The CEO of a company has a lot of responsibilities. As the organization grows, this range of responsibilities expands. There is a lot of "churn", on which the manager has to spend time instead of solving problems aimed directly at the development of the company. This reduces the efficiency of the specialist. Some of the tasks that do not require high qualifications can be delegated to the assistant to the general director.

It is difficult to give certain characteristics to the position of assistant to the general director. The fact is that the terms of reference of this specialist are determined based on the needs of the CEO. An employee's activity can be focused on one aspect. Consider the positions in which assistants work in practice:

• Clerk. This specialist is responsible for working with documentation. In his area of ​​responsibility are calls, various daily tasks.
• Personal assistant. Specializes in organizing the working day of the CEO, business meetings and meetings. The specialist also accompanies the manager on business trips.
• Deputy General Director. The employee has the right to make decisions on a limited range of issues.

As a rule, in fact, the assistant combines the functions of several specialists. AT large companies the CEO may have two assistants. For example, one arranges working time manager, and the other is engaged in paper affairs.

Assistant belongs to the category of leaders. He reports directly to the CEO. Requirements that are usually placed on an employee:

• Higher education in the relevant field (for example, legal).
• Work experience of three years.

As a rule, other employees are subordinate to the assistant to the general director. He has broad powers: from the right to issue orders to control over the work of various departments.

IMPORTANT! The appointment of an assistant is not at all an overkill. This measure allows the manager to focus on solving problems that require high professionalism and creativity. “Church” is delegated to an assistant. This significantly increases the efficiency of both the CEO and the company itself.

Legal regulation

The activity of the Assistant General Director is regulated regulations:

• methodical recommendations.
• Charter.
• Labor agreement.
• Leader's orders.
• Job instruction.

What are the responsibilities of an Assistant General Manager?

The duties of an assistant CEO vary depending on the size of the company. In small companies, employees control the work of couriers, managers, and the life support of the office. In large organizations, the CEO usually has two assistants. One personal assistant organizes the manager's working day, the second one takes care of all other matters. The list of duties of a specialist can vary significantly. In any case, the responsibilities should be spelled out in the job description. Consider a sample list:

• Organization of negotiations, including by telephone.
• Reception of correspondence.
• Organization of meetings and meetings: preparation of related materials, control over compliance with regulations, registration of minutes, shorthand.
• Control over the execution of instructions of the General Director.
• Providing papers for signature to the head.
• Reception of visitors of the General Director.
• Organization of business trips (for example, booking rooms, ordering tickets).
• Security effective work CEO.
• Drawing up a plan for the day.
• Information support of the CEO.
• Participation in meetings and business meetings.
• Organization of business meetings.
• Organization of presentations.
• Preparing expense reports.
• Fulfillment of personal orders.
• Creation of databases, virtual presentations using a PC.

The assistant is the closest person to the CEO. Often his working day is not standardized. The employee solves a wide variety of tasks, so he must have the appropriate personal qualities.

Employee Rights

The Assistant General Director is vested with the following rights:

• Familiarization with the projects and decisions of the leader regarding the activities of the assistant.
• The right to obtain the necessary information.
• The right to make decisions within official powers.

The assistant general director can be endowed with great powers. For example, an employee may have the right to sign documents.

Assistant Responsibility

The responsibility assigned to the assistant should be spelled out in the job description. The employee is responsible for the following:

• Failure to comply with job instructions.
• Actions that violate the laws of the Russian Federation.
• Causing damage.

If the assistant has committed a misconduct, an investigation is carried out before imposing responsibility on him. It is necessary to establish the degree of guilt. Key employees of the company are involved in the investigation. As a result, a document is drawn up. Depending on the degree of guilt, a penalty may be imposed on the employee. The assistant can also be fired.

What personal qualities are required from the assistant?

