Arrange a time every week that you sit down with your boss and discuss important issues. You could advise him of all-important meetings for the week and give him a copy.Check his email and monitor and respond to all his email. You could set up meeting s and this will save time for your boss. Make sure that you make your boss aware of the meeting or any changes, so he is in the picture.
Make sure all files are marked in order of importance, and the important files colour coded so the boss is aware what is important. Keep an urgent file separate so it does not get misplaced.
When booking meetings try to keep them short to 30 minutes so your boss will have some time to focus on the most important points. When booking one-hour meetings allow 10 minutes for the boss to have a breath. The clients will still be able to deal with matters in those 50 minutes.
You can arrange meetings in the morning at breakfast, so he can have breakfast at a local hotel, this will make him relaxed and will set him for the rest of the day. This will also allow more meetings to be done in the day when he starts early.
Keep on top of your boss’s expenses at all times, try to do it weekly so it is fresh in his mind. This will also reduce your workload and you can get it done weekly instead of monthly. Try to update his contacts and database so your boss has all the contacts at his fingertips.
When he has meetings go through all his meetings for the day. Put all the papers in order so when he has his meetings he can pick up the correct paper and it will be all organised. You could make small notes on each meeting so he knows what is important.
Overall a personal assistant is like a shadow of the boss. The personal assistant needs to have fresh and innovative ideas all the time. You need to be focused and committed totally to get ahead in this field of business. You should be able to understand his objectives and your role as a personal assistant is to make sure your manager achieves his goals. You need to understand your boss’s requirements and standards.