Question

presentation of data & information of personal secretary

Answer 1

As a personal assistant (PA) you'll work closely with senior managerial or directorial staff to provide administrative support, usually on a one-to-one basis. You'll help a manager to make the best use of their time by dealing with secretarial and administrative tasks.

PAs need extensive knowledge of the organisation in which they work. You'll need to know who key personnel are, both external and internal, and understand the organisation's aims and objectives.

Managers often rely heavily on their PA, trusting that work will be handled efficiently in their absence. Discretion and confidentiality are therefore essential attributes of a successful PA.

A personal assistant is sometimes called an executive secretary, as well as a personal or private secretary.

Responsibilities

As a PA, you're often a manager's first point of contact with people from both inside and outside the organisation. Tasks are likely to include:

devising/maintaining office systems, including data management and filingarranging travel, visas and accommodation, and occasionally travelling with the manager to take notes or dictation at meetings or to provide general assistance during presentationsscreening phone calls, enquiries and requests, and handling them when appropriatemeeting and greeting visitors at all levels of seniorityorganising and maintaining diaries and making appointmentsdealing with incoming email, faxes and post, often corresponding on behalf of the managercarrying out background research and presenting findingsproducing documents, briefing papers, reports and presentationsorganising and attending meetings and ensuring the manager is well prepared for meetingsliaising with clients, suppliers and other staff.

In addition to supporting managers, their team and departments, many PAs also have their own personal workload and responsibilities. The scope of the PA's role can be extensive and additional duties may include:

carrying out specific projects and researchtaking responsibility of accounts and budgetsworking more closely with management if taking on some of the manager's responsibilitiesdeputising for the manager, making decisions and delegating work to others in the manager's absencebeing involved in decision-making processes.

Some PAs do all the secretarial work themselves, while others take responsibility for recruiting and training junior staff and delegate some of the less demanding and confidential work to them.