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Do you know the average business owner spends over four hours daily on admin tasks? Plus, 1 in 3 small business owners lack time to complete everything. A personal assistant can change that, freeing time to focus on growing your business and making strategic decisions.
This guide covers everything you need to know about hiring, managing, and working effectively with a personal assistant, helping you create a more balanced and productive life.
Why hire a personal assistant?
Hiring a personal assistant makes life easier for busy professionals, entrepreneurs, and small business owners. It lightens your workload, helps you accomplish more, and supports a better work-life balance. With time at a premium, having someone handle tasks for you reduces stress, saves time, and lets you focus on what matters most. Below are the key benefits of hiring a personal assistant.
Time management
A key reason to hire a personal assistant is to manage your time better. Routine tasks like scheduling, managing emails, and handling paperwork can save hours. By delegating these, you gain time for important projects, planning, or personal interests, leading to a healthier, more balanced life.
Organization and productivity
Personal assistants help keep you organized and manage small tasks that add up quickly. They make your routine easier, from tracking your schedule and booking travel to handling client communications and preparing reports. This lets you stay focused on your biggest goals.
Personal support
Personal assistants support both your work and personal life. Whether answering phone calls, setting up meetings, running errands, or providing personal assistance with pet care or household management, they handle the small details so you can focus on the bigger picture. This increases efficiency and reduces stress, creating a better balance between work and personal time.
Key responsibilities of a personal assistant
Personal assistants manage tasks that support their employers' work and personal needs. Their duties vary by employer but generally fall into these main areas:
Administrative tasks
A key role for personal assistants is handling administrative duties. They manage calendars, schedule appointments, organize files, and respond to emails. This keeps their employer’s schedule on track, deadlines met, and daily tasks well-coordinated.
Communication and liaison
Communication is a major part of a personal assistant’s job. They often act as a link between their employer and clients, vendors, or other contacts. This involves answering and screening calls, drafting responses, maintaining client relationships, and professionally representing their employer.
Travel and event planning
Personal assistants frequently manage travel arrangements, booking flights, hotels, and transportation. They may also organize events like meetings, conferences, or gatherings, including selecting venues, coordinating catering, and handling guest lists.
Personal errands
Besides professional duties, personal assistants may take on errands for their employers, like grocery shopping, picking up supplies, making reservations, or assisting with childcare.
Specialized tasks
Some personal assistants handle tasks specific to their employer’s field. In marketing, they might assist with social media management or campaigns. In legal or financial roles, they may schedule client appointments, manage records, or prepare documents.
How to hire personal assistants in 5 steps
Hiring the right personal assistant requires a structured approach to ensure you find someone who meets your needs and fits seamlessly into your routine. Follow these five steps to streamline the process and make a confident decision.
Step 1: Define your needs and expectations
Before hiring, clarify what you need in a personal assistant. Review your daily tasks, ongoing responsibilities, and long-term goals. Decide if you need full-time or part-time support, and list the skills and experience essential for the role.
Consider specific tasks you want help with, like managing schedules, organizing travel, or handling industry-specific duties. Identify the key responsibilities so you can target candidates who match your needs.
Step 2: Write a clear job description
A clear job description attracts the right candidates and sets expectations. Start with a job description that accurately describes the role and provides a brief overview of your company, then detail the job’s main tasks. Be specific about the required skills, qualifications, and experience, especially specialized knowledge or tools.
Include work setup details, like remote or on-site requirements, scheduling needs, and pay range. This transparency helps you attract strong candidates.
Step 3: Find qualified candidates
Several platforms can connect you with qualified personal assistants. Arc’s HireAI feature instantly matches you with reliable, pre-vetted candidates, making finding the right fit for your needs easier.
You can also explore job boards, leverage your professional network, post opportunities on social media, or use local listings to attract candidates.
Step 4: Screen and shortlist applicants
As applications come in, review them to identify top candidates by checking resumes and cover letters for relevant experience, skills, and professionalism. To skip lengthy screening processes, consider hiring through Arc, which pre-vet candidates to ensure they’re reliable and well-qualified.
For top choices, set up structured interviews to explore their experience, problem-solving abilities, and approach to specific tasks.
Step 5: Check references and verify backgrounds
Before making an offer, conduct reference and background checks. This step is essential, as personal assistants often handle sensitive information and work closely with clients or executives.
Contact former employers to confirm their reliability, work habits, and trustworthiness. With the candidate's permission, run strong background checks to verify employment history, education, and other necessary records.
Essential skills to look for in a personal assistant
When hiring a personal assistant, assess their technical and soft skills to ensure they fit. Here are the key skills to prioritize.
Technical skills
Proficiency in office software: A personal assistant should be skilled in tools like Microsoft Office, Google Workspace, and similar programs. These are essential for managing documents, spreadsheets, and presentations efficiently.
