How To Hire A Personal Assistant (For Small Businesses)

Are you looking to hire a personal assistant but don’t know where to start? This guide has everything you need to find the perfect match. 

We’ve listed 10 easy-to-follow steps that are guaranteed to find you a personal assistant who can make a world of difference in your productivity and your sanity. 

Let’s start!

How To Hire The Right Personal Assistant: Easy To Follow Steps

Follow these 10 steps to hire the perfect PA the first time around:

Step 1: Identify Key Tasks To Delegate

List and categorize your tasks

• Write down all daily and weekly tasks.
• Identify tasks that don’t require your expertise like scheduling meetings, filtering emails, managing social media posts, recording expenses, and booking travel.

Prioritize 

• Rank tasks by time taken and ease of delegation. For example, prioritize delegating email management if it takes significant time.
• Write brief instructions for each task.

Step 2: Define Essential Skills & Traits

Create a Skills Checklist

• Note down the necessary skills of a personal assistant. Here are the most important ones:

• Time Management
• Communication
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint)
• Calendar Management
• Travel Coordination
• Research Skills
• Email Management

Specify Personal Traits

• Determine traits important to you. Here’s what you would typically look for in a personal assistant:

• Reliability
• Attention to Detail
• Discretion
• Proactive Attitude
• Adaptability
• Problem-Solving Skills

To clearly define your needs, match them with the tasks your assistant will be handling, like:

Task 1: Manage the CEO’s Schedule

Skills Needed:

• Time Management: Efficiently organize and prioritize the CEO’s daily, weekly, and monthly schedule for optimal use of time.
• Calendar Management: Use calendar software to schedule appointments, meetings, and events, ensuring there are no conflicts.
• Communication: Effectively communicate with internal and external stakeholders to coordinate and confirm appointments.

Personal Traits:

• Reliability: Consistently manage the schedule with accuracy and punctuality.
• Attention to Detail: Make sure all appointments are correctly scheduled with necessary details included.
• Discretion: Handle sensitive scheduling information with confidentiality.

Task 2: Coordinate Travel Arrangements

Skills Needed:

• Travel Coordination: Plan and book travel arrangements, including flights, hotels, and transportation.
• Research Skills: Conduct thorough research to find the best travel options that meet the CEO’s preferences and budget.
• Proficiency with Microsoft Office Suite: Use tools like Excel to create detailed travel itineraries and track travel expenses.

Personal Traits:

• Proactive Attitude: Anticipate and resolve potential travel issues before they arise.
• Adaptability: Quickly adjust travel plans in response to changes or emergencies.
• Problem-Solving Skills: Efficiently handle travel-related problems or delays, providing timely solutions.

Step 3: Write An Engaging Job Ad

Craft the Job Description

Job Title: Personal Assistant Location: [Specify location or indicate if remote] Job Type: [Full-time/Part-time/Contract] Job Summary: We are seeking a highly organized and proactive Personal Assistant to provide comprehensive support to [executive/manager/business owner]. The ideal candidate will be responsible for managing daily activities, handling administrative tasks, and ensuring smooth operations within the [department/company]. Key Responsibilities: Schedule Management: Organize and maintain the executive’s calendar, including scheduling appointments, meetings, and travel arrangements.Communication: Handle incoming and outgoing communications, including emails, phone calls, and correspondence. Prioritize and respond to urgent inquiries on behalf of the executive.Task Coordination: Assist with the coordination of daily tasks and projects, ensuring deadlines are met and progress is tracked.Document Management: Prepare, review, and organize documents, reports, and presentations. Maintain accurate records and filing systems.Travel Arrangements: Plan and book travel, accommodations, and itineraries. Handle travel-related issues as they arise.Meeting Support: Prepare agendas, take minutes, and follow up on action items from meetings. Ensure meetings run smoothly and efficiently.Personal Errands: Assist with personal tasks and errands as needed, maintaining a balance between professional and personal responsibilities.Confidentiality: Handle sensitive information with discretion and maintain confidentiality at all times.Ad Hoc Tasks: Perform additional duties and projects as assigned by the executive. Qualifications: Experience: Proven experience as a Personal Assistant, Executive Assistant, or in a similar role.Education: [Specify educational requirements, e.g., Bachelor’s degree in Business Administration or related field preferred]. Skills: Excellent organizational and time management skills.Strong written and verbal communication abilities.Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant software.Ability to multitask and prioritize tasks effectively.Discretion and confidentiality in handling sensitive information. Attributes: Proactive and resourceful problem solver.High level of attention to detail.Strong interpersonal skills and the ability to work well with diverse teams. Application Process: Interested candidates are invited to submit their resume and a cover letter detailing their relevant experience and qualifications to [email address or application link].

