Personal Assistant Agreement: Scope and Availability Requirements (Service Provider Guide)

If you’re a personal assistant (PA) or executive assistant (EA) providing services independently (or through your own business), your agreement is more than a formality—it’s the document that protects your time, sets expectations, and prevents scope creep. Two areas cause the most friction in PA relationships: scope of services and availability requirements. When these are vague, you’re more likely to end up working evenings unexpectedly, doing tasks you didn’t price for, or being “on call” without compensation.

This guide breaks down how to write (and negotiate) the scope and availability sections of a Personal Assistant Agreement from the service provider perspective—with practical clause ideas you can adapt to a personal assistant contract template, personal assistant contract sample, or pa contract template.

Note: This blog is educational and not legal advice. For high-stakes engagements, consider professional legal review for your jurisdiction.

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Why scope and availability matter more than almost any other term

Most PA engagements start with a general understanding: “help me stay organized,” “manage my calendar,” “handle admin,” “keep life running.” The problem is that those phrases can mean ten different things depending on the client’s personality, lifestyle, and boundaries.

A well-drafted agreement does three things:

1. Defines what you will do (and what you won’t).
2. Defines when you are expected to work (and how fast you respond).
3. Defines what happens when the client asks for more (change requests, overtime, rush fees, additional retainers).

Your goal is to keep the relationship smooth while protecting your capacity and value.

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Scope of Services: How to define your work without boxing yourself in

A strong scope is specific enough to prevent misunderstandings, but flexible enough to accommodate evolving needs.

1) Use “Service Categories” + “Examples” (instead of a giant task list)

Instead of listing 60 tasks (which invites “but it’s not listed, so you won’t do it?”), define categories and provide examples.

Example scope structure (service provider-friendly):

• Administrative Support
  • Calendar management, meeting scheduling, appointment coordination
  • Email triage and drafting (client approval required for sending)
  • Document formatting, simple spreadsheet tracking
• Travel & Logistics
  • Booking flights/hotels/ground transport (client approval and payment method required)
  • Itinerary preparation and confirmations
• Personal Errands & Household Coordination
  • Vendor coordination (cleaning, repairs, deliveries)
  • Gift purchasing support (within budget and approval rules)
• Project & Task Management
  • Prioritization lists, reminders, follow-ups with vendors
  • Light project coordination (not full project management unless stated)

This style reads naturally in an executive assistant agreement while remaining protective of your time.

2) Clearly define what’s out of scope (and why)

Out-of-scope language is where many assistants hesitate. Don’t. Clients are often relieved to see boundaries because it reduces uncertainty.

Common out-of-scope items for PA/EA service providers:

• Legal, tax, or financial advice (you can coordinate, not advise)
• Medical decision-making (you can schedule, not interpret)
• Childcare, eldercare, pet sitting (unless explicitly included)
• Driving/transporting the client (insurance and liability concerns)
• Accessing funds or making purchases without authorization
• Work requiring licensure (real estate brokerage, bookkeeping, etc.)
• Sensitive HR/employee management if you’re supporting a business (unless you’re contracted for it)

Phrase that helps keep it professional:

“Services do not include professional advice requiring a license (legal, tax, accounting, medical). Provider may coordinate with licensed professionals at Client’s direction.”

3) Specify deliverables vs. ongoing activities

Assistants often provide ongoing support rather than “deliverables,” but you can still anchor the scope with tangible outputs.

Examples:

• Weekly priority list and schedule review
• Travel itinerary document per trip
• Monthly expense summary (if applicable)
• Vendor comparison sheet (up to X vendors)

This reduces “I thought you were tracking that” misunderstandings.

4) Set boundaries on authority and approvals

A recurring pain point: the client expects you to act on their behalf without clear authority (or you end up waiting on approvals that slow everything down).

Include:

• What you can do without approval (e.g., scheduling within pre-set parameters)
• What requires written approval (e.g., purchases, bookings, commitments)
• Spending thresholds (e.g., “up to $100 without approval”)

Practical approval clause concept:

• “Provider may incur expenses only with Client’s prior approval, except for pre-approved recurring expenses or purchases under $___ per item.”

