The main role of the assistant manager. Assistant Manager Functions

general Director magazine

The essence of the work of a personal assistant is to, taking into account the specifics and characteristics of the activities of his leader, take a significant part of his work on himself. For example, the duties of a personal assistant include planning and optimizing the work schedule of the head, coordinating the actions of the Director General, organizing meetings and negotiations, meetings of shareholders, boards of directors, preparing business trips of the head (see Functions of the personal assistant of the head).

Functions of Personal Assistant to the Manager

The duties of the Assistant Director General include:

organization of telephone conversations;
receiving messages, letters addressed to the head, and, if necessary, bringing them to the head;
preparation of meetings, meetings, including meetings of shareholders, boards of directors, negotiations (a personal assistant makes a selection of materials, notifies participants about the place and time of the event, and also monitors compliance with the regulations, keeps minutes, draws up results, shorthand);
reception of incoming business correspondence, its registration and transmission to the head, and then - bringing the resolutions of the General Director to specific executors or self-preparation of a response;
control of the timing of the execution of instructions of the head by employees of structural divisions of the company
reception and timely submission of documents for signature;
meeting and receiving visitors to the head;
preparation of business trips (visa support, ordering tickets, booking hotels);
creating conditions conducive to the most effective work of the head (monitors the organization of the workplace, the availability of stationery, necessary office equipment, and cleanliness in the head's office).

What personal assistant do you need

Head Secretary. Suitable for company leaders with up to 25 people. This person combines the functions of executive secretary with the functions of company secretary. For the manager, he performs only certain simple tasks (for example, he meets visitors, offers them drinks, prints letters, processes correspondence).

Requirements. This should be a disciplined performer, from whom independence is not required in decision-making, initiative. Among other requirements: higher or incomplete higher education (it is important that studies do not affect work), high printing speed, the ability to use office equipment, a similar work experience of a year is desirable. It is necessary that a person applying for this position be inclined to perform monotonous work.

Administrative Assistant, Business Manager. It is necessary for managers of companies with a large workflow mainly for communicative relations between the leader and subordinates. This type of personal assistant should combine the performance of both technical functions and functions requiring independence and responsibility from him, for example: planning a manager’s work schedule, organizing trips, independently preparing some documents, preparing materials for negotiations, meetings, shareholders meetings, boards of directors.

Requirements. Higher education, experience in similar work from two years, representative appearance, knowledge of a foreign language (if necessary), good organizational skills, including negotiation skills, ability to make decisions independently.

Professional assistant. He, as a rule, is necessary for managers of large enterprises. Men are often invited to this position. Such an assistant to the General Director performs part of the work for and for the leader, and the leader uses the results. A professional assistant must have special knowledge and education in the subject area of \u200b\u200bactivity of the leader. He does not perform technical work for the manager, such as an administrative assistant.

Requirements. Higher education (profile), similar work experience of two years, knowledge of a foreign language (if necessary), knowledge and experience in the field of the company, responsibility, initiative. The lack of unnecessary ambition is very important for this employee, since the leader will enjoy the fruits of his many hours of painstaking work and appropriate all the laurels for himself.

Head of personal affairs of the head. This type of personal assistants is less common than others. It can be in demand both in small and large companies. It is necessary for a leader who spends a lot of time at work, but at the same time leads a very active life outside the office, has a large family, often goes on vacation abroad and is ready to entrust some functions of organizing personal affairs to his assistant. For example, the manager of personal affairs can book and purchase tickets to theaters, concerts, buy gifts for friends, relatives and important partners. It is also often the responsibility of the manager of personal affairs to organize tourist trips of the head and members of his family (see an example from practice: Underwear for the boss).

Chef underwear

One applicant for the position of personal assistant told at an interview about her job responsibilities with the previous leader. The lion's share of her working time was occupied by personal assignments (choose a sanatorium for an elderly mother, taking into account all the recommendations of her attending physician; find out from a teenage son what gift he would like to receive for his birthday and order it via the Internet; get fresh mutton for a picnic )

Once its leader found out that he was going on a business trip a few hours before departure. He had no time to go home for a change of clothes. Then the faithful assistant went to the nearest store and bought a set of clothes for the chef, a shift shirt and a tie for her. Such an assignment was in the order of things for her.

Requirements. Higher education, good computer skills, ability to use office equipment, good looks, knowledge of the language (depending on the specifics of the personal instructions of the leader), skills for quick and high-quality search for necessary information on the Internet, the ability to store confidential information. A sense of tact is very important, especially in communication with the relatives of the leader.

CEO says
Yuri Vodilov General Director of Sibrybprom, Tyumen

Sibrybprom LLC is a diversified enterprise specializing in the production of fish products. It has three enterprises where live fish is bred and raised, three fish processing plants, a smoking and drying workshop, warehouses, and a shipyard.

My personal assistant has been working with me for eight years. First, she was taken to the post of secretary. Of course, the employee was tuned for career growth, so over time she was able to become my personal assistant.

What is especially important for me and why did I choose this candidate? An excellent memory, a high level of discipline, the ability to perform tasks on time, the ability to communicate with people, knowledge of the characteristics of this profession, adequate perception of requirements by the leadership and, of course, compliance with ethical standards of behavior.

My personal assistant receives visitors, creating a positive image of the leader and maintaining a high reputation of the company. Planning my working day, organizing negotiations, meetings, meetings, preparing the necessary documents, conducting paperwork and independently solving some issues - all this is the responsibility of my personal assistant. When working in such close contact, mutual understanding, a comfortable internal state in the process of communication is very important, because the assistant is already a close person!

CEO says

Galakta Group of Companies is the Russian producer of vodka brands Poltina and Frost and the Sun. The company is in the top 10 producers of vodka. The distribution network covers all regions of the Russian Federation and consists of more than 100 distributors. In the 24 largest regions, regional representative offices of the group have been created. In 2006, the total production volume of the group's enterprises amounted to 2520 thousand US dollars. The number of employees is 600 people.

The functions of my assistant include:

work day planning;
organization of meetings and meetings;
business correspondence;
execution of orders and, of course, control over the execution of orders of the General Director.

A personal assistant is the right hand of a leader, and unlike a secretary, he is endowed with certain powers and a wider area of \u200b\u200bresponsibility. The key business qualities of the Assistant Director General are sociability, knowledge of business etiquette, punctuality, accuracy, attentiveness and organization.

Why emotional compatibility with an assistant is important

The work of the General Director takes place in contacts with a large number of people, sometimes communication with them is based on a rigid basis and often leads to emotional discomfort. Therefore, it is very important that the person you have chosen for the position of personal assistant not only has all the necessary professional skills, but also is emotionally compatible with you.