A personal assistant is assigned the widest range of tasks. Some specialists work in one direction, but this does not apply to the assistant. It requires multitasking, versatility. Consider the personal qualities that an assistant CEO is required to possess:

• Proactive, proactive.
• Ability to anticipate future developments.
• Prevention of complications.
• Versatility.
• Adapting to a rapidly changing environment.
• Fluency in one or more foreign languages.
• Ability to work with information flows.
• Ability to maintain confidentiality.
• The ability to systematically analyze the situation.
• Ability to offer multiple solutions at once.
• PC proficiency at intermediate to advanced level.
• Knowledge of the basics of time management.
• Ability to coordinate the activities of several employees.
• Diplomacy.
• Communication skills and ability to resolve conflicts.
• Operational work with large volumes of information.
• Good memory.
• Ability to prioritize.

The assistant must be competent, resistant to stress. Knowledge of related specialties is desirable (for example, knowledge of the basics of jurisprudence).

When does a CEO need a personal assistant?

An assistant is hired if the CEO has a large list of responsibilities. Even if the manager copes with the tasks at hand, most of the "churn" can slow down the work. It is to work with everyday affairs that an assistant is hired. As a rule, these employees are invited to large companies. CEOs of small organizations are able to handle all the work on their own.

Job description of the assistant manager: features of compilation

A job description is a document that establishes the tasks performed by an employee, determines his official duties and the limits of his responsibility.
Although the development of job descriptions for each profession or position in Russian Federation not regulated labor law, in the vast majority of employers' organizations (both state form property, and private), this document must be available.

What is the instruction for?

The job description of an assistant manager contains a maximum of information

The expediency of preparing a job description is explained by the fact that in the event of a trial, without it it will be difficult to prove the employee’s failure to fulfill his duties (and their exhaustive list and is established in the instruction document), because an employment contract with an employee in accordance with part 2 of article 57 Labor Code RF contains only the position and its general labor function.

The job description allows the employer to:

1. Justify the refusal of the job seeker due to non-compliance with the requirements established in it
2. Clearly delineate responsibilities between individual employees
3. Evaluate employee performance both during and after the probationary period
4. To substantiate the inconsistency of the employee with the position he occupies (taking into account the results of the certification).

The presence of a job description is also useful for the employee himself, as it sets the limits of his duties and responsibilities, and no one should perform functions that are not provided for by either the employment contract or job duties.

Development and instruction sections

The instruction is put into effect from a certain date, and the employee must be familiarized with it against signature. It is advisable to give the employee a copy of this document (also against signature). According to established practice, the instructions include typical subsections:

1. General provisions
2. Job Responsibilities
3. Rights
4. A responsibility

It is important to remember that the instruction is not drawn up for any employee, but for a specific position / profession. Therefore, taking into account the specifics of a particular position, the instruction establishes the scope of duties that the employee will perform in this particular position.

Features of the job description of the assistant manager

Assistant manager - responsible position

Assistant manager is a special position. The labor function of an assistant manager is to build the work of his manager, both technically and organizationally.

Scheduling meetings and events, planning a working day, a week, a longer period, organizing trips and events, monitoring the execution of the most important documents - that's just small part duties of a qualified executive assistant.

It is wrong to identify the positions and, accordingly, the duties performed by the secretary, assistant, office manager and assistant manager. If the first positions imply more auxiliary functions, then organizational and administrative functions are required from the assistant manager. It is no coincidence that the qualification directory refers this position to the category of managers.

Accordingly, the requirements set for an employee hired for the position of an assistant manager are presented as for management: from the level of education to qualifications and experience. previous work. Personal qualities are also very important.

Since neither the employment contract nor other documents contain a detailed statement of the competencies of the assistant manager, they must be reflected as accurately as possible in the job description. Features of the instruction for the position "Assistant to the head":

• Detailed terms of reference
• Drawing up instructions by analogy with the instructions of the head (excluding, of course, the function of direct management and making sole decisions)
• Accounting for the confidential nature of certain duties
• Increased liability for bad faith (taking into account the possible consequences of causing damage to the employer)
• Ability to perform functions delegated by the head additionally.

General requirements for an assistant manager

Often there are special requirements for the position of assistant manager

The section "General Provisions" may include, in addition to listing the requirements for experience and education, also the necessary skills, subordination and substitution procedure. The most common conditions are:

1. Higher education
2. Experience (usually at least 1 year, sometimes more)
3. Proficiency in foreign languages.
4. Skills business communication, letters and etiquette
5. Ownership of office equipment
6. Stress tolerance

In addition, an employee in this position must know the local acts of the enterprise, get along with employees and management. As for foreign languages, it is worth demanding from knowledge only in cases where the assistant will use them practically in the course of performing his duties.

