Personal Assistants
Overview
Snapshot
Summary
Personal Assistants perform liaison, coordination and organisational tasks in support of Managers and Professionals.
Tasks
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liaising with other staff on matters relating to the organisation's operations
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researching and preparing reports, briefing notes, memoranda, correspondence and other routine documents
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maintaining confidential files and documents
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attending meetings and acting as secretary as required
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maintaining appointment diaries and making travel arrangements
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processing incoming and outgoing mail, filing correspondence and maintaining records
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screening telephone calls and answering inquiries
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taking and transcribing dictation of letters and other documents
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may supervise other secretarial and clerical staff
Characteristics
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Vocational Education and Training (VET)
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Informal or on-the-job
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Administrative
-
Enterprising
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Sedentary
Outlook
JSA produces employment projections to show where likely future job opportunities may be. The latest data are for the five years from November 2021 to November 2026. Over this period, the number of workers in this occupation is likely to remain stable.
Source: Jobs and Skills Australia Employment Projections to 2026.
Notes: The number employed includes people who work in this occupation as their main job. People who work in more than one job are counted against the occupation they work the most hours in.
Employment projections figures are rounded to the nearest 100. Calculations based on these rounded figures may result in differences to the numbers that are displayed on this page. Employment projections data (including occupations) can be downloaded from the Employment Projections page.
Number of Workers
Year | Employment |
---|---|
2011 | 60,800 |
2012 | 53,400 |
2013 | 52,200 |
2014 | 62,100 |
2015 | 51,300 |
2016 | 51,700 |
2017 | 46,400 |
2018 | 45,100 |
2019 | 56,400 |
2020 | 50,600 |
2021 | 48,300 |
2026 | 48,200 |
Source: ABS Labour Force Survey, ABS seasonally adjusted data to November 2021 and Jobs and Skills Australia Employment Projections to 2026.
Earnings and hours
Working arrangements
-
Around 72% of people employed as Personal Assistants work full-time hours, in all their jobs combined. This is 6 percentage points above the all jobs average (66%).
Full-time workers work an average of 41 hours per week in their main job. This is similar to the all jobs average (44 hours per week).
More than a third of workers regularly work overtime or extra hours (either paid or unpaid).
Median full-time earnings are $1,486 per week, this is lower than the all jobs median ($1,593):
- 3 in 4 workers earn more than $1,346
- 1 in 4 earn more than $1,756
Median hourly earnings are $40, this is similar to the all jobs median ($41 per hour).
Sources: Full-time share and full-time hours: ABS, 2016 Census, customised report. Compared to the all jobs average. Overtime hours: ABS, Characteristics of Employment, 2021. Full-time median earnings and median hourly earnings: ABS, Survey of Employee Earnings and Hours, May 2021. Compared to all jobs median.
Weekly Earnings (Before Tax)
Earnings | Personal Assistants | All Jobs Average |
---|---|---|
Full-Time Earnings | 1,486 | 1,593 |
Total Earnings | 0 | 0 |
Source: Based on ABS Survey of Employee Earnings and Hours, May 2021, Customised Report. Median weekly total cash earnings for full-time non-managerial employees paid at the adult rate. Earnings are before tax and include amounts salary sacrificed. Earnings can vary greatly depending on the skills and experience of the worker and the demands of the role. These figures should be used as a guide only, not to determine a wage rate.
Industries
Main industries
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Personal Assistants work in industries like:
- Professional, scientific and technical services
- Public administration and safety
- Financial and insurance services
- Education and training.
Source: ABS Labour Force Survey, annual average 2021.
Regions
Employment across Australia
NSW
VIC
QLD
SA
WA
TAS
NT
ACT
Employment by State and Territory (% Share)
State | Personal Assistants | All Jobs Average |
---|---|---|
NSW | 34.1 | 31.6 |
VIC | 26.5 | 25.6 |
QLD | 17.6 | 20.0 |
SA | 6.1 | 7.0 |
WA | 9.6 | 10.8 |
TAS | 1.6 | 2.0 |
NT | 0.9 | 1.0 |
ACT | 3.6 | 1.9 |
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Around 74% of Personal Assistants live in capital cities, compared with the all jobs average of 62%.
The regions with the largest share of workers are:
- Melbourne - Inner
- Australian Capital Territory
- Sydney - North Sydney and Hornsby
- Melbourne - West
- Perth - North West.