Of course, during the interview it is difficult to determine compatibility with the candidate. There is only one way out - you need to listen to your intuition. Surely you have found yourself in this situation more than once: it seems that the candidate has all the necessary knowledge and skills, and his experience is excellent, and everything is fine with respect to wages, but it’s unpleasant for you to talk to the person, you want him to leave as soon as possible, and there are no concrete explanations you do not find your feelings. Everything is very simple - this is the very emotional incompatibility.

CEO says
Regis Lomm Head of Pfizer Representative Office in Russia, Moscow

The Pfizer company, existing since 1849, has been developing and manufacturing pharmaceutical products for various fields of medicine (cardiology, oncology, urology, psychiatry, ophthalmology, endocrinology, dermatovenerology), including new-generation antibiotics. Pfizer has over 150 locations worldwide. The company annually invests significant amounts in research and development of new drugs. The Russian representative office of the company (Pfizer International ELC) has been operating since 1992.

My personal assistant fulfills the standard duties for this position: compiles a daily business schedule, organizes business trips, etc. In addition to professional skills, personal qualities are very important for this type of activity: high psychological adaptability, friendliness, punctuality, ability to be attentive to details, excellent communication skills. The assistant must always feel what else needs to be done to improve the working conditions of the leader.

A distinctive feature of a good assistant manager is a sincere and unchanging willingness to help, even if the solution to this problem is not spelled out in the contract. This ongoing support is very important for the leader, especially if he works in a country not native to himself and does not always know all its features and customs.

The person who now holds the position of my personal assistant has been working for the company for about a year. Since the leader and assistant work closely, communication should be comfortable for both of them. I am absolutely sure that when choosing an employee you need to take into account not only his professional qualities, but also the fact that there was an understanding between you on an intuitive level, whether you instinctively felt that you can trust this person. From my more than 30 years of business experience, I have learned an important lesson: sometimes you should rely on your intuition more often than on the arguments of the mind.

To whom to entrust the search for a personal assistant

There are two options: entrust the search to either your personnel service or recruitment agency (see also: Who should not be trusted to find an assistant).

Who should not be trusted to find an assistant

Often a manager who needs two personal assistants entrusts the search for a second employee with an already working assistant. In this case, he is guided by the fact that they will work in pairs, so they need to be compatible with each other. However, this idea cannot be considered successful. Due to the reluctance to work side by side with a competitor who claims to be the trust and attention of the leader, the first assistant can simply choose a technical secretary. He will carry out all the routine work, but if necessary, will not be able to completely replace the first assistant.

The Director General, who gives instructions on the search for a personal assistant, must tell as much as possible (down to the smallest details) which person he needs. At the same time, it is necessary to determine not only the responsibilities, but also the requirements for the candidates. Be sure to specify which requirements are fundamental and mandatory for you, and which are optional (that is, when selecting, if all the fundamentally important requirements are met, you can close your eyes). When these conditions are met, the person responsible for the selection will, on the one hand, weed out applicants on fundamental grounds and not force the manager to spend time on unwanted candidates, and on the other hand, he will not dismiss those who are not suitable for only one or two parameters.

CEO says
Julia Konelskaya General Director of Galakta Group of Companies, Moscow

When selecting a candidate for the position of assistant, we used both internal personnel reserve and external sources. I was primarily interested in people who worked as assistant managers of large companies, as well as heads of the administrative department (with experience in running a group of projects at one time).

The initial selection of candidates was carried out by the personnel service. It was tested whether the specialist meets the stated requirements: skills were tested, potential, motivation were revealed. At the interview, the candidate was asked to solve cases of real work situations, and on the basis of the results, his professional suitability was determined, as well as the degree of trust in the candidate of the previous leader (For information on which questions will help you objectively evaluate the candidate, read the article “How to conduct an interview”, No. 4 - 2007).

When choosing, we paid attention to the candidate's compliance with the standards of our corporate culture. It is also very important his willingness to take on a certain level of responsibility. If the candidate is an executor, then when setting the task, it will be necessary to spend time explaining the methodology for its implementation. I selected an assistant who could independently cope with the assignment, finding the necessary resources and building the necessary communications.

Technology of secretary selection for the head of the creative team

Sergey Alekseev Executive Director of the Quartet-I Comic Theater, Moscow

The Quartet-I Comic Theater was created in 1993 by a group of graduates of the GITIS pop department. The theater staff always acts as the author of their performances (even if they are based on literary material of another author). The theater is constantly engaged in creative and literary activities as part of theatrical, radio and television projects.

The work of the secretary in the theater has its own characteristics. On the one hand, this is a party of famous actors, the creative atmosphere of the backstage, and on the other, the secretary needs to perform work in this situation, and the work is exclusively technical. The heads of young girls often do not withstand such a contrast. I almost came to terms with the fact that I had to change the secretary once a year. Now, for example, my third assistant in the last two years has already started working. The selection technology is as follows:

I post ads on the search for a personal assistant. I do this on our website and on several job sites. There are usually many responses - any vacancy in a theater looks more attractive than a similar job in a regular office. But, unfortunately, the candidates think that once they go to work in the theater, it will be fun, and they forget that it is necessary to work here and not to have fun.

I do the initial selection by resume. Immediately discard the resume of actresses, artists, journalists, that is, people who are uniquely focused on a creative career. For they, this position can obviously be interesting only from the point of view of getting into a theatrical get-together. Technical education, as well as experience in processing a large amount of information, is, on the contrary, a trump card for the candidate. Then I evaluate the sequence of experience gained. For example, what can be the motivation of a person who first worked as a project manager, and now is looking for a job as a secretary?

I write to the candidates by e-mail and communicate by phone. By correspondence, the manner of expressing one’s thoughts, one gets the first impression. Then I select five or six candidates I like for the meeting.

Interview I invite all candidates for an interview one evening, in addition, I call my friend - the director of a recruitment agency. I ask questions from the perspective of a subjective judgment about a person, and she, as a professional psychologist, helps to identify, for example, the candidate’s motivation.

I came up with several test cases (business cases). I suggest that the applicant reflect on the topic of how he would act in a given situation. In the answers I seek common sense and coincidence with my expectations. For example: “You overslept on the first working day - woke up half an hour after the start of work. What are your first steps? ” Naturally, I expect that the person will say that the first thing he will call his leader, that is, me. But it happens that a candidate refuses for a long time and says that this can never happen to him. Another example. I describe the situation when a person has a task given by a direct supervisor, and exactly one hour is provided for its implementation. After that, the higher boss gives another task, the fulfillment of which also takes exactly an hour and to begin to fulfill which must also be done immediately. However, it is impossible to do both tasks at the same time. Then I ask how the candidate will behave in this situation. The ideal answer for me would be the following: to run to the immediate boss to inform him about the situation and ask for advice.

