We handle the job description and briefing as part of our standard service for the majority of clients. We map outcomes, hours, boundaries and tools when writing a job specification. If you prefer to draft your own, this page gives you a framework you can copy and refine.
Who this is for: principals, founders, HR directors and family offices who are hiring a Personal Assistant or Executive Assistant in London.
What you’ll get: three ready-to-use job descriptions, a quick chooser for PA vs EA, a 15-minute briefing form, London salary anchors and short interview prompts.
Jump to:
- What does a PA actually do?
- Why use a recruitment agency?
- Temporary vs permanent
- Copyable templates
- Chooser
- How to brief in 15 minutes
- Salary
- Interview prompts
- Common hiring mistakes
- Onboarding week
- FAQs
What does a Personal Assistant actually do?
A Personal Assistant is the single most effective investment a time-poor executive, founder or UHNW individual can make. The best PAs don’t just manage logistics. They protect focus, create order and act as a trusted extension of the principal, often saving 10-15 hours per week in administrative friction.
At a tactical level, PAs own diaries, coordinate travel, manage inboxes and handle correspondence. But the real value sits in the strategic layer: anticipating needs before they surface, filtering noise, making sound decisions on behalf of the principal, and maintaining relationships with key stakeholders so nothing important falls through the cracks.
In a private household or family office setting, this extends beyond corporate commitments. PAs coordinate with household staff, liaise with property teams, manage personal appointments and handle sensitive matters with absolute discretion. They become the central point of alignment across both professional and personal spheres, allowing the principal to focus on what genuinely requires their attention.
The distinction between a good PA and an exceptional one comes down to judgement, emotional intelligence and the ability to operate with autonomy. The best candidates don’t wait for instruction. They see three steps ahead, solve problems before they escalate, and represent the principal with the same level of professionalism and gravitas the principal would bring themselves.
Why use a PA recruitment agency vs hiring direct?
Hiring a Personal Assistant without specialist support is one of the most time-intensive processes a principal or HR team can undertake. The stakes are high. This person will have access to confidential information, manage your time, and represent you to internal and external stakeholders. A poor hire costs months of disruption, lost productivity and reputational risk.
Access to candidates you can’t reach directly. The strongest PAs are rarely on job boards. They’re employed, settled and only move for the right opportunity. Without agency support, you’re limited to whoever applies to your posting or responds to your LinkedIn outreach. We have established relationships with high-calibre PAs built over years, understanding their career motivations and staying in regular contact. We can approach this hidden talent pool discreetly on your behalf. That depth of relationship and market intelligence isn’t something you can replicate by posting a job ad or searching LinkedIn for a few hours.
Pre-vetted talent with verified references and background checks. We handle the time-consuming work of screening CVs, conducting first-round interviews and checking references. Security and background screening is tailored to each role and candidate. We agree the appropriate level of vetting with you at briefing and may conduct checks before or after shortlist presentation depending on your requirements.
Speed and efficiency. Without agency support, hiring a PA can take 3-6 months of interviews, scheduling conflicts and false starts. We present an initial shortlist within 2-3 working days and manage the entire process, allowing you to focus on final selection rather than administrative burden.
Market intelligence and salary benchmarking. We track live London market data, know what top candidates expect, and can advise on competitive packages that attract exceptional talent without overpaying. This is particularly valuable for family offices and private households where salary norms differ from corporate structures.
Replacement guarantees and long-term support. If a placement doesn’t work out during the probation period, reputable agencies will restart the search at no additional cost. We provide onboarding support and remain available for any post-placement questions or adjustments.
For UHNW clients, family offices and C-suite executives, the cost of using an agency is negligible compared to the risk of a bad hire or the opportunity cost of managing the process yourself.
Temporary vs Permanent PA: Which Do You Need?
Temporary PAs are ideal for short-term cover or project-specific support. Common scenarios include maternity leave, sabbaticals, office relocations, fundraising rounds or periods of unusually high workload. A temporary PA can step in quickly, maintain continuity and hand back smoothly once the permanent PA returns or the project concludes. Expect day rates of £250-£400+ for experienced interim PAs in London.
