English You Need as a Personal Assistant

Personal assistants, or PAs often act as their manager’s first point of contact with people from both inside and outside the organization. Look at the typical work activities and the examples of how a Personal Assistant could deal with them in English.

Screening telephone calls, enquiries and requests, and handling them when appropriate:
“Good morning, Mr. Smith’s office, Fiona speaking. How may I help you?”
“I’m sorry but Mr. Smith is out of the office this week. Could you send me some more information about your products and company by fax or email please? The fax number is 123456789 and the email address is [email protected].”

Meeting and greeting visitors at all levels of seniority:
“Good morning, Mr. Toshiko. My name is Fiona Best and I’m Mr. Smith’s personal assistant. Would you follow me please and I’ll take you to the conference room ready for your meeting?”
“Could I get you something to drink – tea, coffee, water or a soft drink? Did you find our offices easily?”
Organizing and maintaining diaries and making appointments:**
“I’m sorry but Mr. Smith isn’t free on Friday 8th January 2010. Would Monday 11th January or Tuesday 12th January be convenient for you?”
“Yes, that’s fine. I’ve noted your appointment for 9:30a.m.on Tuesday 12th January here at our offices.”