At the interview, I ask about my family and my parents' activities in order to understand what kind of person is in front of me. After all, usually the girls who come for an interview are young (18-23 years old) and have no work experience (or have minimal). Therefore, most of what they have is embedded in the family, there was no other influence yet, and they themselves have not yet managed to become mature personalities.

After all the interviews, I make a decision taking into account the views of the director of the recruitment agency. She tells who, in her opinion, is more motivated, who knows what she wants, and who does not. It is also very important a sense of contact with a person and comfort from his presence. One girl came and spoke kindly sensibly and coherently, all the business cases passed, but I feel that she annoys me, I want her to leave quickly. When choosing a personal assistant, this subjective factor cannot be discounted.

What did you like about the girl who just started working with us? Firstly, very distinct literate wording. Secondly, she just graduated from MAI, and this is a good technical education. The third plus is that in the evenings she worked as an accountant, so she has the skill to organize and process large amounts of data.

The job description of the assistant manager gives an idea of \u200b\u200bthe list of duties of the employee applying for the designated position. CI is a legally relevant document. It consists of four basic and several secondary sections, and is also one of the most important internal documents of the company governing labor relations.

Sample job description assistant manager

1. Key points

The assistant manager is hired and exempted by order of the head of the company.
The assistant is in operational submission to the relevant leader.
During a forced absence (illness, business trip, etc.), the duties of an assistant are temporarily assigned to the secretary of the director of the company.

The assistant manager must meet the following qualification standards:

complete higher education;
work experience as an assistant, secretary or assistant manager;
knowledge of the basics of office equipment and computer programs;
good knowledge of business English.

The assistant manager must understand:

basic standards of office work;
the basics of negotiating with partners of the company;
computer programs demanded in the office;
business English at a level sufficient to assist the director in negotiations and correspondence;
maintaining the flow of incoming and outgoing correspondence in accordance with generally accepted business standards;
internal documents of the company governing issues falling within its competence;
company hierarchy and its structure;
shorthand techniques;
russian language rules regarding error-free documentation;
rules for using office equipment;
standards of business etiquette.

The assistant manager is guided by:

current laws of the Russian Federation;
internal documents of the company;
points of this job description.

2. Functions

Functions of the assistant manager:

Assistance to the leader in negotiating and holding meetings.
Coordinate events with assistants from other leaders to organize joint work meetings and meetings.
Joint consideration of the documents and correspondence with the secretary of the head, as well as its initial processing.
Assistance to the leader in meetings and communication with foreign partners.
Organization of optimal reception of visitors.
Helping a manager plan his business schedule.
Drawing up of the resume and other documents following the results of meetings.
Bringing to the employees of the company the orders of the head within his competence.
Execution of work orders of the head.
Replacing the leader at meetings during his involuntary absence within his competence.
Tracking the correctness of the workflow within its competence.
Collection of information and preparation of documents by order of the head, within its competence.
Provision of measures to maintain in working order the office of the head and his workplace.
Informing the head of possible problems in the activities of the company.

3. Responsibility

The assistant manager has the following responsibilities:

For damage incurred by the company due to its incompetent actions, to the extent specified in labor law.
For disclosure of internal data of the company and other violations of business standards - to the extent determined by law and company documents.
For incorrect performance of work functions - within the limits determined by the relevant company service documents.
For violations of laws that occurred during the performance of official duties - in accordance with applicable articles of law.

4. Rights

To perform work functions, the assistant manager is vested with the following rights:

Inform the manager about the possibilities of optimizing the performance of their work responsibilities.
Receive company official documents, including confidential, necessary for the successful performance of their functions.
Receive information, within its competence, from other employees of the company.
To give orders on behalf of the head, in cases where they were given the corresponding direct instruction.
Vizizit documents within its competence.
Track the process of implementation of the relevant work orders of the head of the company employees.
Take part in working meetings of the leader.
Represent the leader at business meetings in the event of his temporary absence.
Require the management of the company to create the conditions necessary for the quality performance of their work responsibilities.
Receive benefits and rewards in accordance with the rules of the organization.

Why do you need job description

The instruction is a standard intercompany document relating to the alignment of working relations of employees. It allows you to clearly define the scope of functions and responsibilities of the assistant manager. In addition, as a legally significant document, it helps to determine the positions of the parties in possible legal disputes.

For the head of CI, if it is correctly composed, it is a good tool for building trouble-free working relationships with his assistant. And this document helps the assistant to identify the range of their job duties and responsibilities, the implementation of which they expect from him, taking on the job.

For both the assistant and the leader, the instruction plays an extremely important role, which is to minimize the consequences of work conflicts.

What to consider when writing a DI

The single form of the job description has not yet been spelled out in the legislation. This opens up scope for creativity for firms, especially in job descriptions. However, there are some generally accepted standards for writing DI, mainly they relate to the number and names of sections:

Additional items may be added to these items, which include, for example, a description of working conditions. The feasibility of their inclusion is determined by the leadership of the company.

Key Points

Here are the qualification requirements for the employee. For the position of an assistant, it will be important to mention the experience with office equipment, the necessary set of computer programs, and also, if necessary, good knowledge of a foreign language. Also, the section mentions standardly who recruits the assistant and to whom he submits, as well as what he should be guided in performing his functions.

If the director has several assistants, then it is better to draw up MDs for each of them, indicating specific individual responsibilities.

Functions

The contents of this section are devoted to a more detailed list of functions that are expected to be performed by an assistant manager. Usually, they write a circle of duties that is close to the secretary, but more related to communication with people and less related to the processing of incoming calls and letters. It is also important to take into account the features of the company, since English is not always required.

In many companies, the functions of assistant manager are performed by secretaries or assistants. Therefore, it is necessary to clearly describe what the manager himself expects from the assistant: he will be a replacement for the secretary or will carry out some additional duties.

Responsibility

The section outlines the spectrum of employee liability for violations of Russian laws and company rules, data disclosure and other violations. Usually, the section does not indicate specific liability they can be substantively determined only in the course of labor and legal proceedings.

The rights

It describes the set of rights of an assistant manager. Usually it is pretty standard and differs only because of the specifics of both the company itself and the responsibilities of a particular assistant.