5) Address tools, access, and confidentiality in the scope section (or cross-reference)

Scope is tied to what systems you’re expected to use. Spell out:

• Tools (Google Workspace, Microsoft 365, Slack, Asana, LastPass, etc.)
• Who pays for software subscriptions
• How credentials are shared (password manager preferred)
• Data handling expectations

Even if you have a separate confidentiality section, a scope cross-reference helps keep the agreement cohesive.

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Availability Requirements: The section that protects your time (and your sanity)

Availability is not just “hours.” It’s also:

• response time,
• time zone,
• on-call expectations,
• weekend/holiday rules,
• urgent vs. routine requests,
• and what happens when you’re unavailable.

1) Define working hours and time zone

Be explicit. “Business hours” is ambiguous when your client is global.

Example:

“Provider’s standard availability is Monday–Friday, 9:00 a.m.–5:00 p.m. [Time Zone], excluding public holidays.”

If you offer flexible hours, define the limits:

“Provider will perform Services within the above window unless otherwise agreed in writing.”

2) Create response time tiers (routine vs. urgent)

This is one of the most valuable additions to a personal assistant contract template.

Suggested tier model:

• Routine requests: response within 1 business day
• Time-sensitive requests: response within 4 business hours
• Urgent / after-hours requests: response within 1 hour if provider is available and rush fees apply

Be careful: if you promise “urgent response” but don’t charge for it, you’ve accidentally created unpaid on-call work.

3) Decide whether you’re “on call” (and price it if you are)

Many clients implicitly expect assistants to be on call. If that’s not part of your pricing, say so clearly.

Options you can offer:

• No on-call (best for sustainable workloads)
• Limited on-call (e.g., two evenings per week, capped)
• On-call retainer (client pays for the privilege of priority access)

On-call language example:

“Provider is not on call outside standard availability. After-hours support may be available by request and is billed at the After-Hours Rate.”

4) Define after-hours, weekend, and holiday rules

Spell out what counts as after-hours:

• Before 9:00 a.m. / after 5:00 p.m.
• Weekends
• Public holidays

Then clarify:

• Whether you’ll work those times at all
• Your rate multiplier (e.g., 1.5x or 2x)
• Minimum billing increments (e.g., 1-hour minimum)

This protects you from being pulled into “quick” Sunday tasks.

5) Add a capacity cap: hours per week/month

If you work on a retainer, state the number of included hours and what happens when the client exceeds them.

Examples:

• “Up to 20 hours per month included”
• “Additional hours billed at $___/hour”
• “Unused hours do/do not roll over”
• “Overage requires approval”

A capacity cap prevents silent expansion of expectations. It’s also the cleanest defense against scope creep.

6) Include planned time off, sick days, and coverage expectations

Professional clients expect this—especially in an executive assistant agreement—but the terms must protect you.

Include:

• How much notice you’ll give for planned time off (e.g., 10 business days)
• How you handle emergencies (e.g., “as soon as reasonably possible”)
• Whether you provide backup coverage (often optional)

If you don’t provide coverage, say so:

“Provider does not guarantee substitute coverage during periods of unavailability.”

If you do provide coverage, limit liability:

• coverage is “best efforts”
• substitute is an independent contractor
• client approves substitute access

7) Explain communication channels and boundaries

Availability conflicts often happen because clients message across five channels. Define primary channels and expected response times by channel.

Example:

• Email = routine
• Slack/WhatsApp = time-sensitive
• Phone = urgent only

Also consider adding:

• “No voice notes”
• “No new requests via text after hours”
• “All requests must be in writing for tracking”

This is especially helpful if you’re managing multiple clients.

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How scope and availability work together (and where disputes happen)

Most PA disputes aren’t about quality—they’re about assumptions:

• Client assumes you’ll handle “anything that comes up.”
• You assume “urgent” means truly urgent.
• Client assumes you’re available when they are.
• You assume requests will be batched, not constant.

Tie the two sections together with a simple mechanism:

Add a change-request process (your scope creep safety net)

A lightweight change process can be as simple as:

1. Client requests new task or increased availability.
2. You confirm whether it’s in scope.
3. If out of scope, you provide:
   • revised rate, or
   • add-on package, or
   • updated retainer hours.

