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The profession of a personal assistant to the head: what is interesting and promising for this work? Assistant Director Job Description

Assistant manager is a position that is present in the personnel structure of almost any Russian large or medium-sized enterprise. Often, the incumbents of this position are seen as secretaries with a very limited range of functions and responsibilities. But this is a completely incorrect approach to understanding the specifics of the position in question. The assistant manager can be endowed with the widest range of powers. The requirements for his qualifications and competence can be very high. What is the nature of the position in question? What are the typical rights and responsibilities of an executive assistant in a Russian company?

Position specifics

What is this position - "assistant to the head"? The duties of such an employee - what are they? In most cases, the position "assistant to the head" refers to the secretary. In rare cases, this phrase denotes the position of deputy director - but this is typical, as a rule, for small companies. In more or less big businesses the duties of a personal assistant to the head are reduced mainly to secretarial functions. Which one exactly? First of all, this is office work, work with correspondence, solving problems related to organizing various meetings and other events in which the head of the company is directly involved. The duties of a secretary (assistant) to the head also almost always include taking phone calls in the office.

In some cases, the corresponding position is differentiated into several varieties. So, secretaries who perform mainly technical work- receiving phone calls, processing correspondence, etc., are called referents. In turn, those specialists who are responsible for organizing events and office work are called office managers. There is a point of view that for such a position as an assistant to the head, the duties and powers are assumed to be broader in comparison with typical secretarial ones. In particular, these can be expressed in the need for personal attendance at events in which the head takes part - corporate parties, business negotiations, holidays. The assistant in this case may be responsible for the presentations prepared by the head, or for the image component of his boss's participation in the event. It can be noted that in work books the position of an assistant manager is most often referred to as a “secretary”.

Requirements for an Executive Assistant

Consider such an aspect as the typical requirements for candidates for the position of "assistant manager". The duties that are supposed to be performed by the employee in the corresponding position require certain skills and qualifications. Their specific list is largely determined by the job specifics of the secretary. So, if the activity of the assistant manager will mainly correspond to the position of the referent, then the requirements in this case will not be so strict: secondary education, minimum work experience, basic skills in working with a PC and office equipment. In turn, if the competence of the assistant to managers includes some managerial functions, then the list of requirements in this case will be longer, and official duties assume a higher level of qualification of the candidate for the post of secretary.

A typical set of skills that an assistant manager should have in most cases is as follows: knowledge of common foreign languages, knowledge of popular computer programs for working with documents, images, presentations. An important aspect of the qualification requirements for an executive assistant is personal qualities. These include courtesy, attentiveness, goodwill, responsibility, readiness to solve new problems. The preferred age range for an executive assistant candidate in many organizations is 18-35 years old. But, of course, there are enterprises that especially value the experience of an employee, and therefore willingly hire people much older.

Many firms, however, prefer to recruit for jobs that involve the performance of functions that are typical for an assistant to the head, specialists without much experience. This may be due to the specifics of the business segment in which the company operates. In some cases, it is better to train an employee to work in a company that, relatively speaking, opened the first production of microprocessors for smartphones and tablets in Russia, from scratch, with immersion in all the necessary nuances of such a high-tech business segment, than to try to explain to an experienced person that the old methods of solving tasks in some cases do not work.

Main responsibilities

Let us consider in more detail characterizing such a position as an assistant manager, duties. We noted above that these are largely reduced to secretarial functions. But it is not always the case. It often happens that the assistant to the head of the company, especially when it comes to large organization involved in making key management decisions. He can accompany the negotiations in which the boss participates - and not only in the technical aspect, but also connect to the relevant dialogues, express opinions, advice.

In some cases, the manager can delegate some of his functions to his assistant - for example, in terms of informing the enterprise team about any significant management decisions. Of course, an employee in the position in question often performs work related to ensuring the comfort of his boss’s activities - in terms of making sure that his office has an optimal microclimate, there is always, relatively speaking, fresh tea, so that the main equipment used by the manager is stable functioned.

Working mode

So, we now know what are the job responsibilities that characterize such a position as an assistant manager. Our next task is to study the specifics of the employee's work schedule in the corresponding position. Of course, in the general case, the assistant performs his duties according to the schedule established by the Labor Code, that is, within the framework of an 8-hour working day, 5 days a week. But in practice, significant deviations from the corresponding regime are possible. Such scenarios may be typical for a position such as an executive assistant with additional responsibilities.