After the preparation and approval of the instructions, it is printed out in an amount equal to the number of assistants. Usually they print it on letterhead, thus relieving themselves of the unnecessary troubles associated with entering data into a document about the company and its manager. At the final stage, signatures and their transcripts are affixed both to the head and his assistant. Signatures of persons with whom this appointment is agreed may also be added. The seal of the company is not required in this document.

Job Description Assistant Manager

The job description of the assistant manager is created to streamline labor relations. The document outlines functional duties, responsibilities, employee rights.

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

Sample job description of an assistant manager

І. General Provisions

1. The assistant manager is appointed and dismissed by order of the head of the organization.

2. The assistant manager reports directly to the company leader.

3. In the absence of an assistant manager, his rights and responsibilities pass to another official, as reported in the order for the organization.

4. A person having higher education and a similar work experience of one year or more shall be appointed to the position of assistant manager.

5. The assistant manager is guided in his activities:

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

6. The assistant manager must know:

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, communications;
basics of working in a text editor, spreadsheets;
basics of office work;
organizational structure of the company;
the procedure for concluding and executing contracts.

II. The duties of the assistant manager

The following responsibilities are assigned to the assistant manager:

1. Planning a manager’s working day: development and approval of a schedule for meetings, visits, calls, receptions and other activities.

2. Personal accompaniment of the leader at meetings, receptions, trips.

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

4. Maintaining protocols and other documents fixing the course and result of meetings, meetings, negotiations.

5. Notification of employees of structural divisions of the organization of instructions, instructions of the management and control of their implementation.

6. Gathering information, preparing and providing management with analytical, informational, reference and other reports.

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

8. Recording visitors to a personal reception to the head, the organization of their reception.

9. Reception 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 management.

11. Preparation of meetings, meetings, meetings held by the head. Gathering the necessary materials, notifying participants about the time, venue, and agenda.

12. Fulfillment of official duties of the head.

ІІІ. The rights

The assistant manager has the right:

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

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

3. To send requests to organizational units (on behalf of the head or on a personal initiative) to obtain documents necessary for the performance of his duties.

4. Demand from the management of the institution to create the conditions necessary for the performance of his official duties.

5. Make independent decisions within their competence.

6. Have access to confidential information, when the need arises.

ІV. Responsibility

1. Providing employees of the organization with false information.

2. Improper performance of their duties.

3. Damage to the organization, the state, its counterparties, and employees.

4. Violation of the timing of the tasks.

5. Violation of the provisions of the organization's governing documents, decisions, decisions.

6. Disclosure of trade secrets, personal data, confidential information.

7. Actions beyond his competence.

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

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

Job Description Assistant Manager - Sample

Job Description Assistant Manager - a document that clearly defines the specifics of the tasks performed by the employee in the respective position, since it can include a wide range of responsibilities. What to look for when writing instructions, we will tell in our article.

Who is an assistant manager

The position of “Assistant General Manager” may mean very different job functions. The employee of the company, occupying it, in practice may be:

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

We will study the features of the instructions for each of the positions in more detail.

Job description of the assistant to the general director (deputy)

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

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

In terms of authority, such a specialist is actually equal to the deputy head of the company. Quite high qualification requirements are presented to this employee:

the presence of higher education in the field of special issues (for example, legal);
long work experience - 3 years or more.

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

The assistant director for a special group of issues often has subordination to other employees, has a large number of powers to organize business events, issue orders and instructions, and monitor the work of various departments of the company.

Personal Assistant Director's Instructions

The position of assistant manager may also correspond to the position of secretary performing work in the waiting room.

IN job description assistant assistantperforming this function, it can be fixed that it:

refers 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 secretary has incomparably less authority than a specialist who, in terms of his job functions, corresponds to the deputy general director. This predetermines significantly less stringent qualification requirements for this employee. As a rule, in order to occupy a position, it is enough for him to have a secondary education, and the requirements for seniority for a secretary may not be established in principle.

The list of sources by which the secretary should be guided 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 general director of the company, who performs the labor function of secretary, most often does not have other employees subordinate. 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's job description

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

Download job description assistant directorserving as secretary, you can here.

Summary

Assistant manager - a position that can mean very different job functions. It is important for the employer, firstly, to define them very clearly, and secondly, to consolidate them by issuing job descriptions.

You can study the features of compiling other instructions in the articles:

Job description of the assistant (assistant) of the general director, job responsibilities of the assistant (assistant) of the general director, sample job description of the assistant (assistant) of the general director

Job responsibilities assistant (Assistant) Director General - This is, first of all, help to the first person of the company. The job description of an assistant (assistant) to the general director may include specific requirements (for example, knowledge of two foreign languages) and responsibilities. In any case, the sample job description of the assistant (assistant) general director will help you in compiling a personnel document.

Job Description Assistant Director General
(Job Description Assistant Director General)

I affirm
CEO
Surname I.O. ________________
"________" _____________ ____ g.

1. General Provisions

1.1. The assistant (assistant) of the general director belongs to the category of specialists.
1.2. The assistant (assistant) of the general director is appointed to the position and dismissed from it by order of the general director of the company.
1.3. The assistant (assistant) to the general director reports directly to the general director of the company.
1.4. During the absence of an assistant (assistant) to the general director, his rights and obligations shall be transferred to another official, as announced in the order for the organization.
1.5. A person who meets the following requirements is appointed to the position of assistant (assistant) of the general director: education - higher or incomplete higher education, work experience of a year, knowledge of office equipment (fax, copier, scanner, printer), Microsoft Office programs (Word, Excel), paperwork.
1.6. The assistant (assistant) of the General Director is guided in his activities:
- legislative acts of the Russian Federation;
- The charter of the company, the internal labor regulations, other regulatory acts of the company;
- orders and orders of management;
- this job description.

2. Duties of the assistant (assistant) to the general director

The assistant (assistant) of the general director performs the following duties:
2.1. He plans the working day of the general director (meetings, calls, receptions, etc.).
2.2. Provides technical support for the activities of the General Director (ordering transport, tickets; organizing meetings, negotiations; etc.)
2.3. Accompanies the CEO at meetings, trips, etc.
2.4. Takes part in negotiations, business meetings, special receptions; keeps minutes and other documents that draw up the course and result of meetings and negotiations.
2.5. On behalf of the Director General, he coordinates certain issues with employees of structural units, brings to them the instructions and instructions of the head; controls the implementation of instructions and orders.
2.6. Carries out the collection of materials and information necessary for the Director General, prepares analytical, informational, reference and other materials and submits them to the head.
2.7. He conducts paperwork, receives correspondence received by the Director General, receives documents and personal applications for the signature of the Director General, keeps their records and registration, transfers them to the head.
2.8. Keeps an appointment with the head, organizes the reception of visitors.
2.9. On behalf of the Director General, draws up letters, inquiries, and other documents.
2.10. Carries out the preparation of meetings and meetings held by the General Director (collecting the necessary materials, notifying participants about the time and place of the meeting, the agenda, their registration), conducts and draws up the minutes of meetings and meetings.
2.11. Fulfills separate official assignments of the General Director.

