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Job descriptions of the personal assistant to the general director. Job description of an assistant (assistant) to the general director, job responsibilities of an assistant (assistant) to the general director, sample job description of an assistant (assistant

Job description of the assistant to the general director
(Job description of Assistant General Manager)

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

1. General Provisions

1.1. The assistant (assistant) to 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 are transferred to another official, which is announced in the order for the organization.
1.5. A person who meets the following requirements is appointed to the position of assistant (assistant) to the General Director: education - higher or incomplete higher, experience of similar work from a year, knowledge of office equipment (fax, copier, scanner, printer), Microsoft Office programs (Word, Excel), office work.
1.6. Assistant (assistant) to the General Director is guided in his activities by:
- legislative acts of the Russian Federation;
— the Charter of the company, the Internal Labor Regulations, other regulatory acts of the company;
- orders and directives of the management;
- this job description.

Job responsibilities of an assistant (assistant) to the general director

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

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

Assistant (assistant) to the General Director has the right to:
3.1.

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

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

Assistant (assistant) to the General Director is responsible for:
4.1. For non-performance and / or untimely, negligent performance of their duties.
4.2. For non-compliance with current instructions, orders and orders for the preservation of trade secrets and confidential information.
4.3. For violation of the internal labor regulations, labor discipline, safety and fire safety rules.

If after reading this article you have not received a definitive answer, seek quick help:

1. General Provisions

1.1. The Assistant General Manager belongs to the category of executive assistants.

1.2. Qualification requirements:
Higher vocational education, without presenting requirements for work experience or incomplete higher vocational education and work experience in the industry corresponding to the profile of the enterprise for at least 1 year.

1.3. The Assistant General Manager should know:
- resolutions, orders, orders, other governing and regulatory documents of higher authorities relating to the financial and economic activities of the enterprise;
- profile, specialization and features of the structure of the enterprise, prospects for its development;
— production capacities and human resources of the enterprise; production technology of the enterprise;
- the procedure for compiling and coordinating business plans for the production, economic and financial and economic activities of the enterprise;
- means of communication, computer and organizational equipment;
– the procedure for concluding and executing economic and financial contracts;
- the procedure and timing of reporting;
— means of mechanization of manual labor;
– the procedure for acquiring equipment, furniture, inventory, stationery and processing payments for services;
— fundamentals of economics, labor organization, production and management;
— labor legislation;
- internal labor regulations;
- Rules and norms of labor protection.

1.4. Appointment to the position of assistant to the general director and dismissal from office are carried out by order of the general director.

1.5. The Assistant General Manager reports directly to the General Manager.

1.6. During the absence of the assistant to the general director (business trip, vacation, illness, etc.), his duties are performed by a person appointed in the prescribed manner. This person acquires the appropriate rights and is responsible for the improper performance of the duties assigned to him.

2. Job responsibilities

Assistant General Manager:

– organizes the work of receiving, processing, sending to the destination of incoming goods, documents and correspondence, ensuring their safety and timely delivery to addressees;
- monitors the availability of the necessary modes of transport, the organization of proper transportation;
- takes measures to fulfill the transportation plan, shift tasks by car drivers;
- fills, issues and accepts waybills and bills of lading;
– registers travel documentation and records the operation of vehicles;
- controls the correctness of records of the speedometer readings and the receipt of fuels and lubricants (fuel and lubricants);
- identifies in the waybill records of violations of traffic rules committed by drivers and reports them to the management;
- compares the data obtained on the operation of vehicles with shift-daily tasks, identifies deviations and their causes;
- monitors the observance of traffic discipline by drivers of vehicles, keeps records of the operation of vehicles;
– notifies consignees about the time of arrival of goods at their address.

2.3. Participates in the development of plans for current and major repairs and the preparation of estimates of business expenses.

2.4. Organizes the repair of premises, monitors the quality of the repair work.

2.5. Resolves issues related to the acquisition and storage of office supplies, necessary household goods, equipment and inventory, provides structural units with them, and also keeps records of their spending and compiling established reports.

3. Rights

The Assistant General Manager has the right to:

3.1. Give structural subdivisions, individual specialists and other employees of the enterprise instructions that are mandatory for execution.

3.2. Take action when violations of the internal order at the enterprise are detected and bring the perpetrators to justice.

3.3. Request and receive from structural divisions any information, reference and other materials on the activities of the enterprise.