The fact is that a specialist working in this position can be involved not only in the affairs of his company, but also in solving problems that are not directly related to intra-corporate activities. So, an assistant with the appropriate authority can be sent on business trips, to seminars, conferences. An employee can also carry out some intermediary duties between his supervisor and managers working in other organizations - for example, in terms of document management or the implementation of joint projects. The work schedule for solving such problems, of course, may be far from what is provided for by the Labor Code. In fact, it becomes irregular, often longer than the standard 8 hours.

Consider what the job description of an assistant manager might look like. The structure of the relevant document, as a rule, begins with general provisions. They may indicate that the assistant manager is in the professional category. Thus, already at the level of a local source of law, the company can fix the fact that the person in the position in question is not a manager (not a deputy director). With a high probability - a secretary or, for example, a personal assistant to the head with additional responsibilities.

Assistant job description: general provisions

AT " General Provisions» of the job description, there may also be wording that reflects qualification requirements to a specialist. For example, that an assistant manager must have professional education and some work experience. Sometimes, in the same part of the job description, the business area is fixed, in which it is desirable for a person to have experience in doing business.

The "General Provisions" fixes the key competencies of the employee. They can be expressed in the requirements for knowledge of the enterprise management structure, internal and foreign policy company-employer, the principles of communication of the company with authorities and other organizations, standards that characterize office work, rules business communication, as well as the internal labor regulations in the company.

Assistant Responsibilities

The next key section of the instruction is "Job Responsibilities". What is its specificity? In this section, the main responsibilities of the assistant manager are fixed. These can be: planning the boss’s working day (in terms of meetings, calls, interviews), organizing technical support the work of the head (in terms of ordering transport, organizing business meetings), participation in business trips, business negotiations, maintaining protocols and other documents, ensuring the interaction of enterprise managers with other structures of the company, maintaining communications with government agencies.

Helper Rights

Job description always includes the rights that an executive assistant has. The duties stipulated by the specifics of the position are always supplemented by appropriate preferences. So, what rights does the employee in the position in question have? It is interesting that the duties of the assistant to the head of the enterprise are quite correlated with them. So, for example, the right to sign and endorse certain documents arises in connection with the need to periodically work with such sources. An example of another right of an employee in a relevant position is to request from direct management, as well as from other specialists of the company, the necessary information to be included in the documents. The assistant manager also has the right to demand from the boss to ensure comfortable working conditions. The job responsibilities of the person in the relevant position may involve the periodic sending and receiving of documents - and these procedures should be carried out using various technical means. The Secretary may expect full access to such.

Assistant Responsibility

So, we have studied what is included in the duties of an assistant manager, as well as what the range of his rights can be. But in most job descriptions for specialists of the profile in question there is one more section - “Responsibility”. What wording might be in it? The assistant manager is most often responsible for: improper performance of the duties stipulated by the instructions in question, but within the limits that are fixed in the Labor Code of the Russian Federation; offenses that he committed in the course of his activities - again, within Russian legislation; for causing harm to the company - within the limits fixed in the Labor Code, Civil Codes Russian Federation and other sources of law.

Summary

So, we have studied the specifics of such a position as an assistant manager, the duties and requirements that characterize this position in the personnel structure of the enterprise. The specialist performing the relevant work most often performs secretarial functions, but may have much broader powers. In rare cases, the concept of "assistant to the head" corresponds to the position of deputy director, but this is typical mainly for small enterprises.

In the "classic" interpretation of the phrase "assistant manager", the work of a person in the corresponding position can be close to the functions of a referent, clerk, or, for example, an office manager. AT work book the assistant manager will most likely record "secretary" or "reviewer", although much, of course, depends on the corporate standards adopted in a particular organization.

The need to invite specialists of the profile in question characterizes the activities of the leaders of most Russian enterprises. The effective work of a top manager depends on how well his assistant will solve his tasks - seemingly secondary from the point of view of practical enterprise management, but in fact extremely significant for the organization. The work of the secretary is the most important in the structure of communications of the team, which is headed by the head of the company.

Note that many firms practice the appointment of several assistant directors at once. At the same time, the status and powers of each may differ. One specialist may be responsible for secretarial functions, another may be an office manager, and a third may accompany the manager at events. At the same time, personnel managers can practice the interchangeability of employees within the framework of their respective areas of activity.

