Job Responsibilities an administrative assistant is more than just answering the phone and ordering lunch for the boss. Read this article to learn more about these responsibilities. The job responsibilities of an administrative assistant have now expanded to more complex duties like making presentations and running an office. Job description Assistant Administrator includes project management duties and responsibilities. Basically, it works in multitasking mode. His primary responsibility is to provide administrative support to help run the office smoothly and efficiently.
Responsibilities
The administrative assistant reports to the manager like a senior administrative manager. The duties of an administrative assistant involve paying attention to the smallest detail, being well organized and having excellent communication skills. The duties of an administrative assistant include the execution and coordination administrative activities office, receiving and integrating data and disseminating information to customers and company employees.
The duties and responsibilities of an administrative assistant also extend to perform various duties such as scheduling meetings, meetings, organizing and maintaining paperwork with softcopies, conducting research and disseminating information using telephone, e-mail, letters and websites. Administrative assistant responsibilities also include travel support and guest accommodation.
The administrative assistant is also effectively required to cultivate and use fax machines, photocopiers, scanners, videoconferencing, telephone systems, computer, office programs and etc. . He/she should also be fairly familiar with word files, spreadsheets, Powerpoint presentations, reports, documents, publications, software and digital charts.
An administrative assistant must have good communication and negotiation skills when speaking and working with customers, salespeople and other employees. The administrative assistant must be able to administer stocks and other data repositories. Many companies transfer duties and responsibilities, training and orientation of new employees to an administrative assistant. An administrative assistant needs knowledge to manage video calls, supervise the work of other employees, review notes, submissions, reports, etc. They must also be able to prepare plans, organize meetings of committees and executive bodies.
Primary responsibilities include collecting correspondence, reports and other documents. They should be able to maintain office files, open files and deliver documents by mail, arrange meetings and master the coordination of office equipment repairs. They are also required to keep confidential information and files, records of decisions made, arrangements for the payment of fees, research and support in the preparation of petitions, office policies and procedures. They must also greet and assist visitors, answer phones and direct them to the appropriate department.
The functions and responsibilities of an administrative assistant also include organizing the office, ordering office supplies, managing clients, and keeping office work running smoothly. If any glitches show up in the day to day running of the office, he should be able to fix the problem.
Skills and abilities
The candidate must have certain skills and knowledge. This includes knowing:

Accounting
Office administration
Financial aspects
Information about employees and files
Word processing programs, and use spreadsheets

The candidate must have skills that include:
Written communication skills
Interpersonal skills
Ability to make decisions
Problem Solving Ability
Verbal and communication listening skills
Time Management Skills
Local language, as well as other common languages ​​of promise, development of reading and writing skills
Organization skills

On a personal note, the candidate must have an excellent work ethic, be honest, reliable, humble and flexible. The individual must be culturally sensitive and respectful of all employees and clients of the organization.

Problems
He may face various difficulties during his/her work. These include long hours of work, use of computers, and lifting or moving individual office supplies and materials. He/she may face continuous employee interruption and may need to speak to him/her on a regular basis. The assistant must be mentally and physically strong. He needs not only to talk with employees, customers, but also to meet deadlines, track orders and deliveries, and also must be highly accurate in maintaining the level in the field of all basic and nuances of work. In some cases, he must have knowledge regarding certain legal aspects know the terminology as well as procedures. Those who work in healthcare settings may require certain knowledge related to medical procedures, equipment, terminology, and reports.
You can find a job and it can be huge and complex, however this is definitely one of the rewarding employment opportunities. The whole office depends on you and you will need to know every corner and corner of the office. He becomes like your baby and you have to cherish him and make sure he runs smoothly. You must have experience in secretarial skills, graduation diploma high school with basic office and computer skills. There are a large number of companies that are looking for candidates with a bachelor's degree for the position of administrative assistant. If you are an ambitious person who does not shy away from responsibilities and challenges, this is the right career path for you.

It is the responsibility of all secretaries to provide administrative support to the manager. These responsibilities include organizing business meetings, conferences and travel. For information on how to properly organize these events, read our article.