Permanent PAs are the right choice when you need ongoing, consistent support and want to invest in building a trusted, long-term relationship. Permanent placements allow the PA to learn your working style, anticipate needs and develop institutional knowledge that makes them increasingly valuable over time. This is particularly important in family office and private household settings where discretion, loyalty and cultural fit are paramount.
When to choose temporary: You need immediate cover for a defined period, have a specific project with a clear end date, or want to trial a PA before committing to a permanent hire (this should be agreed upfront and handled transparently).
When to choose permanent: You need reliable, ongoing support, want someone who will grow with the role and become a long-term partner, or operate in a setting where stability and institutional knowledge are critical (e.g. managing property portfolios, coordinating with household staff, or handling sensitive family matters).
If you’re unsure, we can advise on the most appropriate structure based on your specific needs and working patterns.
Copyable PA job description templates
We write these for most clients as a standard part of our service. You can use this framework if you want a head start before approaching us with your brief.
Template Job Description A: Private PA
We are seeking a discreet and highly organised Private PA to support a UHNW principal across their professional and personal commitments. This role will be pivotal in protecting time, managing complex schedules, and coordinating seamlessly across household staff, property teams, and key vendors.
The principal operates across multiple time zones with a demanding travel schedule and values a PA who can anticipate needs, manage shifting priorities with calm authority, and maintain the highest standards of discretion. You will act as a trusted gatekeeper and central point of contact, handling sensitive matters with sound judgement and building confident relationships with internal and external stakeholders.
This position suits an experienced Private PA who thrives on variety, enjoys problem-solving, and takes genuine pride in creating order behind the scenes. You will be given autonomy to make decisions, protect boundaries, and keep both business and personal commitments running smoothly without unnecessary friction. The principal is respectful, direct, and appreciates proactive thinking and clear communication.
Duties include:
- Full diary ownership across multiple time zones, balancing professional meetings with personal commitments
- Managing inbox flow, drafting correspondence, and responding on behalf of the principal where appropriate
- Coordinating complex international travel, producing detailed itineraries with accommodation, transport, and relevant documentation
- Booking restaurants, private appointments, and supporting event logistics for both professional and social occasions
- Liaising with household staff, estate managers, property teams, and trusted vendors for smooth operations
- Tracking household budgets, renewals, and subscriptions, maintaining accurate records and filing systems
- Acting as a warm but firm gatekeeper, managing access and filtering requests with discretion
- Conducting research, preparing briefing notes, and coordinating follow-up actions as required
- Managing personal correspondence, gift coordination, and maintaining contact databases
- Handling confidential and sensitive matters with absolute discretion and professionalism
Essential criteria:
- Minimum of 5 years’ experience as a Private PA in a household, family office, or UHNW setting
- Proven ability to manage complex diaries, travel, and competing priorities with calm efficiency
- Excellent written and verbal communication skills, with meticulous attention to detail
- Confident using Microsoft 365 or Google Workspace, travel booking platforms, and expenses tools
- High emotional intelligence, sound judgement, and the ability to build trust quickly
- Flexible approach to occasional evening or weekend requirements by prior agreement
- Eligible to work in the UK with strong, verifiable references
Desirable:
- Second language (particularly French, Spanish, Arabic or Mandarin)
- Experience coordinating with property or estate management teams
- Understanding of UHNW lifestyle expectations and service standards
Template Job Description B: Executive Assistant
We are looking for an Executive Assistant to support a C-suite executive within a fast-paced corporate environment. This role will be central in keeping daily operations running smoothly, managing complex schedules, coordinating key meetings, and acting as a trusted liaison between the executive and internal and external stakeholders.