On CEO The 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. AT large companies the CEO may have two assistants. For example, one arranges work time manager, and the other is engaged in paper affairs.

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

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

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

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

Legal regulation

The activity of the Assistant General Director is regulated regulations:

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

What are the responsibilities of an Assistant General Manager?

The duties of an assistant CEO vary depending on the size of the company. AT small companies employees are engaged in control over the work of couriers, managers, 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).
Security effective work CEO.
Drawing up a plan for the day.
Information support of the CEO.
Participation in meetings and business meetings.
Organization of business meetings.
Organization of presentations.
Preparing expense reports.
Fulfillment of personal orders.
Creation of databases, virtual presentations using a PC.

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

Employee Rights

The Assistant General Director is vested with the following rights:

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

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

Assistant Responsibility

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

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

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

What personal qualities are required from the assistant?

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

Proactive, proactive.
The ability to foresee further development situations.
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.

APPROVE:

________________________

[Job title]

________________________

[Name of company]

________________/[FULL NAME.]/

"____" ____________ 20__

JOB DESCRIPTION

Assistant director

1. General Provisions

1.1. This job description defines and regulates the powers, functional and job duties, rights and responsibilities of the Assistant Director of [Name of organization in the genitive case] (hereinafter referred to as the Educational Institution).

1.2. The assistant director belongs to the category of managers, is appointed to the position and dismissed from the position in the established current labor law by order of [name of the position of the immediate supervisor].

1.3. The Assistant Director reports directly to the [name of the position of the immediate supervisor in the dative case] of the Educational Institution.

1.4. A person with a higher professional education and work experience in the field of professional activity at least 3 years.

1.5. The Assistant Director must know:

laws and other regulatory legal acts Russian Federation on education and upbringing;
priority areas for development educational system Russian Federation;
basic information about the development of education in foreign countries, theory and methods of management of educational systems;
local regulations of the institution;
fundamentals of civil, administrative, labor, budgetary, economic legislation in the part related to the regulation of the activities of educational institutions and their structural divisions;
basics of management, personnel management, project management;
local regulations educational institution;
requirements for work on personal computers, other electronic digital devices;
organization of office work;
rules on labor protection and fire safety.

1.6. The assistant director in his work is guided by:

local acts and organizational and administrative documents of the Educational Institution;
internal labor regulations;
rules of labor protection and safety, ensuring industrial sanitation and fire protection;
this job description.

1.7. During the temporary absence of the assistant director, his duties are assigned to [name of the position of the deputy], who is appointed in accordance with the established procedure, acquires the relevant rights and is responsible for failure to perform or improper performance of the duties assigned to him in connection with the replacement.

2. Job responsibilities

The Assistant Director has the following responsibilities:

2.1. Performs work to ensure the activities of the director.

2.2. Provides support for the interaction of the director with representatives of the authorities executive power and heads of organizations, his telephone conversations, coordinates the schedule of meetings and representations of the head at various meetings, sessions, conferences and seminars, taking into account his authority, provides him with the necessary information for representation in executive authorities and other organizations.

2.3. Within the limits of the powers granted, he coordinates the work of the structural divisions of the educational institution, manages subordinate performers.

2.4. Conducts business correspondence with organizations.

2.5. Receives the necessary information for the director from the structural divisions of the educational institution, calls on the reception of employees on his behalf.

2.6. Receives and transmits telephone messages, records messages and brings them to the attention of addressees.

2.7. Carries out work on the preparation of meetings and meetings held by the director.

2.8. Conducts office work, receives correspondence addressed to the director, systematizes it and reports to him on the results of the implementation of the decisions made.

2.9. Transfers documents to the structural units of the educational institution to specific performers for their use in work or execution and preparation of a response and proposals for their implementation, monitors the timing of the execution of instructions.

2.10. Organizes the reception of visitors, contributes to the prompt consideration of their proposals and requests.

2.11. Represents the director in other organizations within the limits of the granted rights.

In case of official necessity, the assistant director may be involved in the performance of his official duties overtime, in the manner prescribed by the provisions of federal labor legislation.

3. Rights

The assistant director has the right to:

3.1. Give instructions to subordinate employees and services, tasks on a range of issues included in his functional responsibilities.

3.2. To control the fulfillment of production tasks, the timely execution of individual orders and tasks by subordinate services.