Source: Based on ABS Census 2016, Customised Report. Share of workers across Australian states, territories and regions, in this job compared to the all jobs average.
Worker profile
Age and gender
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The median age of Personal Assistants is 42 years. This is similar to the all jobs average of 40 years.
A large share of workers are aged 45 to 54 years.
Females make up 97% of the workforce. This is 49 percentage points above the all jobs average of 48%.
Source: Based on ABS Census 2016, Customised Report. Age profile and gender share compared to the all jobs average.
Age Profile (% Share)
Age Bracket | Personal Assistants | All Jobs Average |
---|---|---|
15-19 | 0.7 | 5.0 |
20-24 | 5.7 | 9.3 |
25-34 | 24.6 | 22.9 |
35-44 | 25.3 | 22.0 |
45-54 | 25.5 | 21.6 |
55-59 | 9.3 | 9.0 |
60-64 | 5.9 | 6.0 |
65 and Over | 3.1 | 4.2 |
Median Age | 42 | 40 |
Source: Based on ABS Census 2016, Customised Report. Age profile of workers in this job compared to the all jobs average.
Employment Pathways
Education, training and experience
Formal qualifications are not essential to work as a Personal Assistant. Although some workers have a Vocational Education and Training (VET) qualification in business administration, secretarial and clerical studies, accounting or another related field.
Visit
- My Skills to compare Vocational Education and Training (VET) courses, providers and student outcomes.
- AAPathways website to explore Business Services VET training pathways.
Highest Level of Education (% Share)
Type of Qualification | Personal Assistants | All Jobs Average |
---|---|---|
Post Graduate/Graduate Diploma or Graduate Certificate | 4.2 | 10.1 |
Bachelor degree | 15.5 | 21.8 |
Advanced Diploma/Diploma | 22.7 | 11.6 |
Certificate III/IV | 16.2 | 21.1 |
Year 12 | 25.9 | 18.1 |
Year 11 | 6.2 | 4.8 |
Year 10 and below | 9.5 | 12.5 |
Source: ABS Census 2016, Customised Report. Highest qualification completed by workers in this job (in any field of study). Qualifications needed by new workers might be different from the qualifications of workers already in the job.
Skills and Knowledge
Employers look for Personal Assistants who have good interpersonal skills, reliable and can multitask under pressure.
Skills
Skills can be improved through training or experience.
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57%
Active listeningListening to others, not interrupting, and asking good questions.
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55%
Reading comprehensionReading work related information.
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55%
Serving othersLooking for ways to help people.
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54%
SpeakingTalking to others.
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52%
WritingWriting things for co-workers or customers.
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52%
Critical thinkingThinking about the pros and cons of different ways to solve a problem.
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52%
MonitoringKeeping track of how well work is progressing so you can make changes or improvements.
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48%
Time managementManaging your own and other peoples' time to get work done.
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46%
Coordination with othersBeing adaptable and coordinating work with other people.
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46%
Social perceptivenessUnderstanding why people react the way they do.
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45%
Active learningBeing able to use what you have learnt to solve problems now and again in the future.
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43%
Judgment and decision makingFiguring out the pros and cons of different options and choosing the best one.
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43%
Complex problem solvingNoticing a problem and figuring out the best way to solve it.
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39%
PersuasionTalking people into changing their minds or their behaviour.
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39%
Learning strategiesFiguring out the best way to teach or learn something new.
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37%
NegotiationBringing people together and trying to sort out their differences.
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37%
Systems analysisFiguring out how a system should work and how changes in conditions, operations, and the environment will affect it.
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36%
InstructingTeaching people how to do something.
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36%
Management of personnel resourcesMotivating, developing, and directing people as they work, and choosing the best people for the job.
-
34%
MathematicsUsing maths to solve problems.
Knowledge
These are important topics, subjects or knowledge areas.
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88%
ClericalWord processing, managing files and records, stenography and transcription, designing forms, and other office work.
-
53%
Customer and personal serviceUnderstanding customer needs, providing good quality service, and measuring customer satisfaction.
-
51%
English languageEnglish language including the meaning and spelling of words, rules of composition, and grammar.
-
42%
Administration and managementBusiness principles involved in strategic planning, leadership, and coordinating people and resources.
-
41%
Computers and electronicsCircuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.