From this article you will learn:

• how to organize a business meeting of the head;
• administrative support of the head in organizing meetings;
• administrative support for the head of business travel arrangements.

The secretary of the head should provide maximum assistance in organizing various events, whether it be a meeting or a trip to another country. It is often difficult for beginners to understand all the nuances at once. That is why today we will look at how to organize administrative support for a manager.

Administrative support of the head: organization of meetings

First of all, the administrative support of the head includes activities such as business meetings. They can be held both on the territory of your organization and outside. Business meetings are conditionally divided into business conversations and negotiations. The first are held in free form and are a discussion of any issues. business conversations do not always result in decisions, which cannot be said about negotiations. The negotiations imply a more rigorous format of meetings that are organized to make important decisions on the development pricing policy, joint activities organizations, etc. Negotiations always end with the signing of final documents or a verbal agreement.

If a a business meeting takes place on the premises of your organization, then you need to prepare the premises, formulate the agenda, prepare required documents and notify all invitees in a timely manner. If the meeting will take a long time, then it is necessary to provide for the organization of a break, the availability of drinks (tea, coffee), as well as the number of seats for all participants.

Administrative support of the head in organizing meetings

When preparing meetings, the manager and secretary should consider the following recommendations:

It should be borne in mind that there are two types of meetings: operational and scheduled. When preparing an operational meeting (which is held according to a certain schedule), the secretary must deal with inviting participants, notifying the head of those who did not appear and finding out the reasons for the absence. During the operational meeting, the secretary should be in the reception area and receive calls and visitors.

When holding a scheduled meeting (meeting) with a large number of participants, preparation begins 1.5–2 weeks before its holding and includes the following steps:

• appointment of the date, time and place of the meeting;
• drawing up the agenda, list of participants and speakers;
• performing work that may be required before the start of the meeting;
• drafting the text of the invitation.

A special type of meeting is the so-called "brainstorming". Such a meeting is held when it is necessary to solve a complex problem, find a way out of a confusing situation, and make a responsible decision.

For this meeting, it is necessary to formulate one task - the most important and urgent. The fewer people attending the meeting, the faster a solution can be found. The time allotted for this event should also be strictly limited. You'll be surprised how tight deadlines drive decision making. Decisions put forward in the framework of such meetings should be precisely collective. Those. each proposed solution should be discussed taking into account the proposals of precisely all participants. As a rule, it is the amendments introduced by the majority that make it possible to find the most correct and necessary solution.

Administrative support for the head of business travel

Organizing travel for an executive is one of the most difficult parts of a secretary's job, especially when it comes to traveling to other countries. In the latter case, the most difficult and dreary process may be obtaining a visa. Let's figure out how to avoid mistakes at this stage.

To apply for a visa, you must collect a package of documents that the embassy requests. To save time, we recommend that you first visit the embassy website and familiarize yourself with the requirements and conditions for issuing visas. After that, you need to call the embassy - sometimes embassies do not have time to post the changed requirements on the site.

Worth remembering! Conversations with the embassy (including an appointment for the submission of documents) are paid. Accounts are issued on individual and paid through a bank. If you do not pay the bill on time, then the next time you will not be provided with information and will not be recorded for applying for a visa, even if you go to another embassy - embassies have a single database.

During the call, specify who, where and under what conditions can apply (for example, a power of attorney) for a visa, in what currency and where the visa fee is paid (sometimes embassies accept payments through banks - in this case, do not forget to bring confirmation with you payment) and what date is being recorded at the moment. During the tourist season, bookings can be made up to three weeks in advance. It might make sense to sign up right away. If the documents are not submitted on time, no sanctions are provided, you just have to sign up again.

If you did not have time to collect all the documents, you can try to arrange for you to be allowed to bring the missing documents later or on the day of obtaining a visa or send them by e-mail or by fax. This does not mean that the embassy will meet you halfway, but it is possible, especially if a person applies for a visa to this embassy not for the first time.

On the website of the embassy, ​​you can download the application form, which you need to fill out, carefully reading the instructions for completing it.

There are two types of visas: business and tourist.

To obtain a tourist visa, it is enough to request visa support from the hotel where your manager plans to stay. Often it is issued exclusively for the dates for which the hotel room is booked.

