Personal assistant: what to know

What the job involves, what changes the price, and what to ask a pro.

What personal assistant is

A personal assistant manages your schedule, errands, correspondence and household or travel logistics, in person or remotely. People hire one to free up their own time, especially when life has grown too busy to keep track of every appointment and task.

Signs you need it

  • Your calendar is full of conflicts and you miss appointments you meant to keep
  • Errands, bill payments and household tasks keep slipping because you have no time for them
  • You travel often and the bookings, rides and reminders are hard to keep straight
  • You are managing an aging parent's appointments or paperwork and need help keeping up
  • You need someone to handle correspondence, such as replies, forms and calls, on your behalf

What the pro does

  • Learn your routines, preferences, key contacts and the decisions you want to keep for yourself
  • Set up a shared calendar and task list so both of you see the same schedule
  • Handle routine correspondence and calls within the limits you set
  • Arrange appointments, deliveries, errands and household services as requested
  • Book and confirm travel details, including reservations, transportation and reminders
  • Send you a short weekly summary of what was done and what needs your attention

What changes the price

Every job is different, so we do not publish prices. These are the things that move the quote up or down.

  • How many hours of help you need each week and whether that need changes with the season
  • Whether the work is in person, remote or both, and how far the assistant must travel
  • The number of tasks, such as errands, travel and correspondence, and how complicated they are
  • Whether the assistant handles money, such as paying bills or managing accounts
  • Whether the assistant needs to be available outside normal working hours
  • Whether the assistant must have skills such as a second language or event planning experience

What a written quote should spell out

  • The types of tasks included, and the tasks that are excluded
  • The hours or time commitment covered, and how extra time is billed
  • Whether the assistant will manage money or accounts, and the controls around that
  • How the assistant will communicate with you and how fast they reply
  • What the assistant can and cannot sign or decide on your behalf

Questions to ask before you hire

  • What kinds of personal and household tasks have you handled before?
  • How do you protect my financial and personal information?
  • Will you handle money or accounts, and if so, what controls are in place?
  • How will you show me the calendar and the tasks you have completed?
  • What happens if you are sick on a busy week?
  • Will you sign a confidentiality agreement before you start?

Red flags

  • Asks for your bank login, card PIN or account passwords in a casual message
  • Wants authority to sign contracts or make large purchases without written limits
  • Will not provide references from past clients with similar work
  • Asks you to pay for personal expenses from your own money without receipts

What you can do yourself

You can keep a shared calendar, set reminders for recurring bills and make a list of errands you want handled. Hire a personal assistant when the routine tasks are taking time you need for work or family, or when travel and appointments are too complex to keep track of alone.

Licenses and permits

No license is usually required for personal assistant work. Ask for references from past clients, a written confidentiality agreement and a clear description of how they handle money and access to accounts; check with your state or local business licensing office if the assistant operates as a registered business.

Personal assistant questions

Can a personal assistant pay my bills?

Yes, if you set it up with controls such as limits, approval steps and read only access to the accounts. Agree on the rules in writing before the assistant touches any account.

What should I give the assistant on the first day?

Give your calendar access, your key contacts, your preferences for travel and meals, and a list of recurring tasks. Mark anything that must be approved by you first.

How will I know what was done?

Ask for a weekly summary that lists completed tasks, receipts, open items and decisions you need to make.

Pro reviewers

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