-
40%
MathematicsArithmetic, algebra, geometry, calculus, or statistics.
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35%
Personnel and human resourcesRecruiting and training people, managing pay and other entitlements (like sick leave), and negotiating pay and conditions.
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27%
Economics and accountingEconomics and accounting, the financial markets, banking and checking and reporting of financial data.
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25%
Education and trainingCurriculum and training design, teaching and instruction for individuals and groups, and the measurement of training effects.
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24%
PsychologyHuman behaviour; differences in ability, personality, and interests; learning and motivation; research methods; assessing and treating disorders.
-
23%
Communications and mediaMedia production, communication, and dissemination. Includes written, spoken, and visual media.
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22%
TransportationMoving people or goods by air, rail, sea, or road.
-
22%
Law and governmentHow our laws and courts work. Government rules and regulations, and the political system.
-
21%
GeographyDescribing land, sea, and air, including their physical characteristics, locations, how they work together, and the location of plant, animal, and human life.
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20%
Public safety and securityUse of equipment, rules and ideas to protect people, data, property, and institutions.
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18%
Sales and marketingShowing, promoting, and selling including marketing strategy, product demonstration, sales techniques, and sales control systems.
-
18%
Philosophy and theologyPhilosophical systems and religions, including their basic principles, values, ethics, ways of thinking, customs, practices, and impact on society.
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16%
Sociology and anthropologyGroup behaviour and dynamics, societal trends and influences, human migrations, ethnicity, cultures and their history and origins.
-
13%
TelecommunicationsTransmission, broadcasting, switching, control, and operation of telecommunications systems.
-
8%
Foreign languageForeign (non-English) language including the meaning and spelling of words, rules of composition and grammar, and pronunciation.
Abilities
Workers use these physical and mental abilities..
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63%
Near visionSee details that are up-close (within a few feet).
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59%
Oral comprehensionListen to and understand what people say.
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59%
Oral expressionCommunicate by speaking.
-
57%
Speech recognitionIdentify and understand the speech of another person.
-
54%
Written comprehensionRead and understand written information.
-
54%
Written expressionWrite in a way that people can understand.
-
52%
Speech claritySpeak clearly so others can understand you.
-
48%
Deductive reasoningUse general rules to find answers or solve problems logically.
-
48%
Far visionSee details that are far away.
-
46%
Inductive reasoningUse lots of detailed information to come up with answers or make general rules.
-
46%
Problem spottingNotice when something is wrong or is likely to go wrong, even if you can't solve the problem.
-
46%
Sorting or orderingOrder or arrange things in a pattern or sequence (e.g., numbers, letters, words, pictures, mathematical operations).
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43%
BrainstormingCome up with a number of ideas about a topic, even if the ideas aren't very good.
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43%
CategorisingCome up with different ways of grouping things.
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43%
Flexibility of closureSee a pattern (a figure, object, word, or sound) hidden in other distracting material.
-
43%
Selective attentionPay attention to something without being distracted.
-
41%
MemorizationRemember things like words, numbers, pictures, and procedures.
-
39%
Perceptual speedUse your eyes to quickly compare groups of letters, numbers, pictures, or other things.
-
37%
MultitaskingDo two or more things at the same time.
-
36%
Finger dexterityPut together small parts with your fingers.
Activities
These are kinds of activities workers regularly do in this job.
-
75%
Building good relationshipsBuilding good working relationships and keeping them over time.
-
71%
Planning and prioritising workDeciding on goals and putting together a detailed plan to get the work done.
-
70%
Communicating within a teamGiving information to co-workers by telephone, in writing, or in person.
-
66%
Providing office supportDoing day-to-day office work such as filing and processing paperwork.
-
66%
Researching and investigatingLooking for, getting and understanding different kinds of information.
-
61%
Communicating with the publicGiving information to the public, business or government by telephone, in writing, or in person.
-
60%
Keeping your knowledge up-to-dateKeeping up-to-date with technology and new ideas.
-
59%
Working with the publicGreeting or serving customers, clients or guests, and public speaking or performing.
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57%
Documenting or recording informationEntering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.
-
56%
Looking for changes over timeComparing objects, actions, or events. Looking for differences between them or changes over time.
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56%
Scheduling work and activitiesWorking out the timing of events, programs, and activities, as well as the work of others.
-
55%
Collecting and organising informationCompiling, coding, categorizing, calculating, tabulating, auditing, or checking information or data.
