The duties of the assistant to the president of the company. 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) general

Assistant is the face of the company, a valuable employee who controls all work processes, not losing sight of things, knows how to quickly deal with difficulties, conflicts, problems and takes on any organizational processes. Assistant supervisor implements labor duties under the supervision of his immediate boss, being his right hand. The assistant carries out a huge number of instructions of various nature, thereby freeing up his boss’s time for more global tasks in the campaign.

Job Description Assistant Manager

Job description is a document that contains several key sections: a list of duties, rights, responsibilities of employees. The instructions, which the applicant for the position of assistant must carefully study and sign, set out in detail what is the responsibility of the assistant manager.

General Provisions

Typically, people with higher education, at least one year of experience, knowledge of the basics of legislation, knowledge of clerical skills, knowledge of foreign languages, computer skills and typing at high speed are appointed to the post of assistant. The duties of an assistant director require certain personal qualities:

diligence, responsibility;
literacy, accuracy;
stress resistance, initiative;
learning ability, hard work;
positivity, diplomacy;
stamina, perseverance;
sociability;
honesty, devotion;
discipline, organization.

The qualification requirements for the assistant manager are established by the professional standard approved by Order of the Ministry of Labor dated 05.06.2015 No. 276n. The standard defines the following requirements for employees:

education - secondary specialized;
additional education - a vocational training program for the profession of employees;
requirements for experience - are not presented;
special conditions for admission to work are not presented.

Functions

The professional standard is necessary for the employer to understand the clear functional requirements for the employee. But the law allows you to choose between the requirements of standards and qualification manuals. Decree of the Ministry of Labor No. 37 of 08.21.1998 in the Qualification Handbook contains the position of secretary of the head. In accordance with it, the duties of an assistant manager are reduced to such functions:

the implementation of the organizational and administrative activities of the head of the enterprise;
conducting office work of the company, fulfilling the instructions of the head;
organization of the process of receiving visitors, calls and analysis of correspondence.

Responsibilities

It is not difficult to formulate what is the responsibility of an assistant director of an organization: regardless of the direction of the organization’s activities, the management functions are generally the same. The duties of an assistant are as follows:

fulfillment of personal instructions and requests of the chief;
record keeping;
accompanying the boss on trips and business events;
coordination and distribution of phone calls, correspondence and visitors;
organization of calls for the head;
correspondence both on paper and in digital;
making quick decisions in urgent situations and providing the head of all with an information base;
organization of work events and travel of the head;
monitoring the implementation by employees of orders and instructions of the authorities;
providing the head with all the necessary materials, office, equipment;
participation in negotiations as necessary;
organization of company presentation.

The rights

What responsibilities the assistant director has and what rights are assigned to him are determined by the local regulatory act of the organization. For better performance of direct work in the job description, it makes sense to fix the right:

make suggestions for improving their work and provide management with projects to improve the work of the company;
demand compliance with their rights signed in the employment contract and the creation of conditions necessary for work;
make decisions within their competence;
to receive all necessary documents and the necessary information necessary for the performance of official duties.

The list of rights sometimes differs depending on the type of activity.

Responsibility

Each employee is required to carry out their work properly. After the company has recorded what duties the assistant manager has and secured them in the job description and other VLA organizations, the employee is responsible for dishonesty and incompetence. The level of responsibility provides for and presupposes material, disciplinary and, in some cases, criminal liability for violations committed during the performance of work. The responsibility of an assistant may occur for:

causing material damage to the organization;
negligence in work and failure to fulfill one's duties;
personal affairs during working hours;
failure to comply with the rules of internal labor regulations, labor discipline, safety and fire safety;
rudeness with customers, employees and violation of politeness;
actions beyond their competence.

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 regulatory 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.

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.

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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:

General Provisions
Functions
The rights.
Responsibility.

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 measures of responsibility. 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.

The CEO of the company has a lot of responsibilities. With the development of the organization, this range of responsibilities is expanding. There is a lot of “routine”, on which the manager has to spend time instead of solving problems aimed directly at the development of the company. This reduces the effectiveness of the specialist. Some tasks for the solution of which do not need high qualifications can be delegated to the assistant to the general director.