Clearly outline the role, responsibilities, and required skills. Here’s a template you can use:

Here are 3 ways you can customize your job ad’s tone:

1. Formal Personal Assistant Job Description: Straightforward, sticks to the usual corporate standards and values, and clearly outlines the responsibilities and skills required for the role. 

2. Creative Personal Assistant Job Description: Uses more relaxed and informal language and reflects a positive work environment where creativity and fresh ideas are encouraged. 

3. Results-Oriented Personal Assistant Job Description: Focuses on the expected outcomes of the role and discusses responsibilities and skills with the results assistants need to achieve. 

Step 4: Choose Effective Hiring Platforms

Select Platforms

Look for platforms that specialize in administrative and personal assistant roles. Here are the top 3 platforms you can check out:

I. Genius

Genius specializes in providing personal assistants tailored for startups and small businesses. Our strictly vetted personal assistants and other administrative roles come with extensive experience to support and streamline your operations. We give you a shortlist of qualified candidates, but you make the final decision after conducting the free interviews with them. 

II. FlexJobs

FlexJobs features numerous job postings for personal assistants who are excellent at managing schedules, handling correspondence, and performing a variety of tasks to support busy professionals. FlexJobs’ candidates are experienced in remote work, making them well-suited for personal assistant roles that require a high degree of flexibility and adaptability.

III. We Work Remotely

We Work Remotely hosts job listings for personal assistants who are proficient in handling day-to-day activities, managing calendars, and providing comprehensive support to executives and business owners. You can quickly and easily post job listings, specify your exact requirements for a personal assistant, and start receiving applications promptly.

To quickly match your needs with the platforms above, here’s a comparison table of the 3 platforms:

Platform	Reach & Audience	Cost	Ease of Use	Key Features
Genius	High-quality candidates in various industries	One-time payment (25% of hired PA’s annual salary)	User-friendly interface	Hands-on sourcing strategy, global reach, high-quality candidate matching
FlexJobs	Remote and flexible job seekers	1-Week Trial ($9.95), Subscription: 1-Month ($24.95),3-Month ($39.95), Annual ($59.95)	Simple and intuitive	Pre-screened candidates, focus on flexible and remote positions
We Work Remotely	Remote work professionals	$299 for a 30-day listing	Easy to navigate	Largest remote work community, targeted remote job listings

Leverage Your Network

• Ask colleagues and professional contacts for recommendations.
• Post about the job opening on social media platforms like LinkedIn and Facebook.
• Attend industry events and conferences to network with potential candidates.
• Join relevant professional groups and forums to connect with qualified individuals.
• Send out an email blast to your professional network announcing the job opening.
• Reach out to alumni associations from your university or other educational institutions.
• Participate in local business meetups and community groups to find candidates.

Step 5: Screen Resumes Efficiently

Use a Checklist

• Compare resumes against your skills checklist. Here’s one JUST FOR YOU:

Prioritize Top Candidates

• Shortlist candidates who closely match your criteria for further evaluation:

• Look for cover letters and assess the candidate’s motivation for applying. Check their fit with your company’s culture and values.
• Review candidates’ LinkedIn and professional network profiles for additional insights into their experience and skills.
• Develop a scoring system to rate each candidate based on how well they meet your criteria. Rank candidates from highest to lowest based on their scores.
• Conduct preliminary background checks to verify candidates’ qualifications and employment history.

Step 6: Conduct Structured Interviews

Prepare Key Questions

Develop questions that test both skills and fit:

• Can you describe your experience with scheduling and calendar management tools?
• What types of project management software have you used in your previous roles?
• Which email management systems are you familiar with and how have you used them to manage communication?
• What is your experience with using social media for professional purposes?
• Can you describe a time when you had to learn a new technology or software quickly to complete a task or project?
• Can you describe a time when you had to solve a complex problem for your boss? What steps did you take and what was the outcome?
• Tell me about a time when you had to juggle multiple urgent tasks. How did you prioritize and ensure everything got done?
• Can you describe the work environment or culture where you feel most productive and happy?

