Job description of the assistant manager (PS "Specialist in organizational and documentary support of organization management"). Job description of the assistant manager sample Assistant manager which structural unit

When forming the staff, the head of any organization must necessarily inform the hired employee about his official duties. When writing instructions, the manager must maintain the order of its sections, the specific structure. b Usually describes the characteristics of the profession, indicates official position the employee in the structure, the requirements, his rights and responsibilities. The assistant manager, like the rest of the employees of the organization, is obliged to act and comply with all the requirements of this document.

The manual is written by the head according to established standards, should not violate Labor Code RF. It must be necessarily coordinated with the relevant services (lawyer, head of the personnel department), familiarized with the applicant for the position, signed by both parties. At the same time, some lawyers do not consider the presence of such a document to be mandatory for formalizing service relations.

The usefulness of the job description

Main purpose:

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

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

Normative - legal framework for the preparation of job descriptions

It basically looks like this:

current legislation of the Russian Federation;

Legislation allows you to provide an employee with any functions, if he is trusted, he has enough knowledge, experience, qualifications to resolve such issues. Please note that the authority must be issued by the head of his order.

job description;

Job description drawn up taking into account the specifics of the position, establishes the terms of reference. It should reflect the actual work performed by the assistant manager.

internal documents:
charter of the organization, directives of the management, internal regulations and conduct.

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

The main parts of the job description

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

The main components of the instructions:

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

Let's take a closer look at each section.

General provisions

Basic provisions:

assistant - a specialist who assists him in technical and documentary matters;
appointment to a position and dismissal from it is carried out by order of the head of the organization;
in the process of work, the assistant follows the orders and instructions only of the head;
during his absence, an adequate replacement is provided, the position of his replacement is indicated, an order is issued for the organization to replace;
the assistant must have a profile higher education. Experience in the profile - at least two years. You may need to upgrade your qualifications when applying for a job.

Requirements

The role of executive assistant can involve very different functions.

The person holding this position in practice may be:

in fact, his deputy and report directly to the leader and only him. He often has subordinates to other employees;
personal assistant. He performs the work of a secretary and is in the reception area, he also belongs to specialists. At the same time, he reports not only to the leader, but also to the leader. personnel service regarding the functions of the secretariat.

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

It is incorrect to identify these positions. One implies the performance of mainly auxiliary functions, and the assistant manager performs organizational and administrative functions.

Basic requirements for an assistant with organizational and administrative functions:

carry out requirements employment contract, job description;
know the rules of corporate etiquette and business communication;
to know thoroughly the workflow, maintenance of reporting documentation and the structure of the organization;
competently conduct business negotiations;
be able to draw up important documents;
inform the manager in the field of submission of important reports;
work on a PC, use equipment in the office (scanner and printer) to perform their direct duties;
knowledge of foreign languages is desirable (at the level of communication);
be able to draft standard agreements.

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

Responsibilities of an Assistant Manager

The assistant has a lot of responsibilities, working directly with the manager.

The main responsibilities are:

strictly comply with all orders, orders of management;
plan the manager's daily routine for the next day. Develop, coordinate the time of visits, receptions. Submit the schedule to the manager in a timely manner;
accompany the head at receptions, on trips;
to receive visitors, create lists of management visits, answer phone calls and submit various certificates in accordance with their authority;
ensure the activities of the head, solving technical problems (organize negotiations, meetings, book tickets, book hotels);
prepare meetings, meetings, meetings of the head, notify all participants of the agenda and time of the meeting;
keep minutes of the course and results of meetings, meetings, negotiations, document their results;
coordinate the work of departments, divisions of the organization, according to the instructions and orders of the head;
bring to the attention of the heads of structural divisions the orders of the management, control the timing of their implementation;
accept, register documents and applications submitted for the signature of the head, transfer them to the head;
prepare letters, requests, other documents on behalf of the head;
ensure that the powers of attorney issued by the head are taken into account;
communicate independently with employees of departments and other organizations, resolve a number of emerging issues that can be resolved without a manager;
receive the necessary information - collect the required documentation at the request of the head;
prepare visual aids, documentation necessary for meetings;
organize office work, manage, control the activities of clerks;
receive, register and present to the head the correspondence sent to the head;
communicate with visitors. Meet the organization's clients, staff, keep records and organizes personal reception visitors to the manager. Also answer their questions, which he can solve on his own.

terms of reference

The main powers and rights of the assistant:

register, sign documents within their competence;
gain access to a closed public access information when needed;
study documents related to professional activity;
know the structure, leadership of all departments of the organization;
- draw up letters, requests, other documents, prepare responses to requests (on behalf of the head);
ask representatives of structural divisions Required documents, materials, receive information to the extent necessary for the implementation of their direct duties;
get acquainted with the decisions, orders and orders of the head;
participate in meetings, meetings of the leaders of the organization;
submit a request to the head for permission to provide important documents to structural units;
send suggestions to improve their work and the activities of the company;
organization of the manager's workplace, creation of conditions for successful and efficient work.

Taking into account the specifics of the work of the organization itself and the peculiarities of the work of the assistant, the proposed list of powers and rights can be changed, significantly expanded or, conversely, reduced.

