An executive trusts their personal assistant with a lot of sensitive information. Therefore, ensuring that the individual is highly experienced, deeply vetted, and discreet is crucial. A private personal assistant to an executive or high-net-worth individual (HNWI) is privy to their business affairs and personal matters.
This article discusses what can occur if sensitive information is shared. We also provide practical tips on how to ensure that your assistant will protect your privacy and keep your personal information secure. We’ll tell you what to look for when hiring a personal assistant and best practices for maintaining your privacy.
C-Suite Assistants provides highly discreet personal assistant staffing for executives, business owners, and high-net-worth individuals. We have an extensive network of rigorously vetted personal assistant professionals with deep expertise in positions of trust.
What Can Happen if Sensitive Information Is Shared?
The Federal Trade Commission (FTC) outlines what can happen if there is a security breach and personal information is leaked. Sensitive information can include names, addresses, phone numbers, Social Security numbers, credit card information, medical history, and other identifying data.
If this information falls into criminal hands, there is a risk of:
- Fraud
- Identity theft
- Financial loss
- Stolen intellectual property
- Damage to business or personal reputation
- Harm to legal position during litigation
- Compromised security
- Data extortion (demanding payment)
These are just some of the possible consequences of a severe security breach. In the case of public figures and celebrities, there is an added danger that their privacy will be compromised by an unscrupulous assistant, which could result in unwanted press or public attention.
Key Strategies to Ensure Privacy and Security
How do you know if a candidate for your private personal assistant position can be trusted with your most sensitive data? There are specific vital steps you should take.
Implement a Confidentiality Agreement
Also known as a non-disclosure agreement (NDA), a confidentiality agreement is a legally binding contract that prevents private information from being disclosed. It clearly defines which information must be kept confidential and under what circumstances they can use that data.
Set up Communication and Provide Training
Educate your potential hires about the importance of privacy and security and let them know that you will be providing mandatory training about your company’s data security regulations and policies. If they push back on this, that should be considered a “red flag.”
Update Security Measures
Prepare computers, devices, phone systems, websites, and other equipment with the latest security software. Use a firewall on sensitive servers and ensure that you set up passwords so that any breach can be traced back to the perpetrator. Document these security measures and communicate them to candidates and new employees.
Conduct a Thorough Background Check
Before hiring your new assistant, ensure that you conduct comprehensive background checks. Verify that they have the experience and training they claim to have on their resume. Check their references. Make sure that they do not have a prior criminal background. Be careful not to omit important areas during the screening process.
How to Trust a Personal Assistant?
To build a trusting relationship with your PA, have regular check-ins and communicate frequently, pay them well, be generous with your time, maintain confidentiality, and assume they have good intentions. Start by giving them smaller tasks, slowly building up to more sensitive access and greater responsibilities.
What to Look for When Hiring a Personal Assistant
What is important when employing a personal assistant? The person’s hard and soft skills, traits, technical and industry knowledge, and availability are all important to consider—as well as their experience handling sensitive information. Look for prior positions with top executives or public figures to determine if they are reliable and can be trusted with private information.
Best Practices for Maintaining Privacy
In addition to ensuring the security of sensitive data when working with a private assistant, it is also essential that they respect your privacy.
Here are some best practices.
- Set up clear boundaries and protocols.
- Use strong passwords on private accounts.
- Encrypt personal data.
- Use multi-factor authentication.
- Set up email encryption.
- Turn on privacy settings on social media accounts.
- Beware of what you share online.
- Pay attention to mobile security.
These effective practices will help you maintain your privacy online and offline, whether you share all your information with your assistant or keep specific data private.
Hire a Trustworthy and Professional PA
At C-Suite Assistants, we understand the importance of maintaining confidentiality. We conduct a rigorous vetting process for all the professionals in our network, in addition to comprehensive background checks, before suggesting candidates to our clients. We guarantee that you’re hiring a professional personal assistant who understands what it means to be trustworthy, discreet, and confidential.
Hire a professional and experienced personal assistant with C-Suite Assistants. Contact our recruiting team to start the process of finding the perfect personal assistant for your business, where privacy and discretion are top priorities.
