Personal Secretary

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Personal Secretary

Personal Secretary

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Last updated on:
June 20, 2024
The personal secretary occupation is a vital component of any successful business, serving as the right-hand man or woman to top executives and entrepreneurs. These highly organized and skilled professionals are responsible for managing schedules, coordinating travel arrangements, and performing a multitude of administrative tasks, allowing their bosses to focus on high-level decision making. In today's fast-paced business environment, personal secretaries play a crucial role in ensuring the smooth operation of companies, making them an indispensable asset to any organization. When looking to hire a personal secretary, small business owners should prioritize creating a comprehensive job description that highlights the unique demands and responsibilities of the role, as well as the skills and qualifications required to excel in this critical position.

Understanding the Role

Understanding the role of a personal secretary is crucial to hiring effectively. This individual will serve as the right-hand person to a high-level executive or business owner, managing their schedule, coordinating travel arrangements, and handling confidential matters. To find the perfect fit, it's essential to grasp the nuances of this position and the skills required to excel in it. By doing so, you'll be able to identify a candidate who possesses excellent organizational abilities, discretion, and communication skills – a true asset to your organization.

Key Responsibilities

When crafting a job description for a Personal Secretary, it's essential to clearly outline the key responsibilities to ensure you attract the right candidate for the role and set them up for success from day one. By doing so, you'll not only streamline your hiring process but also boost productivity and job satisfaction.

Manage the executive's calendar, coordinating schedules, and arranging meetings and appointments to maximize their time and productivity.
Provide administrative support, including preparing and editing documents, reports, and presentations, as well as handling correspondence and emails.
Develop and implement effective filing and organizational systems, both physical and digital, to maintain accurate and up-to-date records.
Screen and respond to incoming communications, such as phone calls and emails, to ensure timely and effective communication.
Make travel arrangements, book accommodations, and prepare itineraries to ensure seamless travel experiences.
Maintain confidentiality and handle sensitive information with discretion, adhering to the highest standards of professionalism and integrity.

Qualifications and Skills

When crafting a job description for a Personal Secretary, highlighting pivotal skills and qualifications can make all the difference in attracting top talent to your small business. By emphasizing the essential skills and qualifications, you'll increase the chances of drawing in candidates who are not only qualified but also genuinely interested in the role.

Proficiency in Microsoft Office, particularly Word, Excel, and Outlook
Excellent organizational and time management skills
Ability to maintain confidentiality and handle sensitive information
Strong communication and interpersonal skills
Experience with scheduling and coordinating travel arrangements
Ability to work independently with minimal supervision
Insights into the Job Market

As an employer, hiring a personal secretary can be a game-changer for your small business. With an average of 35,600 job positions available per year, according to the BLS, you have a wide pool of talented candidates to choose from. However, it's essential to act quickly, as the job openings for personal secretaries are expected to decline by 21.1% from 2022 to 2032.

Despite this decline, personal secretaries remain a vital part of any organization, providing administrative support and ensuring the smooth operation of daily tasks. With an average national annual compensation of $73,680 and an average national hourly compensation of $35.42, as reported by the BLS, it's clear that personal secretaries are a valuable investment for your business.

By hiring a skilled and dedicated personal secretary, you can free up time to focus on high-priority tasks, increase productivity, and improve overall efficiency. Don't miss out on the opportunity to bring a talented professional on board and take your business to the next level!

Crafting the Perfect Job Description

When crafting a job description for a Personal Secretary role, it's essential to highlight the most critical aspects of the position to attract top-notch candidates. A well-written job description serves as a crucial marketing tool, showcasing your company's culture and values while providing a clear understanding of the role's responsibilities and expectations. By doing so, you'll increase the likelihood of drawing in highly qualified professionals who are excited about the opportunity.

A quality job description should provide a comprehensive overview of the position, including the key responsibilities, required skills, and preferred qualifications. It's also vital to convey your company's unique personality and work environment to help potential candidates determine if they'd be a good fit. By including essential details and showcasing your company's culture, you'll be more likely to attract a Personal Secretary who is not only skilled but also enthusiastic about contributing to your organization's success.

To ensure you're creating an effective job description, consider the following tips:

Clearly outline key responsibilities: Instead of listing vague tasks, provide specific examples of the Personal Secretary's daily duties, such as "manage executive calendars," "coordinate travel arrangements," or "prepare confidential documents."
Highlight required skills and qualifications: Be explicit about the necessary skills, education, and experience required for the role, such as "proficiency in Microsoft Office," "3+ years of experience as a Personal Secretary," or "high school diploma."
Showcase company culture: Give potential candidates a glimpse into your company's work environment and values by including a brief description of your organization's mission, vision, and culture.
Include opportunities for growth: Attract ambitious candidates by highlighting opportunities for professional development and growth within the company.
Use an engaging tone: Avoid using a dry, corporate tone and instead inject some personality into your job description to make it more appealing to potential candidates.
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Go beyond a
Personal Secretary
job description

As a small business owner looking to attract top-notch personal secretaries, it's essential to know what other employers are offering to stay competitive in the job market. The competition is fierce, and you'll want to ensure your benefits package is attractive enough to lure in the best candidates.

Other employers competing for the same candidates are offering a range of impressive benefits, from flexible work arrangements to generous paid time off. Here are the top 5 companies providing the best benefits for personal secretaries:

Google - Offers flexible work hours, unlimited vacation days, and a range of wellness programs.
Amazon - Provides a comprehensive benefits package, including medical, dental, and vision insurance, as well as a 401(k) matching program.
Microsoft - Offers a range of benefits, including flexible work arrangements, generous paid time off, and a employee stock purchase plan.
Facebook - Provides a comprehensive benefits package, including medical, dental, and vision insurance, as well as a range of wellness programs and generous paid time off.
Apple - Offers a range of benefits, including flexible work arrangements, generous paid time off, and a comprehensive employee assistance program.
How to find
Personal Secretary
qualified candidates

When it comes to finding the perfect personal secretary, you'll want to cast a wide net to attract top talent. Here are the top resource categories to find qualified candidates:

Job Boards

General Job Boards: Websites like Indeed and LinkedIn Jobs allow you to post your job opening to a massive pool of potential candidates.
Niche Job Boards: Sites like SecretaryJobs and AdminJobs cater specifically to administrative and secretarial roles, increasing the chances of finding a qualified candidate.

Professional Associations

International Association of Administrative Professionals (IAAP): This organization has a job board where you can post your job opening to reach a targeted audience of administrative professionals.
Local Administrative Associations: Look for local chapters of administrative associations in your area, which often have job boards or can connect you with qualified candidates.

Social Media and Employee Referrals

Employee Referrals: Leverage your current employees' networks by offering referral incentives for successful candidate placements. This can be a powerful way to find qualified candidates who have been vetted by your team.


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