Secretary vs. personal assistant: Two vital roles explained

If you’re trying to decide between hiring a secretary vs a personal assistant (PA), it’s important to consider more than just the job titles. Understanding their key differences can help you choose the right support for you, your team, and your wider organization. Both roles are essential for keeping operations running smoothly, but they serve distinct purposes and offer unique strengths depending on your demands and work style

Discover what each position involves, how they differ, and tips to determine which type of employee is better for your business.

What does a personal assistant do?

A PA provides administrative, organizational, and personal support to an employer. Their daily tasks range from managing schedules and booking travel to running errands and supervising confidential matters. That makes PAs the ultimate multitaskers — expert planners, quick problem solvers, and the unsung heroes working behind the scenes. Key responsibilities of PAs include:

• Managing appointments and scheduling meetings: PAs keep track of meeting times and travel plans so their boss is always where they need to be.
• Handling communication: PAs answer calls, reply to emails, and draft responses on behalf of their employer.
• Travel planning: From researching flights and booking hotels to creating detailed itineraries, PAs see that every trip goes smoothly.
• Personal errands: PAs perform errands like picking up dry cleaning, scheduling doctor’s appointments, or even buying gifts.
• Project coordination: Some PAs help manage projects, coordinate events, and conduct research to aid decision-making.

In addition to the skills needed for these duties, PAs must be trustworthy since they oversee sensitive information and private details. Overall, they help their employer stay organized, balance priorities, and handle the day-to-day demands of their work and personal life.

What Does a Secretary Do?

A secretary is responsible for providing administrative support and ensuring office workflows are as efficient as possible. Their to-do lists and clerical tasks typically include managing calendars, preparing documents, and monitoring upcoming deadlines. 

If you’ve ever been greeted in an office by someone who knows what’s going on at all times, chances are that’s the secretary.

But secretary duties go beyond answering phones and filing paperwork. These employees make sure the boss doesn’t miss an important meeting, stock the office with necessary supplies, and arrange appointments as needed. Without their organizational skills and administrative know-how, workplaces would become much less productive.

6 Differences Between Secretaries and Personal Assistants

When comparing a personal assistant vs. a secretary, you’ll find the positions differ regarding types of tasks, job scope, and points of contact.

Although roles offer essential admin support, PAs have more specific and potentially complex tasks, whereas secretaries are in charge of generalized office organization. Here are six ways secretaries and personal assistants are distinct.

1. Qualifications: Secretaries usually need formal training or certifications in office administration, while PAs rely on experience, adaptability, and industry-specific knowledge. Some PAs may also have business or management-related degrees, especially when working with senior leadership and executives.

2. Skills: Secretaries need strong organizational skills to juggle multiple tasks, prioritize assignments, and manage internal communication. However, because PAs interact with clients and business associates, they need to develop interpersonal skills as well as the ability to handle sensitive information with discretion.

3. Types of Responsibilities: Secretaries are mainly responsible for office-related tasks like scheduling, correspondence, and data management. By contrast, PAs tackle a mix of administrative and personal duties, including booking travel, running errands, and assisting with high-level decision-making.

4. Level of Involvement: For the most part, secretaries support entire teams or departments. PAs work closely with a specific executive or individual — anticipating their needs and offering personalized, one-to-one assistance.

5. Salary: Salaries for both roles vary based on industry, experience, and location. Generally, PAs tend to earn more than secretaries due to their broader responsibilities and increased involvement.

6. Career Growth: While secretaries may advance to office managers or executive assistants (EAs), PAs have more flexibility in their career paths — with opportunities to transition into operations, business management, or event planning.

Even though secretarial duties and PA tasks overlap in certain ways, each position is unique in what it contributes to your office place.

Wondering how an assistant can transform your workflows? Satisfy that curiosity by getting started with an Athena Assistant today.

Which One is Better?

Deciding between hiring a secretary or a PA depends on your company’s size, structure, and current needs. In larger organizations, secretaries are ideal for handling general office administration and looking after lower-level team members. On the other hand, PAs are better suited for executives or leaders who want individualized support.

The right choice also hinges on the person’s qualifications. Secretaries have strong administrative skills and are proficient in all sorts of office software. PAs are known for their organizational, interpersonal, and problem-solving skills since they take care of a wider range of important tasks.

Athena Assistants vs. Personal Assistants

Athena Assistants don’t fit the standard secretary or PA mold. Instead, they offer high-level support to boost productivity and amplify your success. Here’s what makes Athena’s Assistants stand out:

• One-on-one Partnerships: Unlike traditional assistants who simply complete tasks, Athena Assistants fully align with your unique goals. They work closely with you to anticipate needs, maximize workflows, and help you achieve your highest potential — your success is theirs, too.
• Big-picture Doers: Your Athena Assistant isn’t just there for quick, one-off requests. They take a proactive approach so you can elevate your career while also creating more time for what truly matters.
• Long-term Growth Partners: Aside from ongoing admin work, Athena Assistants provide strategic support to help you grow professionally and personally. Whether it’s managing big projects, refining processes, or keeping you focused on high-level goals, they’re fully invested in your long-term growth.

You’re not just getting help with daily operations with an Athena Assistant — you’re gaining a trusted expert who wants to see you reach new levels of efficiency and fulfillment.

Get Started with an Athena Assistant

Athena Assistants differ from run-of-the-mill virtual assistants in two key ways. First, Athena is all about a win-win partnership, where your goals become your assistant’s mission. Second, your assistant isn’t just there to check off tasks — they’re your right-hand person who makes a meaningful, lasting impact on your career and personal life.

With access to a dedicated coach and a network of peers, our Assistants have the resources to tackle challenges and find solutions quickly. You can also feel good knowing Athena guarantees fair compensation, benefits, and more. See for yourself by checking out Athena today.

Join Athena

Interested in working with us? If you're looking to do more than answer phones and want to work alongside top global leaders, Athena offers opportunities to make a real difference. As an Athena Assistant, you’ll become a strategic force in helping executives and entrepreneurs optimize their time, navigate multifaceted projects, and reach new heights of success. 

Visit Athena's job page and begin a goal-fulfilling and dynamic career as an administrative professional.

FAQ

Is the Chief of Staff Like a Secretary?

A Chief of Staff (CoS) operates at a much higher level than a secretary, focusing on strategy, decision-making, and executive alignment— rather than handling clerical or administrative tasks. While a secretary schedules appointments and keeps an office organized, a CoS helps shape company direction and ensures leadership priorities are executed efficiently.

What Does an Executive Assistant do Differently than a CoS?

The key difference between an EA and a CoS is their level of responsibility. EAs manage an executive’s schedule, communications, and administrative tasks to enhance productivity. A CoS, however, oversees strategy and acts as a bridge between leadership and the rest of the organization.

Which’s Higher-Level, an Assistant or a Secretary?

It depends on the company, but in most cases, a personal or executive assistant has more responsibilities and decision-making power than a secretarial position. A secretary takes care of administrative duties like correspondence and scheduling appointments, while assistants handle more complex tasks such as project management, travel coordination, and strategic planning.

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