To obtain a business visa, an invitation from business partners is required. The procedure for obtaining a business visa is usually more complicated than a tourist visa: the embassy asks for confirmation of business contacts (contracts, invoices, extract from registers, etc.), therefore, for a single trip, a tourist visa is often issued through a hotel. But if your manager plans to visit the country often, it is better to apply for a business visa, especially considering that people who entered the country on a tourist visa are prohibited from doing business in its territory.

It should be remembered that embassies do not work not only on Russian holidays, but also on holidays represented country. Especially this fact should be taken into account in December-January, when the duration of the holidays reaches three weeks.

Next, you need to book a hotel. To do this, you need to know in which part of the city your manager will spend most of his time on a business trip. It is better to search and book a hotel on special sites that contain city maps. Also ask about the conditions of booking in this hotel. If you need to request visa support from the hotel, we recommend that you notify the staff by phone or e-mail, indicating the return e-mail address. The received document must be printed in two copies: one will be required for the embassy, ​​the second may be requested when crossing the border. Don't forget to book a transfer for your manager who will meet him at the airport. As a rule, most hotels offer this service. If your manager makes regular trips to the same city, we advise you to arrange a special service with the hotel. This will allow you to book a room in advance without making an advance payment.

Attached files

• Protocol general meeting employees on the election of representatives labor collective(blank).doc
• Regulations on business trips (form).doc
• Job description of the secretary of the head (form).doc

Available only to subscribers

• Minutes of the general meeting of employees on the election of representatives of the labor collective (sample).doc
• Regulations on business trips (sample).doc
• Job description of the secretary of the head (sample).doc

Shamaeva M.A.
alumnus of the ITM-24 group
Schools of IT management
RANEPA under the President of the Russian Federation.

Currently, the field of administrative management has undergone major changes in most sectors and business industries. Over the course of perhaps the last decade, the concept of an office of top officials, business assistance, professional service staff has appeared in Russia, which are understood as administrative, economic, managerial specialists with a wide range of professional competencies that allow building administrative support for company management at the highest and highest quality level. This is an internal service process, based on the classification proposed by Michael Porter, the process of administrative support and work, which, in turn, is designed to support the organization's core business processes. That is, this is all administrative work to support top management and managers in achieving key task business - increasing the rate of generation of the company's income, as well as reducing the associated capital and operating costs.

In the first chapter thesis presented theoretical basis administrative support and administration of organizations. The origin of administrative management as a code is revealed. professional knowledge, the concepts of administration, leadership and management are revealed. The administrative block in the organization is positioned as a form of administration. The functions of the administrative block, factors of internal and external administration are given.

In the second chapter thesis, I revealed the features of administrative support for business - from the moment of its formation to sustainable functioning. Professionals from the administrative block, working with top officials, are required to take into account all the features of the stages life cycle organization, possess a wide range of professional and personal qualities applied to the profession. The chapter considers the model of the organization administration mechanism, support for the adoption management decisions, and the place and role of the administrative unit in organizational structures.

In the third chapter the technology of organization administration based on the structural approach of Henry Mintzberg is revealed. The main parts of the organization, coordination mechanisms, control and planning systems, interaction tools are considered.

Fourth chapter is devoted to practical issues of administrative support and administration of organizations. I consider it necessary and useful to provide a description of the portrait (profile) of an administrative worker, a leadership model, a list of professional communities and associations of administrative workers. The effectiveness of the administrative block in the organization is the main effect of administration. Practical recommendations on expanding the zone of influence of the administrative block / employee are given in the form of a table, and developed by me on the basis of the hypotheses of organizational relationships by Henry Mintzberg.

I have accumulated many years of professional experience in the formation and launch office of first persons, administrative support of the first persons– shareholders, business owners and top managers. The result of generalization and rethinking of administrative experience in companies of different business sectors was this graduation project. The problem of making competent management decisions is especially relevant in terms of increasing labor productivity in our country. Consulting companies estimate productivity in Russia at a low level.According to research consulting company McKinsey&Company labor productivity on Russian enterprises taking into account the technical equipment they have, it is 30-50% of the potential level. This means that companies, paying staff 100% wages, in return they receive less than 50% of the return. As a result, we are dealing with direct losses due to low labor productivity, which amount to over 50% of the payroll.