The incumbent of an assistant manager must be able to use and store confidential information.

Duties and Rights

Typically, the duties of an assistant manager include:

• Fulfillment of direct tasks of management
• Planning and coordinating the working time of the manager
• Control and organization of negotiations (both telephone and oral)
• Drafting and editing business documentation
• Document confidentiality and safety control

Functions such as copying, maintaining information bases data, other technical and auxiliary work is usually performed by the secretary (secretary-referent). For successful work The assistant manager is endowed with fairly broad rights:

1. Represent the interests of the organization in meetings and telephone conversations
2. Request any necessary information, documents from employees to fulfill the instructions of the head
3. Within the delegated authority to conduct correspondence and negotiations, endorse documents to resolve current issues.

Of course, each organization, taking into account the nature of its activities, supplements or modifies the list of rights granted to an employee.

Limits of Liability

Executive Assistant Job Description Avoids Litigation in the Future

When establishing liability, it is necessary to remember the norms of the law:

• For non-compliance official duties– according to the Labor Code
• For offenses - within the limits of administrative, civil and criminal legislation
• For material damage - in accordance with the norms of the Labor and Civil Codes.

Having developed a job description for an assistant manager, taking into account the norms of the current legislation and the specifics of the activities of a particular organization, you can not only select the most suitable employee for such a responsible position, but also avoid possible litigation in the future.

The working conditions of a person and his/her effectiveness may depend on the degree of detail and specification. Ultimately, the leader needs a real conscientious assistant. We should also draw the attention of our readers to the fact that a manager may have several assistants. They may specialize in technical matters, financial, etc.

There is a type of leaders who do not have deputies on the staff. He does everything himself, and a few assistants just help him with this. He makes all decisions alone. To draw up a high-quality job description for an assistant manager, it is necessary to involve the manager himself in the process. Otherwise, it will be just a piece of paper.

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Personal assistant - who is it?

Personal assistant - who is it? At first glance, a personal assistant is no different from a secretary, the duties are the same and the working conditions are similar. Let's look at the profession of "personal assistant" in more detail.

So, personal assistant - who is it? Perhaps there is no more controversial position than the personal assistant to the head. They are often confused with a personal secretary or office manager. Indeed, the duties and requirements of these professions have much in common, but there are also significant differences.

A personal assistant or assistant manager is a professional in his field who always remembers everything.

For the position of a personal assistant, people with secretarial and office work skills, who have high professional qualities and who can put the interests of the leader above personal interests, are suitable. The success of the whole business depends on the correct selection for the position of assistant.

Responsibilities of the Personal Assistant to the Executive:

The main task of a personal assistant is to free the manager from solving administrative and organizational problems. Make your work as comfortable as possible.

What does a personal assistant do?

• coordinates the work process and manages the manager's time. Organizes conferences, negotiations and meetings. Plans time, prioritizes, notifies participants. Timely reminds of birthdays and important events;
• filters the flow of phone calls and messages, e-mail requests;
• office work in full: processing and accounting of incoming, outgoing and internal correspondence, registration of documents, organization of permanent and temporary storage of documents, sending correspondence;
• conducts business correspondence in Russian/English;
• communicates instructions from the manager to the executives. Controls the completion of tasks within the set time;
• creates comfortable working conditions for the manager at the workplace and helps to resolve issues in personal matters (paying bills, interacting with the family, choosing and buying gifts, etc.);
• full travel support for the manager and his family: booking tickets, hotel reservations, visas, transfers, renting cars, yachts, private aviation.

In practice, a personal assistant performs some of the duties of the business area in which the manager works. A personal assistant can act as a personal secretary, or become the right hand of his manager and perform more complex tasks.

Assistants or assistants to the head often become full-fledged deputies, have a staff of employees and a personal secretary in their submission. Graduates of universities and institutes consider the position of personal assistant as a start at the beginning of their career. Moreover, the work of an assistant is paid quite decently.

We will tell you why you need to prescribe the duties and rights of an assistant manager in a separate document. We will explain how to write a document.

