Most people are familiar with the term ‘Personal Assistant’ (or by its abbreviation, ‘PA’).  Some might struggle to differentiate this role from that of a secretary. A PA is much more of a managerial role, with the PA being the right-hand person for the boss. A question that’s a little trickier to answer is: ‘What’s the difference between a good PA and a great PA?’

Getting things done

A good PA will make their boss more efficient and less stressed. By taking responsibility for tasks such as diary management and travel arrangement, the PA gives their boss more time to focus on strategic matters. A PA worth his or her salt will be known for getting tasks done.  A PA will become the go-to person for information in the organisation. She or he will be efficient, flexible and approachable. They will have excellent written and verbal communication skills, getting points across with clarity and in a timely fashion. Words used to describe them by colleagues, clients and suppliers will include ‘organised’, ‘calm’, ‘reliable’, ‘loyal’ and discreet’. For PAs working at Board level, discretion is a particularly important quality as they are likely to have access to highly confidential matters.

Proactive approach

How will a great PA differ from this description, then? The answer is that a great PA will be more proactive in problem solving, project management and planning ahead. A great PA can turn simple data into informative presentations and reports, facilitating decision-making and freeing up yet more management time. She or he will take the initiative in supplier negotiation and client relations, representing their boss and acting as an ambassador for the company. A great PA will always be thinking one step ahead, predicting various outcomes and how they might be dealt with – always having a ‘plan B’.

Knowledge is power

In order to be this proactive, a great PA will know their organisation inside out.  This includes its markets, products, processes, clients, suppliers and staff. They will know who to speak to and how to get the best result in every interaction.  They will be tenacious in accomplishing their tasks and achieving their goals. Crucially, a great PA will know their boss exceptionally well, enabling them to predict accurately his or her response to a range of issues and thereby react on his or her behalf.

For a virtual PA, acquiring this knowledge quickly means that research and relationship building are vital when working with a new client. I’m proud of my record in this respect, but don’t take my word for it – take a look at some of my testimonials and don’t hesitate to get in touch if you’d like to find out more.