Personal secretary is a role synonymous with efficiency, confidentiality, and dedication. In essence, it involves managing the personal and professional schedule of an employer, ensuring seamless coordination of their daily life. Here you’ll find a complete job description with all the necessary information about this role.
- Primary missions:
- Calendar management
- correspondence handling
- travel arrangements
- Live-in or live-out
- Salary: $40,000 – $70,000 a year
- Type of job: Domestic staff
Being a personal secretary is more than a job; it’s about becoming the right hand of your employer, managing their life with precision and trust.
Duties and responsibilities
- Efficiently manage the employer’s calendar, including appointments and meetings.
- Handle correspondence, including emails and phone calls, with discretion.
- Plan and arrange travel itineraries.
- Organize events and personal appointments.
- Prepare documents and presentations
- Manage budgets
- Maintain confidentiality of all personal and professional matters.
- Act as a liaison between the employer and other staff or external contacts.
How to become a Personal Secretary?
Education and skills
Aspiring candidates often pursue courses in Business Administration, Communication, or Office Management. Degrees like a Bachelor’s in Business Administration or specialized secretarial training programs can be advantageous. Here are some examples :
- Associate’s Degree in Office Administration: Offered by community colleges and vocational schools, this degree provides foundational knowledge in office management, computer applications, and communication skills.
- Bachelor’s Degree in Business Administration: Universities worldwide offer this degree, focusing on business operations, management principles, and organizational behavior, all of which are crucial for a personal secretary.
- Certified Administrative Professional (CAP): This certification, offered by the International Association of Administrative Professionals (IAAP), is recognized globally and covers organizational management, business writing, and project management.
- Executive Assistant/Personal Assistant Certifications: Various institutions offer specialized training programs that focus on the specific skills needed for executive support roles, including calendar management, travel planning, and confidentiality protocols.
Specific schools and institutions known for their business and administrative programs include:
- Penn Foster College: Offers an online Associate’s Degree in Business Management that is flexible and well-suited for aspiring personal secretaries.
- Kaplan University: Known for its comprehensive online Bachelor’s Degree in Business Administration, Kaplan provides a flexible learning environment for working professionals.
- IAAP: Beyond offering the CAP certification, IAAP provides ongoing professional development opportunities for administrative professionals.
Required qualities and experience
- Discretion and trustworthiness: Handling sensitive information.
- Organizational skills: Managing multiple tasks efficiently.
- Communication skills: Clear and effective interaction.
- Adaptability: Adjusting to varying tasks and schedules.
- Experience in administrative roles or as a junior secretary is highly beneficial.
Personal Secretary resume example
Jane Doe
Janedoe@example.com
(248) 123-7654
linkedin.com/in/jane-doe
Personal Secretary
Detail-oriented and highly organized Personal Secretary with over 7 years of experience providing comprehensive administrative and personal support to senior executives. Adept at managing complex schedules, coordinating international travel, and handling confidential information with discretion. Proven ability to streamline processes, improve efficiency, and ensure smooth operation of executives’ personal and professional lives.
Work Experience
Personal Secretary to CEO
Tech Innovations, Inc. – New York, NY (January 2019 – Present)
- Managed and prioritized CEO’s complex and dynamic calendar, including scheduling meetings, conferences, and personal appointments.
- Coordinated international and domestic travel arrangements, including flights, accommodations, and itineraries.
- Handled sensitive and confidential information with integrity, including personal and business-related correspondence.
Executive Assistant
Global Marketing Solutions – Los Angeles, CA (June 2016 – December 2018)
- Provided administrative support to the marketing director, including document preparation, research, and presentation design.
- Organized and coordinated internal and external events, from logistics to execution.
- Improved office efficiency by implementing new filing and organizational systems.
Administrative Assistant
Bright Future Educational Services – San Francisco, CA (September 2014 – May 2016)
- Supported a team of 10 educators with scheduling, communication with parents, and event planning.
- Managed office supplies inventory and liaised with vendors.
- Assisted with the creation and distribution of educational materials and newsletters.
Skills
- Excellent organizational and time management skills
- Proficient in Microsoft Office Suite and Google Workspace
- Strong communication and interpersonal abilities
- Expertise in travel logistics and event planning
- Discretion and confidentiality
- Multitasking and prioritization
- Problem-solving and decision-making
Education and certifications
Advanced Executive Assistant Training
New York Executive Training Institute – March 2017
Certified Administrative Professional (CAP)
International Association of Administrative Professionals (IAAP) – August 2015
Bachelor’s Degree in Business Administration
University of California, Los Angeles (UCLA) – June 2014
Work conditions
The work environment varies, often requiring flexibility and adaptability. Hours can be irregular, depending on the employer’s needs.
Personal secretaries often work with politicians and celebrities such as actors, musical artists or athletes.
Testimonial from Beverly, personal secretary for a high-profile CEO
“One day, I received a last-minute request from my employer to rearrange his entire schedule for the week to accommodate an unplanned international trip. This trip was crucial for closing a significant business deal. I had to reschedule all meetings, coordinate with the travel agency to book flights and accommodations, and ensure all necessary documents and materials were prepared and packed for my employer. Additionally, I had to communicate these changes effectively to all parties involved”
This story highlights the unpredictability and essential adaptability required in the role. It illustrates the personal secretary’s job as one that requires not only administrative skills but also a high level of dedication, loyalty, and the ability to anticipate the needs of their employer.
Salary
Salaries depend on factors like experience, location, and specific employer requirements. Generally, they range from $40,000 to $70,000 annually.
What is the difference between a secretary and a personal secretary?
The key difference lies in the scope of responsibilities. A secretary typically handles more general office tasks, while a personal secretary focuses on the specific needs of an individual employer.
Similar jobs
Personal Assistant
While a personal secretary often handles more business-oriented tasks for corporate executives, a personal assistant focuses on both personal and professional aspects of an employer’s life.
House Manager
A house manager oversees the general operation of a household. In contrast, a personal secretary is more involved in managing the employer’s professional schedule.
Personal Secretary job perspectives
The demand for skilled personal secretaries continues to grow, especially in high-end markets and among high-net-worth individuals. Career advancement can lead to roles like chief of staff or estate manager.
Frequently Asked Questions about Personal Secretary Job
What are the typical working hours for a personal secretary?
Working hours for a personal secretary can be irregular, often aligning with the employer’s schedule and needs.
Is prior experience in household staff roles necessary to work as a personal secretary?
While not mandatory, experience in similar roles can be advantageous to get a personal secretary job.
Can a personal secretary work for multiple employers simultaneously?
Generally, a personal secretary works for one employer to ensure dedicated and personalized service.
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