3.3. Request and receive necessary materials and documents relating to the issues of its activities, subordinate services and divisions.

3.4. Interact with other enterprises, organizations and institutions on production and other issues within its competence.

3.5. Sign and endorse documents within their competence.

3.6. To exercise other rights established Labor Code Russian Federation and other legislative acts of the Russian Federation.

4. Responsibility and performance evaluation

4.1. The director's assistant bears administrative, disciplinary and material (and in some cases provided for by the legislation of the Russian Federation - and criminal) responsibility for:

4.1.1. Non-fulfillment or improper fulfillment of official instructions of the immediate supervisor.

4.1.2. Failure or improper performance of labor functions and the tasks assigned to him.

4.1.3. Unlawful use of the granted official powers, as well as their use for personal purposes.

4.1.4. Inaccurate information about the status of the work entrusted to him.

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

4.1.6. Failure to enforce labor discipline.

4.2. The assessment of the work of the assistant director is carried out:

4.2.1. The immediate supervisor - regularly, in the course of the daily implementation by the employee of his labor functions.

4.2.2. Certification Commission enterprises - periodically, but at least once every two years based on the documented results of work for the evaluation period.

4.3. The main criterion for evaluating the work of an assistant director is the quality, completeness and timeliness of his performance of the tasks provided for by this instruction.

5. Working conditions

5.1. The mode of work of the Assistant Director is determined in accordance with the internal labor regulations established in the Educational Institution.

5.2. In connection with the production need, the assistant director is obliged to go on business trips (including local ones).

5.3. To resolve operational issues to ensure production activities an assistant director may be assigned a company vehicle.

6. Right to sign

6.1. To ensure his activities, the assistant director is granted the right to sign organizational and administrative documents on issues referred to his competence by this job description.

Familiarized with the instructions ____ / ____________ / "__" _______ 20__

"Dairy products"

products"

JOB DESCRIPTION APPROVE

21.05.2009 _ № _7__ General director

(date) (number) (head position)

Pushkov

Moscow (signature) (signature transcript)

21.05.2009

Assistant Manager

1. GENERAL PROVISIONS

1.1. The assistant manager belongs to the category of specialists.

1.2. An assistant to the head is appointed to a position for organizational and technical support of the administrative and administrative activities of the head, record keeping and organizing the reception of visitors.

1.3. The decision on the appointment to the position of the assistant to the head and on dismissal is made by the general director.

1.4. A person with a higher education and at least two years of experience as a head of a company is appointed to the position of an assistant to the head.

1.5. The assistant manager in his work is guided by:

- legislative and regulatory legal acts on the organization of office work;

- the charter of the organization, local regulations, regulatory and administrative documents issued by the head of the organization;

1.6. The assistant manager must know:

- resolutions, orders, orders and regulations relating to the activities of the organization and record keeping;

- the structure and leadership of the organization;

- organization of office work;

- methods of registration and processing of documents;

- archiving;

– standards of the unified system of organizational and administrative documentation;

- printing rules business letters using standard forms;

2.13. Organizes the reception of visitors, facilitates the consideration of requests and proposals of employees.

2.14. Forms cases in accordance with the approved nomenclature, ensures their safety and submits them to the archive in due time.

The Assistant Manager has the right to:

3.1. Submit proposals to the head of the enterprise for the improvement of work related to the duties provided for in this instruction.

3.2. To get acquainted with the documents defining his rights and obligations in his position.

3.3. Receive from the heads of structural divisions, specialists information and documents necessary for the performance of their duties.

3.4. Require management to assist in the performance of their duties and rights.

4. RESPONSIBILITY

The Assistant Manager is responsible for:

4.1. For improper performance or non-performance of their official duties provided for by this job description, to the extent determined by the current labor legislation of the Russian Federation.

4.2. For violations committed in the course of carrying out their activities, within the limits determined by the current administrative, criminal and civil legislation of the Russian Federation.

4.3. For causing material damage within the limits determined by the current labor and civil legislation of the Russian Federation.

The job description was developed in accordance with the order of the General Director dated April 1, 2009 No. 15.

Head of Human Resources______ Kurochkina _

(supervisor personnel service) (signature) (signature transcript )

21.05.2009

With this job description

familiarized. I received one copy and

obligated to keep at work

chestnut

(signature) (signature transcript)

21.05.2009

Head of legal department Shvetsova _