The executive operates at board level with significant strategic responsibilities, frequent travel, and a demanding meeting schedule across multiple time zones. You will be expected to anticipate needs, create structure around fast-moving priorities, and act with a high degree of autonomy and decision-making authority. This is a high-touch support role that requires someone who can build trust quickly, handle sensitive matters with discretion, and maintain composure under pressure.
This position suits a confident, proactive EA who enjoys working closely with senior leadership and thrives when given responsibility. You will be seen as a true partner to the executive, helping to prioritise competing demands, manage stakeholder relationships, and coordinate seamlessly across the business. The organisation values professionalism, initiative, and emotional intelligence, and you will be expected to represent the executive with gravitas and sound judgement.
Duties include:
- Complex diary management, prioritising competing commitments and long-term scheduling requirements
- Acting as a key liaison between the executive, wider leadership team, board members, and external stakeholders
- Preparing documentation, briefings, board materials, presentations, and relevant follow-up actions
- Coordinating national and international travel with itineraries, accommodation, and logistics managed seamlessly
- Managing inbox flow, drafting correspondence, and responding on behalf of the executive where appropriate
- Acting as a confident and trusted gatekeeper, managing access and filtering requests with discretion
- Supporting board meetings, investor relations, and corporate governance processes where required
- Maintaining contact databases, action logs, and shared filing systems with accuracy and attention to detail
- Processing expenses, managing suppliers, and handling purchase order processes
- Anticipating needs and proactively resolving issues ahead of time
- Building and maintaining strong relationships with C-suite EAs across partner organisations
- Providing operational support on strategic initiatives with follow-through on key actions
- Handling sensitive and confidential matters with commercial awareness and professionalism
Essential criteria:
- Minimum of 5 years’ experience supporting C-suite executives within a fast-paced corporate environment
- Proven ability to manage multiple stakeholders with differing priorities and high expectations
- Highly organised and solutions-driven, with a natural ability to anticipate needs and pre-empt challenges
- Comfortable operating with a high degree of autonomy and decision-making responsibility
- Strong interpersonal skills with high emotional intelligence and professional gravitas
- Excellent written and verbal communication skills, with meticulous attention to detail
- Confident using Microsoft 365, Teams, Zoom, and expenses platforms
- Eligible to work in the UK with strong, verifiable references
Desirable:
- Experience in financial services, private equity, family office, or professional services
- Understanding of board governance, reporting cycles, and corporate compliance
- Prior exposure to investor relations or fundraising processes
Template C: Hybrid PA
We are hiring a Hybrid PA to balance corporate support with selected private tasks for a principal who operates across both professional and personal spheres. This role will be pivotal in protecting time, managing competing priorities, and coordinating seamlessly between office commitments and household or lifestyle requirements.
The principal values efficiency, discretion, and a PA who can switch tone and approach depending on context, whether coordinating a board meeting or liaising with household staff. You will be expected to manage a clear weekly time split (typically agreed at circa 70% corporate, 30% private, varying depending on the principal’s schedule) and keep this under review for consistent service across both environments.
This position suits an adaptable, emotionally intelligent PA who is comfortable moving between corporate and private settings without losing focus or professionalism. You will work with a high degree of autonomy, build trusted relationships across multiple stakeholders, and act as a central point of alignment for both business and personal commitments. The principal is respectful, direct, and appreciates proactive thinking and calm problem-solving.
