How To Hire A Personal Assistant

A Personal Assistant (PA) is the cornerstone of efficiency for busy executives, entrepreneurs, and high-performing teams. Whether managing calendars, travel, communication, or special projects, the right Personal Assistant frees up time so leaders can focus on what matters most. Hiring a PA means more than just administrative help. It’s about finding a proactive partner who ensures your professional and personal life runs smoothly.

Understanding The Role & Responsibilities

A Personal Assistant provides direct, one-on-one support to an executive or team member, handling administrative, scheduling, and operational tasks. Their goal is to reduce friction in your day-to-day workflow and proactively manage priorities.

Common responsibilities include:

• Managing calendars, scheduling meetings, and coordinating appointments
• Booking travel and accommodations
• Drafting emails, correspondence, and documents
• Acting as a liaison between the executive and internal/external stakeholders
• Handling personal errands, reservations, or event planning
• Managing expense reports, receipts, and light bookkeeping
• Maintaining confidentiality across all communications

Depending on the role, a PA might also support family logistics, household management, or ad hoc research tasks. The scope can be highly tailored to your lifestyle and work habits.

Skills To Look For In A Great Personal Assistant

The best Personal Assistants are more than organized. They’re intuitive, adaptable, and trustworthy.

Organization & Time Management

They should be able to juggle multiple calendars, deadlines, and priorities without letting anything slip.

Discretion & Professionalism

Given the sensitive nature of their work, discretion and loyalty are non-negotiable.

Proactive Communication

A great PA anticipates needs, follows up reliably, and communicates clearly with both internal and external stakeholders.

Tech-Savviness

Look for comfort with scheduling tools (e.g., Google Calendar, Outlook), communication platforms (e.g., Slack, Zoom), and productivity tools (e.g., Notion, Trello, Microsoft Office).

Problem Solving

From last-minute cancellations to lost luggage, the best PAs are solution-oriented and calm under pressure.

Adaptability

No two days are alike. Look for someone who thrives in a dynamic environment and is willing to pitch in wherever needed.

Other Transferable Titles

If you’re open to candidates from similar roles, consider:

Executive Assistant

These professionals typically support C-level executives and bring high-level administrative and operational experience.

Administrative Assistant

Strong Admin Assistants often have transferable scheduling, communication, and coordination skills.

Office Manager

Many Office Managers provide hybrid support across office and executive needs, especially in smaller organizations.

Project Coordinator

Detail-oriented and organized, project coordinators may transition well into PA roles that require multitasking and planning.

Lifestyle Manager Or Concierge

Especially in personal-heavy PA roles, candidates from hospitality or concierge backgrounds may offer excellent customer service and problem-solving skills.

Interview Questions

Use these questions to uncover both skill and personality fit:

1. Can you walk me through how you’d prioritize a day with competing executive demands?
2. What scheduling tools or systems have you used in previous roles?
3. How do you handle last-minute changes to travel or meeting plans?
4. Tell me about a time you had to handle a confidential situation. How did you manage it?
5. What do you do when you're unsure about how to move something forward?
6. Describe your ideal working relationship with an executive or team member.
7. How do you stay organized across multiple responsibilities?
8. What would you do if two high-priority tasks conflict?

Evaluating & Making The Final Decision

Once you’ve interviewed candidates, focus on:

• Their ability to anticipate needs and take initiative
• Strong communication and responsiveness
• Tech proficiency in scheduling, messaging, and organizational tools
• Professionalism, reliability, and interpersonal rapport
• Comfort with the specific mix of personal and professional tasks your role entails

It’s also helpful to assign a short test, like drafting a meeting agenda, handling a mock scheduling conflict, or responding to a scenario with last-minute changes.

Don’t underestimate the importance of personality fit. A Personal Assistant is a close partner, so you need someone who complements your work style and communicates with ease.

Partner With Premier

Hiring a Personal Assistant can transform the way you work and live. Whether you need a right-hand person for executive logistics or someone to manage both professional and personal demands, Premier can help you find the perfect match.

Let us connect you with a reliable, experienced Personal Assistant who brings order, support, and peace of mind to your day. Reach out today.