3. Rights of an assistant (assistant) to the general director

The assistant (assistant) to the general director has the right:
3.1. Receive information, including confidential, to the extent necessary to solve the tasks.
3.2. Submit to management suggestions for improving their work and the work of the company.
3.3. To request in person or on behalf of the head of the enterprise divisions and other specialists information and documents necessary for the performance of his duties.
3.4. Require the 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 their competence.

4. Responsibility of the assistant (assistant) to the general director

The assistant (assistant) to the general director is responsible:
4.1. For failure to fulfill and / or untimely, negligent performance of their duties.
4.2. For non-compliance with applicable instructions, orders and instructions for maintaining trade secrets and confidential information.
4.3. For violation of the rules of the internal labor schedule, labor discipline, safety regulations and fire safety.

Job description: requirements for the assistant manager, his authority and rights + advice on the use of his rights

When forming the staff, the head of any organization must inform the employee about his official duties. When writing instructions, the manager must maintain the order of its sections, the specific structure. B Typically, the characteristics of the profession are described, the official position of the employee in the structure, the requirements, his rights and responsibility are indicated. The assistant manager, like other employees of the organization, is obliged to act and comply with all the requirements of the specified document.

The manual is written by the head of the established standards, should not violate the Labor Code of the Russian Federation. It must be agreed with the relevant services (lawyer, head of the personnel department), familiarized with the applicant for the position, signed by both parties. However, some lawyers do not consider the presence of such a document mandatory for registration of official relations.

The desirability of the job description

assistance to the leader in his daily activities;
maximum information about the responsibilities, functions, requirements for employees;
in the event of a trial, it will be easier to prove the mismatch of the position;
the absence in the contract of detailed information on the features of the functions and direct duties of an employee;
allows the applicant for the position to give a reasonable refusal in connection with the non-compliance with the requirements for the position;
allows you to differentiate responsibilities between employees of the organization;
allows you to evaluate the activities of each employee;

The presence of instructions is useful to the assistant himself. He clearly knows his rights and obligations. To perform functions that are not specified in the instructions, he is not obliged.

Legal and regulatory framework for the preparation of job descriptions

It basically looks like this:

current legislation of the Russian Federation;

The legislation allows the employee to provide any functions, if they trust him, he has enough knowledge, experience, qualifications to solve such issues. Note that the authority must be issued to the head of his order.

The job description is drawn up taking into account the specifics of the position, sets the terms of reference. It should reflect the work actually performed by the assistant manager.

internal documents:
the organization’s charter, management orders, internal rules and conduct.

The assistant should quickly navigate the regulatory framework governing his activities and the work of officials subordinate to him. He needs to study federal, regional legislation, regulatory documents of the organization.

The main parts of the job description

The structure is presented in state directories on employee qualifications. It contains all the basic requirements for an assistant manager and indicates his place in the structure of the organization.

The main components of the instructions:

its general provisions. The conditions for admission to the state, the dismissal procedure, subordination in the organization, the rules for the substitution of an assistant in his absence are prescribed. The qualification level, education, skills, experience;
requirements and his skills;
job responsibilities. The main functions of the assistant are clearly indicated;
credentials. This paragraph prescribes the degree of competence, the rights of an assistant;
responsibility. The general level of special responsibility for misses, violations committed in the work is prescribed, their list is indicated (at the request of the head);
communication on the post. The section defines the circle of official interaction with other members of the team. It is indicated with whom and on what specific issues cooperation is required.

Let's consider each section in more detail.

General Provisions

assistant - a specialist assisting him in technical and documentary matters;
appointment and dismissal is carried out by order of the head of the organization;
in the process of work, the assistant follows the orders and instructions of only the head;
at the time of his absence, adequate replacement is provided for, the position of his replacement is indicated, an order for replacement is issued by the organization;
the assistant must have a specialized higher education. Profile experience - at least two years. Further training may be required when hiring.

Requirements

The position of assistant manager may involve very different functions.

Practicing this position may be:

in fact, his deputy and report directly to the head and only him. He often has subordinates to other employees;
personal assistant. He performs the work of a secretary and is in the waiting room, also refers to specialists. At the same time, he reports not only to the head, but also to the head of the human resources department regarding the functions of the secretariat.

Such an assistant has much less rights and authority than a specialist who is equivalent in his functions to the deputy head. He may have a secondary education, experience in the specialty may not even be required.

It is incorrect to identify the indicated posts. One implies the implementation of mainly auxiliary functions, and the assistant manager performs organizational and administrative functions.

Basic requirements for an assistant with organizational and administrative functions:

comply with the requirements of the employment contract, job description;
know the rules of corporate etiquette and business communication;
know thoroughly the workflow, record keeping and organization structure;
competently conduct business negotiations;
be able to draw up important documents;
inform the leader in the field of submission of important reports;
work on a PC, use equipment in the office (scanner and printer) to perform their direct duties;
preferably knowledge of foreign languages \u200b\u200b(at the level of communication);
be able to make model agreements.

The head of the enterprise, given the importance of the position of his assistant, can supplement the specified list, taking into account the specifics of the organization and its work.

Assistant Responsibilities

Assistant has a lot of responsibilities, working directly with the leader.

The main responsibilities are as follows:

comply strictly with all orders and orders of the management;
plan the daily routine of the leader the next day. Develop, coordinate the time of visits, receptions. Provide a schedule to the supervisor on time;
accompany the head at receptions, on trips;
conduct reception of visitors, create lists of visits to management, answer phone calls and submit various inquiries according to their authority;
ensure the activities of the leader, solving technical problems (organize negotiations, meetings, book tickets, book hotels);
prepare meetings, meetings, meetings of the leader, notify all participants about the agenda and time of the meeting;
keep minutes of the progress and results of meetings, meetings, negotiations, document their results;
coordinate the work of departments, units of the organization, in accordance with the instructions and orders of the head;
to inform the heads of structural divisions of the instructions of the leadership, to control the timing of their implementation;
conduct reception, registration of documents and applications submitted for the signature of the head, transfer them to the head;
prepare letters, requests, other documents on behalf of the head;
ensure accounting of powers of attorney issued by the head;
independently communicate with employees of departments and other organizations, solve a number of emerging issues that can be resolved without a leader;
receive the necessary information - collect the required documentation at the request of the head;
prepare visual aids, documentation necessary for meetings;
organize clerical work, manage, control the activities of clerks;
receive, register and present to the head correspondence sent to the head of the head;
chat with visitors. Meet clients of the organization, staff, keep a record and organize a personal reception of visitors to the head. Also answer their questions, which they can independently solve.