Include a Practical Test

Have candidates complete a role-related task: 

• Email Management Test: Provide a mock inbox with various emails and ask the candidate to prioritize and respond to them, demonstrating their ability to manage communication efficiently.
• Scheduling Exercise: Give the candidate a list of appointments, meetings, and tasks and ask them to create a well-organized schedule for a typical day or week.
• Task Prioritization Test: Present a list of tasks with different levels of urgency and importance. Ask the candidate to prioritize them and explain their reasoning.
• Travel Planning Assignment: Ask the candidate to plan a business trip. They need to prepare flight bookings, hotels, and transportation, and create an itinerary.
• Document Preparation: Provide a set of raw data or notes and ask the candidate to create a professional document like a report or presentation, to assess their attention to detail and formatting skills.
• Research Task: Give the candidate a business-related topic and ask them to conduct research and summarize their findings.
• Problem-Solving Scenario: Present a hypothetical problem that could arise in the role like a last-minute change in plans or a conflict in scheduling, and ask the candidate how they would handle it.
• Data Entry Exercise: Ask them to enter data into a spreadsheet or database to test the candidate’s accuracy and speed.
• Communication Skills Test: Have the candidate draft a professional email or memo based on a given scenario to evaluate their written communication skills.
• Confidentiality Scenario: Describe a situation involving sensitive information and ask the candidate how they would maintain confidentiality and security.

Step 7: Make An Informed Hiring Decision

Compare Candidates

• Review the notes and scores from interviews and practical tests to evaluate each candidate’s performance.
• Focus on candidates with experience that closely matches the job requirements and company needs.
• Consider how well each candidate’s values, work style, and personality align with your company culture.
• Prioritize candidates who demonstrate the skills and competencies for the role.
• Look for candidates who have growth potential and can take on increased responsibilities in the future.
• Prioritize candidates with a positive attitude and genuine enthusiasm for the role and company.

Perform Background Checks

• Reach out to references to verify the candidate’s work history, performance, and reliability.
• Make sure the candidate’s job titles, dates of employment, and responsibilities match what they have listed.
• Confirm the candidate’s educational background and any relevant certifications.
• Ask the references about the candidate’s work ethic and skills.
• Prioritize candidates who have a proven track record of dependability and integrity.
• Conduct a criminal background check to ensure the candidate’s legal history.
• Look at the candidate’s public online profiles to gauge professionalism and any potential red flags.
• Verify any professional licenses and make sure they are current and in good standing.

Step 8: Onboard & Train Effectively

Welcome the Assistant 

• Introduce the assistant to the team and provide the basic rules of the company. Here’s an example of welcoming a new writer for Genius:

Create a Training Plan

• Define the overall goals and desired outcomes of the training period.
• Break down the training into manageable daily goals and tasks.
• Designate an experienced team member to guide the new hire through the training process.

Provide Necessary Tools

Make sure your assistant has access to all required software, accounts, and resources, like:

• HR management software: Employee record management, onboarding checklists, document storage, and compliance tracking.
• Learning Management Systems (LMS): Course creation, training tracking, assessments, and reporting.
• Communication tools: Real-time messaging, video conferencing, channels for organized discussions, and file sharing.
• Project management tools: Task management, project tracking, collaboration boards, and workflow automation.
• Document management systems: Secure document storage, version control, file sharing, and collaborative editing.
• E-signature tools: Electronic signatures, document tracking, and secure storage.
• Employee engagement platforms: Pulse surveys, feedback collection, engagement analytics, and action planning.
• Knowledge base tools: Centralized information repository, search functionality, and collaborative content creation.

Step 9: Establish Regular Check-Ins

Set Weekly Meetings

• Schedule weekly meetings to discuss progress, address concerns, and provide feedback. Choose a specific day and time each week that works for all participants and stick to it consistently.
• Take detailed notes during the meeting and share them with all participants afterward. This helps keep everyone informed and aligned on what was discussed and decided.
• After the meeting, follow up on assigned tasks and action items to make sure they are completed and to provide support or clarification.

