At Oriel Partners, our senior consultants recruit for a whole range of different support roles across a number of high profile organisations. After many years in the recruitment industry, one of the questions that keeps popping up is this:
It’s true that the two roles have a lot in common, but there are key differences too. By the end of this article,we hope you’ll come away with a clear understanding of how they differ, how to apply and how to make the career jump from PA to EA.
An executive assistant and a personal assistant may sound like similar roles, but there are some important distinctions between the two positions. Understanding the key differences can help you determine which role may be a better fit for your skills and interests.
What is an Executive Assistant?
An executive assistant works closely with senior-level management, usually supporting a CEO, CFO, COO or other C-suite executive. The primary job responsibilities of an executive assistant are to:
- Manage the executive’s calendar and schedule meetings
- Arrange business travel and accommodations
- Take notes and minutes during meetings
- Prepare reports, presentations, and correspondence
- Greet visitors and manage phone calls and emails
- Coordinate projects and events
- Conduct research and handle special assignments
Executive assistants are highly organized multitaskers who can juggle the executive’s priorities and keep operations running smoothly Strong communication skills and discretion are essential, as executive assistants often handle sensitive information.
Executive assistants interact with high-level executives and leaders across the organization. They may also represent the executive in contacts with external stakeholders like clients investors and vendors. An executive assistant needs to be polished, professional, and able to interact effectively with people at all levels.
What is a Personal Assistant?
A personal assistant handles administrative tasks and errands for busy professionals, executives, or wealthy individuals. Common responsibilities include:
- Scheduling (appointments, travel, events)
- Making reservations and arrangements
- Running errands
- Grocery shopping and household tasks
- Organizing files, bills, expenses
- Pet care services
- Driving principals to appointments
The role tends to focus more on managing day-to-day personal life and household affairs rather than corporate responsibilities. Personal assistants work directly for a principal rather than a company.
Strong organizational abilities, efficiency, and customer service skills are needed for this fast-paced support role. Discretion is also vital when handling private matters and information. Personal assistants must be comfortable with a wide variety of responsibilities and willing to take initiative to get things done.
Key Differences Between the Roles
While executive assistants and personal assistants both provide high-level administrative support, there are some notable ways the two positions differ:
Who They Support
- Executive assistants support C-level corporate executives and leaders.
- Personal assistants work for individuals and families managing personal affairs.
Type of Duties
- Executive assistants focus on business matters like scheduling, communication, projects and event coordination.
- Personal assistants focus more on personal errands, household management and daily tasks.
Level of Responsibility
- Executive assistants handle responsibilities that directly impact business operations and outcomes. They may influence high-level decisions.
- Personal assistants take on important but less strategic tasks aimed at improving daily life and freeing up their boss’s time.
Necessary Skills
- Executive assistants need exceptional professional polish, business acumen, communication skills and discretion when interacting with leaders and clients.
- Personal assistants should be efficient, flexible multitaskers who can manage diverse responsibilities with minimal direction and supervision.
Work Environment
- Executive assistants work out of a corporate office interacting with staff at all levels. They represent the executive and company brand.
- Personal assistants work directly for an individual and may split time between an office, personal residence, and traveling to run errands.
Compensation
- Executive assistant salaries typically range from $50,000 to $80,000 but can reach 6 figures for assistants to CEOs and high-level executives.
- Personal assistant pay varies greatly depending on experience, location and principal. Many are paid hourly with overtime. Salaries often range from $35,000 to $60,000.
Which is Better for You?
When deciding between an executive assistant or personal assistant role, consider which environment meshes best with your professional goals, lifestyle and strengths.
Executive assistant pros:
- Opportunity to support business leaders and gain exposure to strategic decisions
- Structured corporate role with established career development paths
- Prestigious positions at well-known companies
- Higher earning potential and benefits
Personal assistant pros:
- Ability to directly impact a principal’s daily life and productivity
- Every day is different when managing diverse responsibilities and unpredictable needs
- More flexibility to set your own schedule
- Get to avoid corporate politics and focus on supporting a single individual
Think about your long-term career aspirations. Executive assistant experience can prepare you for roles like office manager, event coordinator or executive positions across departments. On the other hand, personal assisting may appeal more if you eventually want to run your own consulting or household management business.
The most fulfilling option is the one that keeps you engaged while allowing you to learn and expand your skill set. Both roles enable you to sharpen talents like organization, communication, discretion and grace under pressure. As you build capabilities, you’ll become equipped for more senior-level opportunities aligned with your interests.
Making the Most of Your Role
To excel as an executive or personal assistant:
Streamline processes. Look for ways to organize systems and information so you and your boss can work more efficiently. For example, centralize files into cloud storage or schedule recurring meetings on shared calendars.
Anticipate needs. Notice your boss’s working style and priorities to proactively prepare for upcoming needs before being asked. If your executive dislikes printing, have digital documents ready to view. If your principal likes to snack, keep their favorite treats on hand.
Handle issues independently. Know when you can make your own decisions, like RSVPing to an event, vs when to loop in your boss, like revising budget spreadsheets.
Fill in gaps. Determine where your boss could use more support. Offer to take notes in lengthy meetings so they can focus on the discussion.
Continuously uplevel skills. Take on new responsibilities and training opportunities to expand your capabilities over time.
Build trust. Maintain utmost discretion, meet deadlines, and represent your boss positively. Reliability, competency and professionalism will prove yourself as an invaluable ally.
With attention to detail, initiative and commitment to providing exemplary support, an executive or personal assistant role can be a stepping stone to bigger goals. Understanding the differences between these administrative positions helps you find your best fit. But no matter which you choose, showing up consistently with care and competence will lead to growth.
What is a PA?
A PA is an adept organiser – someone who can manage multiple tasks, often for a handful of team members at any given time, while keeping a cool head. Think diary management, organising travel and a variety of other administrative tasks.
Key PA skills:
- Communication
- Organisation
- Flexibility
- Proactive mindset
- IT competency
In terms of progression, after gaining experience PAs can transition into an EA role, work for a more senior member of staff, become a virtual assistant…and more.
PA versus EA: what are the differences?
A PA primarily provides administrative support whereas an EA will, in some ways, act as a business partner. They could be expected to ‘step in’ when the senior manager is absent. Let’s take a closer look at what each role entails.
What’s The Difference Between A Personal Assistant And An Executive Assistant?
What is the difference between an EA and a personal assistant?
EAs contribute to the executive’s effectiveness by managing complex schedules, coordinating meetings, and ensuring seamless communication. Personal Assistant (PA): PAs, on the other hand, take on a broader range of responsibilities that extend beyond the professional realm.
Are executive assistants on corporate payroll?
On the other hand, executive assistants are on the corporate payroll because they’re hired to spend their time primarily focusing on business-related tasks. While the cost of a personal assistant is typically less than the cost of an executive assistant, they can still be a hefty annual out of pocket expense.
What does a personal assistant do?
A personal assistant carries out administrative tasks for one individual. They typically work for lower-ranking officials within a business rather than executive managers. They preside over minor matters so that their manager can focus on more important issues, such as decision making and company targets.
What skills do executive assistants need?
While the two roles are different, there are many skills that an executive assistant and a personal assistant both need. Computer Skills. Strong proficiency in processing software such as Microsoft Word and Excel. Stays up to date with new time-saving tools, apps and resources. Communication and Interpersonal Skills.
