Hiring a Personal Assistant: Service Agreement for High-Net-Worth Individuals

Hiring a personal assistant? Essential service agreement terms for executives and high-net-worth individuals.

For busy executives and high-net-worth individuals (HNWIs), time is a finite asset. A strong personal assistant can buy you back hours every week—managing calendar complexity, travel logistics, household coordination, vendor management, and the endless operational details that distract from leadership and personal priorities.

But the relationship only works smoothly when expectations are clear and enforceable. That’s where a well-drafted personal assistant service agreement (often called a PA service agreement) becomes essential. If you’re looking to hire personal assistant contract terms that actually protect you—confidentiality, discretion, scope control, and clean offboarding—this guide walks through the key provisions from the client/buyer perspective.

Note: This post is informational, not legal advice. For high-stakes situations, consult qualified counsel in your jurisdiction.

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Why a personal assistant agreement matters (especially for HNWIs)

For executives, the “assistant” function is often the nerve center of daily life—access to your calendar, travel documents, sensitive communications, family schedules, home access codes, vendor accounts, and sometimes even financial or medical information. Without a contract, you risk:

• Scope creep (your PA becomes on-call 24/7 without defined boundaries—then burns out)
• Security exposure (data leaks, loose device practices, unclear confidentiality)
• Misaligned expectations (availability, response times, authority to spend, approval thresholds)
• Unclear liability (errors in travel booking, missed deadlines, vendor disputes)
• Difficult termination (no clean transition of passwords, keys, devices, or files)

A properly structured executive assistant agreement or personal assistant service agreement establishes a predictable operating framework while preserving flexibility.

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Contractor vs. employee: start with correct classification

One of the most important first decisions: are you hiring a W-2 employee (or local equivalent) or a 1099/contractor service provider?

If your PA is an employee

You control how they work (hours, tools, processes), provide training, and integrate them into operations. You’ll need:

• Payroll compliance (withholding, employment taxes)
• Benefits (if offered)
• Employment law compliance (overtime, breaks, paid leave rules)
• A strong employment agreement + handbook policies (often)

If your PA is an independent contractor

You typically control what gets done and the desired outcomes, not day-to-day methods. You’ll want:

• A PA service agreement with clear deliverables
• Strong confidentiality and IP clauses
• Clear invoicing, expense rules, and non-solicitation terms

Misclassification can create tax, penalty, and employment claims exposure—especially if the assistant works full-time, exclusively for you, and under close supervision. If you’re unsure, treat this as a legal/compliance question and address it before finalizing any hire personal assistant contract.

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Core personal assistant contract terms HNWIs should prioritize

Below are the provisions that matter most in a high-trust, high-access role. Think of these as the backbone of your personal assistant contract terms.

1) Scope of services: define the role without boxing yourself in

Your agreement should describe responsibilities with enough detail to prevent misunderstandings, while still allowing you to shift priorities.

Common scope categories:

• Calendar and meeting management (including stakeholder coordination)
• Travel planning (air, hotel, ground transport, visas, itineraries)
• Household administration (vendors, maintenance schedules, deliveries)
• Personal concierge tasks (reservations, gifting, errands)
• Communications support (screening calls, drafting emails, reminders)
• Project management (research, coordination, timelines)
• Event planning (family functions, business dinners, philanthropy events)

Pro tip: Add a short clause like:

• “Client may reasonably adjust priorities and tasks from time to time, provided tasks remain within the general scope.”

This keeps the relationship flexible while preventing “anything and everything, forever.”

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2) Availability, hours, and response-time expectations

Many PA relationships fail not because of competence, but because of mismatched assumptions on access and urgency.

Your executive assistant agreement should cover:

• Regular working hours (and time zone)
• “On-call” windows (evenings/weekends) and what qualifies as urgent
• Target response times (e.g., urgent within 30–60 minutes; routine within 24 hours)
• Coverage during vacations/illness (backup support, notice requirements)
• Travel expectations (does the PA travel with you or coordinate remotely?)

If you truly need 24/7 coverage, consider building a team model (primary + backup) rather than forcing one person into constant availability.