Knowledge of project management tools: Familiarity with platforms like Asana, Trello, or Monday.com is valuable for organizing tasks and managing projects. These tools help streamline workflows and keep tasks on track.
Experience with specialized software: Depending on the role, personal assistants may need to use industry-specific tools. This might include CRM software, financial tools, social media platforms, or other business-related systems.
Soft skills
Strong organization and time management: Personal assistants juggle multiple tasks and must prioritize effectively. Strong organizational skills ensure deadlines are met, and schedules run smoothly.
Clear communication skills: Clear communication is crucial in writing or speaking. Personal assistants often act as a bridge between clients, team members, and vendors, making clarity essential.
Adaptability and problem-solving: A great personal assistant stays calm under pressure, adjusts to shifting priorities, and finds solutions quickly when challenges arise.
Confidentiality and discretion: Personal assistants handle sensitive and private information regularly. Trustworthiness and discretion are essential for maintaining confidentiality.
Interpersonal skills and professionalism: Personal assistants should excel at building positive relationships and maintaining professionalism. Their role often involves interacting with clients and team members, so a friendly, professional demeanor is necessary.
How to write an effective personal assistant job description
A clear and detailed job description is essential for attracting qualified candidates and setting clear expectations. The following guidelines will help you craft a job description that effectively outlines the role, responsibilities, and qualifications needed for a personal assistant.
Tips for crafting a personal assistant job description
When writing a job description for a personal assistant, keep it clear and concise while covering all the essential details about the role. Here’s how to do it:
Define the role clearly: Begin with a clear job title such as "Personal Executive Assistant" or "Family Assistant." Specify whether the assistant will work remotely or in person. Outline primary tasks, such as scheduling, managing travel, organizing emails, or handling errands.
List required skills and qualifications: Highlight necessary skills like proficiency in Microsoft Office or project management tools. Mention organizational and communication skills, as well as any relevant certifications.
Describe the work environment: Clarify if the position is remote or on-site. For in-person roles, include the location and any travel requirements.
Outline the schedule: Indicate whether the position is full-time, part-time, or project-based. Include details about work hours or required flexibility.
Mention pay and benefits: Specify whether the role is hourly or salaried. Highlight perks like flexible hours, remote work, or benefits.
Share company information: Provide a brief overview of your company's culture and values to help candidates understand the environment.
Keep the language simple: Avoid jargon or overly complex phrases. Write in a way that’s easy for candidates to follow.
Example personal assistant job post
Personal assistant (virtual)
ABC Company is seeking a detail-oriented executive personal assistant to support our executive team. This remote role allows you to work remotely while helping with key administrative tasks.
Responsibilities:
- Manage calendars, schedule meetings, and arrange travel plans
- Handle emails, draft communications, and prepare presentations
- Plan and coordinate virtual events, webinars, and conferences
- Organize digital files and maintain electronic records
- Conduct research and assist with multiple projects
Requirements:
- At least 2 years of experience as a virtual assistant or in a similar role
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace
- Strong written and verbal communication skills
- Excellent organizational skills and attention to detail
- Ability to manage multiple tasks, prioritize, and meet deadlines
- Experience with tools like Asana or Trello is a plus
What we offer:
- Competitive hourly pay based on experience
- Flexible schedule with remote work options
- Opportunities for professional growth
- A collaborative and supportive team environment
If you thrive in a fast-paced setting and have the skills to excel in this role, we’d love to hear from you!
The most important personal assistant interview questions
Asking the right questions will help you assess a candidate’s skills, problem-solving abilities, and capacity to handle real-world challenges effectively. Here are the top questions to ask when interviewing a personal assistant.
1. Can you describe a time when you had to handle multiple tasks and deadlines? How did you decide which to do first?
This question assesses the candidate’s ability to organize tasks, manage time, and stay composed under pressure. A strong answer will outline a clear strategy for prioritizing and maintaining efficiency.
2. What would you do if you made a mistake that affected your employer or a client?
This tests the candidate’s honesty, accountability, and problem-solving skills. Look for a response that shows they take responsibility, offer solutions, and implement steps to prevent similar mistakes in the future.
3. What steps do you take to keep sensitive information private?
Because personal assistants often handle confidential information, this question evaluates their understanding of discretion and security. A good answer should demonstrate secure data handling and emphasize the importance of trust.
4. What experience do you have with [specific software or tool]?
This question gauges their proficiency with essential tools like Microsoft Office or project management software. A top candidate will have direct experience or be ready to quickly learn and adapt to new systems.
5. How would you deal with getting conflicting instructions from different people?
This explores the candidate’s communication and problem-solving abilities. Look for a response highlighting their approach to seeking clarification, balancing priorities, and handling conflicts professionally.
