personal assistants are generally responsible for keeping their client's life organized.
    • Some personal assistants are organizers who help people better manage their personal time and energies.
      By: Paylessimages
      Some personal assistants are organizers who help people better manage their personal time and energies.
    • Personal assistants can help busy professionals maintain and organize a schedule.
      By: JohnKwan
      Personal assistants can help busy professionals maintain and organize a schedule.
    • Some personal assistants help their clients by taking care of domestic chores.
      By: Monkey Business
      Some personal assistants help their clients by taking care of domestic chores.
    • Personal assistants may help professionals by writing generalized replies to emails.
      By: pressmaster
      Personal assistants may help professionals by writing generalized replies to emails.