| What exactly is the difference is between a | | | | make decisions within certain boundaries, taking on |
| Personal Assistant, an Executive Assistant, an | | | | some limited managerial responsibilities. |
| Admin Assistant and a Secretary? I thought I | | | | Executive Assistant (EA) The PA role has |
| knew - after all, I've been using these terms for | | | | developed and expanded over recent years. |
| years - but it's not altogether clear. I've tried | | | | Large firms used to appoint their high flyers work |
| asking my PA to explain. She says "it's easy" and | | | | as PA to the Chief Executive to gain experience |
| then I get progressively more confused as she | | | | of running the company, but now we see this |
| runs through the details. | | | | more frequently in smaller firms. These PAs are |
| Perhaps you have the same problem... or, perhaps | | | | referred to as Executive Assistants. |
| it's just me? | | | | EAs will carry out most of the tasks of a |
| Anyway, I decided to get to the bottom of it. | | | | traditional PA, since their primary duties are still to |
| I've Googled it, asked other PAs and secretaries | | | | manage their bosses' time, to help them to be as |
| and distilled their explanations down to a few lines. | | | | efficient and effective as possible. However, an |
| It might seem obvious when you read it, but | | | | EA has greater responsibilities than a PA, and will |
| having it written down it has helped me | | | | have managerial or executive status. |
| understand these terms a lot better. | | | | The EA will often act on behalf of their boss, |
| Virtual Assistant (VA) The answer, I now believe, | | | | helping them to carry out his/her duties. They |
| starts with understanding the term Virtual | | | | may act as proxy in their bosses' absence, |
| Assistant. It's a relatively new term, invented to | | | | standing in for them at meetings or sending |
| describe someone who can assist you with a | | | | communications on their behalf. They may also |
| multitude of administrative tasks remotely - via | | | | attend management meetings, brief junior |
| the internet - using information and communication | | | | managers and provide "executive input" to |
| technology. | | | | projects, negotiations, recruitment and other |
| These "administrative tasks" in fact cover all of | | | | important business matters. |
| the possible tasks that any PA, EA or AA might | | | | Secretary A Secretary generally operates at a |
| undertake, except the ones that require a | | | | lower level than a PA, with less responsibility and |
| physical presence such as greeting visitors and | | | | status. They may support an individual manager |
| providing refreshments. It's a convenient umbrella | | | | or a group of managers, with a similar aim to help |
| term, no more than that. | | | | them to be more effective, but the relationship |
| We also hear specific terms such as Virtual PA | | | | will be less personal, the role less "front office" |
| and Remote Secretary. These are just another | | | | and the tasks more administrative. A Secretary is |
| way to describe the PA and Secretary roles that | | | | often more of a "back office" support role. |
| are being executed via the internet. In trying to | | | | The primary role of a Secretary can vary. If the |
| be more descriptive, these terms can lead people | | | | job focus is supporting a manager, then they may |
| to believe something else is happening, but it's not, | | | | manage their diary, book appointments and |
| it's just describing a PA or a Secretary at the end | | | | organise travel just like a PA. However, if it's |
| of the day. | | | | about providing administrative support then they |
| So, if you want to know what a VA actually does | | | | may spend most of their time typing documents |
| - or potentially can do - you have to understand | | | | and general correspondence, preparing |
| their "real role" capabilities... are they a PA, EA, AA | | | | spreadsheets, reports and presentations. |
| or Secretary? | | | | Administrative Assistant (AA) An Admin Assistant |
| Personal Assistant (PA) PAs have been around | | | | role is not about providing personal support. The |
| since the industrial revolution, as a backbone of | | | | job focus will be on business process admin and |
| British industry, keeping business owners, | | | | general office admin - all "back office" work. |
| executive and managers operating as efficiently | | | | There may be some overlap with the |
| and effectively as possible. | | | | administrative side of secretarial work, but it will |
| The primary role of a PA is to manage their | | | | be the more routine and mundane aspects. |
| bosses' time. They will manage their diary, | | | | The tasks that an AA will perform will vary |
| schedule their day, screen incoming calls and filter | | | | depending on the department they work in. If |
| their email, generally helping them to juggle the | | | | they are supporting Sales they may type |
| demands of a busy job. They will also do their | | | | quotations, process orders or prepare sale |
| typing and take care of organising meetings and | | | | reports. If they are in Purchasing they may place |
| events, booking travel and accommodation, and | | | | orders, deal with supplier queries or prepare |
| managing their itinerary for overseas trips. | | | | reports. General office tasks might include data |
| In smaller businesses, a PA to the Owner will | | | | entry, printing, mailing, scanning, copying and filing. |
| often perform "front office" duties for the | | | | I hope this helps your understanding of Virtual |
| business, dealing with customers and suppliers. | | | | Assistants, it has mine! |
| They may also act on behalf of their boss and | | | | |