Terms of reference

The main powers and rights of the assistant:

register, sign documents within their competence;
to get access to information that is closed for public access when necessary;
study documents related to their professional activities;
know the structure, governing composition of all departments of the organization;
- make letters, inquiries, other documents, prepare answers to inquiries (on behalf of the head);
request from representatives of structural divisions the necessary documents, materials, receive information in the amount necessary to carry out their direct duties;
get acquainted with the decisions, orders and instructions of the head;
participate in meetings, meetings of organization leaders;
submit a request to the head for permission to provide important documents to structural units;
send suggestions in order to improve their work and the activities of the company;
organization of the manager’s workplace, creation of conditions for successful and efficient work.

Given the specifics of the work of the organization itself and the characteristics of the assistant, the proposed list of powers, rights can be changed, significantly expanded or, conversely, reduced.

Usually the final paragraph is the provisions on liability measures that are imposed on the employee.

Assistant Responsibility

Penalties for violation of the contract, job description, internal regulations, laws should only be in accordance with applicable law. Typically, the degree of responsibility is regulated by the Labor Code of the Russian Federation.

The assistant manager is responsible for:

improper performance of official duties, failure to perform;
violation of the deadlines for the required work;
violation of orders, decisions, decisions of the head;
actions not within their competence;
not friendly, rude treatment of the organization’s partners, visitors, employees, non-observance of business communication and etiquette;
material damage to the organization, its counterparties, employees;
providing false information to employees;
insufficient control over the activities of subordinate employees;
disclosure of personal data, confidential information that has limited access.

There are penalties for:

failure to perform official duties in full or in good faith (according to the Labor Code of the Russian Federation);
offenses (according to the legislation: administrative, civil, criminal);
material damage caused (according to the Labor and Civil Codes of the Russian Federation).

The punishment provided may be in the form of deprivation of material compensation, even dismissal. At the end of the text of the document must be the visas of the workers, coordinating it and the signature of the assistant manager.

The head of the organization develops instructions, agree: lawyer, head of the human resources department, labor protection. After making amendments, additions, the head approves. His position, surname (with decoding), date of approval and list are indicated.

Its signature confirms acceptance of the amendments as amended and the validity of this document.

Conclusion

Position - assistant manager is a very multifaceted, responsible, special position. He reports directly only to the leader and must impeccably follow all his instructions - the main thing in his work. He has an increased responsibility for an unfair attitude to work. In this case, the consequences are possible with damage to the employer.

The assistant must have special personal qualities: compulsory in the performance of his functions, conscientiousness, sociability, be demanding of himself, be able to communicate with a large number of people. He must have a certain innate charisma and charm.

We examined in detail the components of the instruction, the terms of reference, functions and requirements. They can be added and specified depending on the specifics, size of the organization. The main thing is that the instruction should be drawn up by the head, coordinated with the relevant services. The applicant for this position must be familiarized with it under a personal signature and it is advisable to get it in your hands.

Every manager needs a business assistant who, when managing a large company, can be entrusted with the fulfillment of many of his duties. This should be a person with the necessary knowledge, skills, competence, which you must trust in everything. Assistant - the “right hand” of the leader, necessarily smart, hardworking, competent, reliable assistant, which in the absence of the leader, can largely replace him. It is not for nothing that the qualification reference book relates it to specialists - managers.

We will tell you why you need to register the duties and rights of the assistant manager in a separate document. Explain how to compose a document.

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Properly written job descriptions for the assistant manager will help to eliminate disagreements, avoid conflicts and litigation. The parties understand their rights and obligations, the employee knows what is included in his duties and what business qualities he needs.

The job description of the assistant to the head of the organization is, in fact, a wishlist (from the English Wish List - a list of desires) of the director of the company. Wishes should be taken into account when preparing the document, so that then the HR manager, hiring a specialist, could immediately determine how much he meets the specified requirements. This will help to improve the quality of selection and reduce the search time for a suitable candidate.

Top 10 Assistant Leadership Skills and Values: Two Views

What are the nuances to consider when drawing up the job description of the assistant manager

There is no unified form of regulation, but so far the practice of personnel work has suggested the optimal structure of the job description. At the same time, the structure, names and contents of sections are not dogma. They can always be supplemented and corrected, guided by the actual working conditions, the specifics of the organization’s activities and the functionality of a particular position.

In the organization are usually two types of job descriptions - typical and individual. When it comes to such an important document as the job description of the assistant 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 have developed not only professional competencies, but also certain personal qualities. Therefore, it makes sense to establish qualification requirements not in the "General Provisions" section, but stipulate them in a special section.

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

The mandatory sections of the instructions of the assistant director include:

General Provisions
The main tasks and functions.
Qualification requirements.
Job responsibilities.
The rights.
Responsibility.
The relationship.

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

In the "General Provisions" Be sure to specify the procedure for the appointment, dismissal and replacement of a specialist. Provide a list of legal acts by which the assistant is obliged to be guided in his activities, as well as stipulate subordination.

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

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Section "Main tasks and functions" . Indicate for which basic tasks the position of assistant director was included in the staffing list, specify his work area.

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In the section "Qualification Requirements" determine what kind of work experience and in what areas the assistant needs, establish the requirements for training, the level of education. TK requires that specialists be evaluated solely on business qualities. But for the effective fulfillment of the duties of an assistant manager, professional knowledge alone is not enough. In this case, stress resistance, the ability to work in multitasking mode, the ability to maintain confidentiality are also business qualities that can be included in the list of job requirements.

Section “Responsibilities by Position” - This is not only a description of the functional, but also the requirements for performing these functions. At present, they have already developed the professional standard “Specialist in organizational and documentary support of organization management” and you do not need to reinvent the wheel. Familiarize yourself with this professional standard and select from it those job duties that will be performed by the assistant manager of your company.

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

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In accordance with the professional standard, a list of knowledge and skills that will be required in order to perform this work efficiently can be immediately described below the description of the duty.

Job Description Assistant Manager: sample

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

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

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

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In the section "Responsibility" specify the types of disciplinary sanctions, 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 is directly subordinate only to the general director, but instructions 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 the assistant manager

Job descriptions, as a rule, are developed by an employee of the personnel department. It is not necessary to coordinate the job description of the assistant head of the organization with the heads of other structural divisions, except for the legal service. The document is approved by the director of the company.