Onboarding your new personal assistant
Once you’ve hired a personal assistant, effective onboarding is essential for setting them up for success. Follow these steps to ensure a smooth transition:
Initial orientation
Start by providing a detailed business overview, workflows, and expectations. Clearly explain their tasks and responsibilities. Share key information about your company culture, values, and rules or policies they must follow.
Setting clear goals and expectations
Define specific goals and what success looks like in their role. Explain how their performance will be measured, such as through weekly or monthly targets or key milestones. Encourage open communication and encourage feedback to stay aligned and adjust expectations as needed.
Communication and task management tools
Introduce the tools you’ll use to stay organized and connected. Platforms like Slack, Asana, or Google Workspace can help manage tasks and communication. Train your assistant to use these tools effectively and establish routines for daily check-ins, weekly meetings, and progress updates.
Training for specialized tasks
Provide thorough training if your assistant needs to handle specific tools or processes unique to your business. This could include CRM platforms, social media tools, or other industry-specific software. Allow time for practice and ensure they’re confident before assigning related tasks.
Investing in a structured onboarding process will build a solid foundation for a productive and successful working relationship.
Cost of hiring a personal assistant: budgeting tips
The cost of hiring a personal assistant depends on whether they work virtually or in person, their level of experience, and the tasks they’ll handle. Planning your budget with these considerations ensures a smart hire.
Remote personal assistants
Virtual assistants typically cost less than in-person assistants since they work remotely and don’t require office space or employee benefits. Here’s what to expect:
- Entry-level virtual assistants: Hourly rates range from $10 to $20 for scheduling, data entry, and basic admin tasks.
- Experienced virtual assistants: These professionals charge $25 to $50 per hour for advanced skills such as project management, social media management, or industry-specific expertise.
- Subscription services: Companies offer virtual assistant packages from $100 to $500 per month, depending on the hours and services included.
In-person assistants
In-person assistants are more expensive due to costs like benefits and office space. Here’s an overview of their rates:
- Entry-level in-person assistants: Salaries typically range from $30,000 to $45,000 annually for general administrative tasks.
- Experienced in-person assistants: Salaries range from $50,000 to $80,000 annually for assistants with specialized skills or experience.
- Temporary or contract assistants: Hourly rates range from $20 to $50 or higher, depending on their expertise and responsibilities.
Calculating return on investment (ROI)
Hiring a personal assistant has costs, but it also delivers value in saved time, higher productivity, and the ability to focus on important work. Estimate ROI with these steps:
- Time saved: Identify how many hours your assistant will save each week by taking over scheduling and admin work tasks.
- Value of your time: Determine how much your time is worth based on your hourly rate or the revenue you could generate by focusing on core responsibilities.
- Productivity gains: Account for benefits like reduced stress, better organization, and increased focus on priority projects.
- Compare costs and benefits: Balance hiring costs against time savings, productivity improvements, and new opportunities for revenue growth.
Tips for managing and keeping your personal assistant
Once you’ve hired a personal assistant, managing them well and fostering a positive relationship is essential. Regular feedback, clear communication, and a balanced workload are key to a productive and lasting partnership.
Regular performance reviews
Consistent feedback helps your assistant grow and stay aligned with your expectations. Schedule reviews every three to six months to discuss their strengths, areas for improvement, and any challenges they face. Use these check-ins to revisit goals, priorities, and expectations.
Be specific with your feedback. Acknowledge accomplishments with examples and clearly outline areas where they can improve. Listen to their concerns and ideas during these discussions. Take this opportunity to explore training or employee development options to help them improve their skills.
Adjusting workload and expectations
As your needs evolve, ensure your assistant’s workload remains fair and manageable. Overloading them can lead to burnout, while too little work can cause boredom or disengagement.
Regularly review their responsibilities to identify any necessary adjustments. If they’re overwhelmed, delegate tasks to others or consider hiring additional support. If they have extra capacity, assign new responsibilities that match their skills or encourage growth.
Communicate any changes to their role or priorities clearly. Keep them informed about shifting goals or new projects, and invite their input on adapting to these changes effectively.
Building a positive working relationship
A strong relationship with your assistant starts with open communication, genuine appreciation, and thoughtful rewards. Understand their goals and working style, and adjust your management approach to suit their needs.
Show appreciation with simple gestures like verbal recognition, thank-you notes, or small rewards. Celebrate their successes and consider offering bonuses, extra time off, or professional development opportunities to motivate them.
Key takeaways for how to hire personal assistants
Hiring the right personal assistant can make a significant difference for busy professionals, entrepreneurs, and business owners. Look for an assistant with the skills, experience, and work ethic to meet your needs. Clearly define their responsibilities, provide structured onboarding, and maintain open communication to build a strong working relationship.
With the right assistant, you’ll enjoy better time management, improved efficiency, and a more balanced life. A skilled personal assistant can help streamline your routine, giving you the freedom to focus on achieving your biggest goals.
