Behind the Scenes: What It’s Actually Like to Work With a Personal Assistant

Working parents juggle a lot…and the holidays don’t exactly lighten the load. If you’ve ever been curious how a personal assistant can help tame the chaos, this Q&A with Joni Thurber of Juggle Source offers a peek inside her support playbook.

As the holidays ramp up, so does the mental load. Between celebrations, school events, and year-end to-dos, overwhelm can show up fast. Earlier this year, I had a much-needed reminder of the value of asking for help when I met Joni Thurber of Juggle Source here in Portland. Joni helped me prep for my son’s prom party when I got a bit too ambitious with the party plans (thanks, Pinterest 😉). Her calm energy and can-do attitude made everything so much easier (and fun).

Even though we know burnout is real and we talk so much about the importance of balance and alignment, many of us still struggle to ask for help. I had never worked with a professional PA before, so I wanted to share my experience and give you a behind-the-scenes look at the many ways she helps her clients make life feel a little lighter.

If you’ve ever been curious about what a PA does or how they can help, read on!

Let’s start with your story. What led you to create Juggle Source, and what does the name mean to you?

I was in a position where I needed to look for a job. I had been considering pursuing a long-time dream of starting my own business, but felt full of uncertainty. Then, my pastor told a story about Peter stepping out of the boat and trusting God to lead him. The timing of that message was just what I needed.

On my way home, I asked myself: What am I good at? In my head (which can be a great place, or not so great place), I answered: I’m good at managing people and projects, I’m good at multitasking and juggling things. I’m good at problem-solving and finding solutions.

And just like that, the name Juggle Source popped into my head. I came home and checked my idea with a neighbor and some friends, and proceeded to move forward with a plan.

What are some examples of the types of tasks or projects you help with?

My tasks are so incredibly varied because of the many moving parts in life these days. But here are some recent examples:

• Apply for a VISA to Kenya
• Enter orders for my wedding dress store client
• Pick up a piece of framed art and deliver it to my client’s house
• Meet the handyman at a client’s house to assess if the sliding glass door can be fixed
• Finalize the holiday staff party invitation and call the hotel to confirm the party menu
• Call on sales prospects for a magazine I help with

I also do a fair amount of home organizing. I currently have two clients with organizing and decluttering projects. I also find a home for the items to be donated afterward.

Many people assume personal assistants are only for celebrities or executives. What’s your view?  

No celebrity status required! Everyday life gets busy enough. My ideal client has much more to do with partnership and collaboration. I always work to maximize whatever budget they have and focus on how I can help with what they are struggling with. Working with a PA is about being able to delegate the tasks that will give you the most support and relief. My pricing is transparent on my website, and I offer a variety of service plans to meet people’s needs. Pricing should not impede receiving support.

For someone who’s never worked with a personal assistant before, how would you describe the experience? What should someone expect? 

The best outcome with a personal assistant is when the relationship becomes a partnership. My slogan is: A Partner in Your Busy Life. 

Like any relationship, it starts out slowly, but in time, trust is established, so the client can assign more tasks to the PA, some of which can be very personal, such as using their credit card and logging into the client’s health records to check them in, follow up on bills and insurance claims, etc.

For on-site requests, I ask for a three-hour minimum. This allows enough time to dig into something and see solid results, and it’s also better for scheduling on my end.

You were a big help to me when I needed extra support for my son’s prom party. Could you describe what that was like from your perspective?

That was so much fun! It was great to hear your vision and go through all the decorations you’d purchased. I had an idea about how to tackle the project, and we ended up working side-by-side. We blew up balloons, which was a bit comical, hung them along with graduation garlands and banners in green, black, and white, cleaned off the back patio, collaborated more about where best to put what, and before we knew it, we were done.

The client doesn’t always work beside me like you did. But we consider the circumstances, such as the amount of time, whether ladders and heights are involved, etc. In this case, it worked out great for us to team up and knock it out together.

“Asking for help doesn’t mean that we are weak or incompetent. It usually indicates an advanced level of honesty and intelligence.” — Anne Wilson Schaef

We know the holiday season is especially hectic. What kinds of support do clients typically need from you between November and January?

November through January is exactly what you’d think. Christmas card ordering, addressing envelopes, gift purchases and wrapping, holiday party planning assistance, customer appreciation gifts, front porch holiday decor and inside decorating assistance!

Do people ever feel weird about asking for help with “small” tasks? What do you say to someone who isn’t sure if their needs are ‘worthy’ of a personal assistant, or people who say “I can just do it faster myself.”

I’m so happy you asked this! It’s so common, and I am still stumped when I discover that a client was reluctant to ask me to do something that they deem “too small.” Nothing is too small! I want my clients to know I am here to support them, whatever that looks like.

That said, one thing I always explain to my clients that I won’t replace their house cleaner or landscaper. However, if they need sheets changed or a quick cleanup because guests are coming, I am happy to do that. If they need a couple loads of laundry folded, or the front walkway swept and some plants potted, I’m happy to do that too!

How do you stay organized when you’re juggling so many different clients and projects? (We imagine your system must be magical!)

Organization is everything! I use Google Calendar, Tasks, Keep, Spreadsheets, and Gmail. I have a running daily list and a lot of Post-It notes. Established clients have their own logbook. I’ve always had a skill of being able to prioritize based on time frames, so that is a natural gift that helps. But, it is a juggle!

What’s one thing you wish more people knew about hiring a personal assistant?

Many of us try to do everything ourselves, but between work, family, and unexpected challenges, it’s easy to get buried. A personal assistant brings energy, focus, and momentum to help you move forward. Clients often tell me, “I never would have done this without you.” Sometimes, just having another person to share the load makes all the difference.

Want to Connect or Learn More?

If you are located in Portland, Oregon and want to connect with Joni or follow along to see her work, visit the following:

• Website: www.jugglesourcellc.com.
• Email: jonithurber@jugglesourcellc.com
• Instagram: instagram.com/Jugglesource

Thanks for reading and sharing! xx