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Competently compiled job description assistant manager will eliminate disagreements, avoid conflicts and litigation. The parties understand their rights and obligations, the employee knows what his duties are and what business qualities he requires.

The job description of an assistant to the head of an organization is, in fact, a wishlist (from the English Wish List - a wish list) of the director of the company. The wishes must be taken into account when drawing up the document, so that then the HR manager, when hiring a specialist, can immediately determine how much he meets the specified requirements. This will help improve the quality of selection and reduce the time it takes to find a suitable candidate.

Top 10 Executive Assistant Skills and Values: Two Looks

What are the nuances to consider when compiling the job description of an assistant manager

There is no unified form of regulation, but by now the practice itself personnel work suggested the optimal structure of the job description. At the same time, the structure, titles and content of sections are not a dogma. They can always be supplemented and corrected, guided by the actual working conditions, the specifics of the field of activity of the organization and the functionality of a particular position.

In an organization, as a rule, two types of job descriptions are drawn up - typical and individual. When it comes to such important document, as the job description of an assistant to the head of the organization, we are talking, of course, about an individual approach.

It must be remembered that the assistant is the right hand of the CEO. He must develop not only professional competencies but also certain personal qualities. Therefore, it makes sense to establish qualification requirements not in the “General Provisions” section, but to stipulate them in a special section.

In addition, if the manager has several assistants, specify their specific duties, areas of responsibility, issues of subordination and interaction in separate job descriptions.

Mandatory sections of the assistant director's instructions include:

• General provisions.
• Main tasks and functions.
• Qualification requirements.
• Job duties.
• Rights.
• A responsibility.
• Relationships.

We will focus only on the nuances that need to be reflected in the job description of the assistant manager.

In the "General Provisions" section be sure to indicate the procedure for appointing, dismissing and replacing a specialist. Give a list of legal acts by which the assistant must be guided in his activities, and also stipulate subordination.

Section "General provisions" in the job description of the assistant manager

Section "Main Tasks and Functions" . Indicate for the solution of which main tasks the position of assistant director was included in the staff list, specify his area of ​​work.

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In the Qualification Requirements section determine what work experience and in what areas the assistant needs, set requirements for vocational training, level of education. The Labor Code requires that a specialist be evaluated solely on business qualities. But for effective execution duties of an assistant manager of one professional knowledge few. In this case, stress resistance, the ability to multitask, the ability to maintain confidentiality are also business qualities that can be included in the list of requirements for the position.

Section "Responsibilities of the position" - this is not only a description of the functionality, but also the requirements for the implementation of these functions. Already developed professional standard"Specialist in organizational and documentation support organization management" and you do not need to reinvent the wheel. Read this professional standard and select from it the job responsibilities that the assistant to the head of your company will perform.

Responsibilities of the personal assistant to the head in the job description

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In accordance with the professional standard, under the description of the duties, you can immediately list the knowledge and skills that will be required in order to perform this work qualitatively.

Assistant manager job description: sample

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Section "Rights" taking into account the labor function that the assistant director performs, should stipulate his right to make independent decisions on specific issues, endorse certain types of documents. Give these directions in the instructions and give a list of types of documents. In addition, include in the rights section:

• Receive information, including information of a confidential nature, necessary for the effective performance of the assigned tasks;
• Require the execution of certain documents and the performance of certain actions, give tasks and orders, control their timely implementation.

Section "Rights" in the job description of the assistant manager

In the "Responsibility" section specify those types disciplinary actions, material or administrative liability that can be applied to the assistant director for poor quality and untimely performance of the functions assigned to him.

In the "Relationships" section specify the order of interaction of the assistant with the leaders of another level. This specialist reports directly to to CEO, but the instruction can allow and stipulate a hierarchy of relationships with those who manage other structural units.

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How to approve the job description of an assistant manager

Job descriptions, as a rule, are developed by an employee of the personnel department. Coordinate the job description of the assistant to the head of the organization with the heads of other structural divisions other than legal service, no need. The director of the company approves the document.

With the approved job description of the assistant manager, you must familiarize yourself with the signature in the way that is accepted in the organization: on the document itself, on the familiarization sheet.