Get acquainted with the documents that define his rights and obligations in his position, the criteria for assessing the quality of performance of official duties.

3.5. Submit proposals for the consideration of the General Director on improving the work related to the duties provided for in this Instruction.

4. Responsibility

The Assistant General Manager is responsible for:

4.1. For improper performance or non-performance of their official duties provided for by this Job Description - within the limits established by the current labor legislation of the Russian Federation.

4.2. For offenses committed in the course of their activities - within the limits established by the current administrative, criminal and civil legislation of the Russian Federation.

4.3. For causing material damage to the enterprise - within the limits established by the current labor and civil legislation of the Russian Federation.

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	Collection of job descriptions The collection includes job descriptions compiled in accordance with the qualification characteristics contained in the Qualification Directory for the positions of managers, specialists and other employees, approved by the Decree of the Ministry of Labor of Russia dated August 21, 1998 No. 37, as well as in accordance with other regulations on tariff and qualification characteristics (requirements). The collection consists of two sections: the first includes industry-wide job descriptions for managers, specialists, technical performers, the second - job descriptions for industries (editing and publishing, transport, banking, trade, research activities, education, healthcare). For heads of organizations, employees of personnel and legal services.

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

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

I. General provisions

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

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

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

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

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

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

6. The assistant manager must know:

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

ІІ.
Job Responsibilities of Assistant Manager

The Assistant Manager has the following responsibilities:

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

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

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

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

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

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

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

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

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

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

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

12. Fulfillment of official instructions of the head.

III. Rights

The Assistant Manager has the right to:

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

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

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

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

5. Make independent decisions within their competence.

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

IV. A responsibility

The Assistant Manager is responsible for:

1. Providing employees of the organization with false information.

2. Improper performance of their official duties.

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

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

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

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

7. Actions that go beyond his competence.

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

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

Job Descriptions

Job Description Assistant Director for General Affairs

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1. GENERAL PROVISIONS

1.1. This job description defines the functional duties, rights and responsibilities of the Assistant Director for General Affairs.

1.2. The assistant director for general issues is appointed to the position and dismissed in accordance with the procedure established by the current labor legislation by order of the director of the enterprise.

1.3. The Assistant Director for General Affairs reports directly to the General Director of the company.

1.4. The Assistant Director of General Affairs must know:

- resolutions, orders, orders, other governing and regulatory documents of higher authorities related to administrative and economic services; the structure of the enterprise, institution, organization and prospects for its development; means of communication, computer and organizational equipment; the procedure and terms for reporting; means of mechanization of manual labor; the procedure for acquiring equipment, furniture, inventory, stationery and processing payments for services; fundamentals of economics, labor organization, production and management; labor legislation; Internal labor regulations; labor protection rules and regulations.

1.6. During the temporary absence of the assistant director for general affairs, his duties are assigned to the office manager.

2. FUNCTIONAL RESPONSIBILITIES

Assistant Director for General Affairs:

2.1. Carries out and controls the implementation of measures that ensure the rational use of the organization's road transport, as well as:

· Organizes the work of receiving, processing, sending to the destination of incoming goods, documents and correspondence, ensuring their safety and timely delivery to addressees.

· Controls the availability of the necessary modes of transport, the organization of proper transportation.

Takes measures to fulfill the transportation plan, shift tasks by car drivers

· Fills out, issues and accepts waybills and bills of lading.

· Carries out the registration of travel documentation and accounting of the operation of vehicles.

· Controls the correctness of records of speedometer readings and receipt of fuels and lubricants (fuel and lubricants).

· Identifies in waybills records of violations of traffic rules committed by drivers and reports them to the management.

· Compares the received data on the operation of vehicles with shift-daily tasks, identifies deviations and their causes.

· Monitors the observance of traffic discipline by drivers of vehicles, keeps records of the operation of vehicles.

· Notifies consignees about the time of arrival of goods at their address.

2.2. Provides maintenance and proper condition in accordance with the rules and regulations of industrial sanitation and fire protection of the building in which the company's office premises are located, as well as monitoring the serviceability of equipment (lighting, heating, ventilation systems, etc.).

2.2. Participates in the development of plans for current and major repairs and the preparation of estimates of business expenses.

2.3. Organizes the repair of premises, monitors the quality of the repair work.

Resolves issues related to the acquisition and storage of office supplies, necessary household goods, equipment and inventory, provides structural units with them, and also keeps records of their spending and compiling established reports.