Duties include:
- Owning the diary across business meetings, board commitments, and private appointments
- Managing complex travel arrangements, producing detailed itineraries for both corporate and personal trips
- Coordinating meeting preparation, materials, agendas, and follow-up actions for professional commitments
- Liaising with household staff, property managers, estate teams, and trusted vendors on personal matters
- Managing access lists, deliveries, procurement, and administrative requests across both spheres
- Processing expenses and invoices for business and personal accounts with accuracy and attention to detail
- Acting as a confident gatekeeper, managing access and filtering requests with discretion and sound judgement
- Keeping filing systems, contact databases, and shared records current across corporate and private domains
- Coordinating family schedules, appointments, and logistics where relevant
- Supporting light event planning for both professional functions and personal occasions
- Handling confidential and sensitive matters with absolute discretion across both environments
Essential criteria:
- Minimum of 5 years’ experience as a PA supporting both corporate and private commitments
- Proven ability to manage competing priorities and switch seamlessly between professional and personal contexts
- Clear communication skills, high emotional intelligence, and sound judgement
- Confident using Microsoft 365 or Google Workspace, travel booking platforms, and expenses tools
- Comfortable agreeing and maintaining a clear weekly time split between corporate and private tasks
- Flexible approach to occasional evening, weekend, or travel requirements by prior agreement
- Eligible to work in the UK with strong, verifiable references
Desirable:
- Experience working within a family office structure or supporting UHNW individuals
- Understanding of both corporate governance and private household management
- Ability to coordinate with multiple stakeholders across professional and personal spheres with diplomacy and tact
PA or EA – a chooser in three simple lines
If you need board packs or investor materials, hire an EA.
If you need travel, lifestyle and household liaison, hire a PA.
If you need both, hire a hybrid and set a clear time split.
| Private PA | Executive Assistant | Hybrid PA | |
|---|---|---|---|
| Primary focus | Personal life, household, lifestyle | Corporate support, board-level work | Both professional and personal |
| Key stakeholders | Household staff, property teams, vendors | C-suite, board members, investors | Both spheres |
| Typical environment | Family office, UHNW household | Corporate HQ, financial services | Family office with corporate interests |
| Core skills | Discretion, lifestyle management, travel | Stakeholder management, board materials | Adaptability, context-switching |
| Salary range (London) | £60,000 – £100,000+ | £60,000 – £100,000+ | £60,000 – £100,000+ |
For a deeper comparison, see our Executive and Personal Assistants guide.
How to brief in 15 minutes
Short on time? We will schedule a structured briefing call or meeting to capture everything we need. If you prefer to prepare in advance, send us these key points by email and we will shape the full brief for your approval during our call and follow-up work.
- Scope in one sentence: what success looks like.
- Hours and cover: core hours, evenings or weekends, on-call rules.
- Travel pattern: frequency, destinations, notice periods.
- Top five stakeholders: names, roles, access rules.
- Tools and devices: Microsoft or Google, messaging, expenses, travel platforms.
- Security: NDA, document handling, device policy.
- Start date and budget: earliest start, salary range, benefits.
London salary quick guide
Private PA: £60,000 – £100,000+
Junior PA: £45,000 – £55,000
Executive Assistant: £60,000 – £100,000+
Where travel is regular or hours are extended, set pay at the top of the band or higher. Specify overtime or TOIL in the contract, include per diems where sensible, and count travel days as working time.
Final figures depend on scope, hours and pace, and we will align the offer with live London market data at briefing. For UHNW principals or roles requiring specialist skills (second languages, technical competencies, or experience with complex family office structures), expect to pay above £100,000.
Interview prompts to add to your pack
Use short, real-world prompts that surface judgement and problem-solving under pressure.
- Planning: Describe a week you rebuilt three times. What changed and who did you inform?
- Time protection: How do you decide what to decline, what to defer and what to escalate?
- Security: What steps do you take across email, messaging and shared files?
- Stakeholder management: Tell me about a time you had to manage conflicting priorities from multiple senior stakeholders.
- Discretion: How do you handle sensitive information in your current role?
Get the full question set in our PA recruitment agency guide. If you would like us to run first-rounds and scorecards, we can do that as part of the search.
Common mistakes when hiring PAs
Writing a vague job description. Generic JDs that list “diary management” and “inbox support” without context attract generic candidates. The strongest applications come when you’re specific about your working style, the environment, key stakeholders and what success looks like in the first 90 days.
Focusing solely on technical skills. A PA can be proficient in Microsoft 365 and still be the wrong hire. Cultural fit, emotional intelligence, discretion and judgement matter far more than software competency. Look for evidence of how candidates have handled ambiguity, managed difficult stakeholders or operated with autonomy under pressure.
