Partnering Effectively with Your Private Personal Assistant for Optimal Task Management

One of the most important hires you will ever make is a private personal assistant, but in a world where things move at lightning speed it’s truly difficult to find the time to cultivate your relationship with your administrative support. 

Many executives and entrepreneurs today work on multi-platform systems and are bombarded with information and technology, however, many overlook their most valuable asset; If you have a private assistant (PA), you don’t need to be self-sufficient!

Mutually beneficial relationships, be they personal or professional, have communication and open dialogue at their very heart.  Taking the time to have meaningful and purposeful interactions is key.

This doesn’t necessarily mean you have to discuss personal issues but more that you need to make your dialogue beneficial, for example ‘What do you need from me in order to make an appointment with the architects’?  is a great way to start the flow of information.  Listen to your PA’s requests and respond accordingly.

virtual interview

Never presume that your PA automatically knows how you like things to be done, so be sure to take the guesswork out of it; if you don’t like being bombarded with emails, ask for one which rounds up outstanding points/tasks.  If you don’t like emails at all, be sure to schedule regular appointments with your PA for a meeting or call to run through your tasks, and avoid changing or moving this time.  Asking your PA how they like to do things will also help you get a broader understanding of how your working practices affect them.  Likes and dislikes are what fundamentally help us to connect with each other.

The majority of executive assistants are in that particular field because they are highly skilled organisers and can tackle any task or requests in the most efficient way.  It’s quite a leap of faith to trust someone to have access to emails, calendars, cloud drives but the more access you give your PA the more effective they can become in managing your life.  Being clear in your priorities will help your PA deliver the results you need. And understanding your PA’s capabilities and discussing specific personal assistant duties will ensure effective task management and successful collaboration.


We all make mistakes so be accountable for yours.  Creating an environment of mutual respect will be unendingly beneficial in the long run.  A good private PA will showcase problem-solving skills by offering solutions and seeking your confirmation or approval. Allowing a PA to work independently without being micromanaged will increase interest in a position and underpin respect and trust.  However, the boundaries between allowing your PA to manage projects and doing your work for you can become blurred, so care must be taken not to cross them, respecting the professional boundaries of the PA role.

The biggest bone of contention for many PA’s is personal tasks; many private personal assistants don’t mind handling personal errands as long as they have the time to meet their other deadlines.  Be appreciative of the personal work they do for you.  And if you’re in an environment where it’s a ‘no go’ then there are many agencies that can offer virtual personal assistance to help you out.

Top 10 Tips

  1. Communicate
  2. Listen
  3. Be responsive
  4. Never presume
  5. Access
  6. Trust
  7. Prioritise
  8. Be accountable
  9. Personal tasks boundaries
  10. Appreciate

For more information about how a private PA can enhance task management and streamline your responsibilities, please call us at Designated PA on 020 7952 1460 and we can talk to you about how we can help and how our virtual assistant services work. Alternatively, you can email us.