The job description specifies the scope of duties and work that a person holding a certain position must perform. Job description in accordance with All-Russian classifier management documentation, or OKUD, OK 011-93 (approved by the Decree of the State Standard of December 30, 1993 No. 299) is classified as documentation on the organizational and regulatory regulation of the organization's activities. The group of such documents, along with the job description, includes, in particular, the rules of internal work schedule, position on the structural unit, staffing.

Is a job description required?

The Labor Code of the Russian Federation does not oblige employers to draw up job descriptions. Indeed, in an employment contract with an employee, his labor function should always be disclosed (work according to the position in accordance with staffing, profession, specialty, indicating qualifications or a specific type of work entrusted to him) (Article 57 of the Labor Code of the Russian Federation). Therefore, it is impossible to hold the employer liable for the lack of job descriptions.

At the same time, it is the job description that is usually the document in which the employee's labor function is specified. The instruction contains a list of the employee's job responsibilities, taking into account the specifics of the organization of production, labor and management, the rights of the employee and his responsibility (Letter of Rostrud dated November 30, 2009 No. 3520-6-1). Moreover, the job description usually not only discloses the employee's labor function, but also provides qualification requirements, which are presented to the position held or the work performed (Letter of Rostrud dated November 24, 2008 No. 6234-TZ).

The presence of job descriptions simplifies the process of interaction between the employee and the employer on the content of the labor function, the rights and obligations of the employee and the requirements for him. That is, all those issues that often arise in relationships with both existing employees and newly hired employees, as well as with applicants for a certain position.

Rostrud believes that the job description is necessary in the interests of both the employer and the employee. After all, the presence of a job description will help (Letter of Rostrud dated 08/09/2007 No. 3042-6-0):

• objectively assess the activities of the employee during the probationary period;
• justifiably refuse to hire (after all, the instructions may contain additional requirements related to the business qualities of the employee);
• distribute labor functions among employees;
• temporarily transfer an employee to another job;
• evaluate the conscientiousness and completeness of the employee's performance of the labor function.

That is why the preparation of job descriptions in the organization is appropriate.

Such an instruction may be an appendix to the employment contract or be approved as an independent document.

How a job description is compiled

The job description is usually drawn up on the basis of qualification characteristics, which are contained in qualification reference books (for example, in Qualification Handbook positions of managers, specialists and other employees, approved by the Decree of the Ministry of Labor of August 21, 1998 No. 37).

For employees who are hired according to the professions of workers, to determine their labor function, unified tariff and qualification reference books of work and professions of workers in the relevant industries are used. Instructions developed on the basis of such reference books are usually called production instructions. However, in order to unify and simplify internal documentation in an organization, instructions for working professions are often also referred to as job descriptions.

When compiling job descriptions, organizations are also guided by professional standards.

Since the job description is an internal organizational and administrative document, the employer is obliged to familiarize the employee with it against signature when hiring him (before signing employment contract) (part 3 of article 68 of the Labor Code of the Russian Federation).

Example job description for assistant general manager

Here is an example of filling out the job description of the assistant general director. The manual describes the typical job responsibilities of an assistant manager.

The job description of an assistant manager is created to streamline labor relationships. The document indicates functional responsibilities, responsibility, employee rights.

The position of "assistant to the head" in different organizations can be called differently: personal assistant to the director, assistant to the head, secretary.

Sample job description for a manager's assistant

I. General provisions

1. An assistant to the head is appointed to the position and dismissed from it by order of the head of the organization.

2. Assistant to the head reports directly to the head of the company.

3. During the absence of the assistant manager, his rights and functional duties are transferred to another official, as reported in the order for the organization.

4. A person with higher education and experience is appointed to the position of assistant manager similar work from one year.

5. The assistant manager is guided in his activities by:

• the legislation of the Russian Federation;
• Internal labor regulations, the Charter and other regulatory acts of the company;
• orders and directives of the management;
• this job description.

6. The assistant manager must know:

• the established procedure for handling documents in the organization;
• rules of business communication and etiquette;
• the procedure for maintaining reporting documentation;
• rules for the use of office equipment, means of communication;
• basics of work in text editor, spreadsheets;
• basics of office work;
• organizational structure of the company;
• procedure for concluding and executing contracts.