Interviewing too many candidates. Seeing 15-20 people is exhausting and counterproductive. A tightly curated shortlist of 3-5 candidates allows you to make a clear decision without interview fatigue. If your shortlist is larger than this, your brief wasn’t specific enough.
Rushing the reference process. References should be thorough, specific and include questions about discretion, judgement and how the candidate handles pressure. Ask about weaknesses and areas for development. No one is perfect, and a balanced reference is more credible than a glowing one.
Underestimating the importance of onboarding. Even the most experienced PA needs structure in the first two weeks. Set aside time for daily check-ins, share templates and preferences early, and introduce them properly to key stakeholders. A poor onboarding experience is one of the main reasons strong hires leave within the first six months.
Hiring for now, not for growth. Your needs will evolve. Hire someone who can grow with the role, handle increasing complexity and won’t need replacing within 18 months because they’ve hit their ceiling.
Onboarding week – checklist inside the JD
- Access set up for calendars, email, contacts and devices
- Daily five-minute check-in and an end-of-week review
- Travel and event templates saved and shared
- Vendor and property contacts confirmed
- Security and privacy hygiene covered on day one
- Introduction to key stakeholders and household staff where relevant
- Review of communication preferences and working style
- Confirmation of boundaries, availability and escalation protocols
More information
When you are ready to hire, email your draft to your dedicated 19 London Recruiter. We will refine it, confirm salary bands and, once approved at your end, we will begin to search our extensive network for candidates who match your standards, personality, skills and experience requirements.
FAQs
What should a PA job description include?
A clear purpose statement, first 90-day outcomes, detailed responsibilities, needed and desirable skills, hours and boundaries, tools and platforms, salary range and compliance requirements. The strongest job descriptions include information about reporting lines, key stakeholders, security protocols and working style preferences.
Be specific about your environment. A PA supporting a CEO in financial services has a fundamentally different role to a Private PA managing a UHNW household. Generic descriptions attract generic candidates. Context and detail are what allow exceptional PAs to self-select and see themselves in the role.
What is a fair PA salary in London?
Use the ranges above as anchors: £60,000–£100,000+ for experienced Private PAs and Executive Assistants, £45,000–£55,000 for junior roles. Pay the top of band or higher where travel is regular, hours are extended, or the role requires specialist skills such as second languages or technical competencies.
Add a fair per diem for travel days and count travel time as working time. For UHNW clients or family office structures, expect to pay above £100,000 for exceptional talent with proven discretion and complex stakeholder management experience.
The strongest candidates are rarely motivated purely by salary. Cultural fit, autonomy, the quality of the principal, and long-term stability matter just as much. Undervaluing the role is a false economy. A poor PA costs far more in lost time and missed opportunities than the salary difference between a mid-tier and exceptional hire.
Do PAs handle private tasks as well as corporate work?
They can, if the brief is explicit, the hours support it and boundaries are agreed upfront. Set the time split clearly in the job description (e.g. 70% corporate, 30% private) and review it monthly so neither sphere is compromised.
The most successful hybrid roles have a single, trusted principal, clear demarcation between professional and personal tasks, and a PA who is confident moving between both environments without losing focus or professionalism. If the split is unclear or constantly shifting, the role becomes unsustainable and good candidates will leave.
How long does it take to hire a PA through 19 London?
We usually present an initial shortlist within 2-3 working days of contract signing and briefing completion. The search continues throughout the process. We refine and add candidates as we go, so you see the strongest possible matches. The timeline from brief to placement is typically anywhere from 2 weeks to 3 months, depending on the complexity of the role, your diary schedule and candidate requirements.
More straightforward placements (such as an EA for a London-based CEO with standard hours) can move faster. Specialist searches (bilingual PAs, candidates with security clearance, or roles requiring yacht experience) take longer as the talent pool is smaller and we prioritise quality over speed.
What makes 19 London different from other PA recruitment agencies?