2.6. Controls the rational use of materials and funds allocated for economic purposes.

2.7. Supervises the work on the improvement of the territory of the office, as well as monitors the condition and timely repair of furniture.

2.8. Ensures the implementation of fire fighting measures and the maintenance of fire equipment in good condition.

3. RIGHTS

The Assistant Director for General Affairs has the right to:

3.1. To give instructions to subordinate employees and services, tasks on a range of issues included in his functional duties.

3.2. To control the fulfillment of tasks and work, the timely execution of individual orders and tasks of the service and employees subordinate to him.

3.3. Request and receive the necessary materials and documents related to the activities of the Assistant Director for General Affairs.

3.4. Enter into relationships with departments of third-party organizations to resolve operational issues of production activities that fall within the competence of the Assistant Director for General Affairs.

4. RESPONSIBILITY

The Assistant Director of General Affairs is responsible for:

4.1. Results and efficiency of production activities.

4.2. Failure to ensure the performance of their functional duties, as well as for the results of work.

4.3. Inaccurate information about the status of the work being done.

4.4. Failure to comply with orders, instructions and instructions of the director of the company.

4.5. Failure to take measures to suppress the identified violations of safety regulations, fire safety and other rules that pose a threat to the activities of the company, its employees.

4.6. Failure to ensure compliance with labor and performance discipline by employees of the department.

5. WORKING CONDITIONS

5.1. The working hours of the Assistant Director for General Affairs are determined in accordance with the Internal Labor Regulations established in the company.

5.2. To resolve operational issues to ensure the production activities of the department, the assistant director for general issues manages transport in a general manner.

The executive assistant is the elite administrative staff. The director of a large enterprise needs a responsible and reliable assistant who conducts all organizational and information work. Thus, the leader stops wasting time irrationally, fussing and occupying himself with petty issues. The assistant acquires a special status in the company, because he is the confidant of the director.

In order to perform your duties efficiently, it is not enough to have a basic set of knowledge and skills, you need to have certain human qualities. You must be punctual, benevolent, self-possessed, tactful, devoted to corporate interests. At the same time, one must prepare to be in a subordinate position, to be able to adapt to the circumstances and the character of the boss.

First of all, you need to be able to respect both the leader himself and others. You will have to master the ability to manage and give orders, because you will be entrusted with the responsibility of supervising simple projects. Work must be taken with all responsibility and not be afraid of it. Use your initiative and don't be afraid to tell your boss your opinion if you think you're right.

The main responsibilities of a good manager's assistant are: work with documentation and organizational work. Information and documentation services include the following:
1. Acceptance and verification of prepared draft documents that are given to the boss for signature, editing and finalization.
2. Reception of correspondence that arrives at the address of the company, and its transfer to the relevant structural divisions and specific employees. Preparing and sending responses.
3. Drawing up letters, requests, reports, reports and other documentation required by the manager.
4. Maintaining archival records and secure storage of files.
5. Controlling the work of employees of the enterprise, monitoring the deadlines.
6. Maintaining a registration file.

Documentless service consists of other responsibilities:
1. Receiving and broadcasting messages through various communication channels.
2. Controlling incoming phone calls, the "face" of the company in a conversation with customers, making quick decisions about the importance of the call.
3. Ensuring the work of the leader by organizing his desk.
4. Rational planning of meetings and other affairs of the boss.
5. Preparation of councils, meetings, meetings (collection of participants and documents). Keeping minutes of these meetings.
6. Organization of company presentations.
7. Fulfillment of personal requests and instructions of the head.

The range of these responsibilities depends on the scale of the enterprise, management. The director of a large company has several assistants whose duties are narrower, but no less.

An executive assistant is a great opportunity to learn management skills. This position could be the next step in your career.

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

Assistant CEO Position: Key Features

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

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

As a rule, in fact, the assistant combines the functions of several specialists. In large companies, the CEO may have two assistants. For example, one organizes the manager's working time, and the other deals with paperwork.

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

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

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

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

Legal regulation

The activities of the Assistant General Director are regulated by the following regulations:

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

What are the responsibilities of an Assistant General Manager?

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

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

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

Employee Rights

The Assistant General Director is vested with the following rights:

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

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

Assistant Responsibility

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

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

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

What personal qualities are required from the assistant?

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

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

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

When does a CEO need a personal assistant?

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