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3) Authority and spending limits (a must-have for wealthy clients)

Assistants often need to spend money on your behalf—travel holds, deposits, vendors, gifts, household items. The contract should specify:

• Whether the PA may use a company card or client-provided card
• Spending caps per transaction (e.g., up to $500 without approval)
• Categories requiring pre-approval (e.g., jewelry, luxury goods, medical services)
• Vendor engagement rules (who signs vendor contracts?)
• Reimbursement process and required documentation (receipts, logs)

Best practice: Include an “approval matrix” table (by dollar amount and category). It’s simple, enforceable, and prevents uncomfortable conversations later.

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4) Confidentiality and privacy: define “confidential” broadly

For HNWIs, confidentiality is not just about business secrets. It includes personal life details, family matters, travel patterns, home access, security procedures, and social relationships.

Your pa service agreement should include:

• A broad confidentiality definition (business + personal + family + household)
• Restrictions on disclosure to friends/family/spouse/other clients
• Rules for social media (no posting photos, locations, or “humblebrag” hints)
• A requirement to return/destroy confidential materials on termination
• Duration (often ongoing or multi-year post-termination)

If you work with public relations, security teams, or a family office, align confidentiality obligations across all providers so expectations are consistent.

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5) Data security and device policies (often overlooked)

Your PA will likely handle:

• Calendar access
• Email and messaging platforms
• Travel accounts (airlines, hotels)
• Password managers
• Home security or smart home apps
• Medical portals or school systems (for family)

Include practical controls in the contract:

• Password manager requirement (and prohibition on storing passwords in notes)
• Multi-factor authentication (MFA) obligations
• Use of secure Wi‑Fi/VPN expectations
• Device rules (client-provided laptop/phone vs. BYOD)
• Immediate reporting of lost devices, suspected phishing, or unauthorized access
• Prohibition on forwarding sensitive emails to personal accounts

For HNWIs, data security is personal security.

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6) Background checks and vetting (handled respectfully)

It’s reasonable—often essential—to require:

• Identity verification
• Criminal background checks (consistent with local laws)
• Reference checks
• Confidentiality acknowledgments before onboarding
• If relevant: driving record checks and proof of insurance

Address who pays for checks and what happens if results are unsatisfactory. Keep language professional and non-accusatory.

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7) Performance standards: what “good” looks like

Assistants aren’t measured like typical vendors. Consider defining standards such as:

• Accuracy and attention to detail (e.g., travel confirmations)
• Professional demeanor with your network
• Reliability and punctuality
• Documentation practices (itineraries, task lists, vendor files)
• Escalation rules (what must be flagged immediately)

Some clients add a 30–90 day trial period with more frequent check-ins.

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8) Compensation: fees, retainers, bonuses, and overtime rules

Depending on employee vs contractor, your pay terms will differ.

For contractors, common structures:

• Hourly + weekly cap
• Monthly retainer for a set scope + hourly overage
• Project-based fees (less common for true PA roles)

Key contract points:

• Invoicing schedule (weekly/monthly)
• Payment terms (Net 7, Net 15)
• Late fees (optional)
• Rate changes (require written agreement)
• Bonus or discretionary incentive terms (clearly defined as discretionary if you want flexibility)

If employee, ensure compliance with wage and hour rules, especially if after-hours work is expected.

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9) Expenses and reimbursements: avoid friction with clear rules

Your assistant may incur expenses on your behalf. Spell out:

• Reimbursable categories (travel bookings, client gifts, postage, supplies)
• Non-reimbursable items (personal purchases, unapproved upgrades)
• Documentation required (receipts, memos)
• Timing (reimburse within X days after submission)
• Currency and exchange rate method for international spend

Clear expense rules are one of the easiest ways to keep trust high.

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10) Non-solicitation, non-disparagement, and boundaries with your network

HNWIs and executives operate in valuable networks—business contacts, staff, vendors, household employees, advisors.

Consider clauses addressing:

• Non-solicitation of your employees or vendors for a period after termination
• Limits on using your name as a reference without permission
• Non-disparagement (mutual or one-way; decide based on leverage and norms)

Be cautious with broad non-compete clauses; enforceability varies widely by jurisdiction.