Simple clause concept:

“Services outside the Scope require a written change order or email confirmation of revised fees and timelines.”

This turns awkward conversations into a predictable workflow.

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Practical clause ideas you can adapt (scope + availability)

Below are clause-style examples you might see in a personal assistant contract sample. Customize to your engagement and local law.

Scope clause (example)

“Provider will provide personal and administrative support services described in Exhibit A (Scope of Services). Provider will use reasonable efforts to perform the Services in a professional and timely manner. Client acknowledges that tasks not listed or not reasonably related to the Scope are outside scope and may require additional fees or a revised retainer.”

Availability clause (example)

“Provider’s standard availability is Monday through Friday, 9:00 a.m. to 5:00 p.m. [Time Zone]. Provider is not on call outside these hours. After-hours, weekend, or holiday support may be offered at Provider’s discretion and, if accepted, will be billed at $___/hour (minimum ___ hour).”

Response time clause (example)

“Provider will respond to routine requests within one (1) business day. Time-sensitive requests should be identified as ‘Time-Sensitive’ and Provider will respond within four (4) business hours during standard availability.”

Overage clause (example)

“Monthly retainer includes up to ___ hours. Hours beyond the included amount will be billed at $___/hour and invoiced monthly. Provider will notify Client when usage reaches approximately 80% of included hours.”

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Negotiation tips for assistants (how to hold boundaries without losing the client)

1. Use the client’s goals as your framing.
   “To keep your life running smoothly, we should define what’s urgent and what can wait.”

2. Offer tiers instead of saying no.
   “Standard support is M–F. If you need weekend coverage, I can add an on-call option.”

3. Put your boundaries in the template, not your emotions.
   A strong pa contract template lets you point to a process instead of debating every request.

4. Track tasks and time.
   Time tracking isn’t just billing—it’s proof of capacity. It supports scope adjustments.

5. Define urgency.
   Many “urgent” requests are just last-minute. You can define urgent as:

   • travel disruptions,
   • same-day schedule changes,
   • access/security issues,
   • true deadlines.

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Common mistakes to avoid in a Personal Assistant Agreement

• Vague scope like “general assistance.”
  This invites unlimited expectations.

• No cap on hours or requests.
  Even with hourly billing, a cap helps manage workload and protect quality.

• Promising “24/7 availability.”
  It’s rarely sustainable and often unnecessary.

• No approval rules for spending.
  This creates risk for both parties.

• Not defining communication channels.
  This leads to missed requests and frustration.

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How to use a template without sounding “templated”

Using a personal assistant contract template is smart—clients expect professionalism. The key is customizing the two sections clients care about most:

• Scope: align it to this client’s reality (business support, personal support, travel-heavy, family-heavy, etc.).
• Availability: align it to this client’s time zone, urgency patterns, and your capacity.

A “template-first, customize-second” approach is often the fastest way to build a repeatable contract system—especially if you support multiple clients.

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Conclusion: Write scope and availability like you price your value

A good Personal Assistant Agreement doesn’t just protect you legally—it protects your calendar, your energy, and your ability to deliver excellent work. When your scope is clear and your availability rules are realistic, clients feel supported and you stay in control of your business.

If you want a faster way to create or refine an executive assistant agreement (or generate a polished personal assistant contract sample you can adapt into your own pa contract template), consider using an AI-powered contract generator like Contractable: https://www.contractable.ai

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Other questions to continue learning

• What should be included in the confidentiality and data security section of a personal assistant agreement?
• How do retainers work for personal assistant services, and what’s the best way to handle unused hours?
• Should a personal assistant contract include non-solicitation or non-compete clauses—and are they enforceable?
• How do I set up reimbursement rules and spending limits in an executive assistant agreement?
• What insurance should an independent personal assistant consider (professional liability, cyber, general liability)?
• How do termination clauses typically work for PA engagements (notice periods, immediate termination for cause)?
• What’s the best way to define “priority” requests and rush fees without upsetting clients?
• How can I structure a scope of services exhibit (Exhibit A) that stays readable but detailed enough?
• Do I need a separate independent contractor agreement if I’m working as a freelancer PA?
• How do I handle multi-client scheduling conflicts in the availability section?