The approved job description of the assistant manager must be familiarized with under the signature in the way that is accepted in the organization: on the document itself, on the familiarization sheet.

Secretary, deputy or personal assistant? Depends on the situation! Consider the requirements, duties and conditions that the job description of the assistant manager-2018 should contain.

From the article you will learn:

The assistant manager is the real “right hand” of the company's first person. The range of tasks assigned to such an employee is usually wide. If in staffing The post of personal assistant to the director is envisaged; try to write down its functionality in the employment contract and job description as detailed as possible.

Properly written instructions are useful for both parties to the employment relationship. An employee from the first day of work in a new position will understand what is required of him. And the employer will outline the circle of official powers and duties, for the failure of which it is possible to bring to disciplinary liability or raise the issue of incomplete official compliance of the employee. In addition, the MDI lists all the requirements for practical experience and specialist qualifications (see the article “ : conditions that need to be entered for all employees ”).

Do not miss: the main material of the month from leading experts of the Ministry of Labor and Rostrud

A complete directory of job descriptions for all industries.

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The job description "Assistant Manager": structure and content

There is no single, mandatory form of job description for all employers.

However, there is a convenient template consisting of several sections:

general provisions;
functional responsibilities and qualifications;
rights and powers;
responsibility;
procedure for revising instructions.

General provisions include information about the category to which the described position belongs, the procedure for appointment and dismissal. Here you can also indicate that the employee reports directly to the General Director and in professional activities is guided by regulatory documents developed by the company. List the main documents - job description, internal labor regulations, collective agreement, labor protection instructions.

The knowledge and skills necessary for effective work can be listed in the section on job responsibilities, or separately. The assistant manager should know:

enterprise structure and industry features;
records management and archiving;
standards of the system of registration of organizational and administrative documentation, business letters and commercial offers;
labor legislation of the Russian Federation;
rules of business communication and the basics of economics.

Do not forget to include in the MDI the basic rights and areas of responsibility of the assistant director. Like any other employee, he has the right:

to get acquainted with documents defining official powers;
receive information and documents necessary for the full implementation of the labor function, and demand the creation of the necessary conditions for this;
receive all social guarantees provided by legislative and local norms;
confirm and improve their skills;
get acquainted with management decisions regarding its activities.

The assistant manager bears material and disciplinary responsibility to the extent provided for by the labor legislation of the Russian Federation. Since this position is one of the leading ones, an employee often has to deal with confidential information and documents with limited access. For violation of the rules for working with such documents, disclosure of trade secrets and other offenses committed in the performance of labor duties, administrative, civil and criminal liability is provided. To help the personnel officer - article " to be entered for all employees. "

The last section is filled with information about the procedure and frequency of revising the instructions, the rules for familiarizing with it, the number of copies.

Familiarization of employees with MDI

It is necessary to familiarize with the MDI for signature all employees holding this position. If the director of the company has several assistants, everyone should get his own copy of the instructions in his hands and keep it in the workplace in the future.

The duties of the assistant manager

The most important section of the manual contains job description. It is recommended to use the wording that describes the routine tasks that are most accurately solved by the assistant director, job responsibilities, and the procedure for interacting with subordinates. In this case, objective factors affecting the scope of the employee’s authority are taken into account, for example, the total number of assistant managers and principles of the distribution of duties between them. For example, the duties of an assistant director may include:

organization of telephone conversations and business meetings;
, business letters and other documents;
preparation of conferences and meetings;
collection of reference materials;
preparation of reports, proposals, ;
receiving visitors, facilitating the consideration of the wishes and requests of staff;
visiting government agencies on behalf of the authorities;
receiving applications, memos, requests;
accompaniment of business trips of the head (ordering tickets, booking a home).

Before transferring information from professional standards to job descriptions, make sure that they correspond to the labor activities performed by the assistant manager of a particular company. Details are in the article “How taking into account professional standards. "

Job Description Assistant Manager: the procedure for registration

For the MDI project to take effect, it must be approved. The approval procedure is identical to the scheme used in the development of local regulations (see the article “How to develop and In the organisation"). Information about the employer and the stamp “I approve” can be put at the top of the form, then the head of the company can simply sign the document. Another, no less common mechanism is approval by order. A separate administrative document is issued by which one or more MDIs are put into effect.

The main resource of any organization is its employees. They contribute to the growth and prosperity of production. Competent bosses value their employees. Among other significant posts, the assistant manager is especially notable. Duties and the importance of which is difficult to overestimate. This is the right hand and main adviser, event organizer and meeting coordinator. Without a good assistant, it will be very difficult for a top manager to manage an enterprise.

Distinctive features and specifics of the assistant

There is no such position that would be so contradictory and ambiguous in terms of requirements as an assistant manager. The duties of employees engaged in this type of activity include quite a few points. In addition, personal assistants are often confused with secretaries or office managers. Although they are similar, they are different types of activities.

Functional duties of the assistant manager:

Maintenance of the boss’s working day - schedule, meetings, signing of documents and business trips;
providing a comfortable workplace for a top manager - taking care of the microclimate, cleanliness and comfort of the room;
work with documents of the head, in particular with incoming letters and calls;
ensuring the psychological comfort of superiors;
initial negotiations;
transfer;
providing leadership stationery, etc.

This list is much wider than secretarial and administrative duties. However, the specifics faced by the employee in the position of "personal assistant to the head", the responsibilities and nuances of the activity will be different for different employers.

It happens that this is mainly secretarial work. Or the assistant is exclusively engaged in providing comfort and order to the boss. Some assistants are full-fledged deputies and have subordinates of their employees.

The employer's professional inquiries for the candidate for the position of “assistant manager”, duties and requirements for education

Requirements for basic education and work experience will vary, depending on management perceptions. Most often, this vacancy is considered as a starting career. However, a serious top manager will look for oneself as assistants to a person with a certain professional and life experience.

The minimum requirement is secondary education related to administration or jurisprudence. In addition, employers expect the following professional qualities from applicants:

ability to work in all office programs;
high speed printing;
literacy;
knowledge of at least one foreign language, most often English;
knowledge of the basics of programming, and non-standard computer programs;
the ability to conduct paperwork and correspondence in accordance with regulatory requirements;
knowledge of the basics of current legislation;
competent, delivered speech.

This is the minimum requirements for a candidate for the position of "personal assistant to the head." Responsibilities can also be supplemented, depending on the scope of the organization. At some enterprises, a prerequisite for admission to such work is profile or related education. In addition, additional business education or continuing education courses is considered a big plus.