Assistant CEO positions are difficult to give certain characteristics. The fact is that the terms of reference of this specialist are determined on the basis of the needs of the general director. Employee activities can be focused on one aspect. Consider the positions in which the role of assistants in practice:

Clerk. This specialist is responsible for working with the documentation. In his area of \u200b\u200bresponsibility are calls, various everyday tasks.
Personal assistant. He specializes in organizing the working day of the CEO, business meetings and meetings. The specialist also accompanies the leader on business trips.
Deputy General Director. An 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. In large companies, the CEO can have two assistants. For example, one organizes the head’s working hours, and the other deals with paper affairs.

Assistant belongs to the category of managers. He reports directly to the CEO. Requirements that are usually presented to an employee:

Higher education in the corresponding profile (for example, legal).
Work experience of three years.

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

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

Legal regulation

The activities of the assistant to the general director are regulated by normative acts:

Methodical recommendations.
Charter.
Labor agreement.
By orders of the head.
Job description.

What are the responsibilities of an assistant general director?

The duties of an assistant general manager vary depending on the size of the company. In small companies, employees are involved in monitoring the work of couriers, managers, and the life support of the office. In large organizations, the general director, as a rule, has two assistants. One personal assistant organizes the work day of the leader, the second - is engaged in all other matters. The list of responsibilities of a specialist can vary significantly. In any case, 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, monitoring compliance with regulations, drawing up protocols, shorthand.
Control over the execution of instructions of the general director.
Submission of papers for signature to the head.
Reception of visitors to the CEO.
Organization of business trips (for example, booking rooms, ordering tickets).
Ensuring the effective work of the CEO.
Drawing up a work day plan.
Information support of the general director.
Participation in meetings and business meetings.
Organization of business meetings.
Organization of presentations.
Preparation of expense reports.
Execution of personal instructions.
Creating databases, virtual presentations using a PC.

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

Employee Rights

Assistant General Director is vested with the following rights:

Familiarization with the projects and decisions of the head relating to the activities of the assistant.
The right to receive the necessary information.
The right to make decisions within the scope of authority.

The Assistant General Manager can be given 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 in the following cases:

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

If the assistant has committed an offense, an investigation is carried out before imposing liability on him. It is necessary to establish the degree of guilt. The investigation involved key employees of the company. Based on its results, a document is compiled. Depending on the degree of guilt, a penalty may be imposed on the employee. Assistant may also be fired.

What personal qualities are required of an assistant?

The personal assistant has the widest range of tasks. Some specialists work in the same direction, but this does not apply to the assistant. It requires multitasking, versatility. Consider the personal qualities that an assistant general director needs to have:

Proactivity, work ahead of the curve.
The ability to anticipate further developments.
Prevention of difficulties.
Universality.
Adapting to a rapidly changing environment.
Fluency in one or more foreign languages.
Ability to work with information flows.
Ability to keep confidentiality.
Ability to system analysis of the situation.
The ability to offer several solutions at once.
PC skills are medium to high.
Knowledge of the basics of time management.
Ability to coordinate the activities of several employees.
Diplomacy.
Sociability, 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 (for example, knowledge of the basics of jurisprudence) is desirable.

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 existing tasks, most of the "fluid" can slow down the work. It is for working with everyday affairs that an assistant is hired. As a rule, these employees are invited to large companies. General directors of small organizations are able to cope with all the work on their own.

Job Description Assistant Manager: features of the compilation

Job description is a document in which the tasks performed by the employee are established, his job responsibilities and the limits of his responsibility are determined.
Although the development of job descriptions for each profession or position in the Russian Federation is not regulated by labor legislation, in the vast majority of employing organizations (both state-owned and private), this document is necessarily available.

What is the instruction for?

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

The feasibility of preparing the job description is explained by the fact that in the event of a trial, without it it will be difficult to prove that the employee has not fulfilled his obligations (and their exhaustive list is established in the instruction document), because the labor contract with the employee is in accordance with part 2 of article 57 of the Labor Code of the Russian Federation contains only the position and its general labor function.

Job description allows the employer:

To substantiate the refusal to the job seeker due to non-compliance with the requirements established in it
Clearly delineate responsibilities between individual employees
Evaluate employee performance both during and after the test.
To justify the discrepancy of the employee to the position he occupies (taking into account the results of certification).

The presence of the 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 instructions sections

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

General Provisions
Job responsibilities
The rights
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 range of responsibilities that an employee will perform in that particular position.