We specialise in UHNW clients, family offices and C-suite placements where discretion, cultural fit and exceptional judgement are non-negotiable. You work with a dedicated consultant throughout the entire process, and we handle everything from briefing through to onboarding with the same level of care and attention we would expect for our own principals. Security and background screening is tailored to each role and candidate for the right level of vetting for your specific requirements.
Our consultants have decades of industry experience and global networks. We don’t operate on volume. We operate on relationships, reputation and long-term partnerships. Many of our clients return to us for multiple hires across different roles, and many of our candidates remain in touch throughout their careers. That only happens when both sides of the market trust the quality of our work.
Can I trial a PA before committing to a permanent hire?
Yes, though this must be structured properly and agreed transparently with the candidate. The most common approach is a probation period (typically 3-6 months) built into a permanent contract, during which either party can exit with shorter notice. This protects both sides and is standard practice for senior PA hires.
Some clients prefer to start with a temporary placement and convert to permanent if the fit is right. This works, but the best candidates are often unavailable for temporary roles as they’re in stable, permanent positions. If you’re genuinely looking for a long-term hire, lead with that. It signals commitment and attracts stronger applicants.
We advise against informal trial periods without proper contracts. They create uncertainty, weaken the candidate’s position and often lead to miscommunication about expectations. A well-structured probation period within a permanent contract is fairer and more effective.
Do PAs sign NDAs?
Yes, almost always. NDAs (Non-Disclosure Agreements) are standard for PAs supporting UHNW individuals, family offices, or C-suite executives in sensitive industries. The NDA should cover confidential information, data handling, device security and post-employment obligations.
For particularly sensitive roles, clients may require background checks, security clearance, or reputation screening. We can coordinate this as part of the hiring process and confirm candidates understand and agree to these requirements before progressing.
What qualifications does a PA need?
There are no formal qualifications required to become a PA, but the strongest candidates typically have a combination of relevant experience, proven discretion, and demonstrable organisational excellence. A degree is not needed but given many of our roles are senior, many of our clients prefer degree educated candidates. What matters is track record, references, and how the candidate handles real-world scenarios during the interview process.
Look for candidates who have worked in comparable environments (family office, UHNW household, or C-suite support), who can evidence sound judgement under pressure, and who communicate with clarity and professionalism. Soft skills (emotional intelligence, adaptability, discretion) are far more predictive of success than certifications or formal training.
When should I upgrade from a junior PA to a senior PA?
Common signs that you’ve outgrown your current PA include: they’re overwhelmed by the volume or complexity of work, they wait for instruction rather than anticipating needs, they struggle with stakeholder management or high-pressure situations, or they lack the gravitas to represent you confidently to senior contacts.
If you find yourself double-checking their work, managing their workload, or avoiding delegating important tasks because you’re not confident they’ll be handled well, it’s time to upgrade. A senior PA should make your life noticeably easier. If that’s not happening, the role has outgrown the person.
This isn’t a reflection on the junior PA’s abilities. It simply means your needs have evolved. The most professional approach is to have an honest conversation, support them in finding their next role (potentially with your network or through 19 London), and hire someone with the experience to match your current requirements.
Ready to hire?
If you’re ready to begin your search, contact us here or email hello@19london.com. We’ll schedule a briefing call, refine your job description, confirm salary bands and present an initial shortlist within 2-3 working days of contract signing.
If you’re still exploring options, review our PA and Corporate recruitment services or browse our current PA and EA vacancies to see the calibre of candidates we represent.
For clients with broader household or family office needs, we recruit Private Household Staff, Family Office specialists, and International Super Yacht Crew.
19 London is an international recruitment agency specialising in the placement of Personal and Executive Assistants, Family Office Staff, Private Household Staff and International Super Yacht Crew to UHNW clients, family offices and corporations worldwide. Based in London with satellite locations internationally, we provide a personal, tailored recruitment experience backed by decades of industry expertise and global networks.