Introduction

Career support roles have changed so much over the years, and businesses now have more choice than ever when it comes to hiring the right support. A Personal Assistant (PA) and an Executive Assistant (EA) might sound similar, but they play very different roles. Knowing the difference can help you make the best decision for your business.

At Bain and Gray, we are passionate about LINKS, our dedicated community for career-driven business support professionals, where we share insights, advice, and inspiring career stories. In our latest LINKS Bitesize Podcast episode, we break down what sets a PA apart from an EA and what businesses should think about before hiring. But if you’d rather skim through the key points, I’ve laid them out below.

What Does a PA Do?

A Personal Assistant is all about keeping things organised, making life easier for the person or team they support, and making sure everything runs smoothly. Their role is often more traditional admin, but the best PAs go above and beyond to keep things moving. Their responsibilities usually include:

  • Diary and calendar management – booking meetings, sorting travel, and making sure schedules run smoothly.
  • Inbox and communication handling – filtering emails, managing calls, and making sure nothing important is missed.
  • Personal and business administration – arranging events, booking appointments, and dealing with any day-to-day admin.
  • Office coordination – liaising with suppliers, managing expenses, and keeping an eye on the small details.

That being said, a PA’s role can vary hugely depending on the needs of their employer. For some, it’s all about executive support, while for others, it can extend into full personal and family assistance, covering everything from travel bookings to household management. The best PAs know their role can change daily and thrive in environments where they need to be adaptable, proactive, and one step ahead at all times.

What Does an EA Do?

An Executive Assistant operates at a more strategic level, acting as a true right-hand person to senior leaders. Their role involves high-level business support and requires a deep understanding of company operations. They typically take on responsibilities like:

  • Managing complex diaries and international travel – coordinating high-level meetings and ensuring smooth logistics.
  • Project and stakeholder management – supporting key projects, liaising with senior teams, and keeping deadlines on track.
  • Preparing reports, presentations, and research – helping executives make informed decisions with the right insights.
  • Acting as a gatekeeper – handling confidential matters, managing priorities, and representing executives when needed.

A strong EA is a linchpin for their boss and team, ensuring the business runs smoothly and enabling leadership to focus on strategic priorities. They’re not just support; they’re key players in the wider business, anticipating needs before they arise, managing relationships, and ensuring operations stay on track.

Which Role Does Your Business Need?

If you’re not sure whether to hire a PA or an EA, ask yourself this:

  • Do you need day-to-day organisation and admin support? → Hire a PA
  • Do you need strategic business support and someone to work closely with leadership? → Hire an EA

At Bain and Gray, we help businesses find the perfect support, whether that’s a highly organised PA or a strategic EA. If you’re looking to hire, we can match you with the right talent for your business needs.

Hire a Personal Assistant
Find an Executive Assistant

If you’re still unsure which role is the best fit, get in touch – we’d love to help.

For more insights, explore LINKS, where we connect business support professionals through events, industry insights, and inspiring career stories. You can also read our interview with renowned EA Rosie Baird Murray and Sammie Horwitz’s experience as an EA.