Features of the job description assistant manager

Assistant Manager - Responsible Position

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

Scheduling meetings and events, planning a working day, week, longer period, organizing trips and events, monitoring the implementation of the most important documents - these are just a small part of the duties of a qualified assistant manager.

It is wrong to identify the posts and, accordingly, the duties performed by the secretary, assistant, office manager and assistant manager. If the first posts involve more auxiliary functions, then the assistant manager is required organizational and administrative functions. It is no coincidence that the qualification guide classifies this post as a leader.

Accordingly, the requirements established for an employee who is hired as an assistant to the head are presented as management: starting from the level of education, to qualifications and experience of the 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 instructions for the post "Assistant Manager":

Detailed terms of reference
Drafting instructions by analogy with the instructions of the head (excluding, of course, the function of direct management and making individual decisions)
Confidentiality of certain duties
Increased liability for dishonesty (given the possible consequences of harm to the employer)
The ability to perform functions delegated by the manager additionally.

General requirements for assistant manager

Often, special requirements are set for the position of assistant manager.

The “General Provisions” section may include, in addition to listing the requirements for experience and education, also the necessary skills, subordination and substitution procedure. Most often, the following conditions are established:

Higher education
Experience (usually at least 1 year, and sometimes more)
Foreign language skills.
Business communication, writing and etiquette skills
Office skills
Stress resistance

In addition, the employee in this position should know the local acts of the enterprise, get along with the employees and management. As for foreign languages, it is worthwhile to require knowledge only in cases where the assistant will use them practically in the course of fulfilling his duties.

An assistant manager should be able to use and store confidential information.

Responsibilities and Rights

As a rule, the duties of an assistant manager include:

Performing direct assignments from management
Manager planning and coordination
Control and organization of negotiations (both telephone and oral)
Compilation and editing of business documentation
Control of confidentiality and safety of documentation

Functions such as copying, maintaining information databases, other technical and supporting work are usually performed by the secretary (secretary-referent). For successful work, the assistant manager is given fairly broad rights:

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

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

Limits of liability

Job Description Assistant Manager avoids litigation in the future

When establishing liability, you should remember the rules of law:

For non-performance of duties - according to the Labor Code
For offenses - within the limits of administrative, civil and criminal legislation
For material damage - according to the norms of the Labor and Civil Codes.

Having developed the job description of the 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 choose the most suitable employee for such a responsible position, but also avoid possible litigation in the future.

The working conditions of a person, his effectiveness may depend on the degree of detail and concretization. Ultimately, the leader needs a real, conscientious assistant. It should also draw the attention of our readers to the fact that there may be several assistants to a leader. They may be specialized in technical matters, financial matters, etc.

There is a type of managers who do not have on-staff deputies. He does everything himself, and several assistants simply help him in this. He makes all decisions individually. To compile a quality job description of an assistant manager, it is necessary to involve the leader 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, the personal assistant is no different from the secretary, the same responsibilities and working conditions are similar. We will understand the profession of "personal assistant" in more detail.

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

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

For the position of personal assistant people with secretarial and office work skills, with high professional qualities and able to put the interests of the leader above personal ones, are suitable. The success of the whole business depends on the proper selection for the position of assistant.

Duties of the personal assistant to the head:

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

What does a personal assistant do?

coordinates the workflow and manages the time of the leader. Organizes meetings, negotiations and meetings. Schedules time, prioritizes, notifies participants. Reminds about birthdays and important events in time;
filters the flow of phone calls and messages, email requests;
full clerical work: 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;
brings the instructions of the head to the performers. Monitors the execution of tasks on time;
creates comfortable working conditions for the manager at the workplace and helps to solve issues in personal affairs (paying bills, interacting with the family, choosing and buying gifts, etc.);
full travel support for the leader and his family: ticket booking, hotel reservations, visa processing, transfer orders, car, yacht rental, private aviation.

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

Assistants or assistant managers often become full-fledged deputies, have subordinate staff and a personal secretary. Graduates of universities and institutes see the position of personal assistant as a start at the beginning of their careers. Moreover, the work of an assistant is paid quite worthily.

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 shareholders meetings, 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 the 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 that require 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 manager), 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 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 his 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 the 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 the implementation of which must also be done immediately. At the same time, 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 opinion 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.