II. Job Responsibilities of Assistant Manager

The Assistant Manager has the following responsibilities:

1. Planning the working day of the head: development and coordination of the schedule of meetings, visits, calls, receptions and other actions.

2. Personal accompaniment of the head at meetings, receptions, on trips.

3. Technical support for the work of the head: ordering tickets, transport; organization of negotiations, meetings.

4. Keeping minutes and other documents fixing the progress and results of meetings, meetings, negotiations.

5. Bringing to the attention of the employees of the structural divisions of the organization of instructions, orders of the management and control of their execution.

6. Collection of information, preparation and provision of analytical, informational, reference and other reports to the management.

7. Record keeping, receiving correspondence sent to the head.

8. Registration of visitors for a personal appointment with the head, organization of their reception.

9. Acceptance of documents and applications for the signature of the head, their registration, accounting and transfer to the head.

10. Drawing up letters, requests, other documents on behalf of the management.

11. Preparation of meetings, meetings, meetings held by the head. Collection necessary materials, notification of participants about the time, place of their holding, agenda.

12. Fulfillment of official instructions of the head.

III. Rights

The Assistant Manager has the right to:

1. Receive information in the amount necessary to complete the tasks.

2. Send proposals to management to improve their work and rationalize the company's activities.

3. Send requests to the departments of the organization (on behalf of the head or on a personal initiative) to obtain the documents necessary for the performance of his duties.

4. Require the management of the institution to create the conditions necessary for the performance of its official duties.

5. Make independent decisions within their competence.

6. Have access to confidential information, in the event of a business need.

IV. A responsibility

The Assistant Manager is responsible for:

1. Providing employees of the organization with false information.

2. Improper performance of their official duties.

3. Causing material damage to the organization, the state, its counterparties, employees.

4. Violation of the deadlines for the implementation of tasks.

5. Violation of provisions guidance documents organizations, decisions, ordinances.

6. Disclosure trade secret, personal data, confidential information.

7. Actions that go beyond his competence.

8. Violation labor discipline, safety regulations, internal labor regulations, fire protection.

9. Violation of business etiquette, rude treatment of business partners, visitors, employees of the organization.

Job description assistant manager

Executive Assistant Job Description Template

APPROVE
CEO
Surname I.O.________________
"________"_____________ ____ G.

1. General Provisions

1.1. The assistant manager belongs to the category of specialists.
1.2. The assistant to the head is appointed to the position and dismissed from it by order of the general director of the company.
1.3. The Executive Assistant reports directly to the CEO of the company.
1.4. During the absence of the assistant manager, his rights and duties are transferred to another official, which is announced in the order for the organization.
1.5. A person who meets the following requirements is appointed to the position of assistant manager: education - higher or incomplete higher, experience of similar work from a year, knowledge of office equipment (fax, copier, scanner, printer), programs Microsoft Office(Word, Excel), office work.
1.6. The assistant manager is guided in his activities by:
- legislative acts RF;
- the Charter of the company, the Internal Labor Regulations, other regulatory acts of the company;
- orders and directives of the management;
- this job description.

2. Job responsibilities
2.1. Plans the working day of the head (meetings, calls, reception, etc.).
2.2. Implements technical support activities of the head (ordering transport, tickets; organizing meetings, negotiations, etc.)
2.3. Accompanies the manager at meetings, on trips, etc.
2.4. Takes part in negotiations, business meetings, special receptions; maintains protocols and other documents documenting the course and results of meetings and negotiations.
2.5. On behalf of the head, he coordinates certain issues with the employees of structural divisions, brings to them the instructions and orders of the head; controls the execution of instructions and orders.
2.6. Collects materials and information required by the General Director, prepares analytical, informational, reference and other materials and submits them to the head.
2.7. Conducts office work, receives correspondence incoming for consideration by the head, accepts documents and personal statements for the signature of the head, keeps records and registration, transfers to the head.
2.8. Keeps an appointment with the head, organizes the reception of visitors.
2.9. On behalf of the head, he draws up letters, requests, and other documents.
2.10. Performs work on the preparation of meetings and meetings held by the head (collecting the necessary materials, notifying participants of the time and place of the meeting, agenda, their registration), maintains and draws up minutes of meetings and meetings.
2.11. Performs individual official assignments of the head.