Assistant Personal Requirements

In addition to professional, a number of personal requirements are presented to the assistant managers. The specifics of the “assistant manager” position, duties and work features require a special character warehouse.

First of all, it is:

stress resistance - after all, an assistant often has to take the anger of his superiors first and listen to the discontent of his subordinates;
multitasking - the ability to perform several tasks simultaneously is the most valuable quality of a good assistant;
positive thinking - without this character trait, the assistant manager will not cope with additional responsibilities, because his activities often go beyond the scope of standard business cooperation;
high learning ability - the desire to learn new things and to get a good understanding of the workflow should be present in every good assistant.

These are just the basic, basic character traits necessary for each assistant manager for a successful professional career. But the most important personal requirement - the temperament and behavior of the boss and assistant should not discord, but ideally complement each other.

General Responsibilities

The assistant works directly with the management of the organization, performing both personal tasks and professional duties. They usually include:

conducting office work of the head, and in some cases the entire organization. At individual enterprises, assistants manage the organization's secretariat;
management coordination. Schedule business meetings, remind superiors about events and activities of various kinds;
conducting correspondence on behalf of the organization;
receiving and redistributing incoming phone calls;
providing the head with all the necessary information upon request.

Additional responsibilities of the assistant to the head of the organization

A personal assistant to the manager with additional responsibilities and functions is the most common vacancy for this field of activity. Most often, management is looking for a rather diverse employee, capable of expanding responsibilities.

The most common additional responsibilities are:

translation from a foreign language, including during negotiations. Not always management can fully trust outside workers, and knowledge of at least English will be very useful here;
the organization of trips of the head and accompaniment in trips. Such an activity assumes that the assistant will take care of all domestic moments: moving, ordering a taxi and hotel, catering and paperwork;
escorting superiors to protocol events;
household services.

This list is far from complete. Most often, it’s quite difficult to unambiguously answer the question of what is the responsibility of an assistant manager? This activity is very diverse. Each boss makes his own demands, the main thing is to ensure that all of them are within the law.

Personal Assistant Mode

One of the main features of this activity is the dependence of the employee's working hours on management. Of course, a working day of eight hours is normatively prescribed. In fact, the assistants compare their regime with the bosses.

This “blurring” of working time, and the need to always keep in touch with management, often scares graduates from these vacancies. In fact, you have to work no more than in any other place. It’s just that the time of rest and work becomes unstable.

Job Description Assistant Manager

The structure of the post "assistant manager", duties, requirements for education and work experience should be spelled out in the job description. This is a document that provides transparency of management requirements and easy control over the performance of employee duties.

Job description is normative and binding. This document spells out all the subtleties of the work of an assistant manager. This is practically a guide to action. The document includes not only duties, but also rights, responsibilities and features of the resolution of labor disputes.

In connection with the specifics of the activities of the assistant manager, the preparation of his job description should be treated with special attention. Be sure to prescribe the features of work, the nuances of organizing the time of work and rest, compensation for processing.

It is necessary to distinguish the job description of an assistant from the same document for the position of “Assistant Project Manager”. The duties of the latter are often temporary, as is the work itself.

In addition, the job description should clearly state the name of the position. Most often indicate “secretary”, “secretary-referent”, “direction manager”. Carefully ensure that this entry is consistent with current regulations and is up to date.

What to indicate in the executive assistant’s resume

The position of personal assistant is a great start for a graduate career. Thus, you can get your first job and get incomparable professional experience. However, for job seekers with experience this vacancy may seem interesting. Especially if you plan to change the scope of activity.

Knowing the main responsibilities of an assistant manager, a resume is not difficult. This document assumes that you have read the theoretical part of the question and are ready to start work. Carefully study the requirements for the applicant and start writing the text.

Data that must be indicated in the resume for the vacancy “assistant” or “personal assistant to the head”:

The full name of the surname and patronymic, in the resume for a foreign company, only the first two are permissible.
Family status. This is a mandatory point - the position of assistant assumes often irregular working hours. One must be sure that such a schedule will not adversely affect family responsibilities.
Education. Indicated in chronological order. If you are still studying, be sure to check how long it will take to complete. Often, employers take as final assistants students of the last courses, followed by career advancement. Here also indicate the knowledge of a foreign language and the level of proficiency in it.
Experience. Indicate from the last. If not already, then list your volunteer projects, participation in community activities or professional organizations, training practices and other suitable activities. If you can’t provide anything, take a characterization at the graduating department and write that you are ready to provide it.
Personal characteristics. Give yourself the most truthful assessment. Describe the character in terms of classical psychology and be sure to note your strengths and weaknesses.
Additional information. Here you should write why the employer should choose you from other applicants. In addition, be sure to indicate additional skills, such as having a driver’s license. Even at this point it will be useful to write about the availability of additional education, continuing education courses, business education.
Contacts. Leave as many ways as possible to contact you: cell and home phone, email address, skype, link to a page on a social network. Indicate only current data.

A correctly compiled resume will not go unnoticed by the employer.

Responsibilities of the Assistant Head of Unit

Typically, job seekers are looking for a job as a personal assistant manager. But it’s easier to start promotion in this career niche, from the position of “Assistant to the Head of Sales. The duties of this employee are not so voluminous, but the experience and prospects are incomparably greater.

The main difference between assistant heads of departments in their more specific and narrowly focused activities. They perform work related to a specific area of \u200b\u200bproduction or management. This experience is invaluable for further career advancement.

The duties of the assistant head of the unit include all the same as those of the head of the enterprise. But there is a special specificity:

the need to thoroughly know the essence of the production, management or trading process of the unit;
contact with assistants from other departments and an assistant to the general director;
keep specific documentation of the unit.

Career prospects of a personal assistant

Young people see this position as the start of a career. However, you must distinguish what kind of promotion you want. Horizontal or vertical? At this enterprise, or is this just the starting line in a future resume? The strategy for further actions depends on the answers to these questions.

Management appreciates good assistants, and this, unfortunately, has a bad effect on their career growth. The boss does not want to let go of the ideal employee, agrees to raise his salary and gives additional benefits - this is an option for a horizontal career. Most common among personal assistants.

The easiest way is to move up the career ladder in a particular organization from the position of assistant to the head of unit. Such positions are often taken with the prospect of knowing the employee better and training. If you want a vertical career, then this is your way.

The position of assistant manager is not visible to the outside eye, but very significant for the organization. A competent assistant is able to improve the efficiency of the bosses and thereby provide more profit to the enterprise.