Being a personal assistant involves more than just scheduling meetings or managing emails. A significant part of the role often revolves around personal tasks for your executive, from organising travel to handling errands.
To succeed, you need to be adaptable, resourceful, and highly organised. Here’s how you can stay on top of personal tasks like a pro:
Understand What’s Urgent: Not all tasks are equally important. Prioritise based on deadlines, convenience, or significance—whether it’s picking up a gift for an anniversary or arranging a doctor’s appointment.
Batch Similar Tasks Together: If you need to book appointments, arrange deliveries, or shop for specific items, group them into a single outing or session to save time and reduce hassle.
Synchronise Family and Work Schedules: Ensure your executive’s family commitments—like school events, birthdays, or anniversaries—are coordinated seamlessly with their work obligations. Use tools like shared calendars to avoid overlap.
Set Friendly Reminders: Scheduling automated reminders for important dates or recurring personal tasks can help your executive stay prepared.
Be Discreet and Professional: From responding to RSVP invitations to following up with contractors, ensure all personal communications are professional and maintain your executive’s privacy.
Draft Personal Notes and Messages: Whether it’s a thank-you note or a holiday card, assist in drafting meaningful, personalised messages.
Use Personal Productivity Apps:
Automate Recurring Tasks: Automate reminders for bill payments, subscription renewals, or even regular health check-ups.
Maintain a Database of Trusted Contacts: Build a reliable list of local vendors, from florists to car detailers, who can provide quick, high-quality service.
Negotiate Long-Term Arrangements: For ongoing services like housekeeping, childcare, or maintenance, secure contracts to save time and money.
Personalise Travel Itineraries: Organise trips by considering your executive’s preferences, from booking hotels that match their taste to scheduling downtime.
Manage Personal Events: From milestone celebrations to intimate gatherings, take care of logistics like venue booking, catering, and personalised touches to make events memorable.
Respect Their Time Off: Help your executive switch off by handling personal logistics in the background. Ensure they can relax without distractions.
Encourage Self-Care: Proactively schedule appointments for wellness activities such as massages, fitness sessions, or hobbies they enjoy.
Think Two Steps Ahead: Always be prepared for unexpected situations. Have contingency plans in place for travel delays, last-minute gift needs, or even forgotten dry cleaning.
Keep an Emergency Kit Ready: Whether it’s a backup phone charger, a travel sewing kit, or an extra set of car keys, small details can save the day.
By focusing on personal tasks with the same level of organisation and attention as professional ones, personal assistants can provide exceptional support that enhances their executive’s life, both at work and at home.
If you’re looking for skilled executive assistants to streamline your operations and manage virtual meetings seamlessly, get in touch with us today to explore how we can enhance your team’s productivity.