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11) Intellectual property and work product ownership

Even a PA may create valuable “work product”:

• Travel templates and playbooks
• Event plans and checklists
• Vendor lists and negotiated terms
• Research briefs
• Draft emails or presentations

Your agreement should clarify that work product created in the course of providing services is owned by the client (or licensed to the client), while allowing the assistant to retain general skills and know-how.

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12) Term, termination, and a clean exit plan (critical for risk management)

A termination clause should protect you without creating unnecessary drama.

Include:

• Term (month-to-month, fixed term, or ongoing)
• Termination for convenience (e.g., 14 days’ notice)
• Immediate termination for cause (breach of confidentiality, dishonesty, gross negligence)
• Transition assistance (e.g., up to 10 hours to hand off)
• Return of property (keys, badges, devices, credit cards)
• Account access: removal from email, calendars, shared drives
• Confirmation of deletion/return of data

High-net-worth best practice: Add a “handover checklist” as an exhibit. When relationships end, operational clarity matters more than legal theory.

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Optional but powerful clauses for high-net-worth lifestyles

Depending on your situation, consider adding:

• Lifestyle and conduct expectations (professional attire in certain settings, no substance impairment while on duty)
• Driving and transportation rules (if the PA drives you or family)
• Travel protocols (document handling, passport custody, security coordination)
• Conflicts of interest (working for other families, vendors, or competitors; disclosure requirements)
• Media and publicity (no interviews, no mention of association, NDA reinforcement)
• Insurance (professional liability, cyber coverage, auto insurance minimums)

These provisions are where a generic template often falls short—your life is not generic.

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Practical negotiation tips (client/buyer perspective)

When you’re the one hiring, the best agreements are firm on protection but fair on working conditions. That’s how you attract top-tier assistants.

1. Be explicit about intensity. If your schedule is unpredictable, say so—then compensate accordingly.
2. Offer structure. Define check-ins, priorities, and decision rights so the assistant isn’t guessing.
3. Protect privacy without micromanaging. Set security rules that are practical and enforceable.
4. Put spending authority in writing. This avoids embarrassment and financial mistakes.
5. Plan for the end at the beginning. Offboarding terms are not pessimism—they’re operational maturity.

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Common red flags before you sign

If any of these appear, tighten your personal assistant contract terms or reconsider the hire:

• Resistance to confidentiality, background checks, or security protocols
• Vague “I do everything” scope with no boundaries or process
• No willingness to document expenses or spending approvals
• Unclear availability (or unrealistic promises)
• Reluctance to return credentials/devices promptly on termination

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Sample clause checklist (quick reference)

If you’re reviewing a hire personal assistant contract, make sure it covers:

• Scope of services + priority-setting
• Hours/on-call + response time
• Authority to act + spending limits
• Confidentiality + non-disclosure + publicity limits
• Data security + device/password policies
• Compensation + invoicing + payment terms
• Expense reimbursement rules
• Background checks (as permitted by law)
• IP/work product ownership
• Term + termination + offboarding checklist
• Non-solicitation/conflict of interest
• Dispute resolution + governing law

This is the difference between a helpful arrangement and an avoidable risk.

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Conclusion: a PA is an access role—treat the contract accordingly

When you hire a personal assistant, you’re not just purchasing administrative help—you’re granting proximity to your time, your relationships, and often your private life. A tailored executive assistant agreement or PA service agreement ensures your assistant can move fast while you stay protected: clear authority, clear boundaries, strong confidentiality, and a clean exit plan if needed.

If you want a faster way to generate a high-quality agreement that covers the essentials—confidentiality, scope, payment, expenses, and termination—consider using Contractable, an AI-powered contract generator, to create and customize your personal assistant service agreement: https://www.contractable.ai

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Other questions you may ask next

• What’s the difference between an executive assistant agreement and a personal assistant agreement?
• Should my personal assistant be an employee or an independent contractor?
• What confidentiality terms are standard for HNWIs and family offices?
• How do I set spending limits and approval thresholds in a PA service agreement?
• What data security clauses should I require if my assistant accesses email and calendars?
• Can I include a non-solicitation clause to protect my household staff and vendors?
• How should termination and transition assistance be handled in a personal assistant contract?
• What insurance should a personal assistant carry (professional liability, cyber, auto)?
• How do background check requirements vary by state or country?
• What clauses help prevent social media or publicity risks when hiring a personal assistant?