Use Collaboration Tools

Use these tools to check on work progress and maintain clear, efficient communication:

• Slack: Real-time messaging, organized channels, direct messaging, file sharing, integration with other apps (e.g., Google Drive, Trello), and searchable message history. Sign up here to get started.

• Microsoft Teams: Video conferencing, chat, integration with Microsoft 365 apps, file sharing and collaboration, channels for organized discussions, and custom backgrounds for video calls. Download their app on your desktop or mobile phone.

• Trello: Kanban boards, drag-and-drop task management, customizable task cards, collaboration on boards, integration with other tools (e.g., Slack, Google Drive), and power-ups for enhanced functionality. Sign up to create an account.

• Asana: Task and project management, timeline view, customizable workflows, task dependencies, team communication, and integration with other apps (e.g., Slack, Microsoft Teams). Create an account to get started.

• Zoom: High-quality video and audio conferencing, breakout rooms, screen sharing, meeting recording, virtual backgrounds, and integration with calendar apps. Sign up for free to create your basic account.

• Google Workspace: Real-time collaboration on documents, spreadsheets, and presentations, seamless integration with Gmail and Google Calendar, cloud storage with Google Drive, and video conferencing with Google Meet. Register here to start a free trial.

• Monday.com: Visual project management, customizable workflows, real-time collaboration, automation of repetitive tasks, integration with other tools (e.g., Slack, Google Drive), and timeline and calendar views. Sign up using your company email address or Google account to create an account.

• Basecamp: Centralized project management, to-do lists, message boards, file sharing, real-time group chat (Campfire), and automated check-ins. Sign up and try Basecamp for free for 30 days.

• ClickUp: Customizable task management, multiple project views (list, board, calendar), goal tracking, time tracking, collaboration on documents, and integrations with various apps (e.g., Slack, Google Drive). Sign up and start using ClickUp.

• Notion: All-in-one workspace for notes, tasks, and databases, customizable templates, real-time collaboration, integration with other tools, and the ability to create wikis and knowledge bases. Create an account to get started.

Step 10: Focus On Retention & Growth

Offer Professional Development

• Provide opportunities for your assistant to learn new skills. You can offer free or low-cost online courses, workshops, or mentorship programs.
• Host informal learning sessions during lunch breaks where PAs can discuss industry trends, share insights, or present on topics of interest.
• Implement job rotation programs that give PAs the opportunity to work in different roles within the company, improving their skills and understanding of different functions.

Recognize Their Efforts

• Regularly acknowledge their contributions to keep them motivated. This can be simple shout-outs in meetings.
• Implement an Employee of the Month program with a certificate and a small reward like a preferred parking spot, an extra break, or a gift card.
• Add stories about employees’ achievements in company newsletters.

Conclusion

Thinking about how to hire a personal assistant can be overwhelming, especially when you are managing all your business operations. Just take it step by step with the strategies we discussed. Start by listing the tasks you need help with to create an accurate job ad and attract the right candidates.

To streamline your hiring process, partner with Genius and gain access to experienced personal assistants globally. We provide a hands-on sourcing strategy, ensuring we match you with someone who truly meets your needs. You’ll also save 80% on salaries without compromising the quality of your hire. Join us now and let’s get you the best personal assistant.

FAQs

1. How much does a personal assistant cost in the Philippines?

A personal assistant in the Philippines costs between $400 and $800 per month, depending on experience and skills. Rates can vary based on specific job requirements and location.

2. Should you get a Personal Assistant?

You should get a personal assistant if you need help managing tasks, improving productivity, and freeing up your time for more strategic activities. They can handle routine and administrative duties, allowing you to focus on your core business.

3. What is the difference between a personal assistant and a personal secretary?

A personal assistant handles a broad range of tasks including personal errands and administrative duties, while a personal secretary focuses more on office-related tasks like managing schedules, correspondence, and office documentation. Personal assistants have a more flexible role compared to personal secretaries.

4. What should a personal assistant not do?

A personal assistant should not perform tasks that are illegal, unethical, or outside their job description, like handling confidential financial information or making personal decisions for you. It’s important to set clear boundaries and expectations to ensure a professional working relationship.