3. Rights
3.1. Receive information, including confidential information, to the extent necessary to solve the assigned tasks.
3.2. Provide management with suggestions for improving their work and the work of the company.
3.3. Request personally or on behalf of the head from the divisions of the enterprise and other specialists information and documents necessary for the performance of his duties.
3.4. Require management to create normal conditions for the performance of official duties and the safety of all documents resulting from the activities of the company.
3.5. Make decisions within your competence.

4. Responsibility
4.1. For non-performance and / or untimely, negligent performance of their duties.
4.2. For non-compliance with current instructions, orders and orders for the preservation of trade secrets and confidential information.
4.3. For violation of the internal labor regulations, labor discipline, safety and fire safety rules.

In the article, we will consider the job responsibilities of a personal assistant. We will tell you what qualities are necessary to successfully cope with this job.

Related materials:

Who is a personal assistant to the head

Assistant Manager position Russian market labor arose relatively recently. Based on job responsibilities, it can be summarized that personal assistant - the same secretary of the head but with extended responsibilities.

The fact is that the work of a personal assistant is not limited only to the duties of a secretary: they are also added, for example, to the duties of planning the manager’s schedule, organizing events, and conducting telephone conversations. We can say that the main duty of a personal assistant is to relieve the head. That is, it is the personal employee who does most of the work of the manager. The scope, of course, each boss determines individually. There are even cases when the assistant manager, in fact, replaces the boss. In most cases, the scope of duties of a personal assistant, enshrined in the job description, is much less than in practice.

Job Responsibilities

The duties of the assistant manager are regulated by the professional standard. This document contains a list of duties for such employees as the assistant secretary and the secretary of the head. It is known that compliance with the professional standard in companies that are not municipal and state-owned is not mandatory. However, the recommendations in this documentation are reflected in the job definitions of secretaries in private companies.

Job description of an assistant manager, taking into account the requirements of the professional standard

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The professional standard does not contain such a profession as a personal assistant. However, his job responsibilities are most fully reflected in the professional standard for the secretary of the head. First of all, they are divided into 2 parts:

1. Organizational support for the activities of the head.
2. Documentation of the activities of the head of the organization.

Organizational support consists of:

• formation of a working day plan for the secretary of the head;
• organization of receiving calls from the head;
• preparation and servicing of various events: meetings, business meetings, meetings;
• control over the execution of orders;
• organizing and maintaining a functional workspace in the reception area and manager's office.

These executive assistant functions are also known as administrative support, since when they are performed, the secretary actually performs administrative work.

Mind map of the organization of the business trip of the head

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Documentation support includes the preparation and execution of:

• organizational documents;
• management documentation;
• organization of work with documents;
• processing cases for later storage.

Note that the assistant manager, whose duties coincide with the above, is often forced to perform a number of personal assignments. This range of responsibilities is recommended to be determined directly when applying for a job.

Personal qualities of an assistant manager

The tasks of an assistant manager are not easy. Therefore, the employee must be as prepared as possible for their implementation, both mentally and physically. Let's look at the most important personal qualities that a personal assistant should have.

Stress tolerance. This quality is mandatory due to the large amount of work and duties of a personal assistant. Only a cold mind and the ability not to react to external stimuli or an emergency mode of work will help a personal assistant not to lose his strength at the very beginning of the working day.

Sociability. It is known that in the waiting room of the head it is never quiet: there are always visitors waiting there, or the phone rings. And it is the assistant manager who is forced to communicate with every person who wants to get an audience with the leader. At the same time, everyone who wants to have different questions, goals and moods, you need to find a common language for all of them and win their trust. Rest assured, your manager is unlikely to be pleased if an angry client gets into his office. Therefore, in this case, the task of a personal assistant will be to prevent such situations, which is impossible in the absence of communication skills. The main thing is that sociability does not flow into talkativeness.

Mistakes and stupidities of an assistant that the manager will definitely notice

Other Mistakes and How to Avoid Them

Attentiveness. This quality is of great importance in working with documents. A personal assistant should be able to assess at a glance the correctness of the design and preparation of a particular document. Moreover, the main cause of errors in documents is just inattention.

