Real Talk: The Challenges of Being a PA – And How to Overcome Them

Being a Personal Assistant is an exciting, fast-paced role that demands resilience, adaptability, and an almost superhuman ability to juggle multiple priorities at once. But let’s be honest—being a PA isn’t always glamorous. Behind the seamless execution of schedules, events, and crisis management lies a set of challenges that can take a serious toll on even the most seasoned professionals.

In this blog post, we’ll dive deep into the most common challenges faced by PAs and explore practical solutions to help navigate them. Whether you’re a seasoned PA or just starting your journey, these insights will help you stay ahead in this demanding yet rewarding career.

The Biggest Challenges PAs Face

1. Burnout: The Silent Career Killer

The long hours, last-minute requests, and constant problem-solving can be exhausting. When you’re always on call, it’s easy to push yourself past your limits, leading to stress, fatigue, and eventually burnout. Unlike other professions, PAs don’t always have the luxury of predictable work hours. An urgent flight change at midnight, a last-minute dinner reservation request, or an executive who thrives on spontaneity can turn a normal day into a marathon of tasks.

How to manage burnout:

• Prioritise ruthlessly: Use tools like the Eisenhower Matrix to distinguish between urgent and important tasks.
  

  

• Take micro-breaks: Even a five-minute pause to stretch or take deep breaths can reset your focus.

• Schedule time off proactively: Don’t wait until you’re overwhelmed—regularly block out time for yourself.

• Communicate workload limitations: It’s okay to say, “I can get this done, but I need to deprioritise something else.” Communicating this is key as this will help your executive to understand more.
  

2. Being Undervalued: The Invisible Backbone of an Organisation

Many PAs operate behind the scenes, ensuring everything runs smoothly, yet recognition (and fair compensation) isn’t always guaranteed. The misconception that PA work is purely administrative often undermines the strategic thinking, problem-solving, and emotional intelligence required to excel in the role. Additionally, many executives assume that because tasks are completed seamlessly, they must be easy—when in reality, a well-executed schedule or event is the result of meticulous planning and experience.

How to gain recognition:

• Track your contributions: Keep a log of major projects, challenges solved, and positive feedback received.

• Highlight your impact: Use performance reviews or casual check-ins to share how your work contributes to business success.

• Seek mentorship and sponsorship: Having an advocate at the executive level can make a huge difference in career growth.

• Upskill strategically: Taking on additional responsibilities in project management or operations can help shift perception from ‘assistant’ to ‘strategic partner.’

  
  

3. Managing Difficult Executives: The Art of Adapting to Different Personalities

Every PA has encountered a high-maintenance boss, unclear expectations, or constantly shifting priorities. Some executives prefer constant updates, while others don’t want to be bothered unless necessary. Some expect mind-reading levels of anticipation, while others struggle to communicate what they need. The key is learning to adapt to different work styles while maintaining your own boundaries.

How to manage a difficult executive:

• Understand their preferences: Do they prefer emails over calls? Do they like summaries or details? Observing and adapting can help avoid miscommunication.

• Set clear expectations: If your executive constantly changes deadlines, gently push for clarity by asking, “Is this the final version, or should I expect changes?”

• Document everything: Keeping records of conversations, approvals, and changes prevents misunderstandings and protects you from blame.

• Use diplomacy: If feedback is necessary, frame it positively: “I noticed that we often have last-minute changes—would it help if we implemented a planning system to streamline requests?”
  

4. Work-Life Balance: The Struggle to Switch Off

When you’re the go-to problem solver, it’s hard to switch off. Emails and calls at all hours, unexpected travel demands, and urgent tasks can easily blur the boundaries between work and personal life. Many PAs find themselves in a cycle of always being ‘on,’ which can lead to exhaustion and resentment.

How to create balance:

• Define working hours: Even if flexibility is required, communicate a ‘last-check’ time for emails and messages.

• Leverage technology: Use scheduling tools to automate reminders, recurring tasks, and priority lists.

• Train others to be self-sufficient: Encourage executives to use shared resources like digital calendars or task lists rather than relying solely on you.

• Have an emergency plan: Establish a protocol for true emergencies so you’re not dealing with minor issues on your day off.

How to Overcome These Challenges

1. Set Boundaries Without Guilt

Not everything is an emergency. Protect your time by distinguishing between what’s truly urgent and what can wait. Communicate clearly, set realistic deadlines, and don’t be afraid to push back when necessary. It’s okay to say no.

2. Advocate for Yourself and Your Career Growth

Your role is invaluable, and you deserve to be recognized for your contributions. Track your achievements, highlight your impact, and negotiate for better pay and working conditions. If your employer doesn’t see your worth, it might be time to find one who does.

3. Build a Strong Support System

Having a network of fellow PAs who understand the unique pressures of the role is invaluable. Join industry groups, attend networking events, and participate in online forums where you can share insights, seek advice, and vent when needed. Peer support can be a game-changer.

4. Prioritise Self-Care as a Non-Negotiable

Taking breaks, delegating where possible, and making time for activities outside of work are crucial to maintaining mental and physical well-being. Whether it’s exercise, hobbies, or simply unplugging for a few hours, self-care isn’t a luxury—it’s a necessity.

The PA profession comes with its challenges, but with the right strategies, it’s possible to thrive in this demanding yet rewarding role. By setting boundaries, advocating for yourself, building a strong support network, and prioritising self-care, you can maintain a successful career without compromising your well-being.

What’s been the biggest challenge for you as a PA, and how have you tackled it?