At the same time, the total losses, depending on the number of personnel at the enterprises, result in serious amounts.

Improvement of production, information and management technologies in conditions modern economy, as well as a reassessment of individual and corporate values, have allowed firms using organizational approaches and administrative management, to approach the solution of one of the most important tasks in any organization - obtaining the maximum return from employees, and, consequently, achieving high end results activities.

The special practical value of the diploma project is developed on the basis of the organizational and structural approach of Henry Mintzberg. practical advice arising from my personal and professional experience in administrative work.

The job of an administrative assistant is similar to that of a secretary in many ways, including preparing paper documents, handling phone calls, managing paperwork, and taking minutes of meetings. In addition, the duties of an administrative assistant may include overseeing the logistics of the office, teamwork with supervisors on important projects and managing the work of secretaries. Although this position does not require any special education, administrative assistants to senior executives of the company, and those who work in special areas such as medicine or nuclear power may require specialized education.

Responsibilities

Often, the responsibilities of an administrative assistant are much broader than those of a secretary. Among other things, he is responsible for providing the office with everything necessary for the smooth operation of employees, working with incoming and outgoing correspondence, coordinating travel schedules and meetings of several people at once. Sometimes the administrative assistant is also responsible for public relations. Informing the public about certain events, he represents his company, i.e. is the face of the company. In some cases, the senior administrative assistant supervises the work of junior assistants and/or secretaries, and periodically must provide reports and presentations on their work. Quite often, the person working in this position helps in conducting trainings for new staff, especially if the work of this staff will be related to the implementation administrative tasks. The administrative assistant also needs to have skills such as, for example, the ability to work with various office equipment, understanding the organization and conduct of tenders for the supply of certain products and services.

Required Skills

In view of the fact that representatives of this profession have to control the work schedule of several people at once, and track the progress of several projects at once, they must be very attentive to even the smallest details, and are able to perform several tasks at once. They also need to have good communication skills as by the nature of their activities, they have to interact a lot with people, both with employees of the company and with its customers. The ability to make decisions and work independently is also an important component, because. an administrative assistant is a person who can quickly determine whether a received document is important or not of particular interest. Which e-mail can be answered by an ordinary employee, and which one requires the attention of a higher-level manager. How and in what order to pass the approval of documents for all official instances, so that the task is completed efficiently and on time. In addition to all of the above, an administrative assistant must have good diction, be able to write beautifully, and understand modern technologies, because. this is often necessary when working with a large amount of correspondence, databases, checking and editing documents.

Specialization

An administrative assistant may specialize in the work of a single department of the company, such as human resources or information technology. Although this state of affairs is rather characteristic of large organizations.

Senior Administrative Assistant official works only with the first persons of the company. He can be responsible for the work of a whole group of people, or work in a team with one person. In any case, in addition to the above, an assistant of this level is responsible for organizing travel and participation in conferences of the company's top management, interacting with the governing body of partner companies and members of their board of directors. Simply put, the higher, larger and more significant the position of the head, the more requirements are placed on his administrative assistant.

Sometimes an administrative assistant may specialize in a particular area, such as medicine or law. In such cases, in addition to standard duties, he has to perform tasks that are directly related to his specialization. For example, a paralegal may be required to conduct case studies and arrange a brief meeting to discuss the main points of the case at hand. Physician assistants are often required to know how to process and bill an insurance company for medical care. medical services and laboratory rules.

There are also virtual administrative assistants who perform their work remotely, via telephone and the Internet.

Professional training

In most cases, a candidate for the vacancy of an administrative assistant can get this position with a complete secondary education and passing courses in business ethics and information technology. For vacancies in specialized fields, such as medicine or law, the candidate needs to know, understand and navigate the mechanism of this industry and its terminology. Certificate of passing vocational training, diploma of a specialist, certificate of completion of studies in a recognized educational institution- all this can significantly help in finding a job and further promotion through the ranks.