-
54%
Working with computersUsing computers to program, write software, set up functions, enter data, or process information.
-
54%
Helping and caring for othersProviding personal assistance, medical attention, or emotional support.
-
53%
Making decisions and solving problemsUsing information to work out the best solution and solve problems.
-
51%
Monitoring people, processes and thingsChecking objects, actions, or events, and keeping an eye out for problems.
-
50%
Thinking creativelyUsing your own ideas for developing, designing, or creating something new.
-
50%
Coordinating the work of a teamGetting members of a group to work together to finish a task.
-
40%
Explaining things to peopleHelping people to understand and use information.
-
40%
Leading and encouraging a teamEncouraging and building trust, respect, and cooperation among team members.
Interests and demands
Learn about the daily activities, and physical and social demands faced by workers. Explore the values and work styles that workers rate as most important.
Interests
Interests are the style or type of work we prefer to do. All interest areas are shown below.
-
100%
AdministrativeFollowing set procedures and routines. Working with numbers and details more than with ideas, usually following rules.
-
67%
EnterprisingStarting up and carrying out projects. Leading people and making many decisions. Sometimes require risk taking and often deal with business.
-
48%
HelpingWorking with people. Helping or providing service to others.
-
38%
AnalyticalIdeas and thinking. Searching for facts and figuring out problems in your head.
-
38%
PracticalPractical, hands-on work. Often with plants and animals, or materials like wood, tools, and machinery.
-
19%
CreativeWorking with forms, designs and patterns. Often need self-expression and can be done without following rules.
Values
-
76%
RelationshipsServe and work with others. Workers usually get along well with each other, do things to help other people, and are rarely pressured to do things that go against their sense of right and wrong.
-
71%
SupportSupportive management that stands behind employees. Workers are treated fairly by their company, they are supported by management, and have supervisors who train them well.
-
55%
Working conditionsJob security and good working conditions. There is usually a steady flow of interesting work, and the pay and conditions are generally good.
-
52%
AchievementResults oriented. Workers are able to use their strongest abilities, giving them a feeling of accomplishment.
-
48%
IndependenceWork alone and make decisions. Workers are able to try out their own ideas, make decisions on their own, and work with little or no supervision.
-
43%
RecognitionAdvancement and the potential to lead. Workers are recognised for the work that they do, they may give directions and instructions to others, and they are looked up to in their company and their community.
Demands
-
100%
TelephoneTalk on the telephone.
-
100%
Electronic mailUse electronic mail.
-
96%
Contact with peopleHave contact with people by telephone, face-to-face, or any other way.
-
95%
Indoors, heat controlledWork indoors with access to heating or cooling.
-
92%
Face-to-face discussionsTalk with people face-to-face.
-
91%
Spend time sittingSpend time sitting at work.
-
86%
Being exact or accurateBe very exact or highly accurate.
-
81%
Repeating same tasksRepeat the same tasks or activities (e.g., key entry) over and over, without stopping.
-
81%
TeamworkWork with people in a group or team.
-
80%
Unstructured workHave freedom to decide on tasks, priorities, and goals.
-
79%
Letters and memosWrite letters and memos.
-
79%
Contact with the publicWork with customers or the public.
-
74%
Lead or coordinate a teamLead others to do work activities.
-
74%
Time pressureWork to strict deadlines.
-
71%
Freedom to make decisionsHave freedom to make decision on your own.
-
65%
Making repetitive motionsSpend time making repetitive motions.
-
64%
Loud or uncomfortable soundsBe exposed to noises and sounds that are distracting or uncomfortable.
-
61%
Physically close to peopleWork physically close to other people.
-
59%
Angry or unpleasant peopleDeal with unpleasant, angry, or rude people.
-
56%
Frequent decision makingFrequently make decisions that impact other people.
O*NET is a trademark of the U.S. Department of Labor, Employment and Training Administration.
The skills and importance ratings on this page are derived from the US Department of Labor O*NET Database Version 21.2, 43-6011.00 - Executive Secretaries and Executive Administrative Assistants.
Links and downloads
Research and reports
The Skills Priority List provides a current labour market rating and a future demand rating for nearly 800 occupations nationally. Current labour market ratings are available for occupations at a state and territory level.
Downloads
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Occupation profiles data are available for download.
The Employment Projections are available for download.