Memory. It is known that work with documents is associated with large quantity regulations and laws that a personal assistant must know. In addition, every day the reception receives a large number of calls not to be forgotten. It is also necessary to remember the names of all important partners, information about current state affairs, etc. All this requires the secretary to have a good memory and the ability to quickly work with information.

What qualities are important for assistants: from the point of view of managers and assistants themselves

What assistants and secretaries are waiting for leaders

In addition, an effective assistant must be proactive and have developed emotional intelligence. Low emotional intelligence for an assistant manager is a contraindication for this job. Therefore, you just need to understand your emotions and be able to manage them, as well as understand the emotions of others.

Check if you have developed emotional intelligence

One of the important qualities for a leader in an assistant is proactivity. Such an assistant takes the initiative. He calculates one step ahead, prepares fallback options, clarifies Additional information and details, asks questions, makes decisions. A proactive assistant has three important skills: curiosity, responsibility, and creativity.

Check how curious you are

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Professional qualities of an assistant manager

The professional qualities required in the work of a personal assistant to the head make up an impressive list. To determine them, you can also use the professional standard, which clearly displays what skills are required to perform certain job duties. So, in order to carry out organizational support for the activities of the head, a personal assistant must have many professional qualities.

1. Understand the specifics production activities organizations:
   • industry specifics;
   • patterns of interaction between the organization and the external environment.
2. Be able to communicate with the management of the organization and its departments.
3. Know the methods of scientific organization of labor;
   • self-management functions;
   • principles and rules of working time planning;
4. Know how to set goals. Fundamentals of planning.
5. Know the principles of prioritization.

How to prioritize your development

Job description assistant manager - a document that clearly defines the specifics of the tasks solved by the employee in the relevant position, since it can include a wide range of duties. What to look for when compiling instructions, we will tell in our article.

What is an Assistant Manager

The position of "assistant to the CEO" can involve very different job functions. An employee of the company occupying it, in practice, can be:

• the actual deputy head of the company for certain groups of issues (for example, legal);
• director's personal secretary.

Let's study the features of the instructions for each of the positions in more detail.

Job description of Assistant General Director (Deputy)

In the instructions of the assistant director for a certain group of issues, it is first of all recorded that this employee:

• belongs to the category of leaders;
• reports directly to the CEO.

In terms of his powers, such a specialist is actually equal to the deputy head of the company. This employee is subject to fairly high qualification requirements:

• Availability higher education according to the profile of special issues (for example, legal);
• long-term work experience - 3 years or more.

In addition, the instructions for this specialist indicate a list of sources that he should be guided by. As a rule, this is a very complex set of documents: it may include regulatory legal acts related to both general and special legislation in the field of the company's activities, local acts, methodological, educational materials, sources reflecting law enforcement practice.

The assistant director for a special group of issues often has subordinates to other employees, has a lot of authority to organize business events, issuing orders and directives, monitoring the work of various departments of the company.

Personal assistant director's manual

The position of assistant manager may also correspond to the position of a secretary who performs work in the reception.

AT assistant manager job description, which performs this function, it can be fixed that it:

• belongs to the category of specialists;
• reports not only to the general director, but also to the head of the service responsible for personnel management, in terms of secretarial functions.

Thus, an assistant director in the status of a secretary has disproportionately less authority than a specialist who, by his own labor functions corresponds to the Deputy General Director. This predetermines significantly less stringent qualification requirements for this employee. As a rule, to occupy a position, it is enough for him to have a secondary education, and the requirements for work experience for a secretary may not be established in principle.

The list of sources that the secretary should be guided by is also significantly narrower than in the case of the actual deputy director. As a rule, we are talking about general legal norms, as well as local acts that directly regulate the work of the secretary.

The assistant to the general director of the company, who performs the labor function of a secretary, most often does not have other employees subordinate to him. However, he may be empowered to send requests and orders to other employees, if necessary for the performance of his labor functions.

Where to download a sample assistant director job description

Since in practice an assistant to the head of a company can be understood as either his deputy or secretary (2 positions that are dissimilar in terms of labor functions and powers), we provide sample instructions for employees holding each of these positions.