Usually the final paragraph is the provisions on the measures of responsibility that apply to the employee.

Assistant Responsibility

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

The Assistant Manager is responsible for:

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

There are penalties for:

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

The prescribed punishment may be in the form of deprivation of material remuneration, even dismissal. At the end of the text of the document, there must be visas of employees who agree on it and the signature of the assistant manager.

The head of the organization develops instructions, coordinated by: a lawyer, head of the personnel department, labor protection. After making amendments, additions, the head approves. His position, surname (with decoding), date of approval and signature are indicated.

His signature confirms agreement with the changes when making amendments and the legality of this document.

Conclusion

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

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

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

A business assistant is needed by every manager who, while managing big company, he can entrust the performance of many of his duties. It must be a person with necessary knowledge, skills, competence, which you must trust in everything. The assistant is the "right hand" of the leader, necessarily smart, hardworking, competent, reliable assistant, who, in the absence of the leader, can largely replace him. It is not for nothing that the qualification handbook refers him to specialists - managers.

It is perhaps impossible to formulate the functions of an assistant manager in full: the exact list of requirements for an applicant for the position of assistant director is largely determined by the specifics of the company’s activities, and also depends on the subjective preferences of the manager. One thing is for sure: the assistant must strive to constantly improve his own and have impeccable moral and ethical qualities, because he will have almost unlimited access not only to corporate, but also personal information about senior management.

It is not surprising that such a vacancy will go to a candidate with a modest track record, but who knows how to “catch the wave” of the boss, than to a brilliant professional who has not managed to win over the leader during the initial acquaintance.

Who is a “personal assistant to the head” and what does he do?

Manager's assistants often become good secretaries, clerks, office managers, that is, employees who have outgrown the level of their direct functionality, but do not have the opportunity for traditional vertical advancement in the company's organizational chart. Often, helping the manager is combined with the performance of other duties, for example, a lawyer or translator.

The role of an assistant director in any company is enormous: the efficiency of the working time of the first persons of the enterprise depends on the level of his professionalism. The work of an assistant means that the CEO can unload his working day from a significant part of the tasks that do not require personal participation by shifting them to an assistant.

Not only for university graduates, but even for more experienced applicants, the position of a personal assistant is primarily associated with boring secretarial work, but in reality, an assistant can perform various administrative roles.

Office Manager: Responsible for record keeping, this employee may partially combine the duties of secretary and archivist.
Office manager: this position is relevant for medium-sized companies or departments with a staff of thirty or more people .; the office manager reports to the head of the enterprise / branch and other members of the management team; employee controls primary documentation, performs part of the secretarial functions (calls, coordinating meetings, helping guests), can play the role of "office hostess" - support financial technical support activities of all office services (ordering consumables, organizing small current repair etc.).
Assistant secretary: assistants are usually engaged in “mechanical” work: document management, processing incoming / outgoing correspondence, phone calls.
Assistant secretary: an employee filling the vacancy of an assistant secretary reports only to the immediate supervisor, combines the functions of a clerk with a number of simple private assignments.
Business assistant: this is literally the right hand of a top manager, CEO or business owner, and therefore the requirements for this position are very high; personal assistant reports only to his immediate supervisor, can be considered a full-fledged deputy director, is able and empowered to make independent decisions on a number of issues.

The specifics of the profession

Probably, a rare position can be compared in terms of the level of inconsistency and vagueness of requirements, like the work of a personal assistant, which should be not so much a profession as a vocation.

The specifics of the position of "personal assistant" is such that it is impossible to calculate in advance all the nuances, features, full functionality, since the specific scope of duties for the most part depends on the individual needs of the employer. Sometimes the director needs a person who would save him from "paper work", sometimes the assistant is busy with personal assignments. Some directors prefer to hire two assistants to various kinds activities, and in large companies, the assistant can serve as the head of a special department and even have his own subordinates.

The functional responsibilities of employees engaged in this area of activity include many points:

ensuring a structured working day for the director: organizing meetings, trips, scheduling, preparing for the signing of the necessary documents;
taking care of the manager: ensuring cleanliness, silence, comfort, normal functioning of office equipment;
work with the director's document flow: letters, telephone messages;
conducting initial negotiations, processing and transferring requests from line managers;
taking care of the psychological comfort of the manager: drawing up a convenient schedule, reminding about important events, meetings, searching for and providing the requested information in a format convenient for the director.

In some companies, an assistant may be responsible for the entire organization's document flow or manage a department of the secretariat.

Additional Executive Assistant Features

Usually, the list of duties of a business assistant is much wider than the functions of a secretary or administrator. Personal Assistant Responsible additional responsibilities, is common in this industry.

Most often, a manager needs an employee with diverse abilities and talents. The scope of duties of the position of a personal assistant may include the translation of documents from a foreign language, as well as accompanying the head to business meetings as an interpreter: sometimes in negotiations such information is voiced that cannot be trusted to a third party. An assistant may be entrusted with taking care of the director's daily needs: ordering a taxi, a hotel room, catering, processing the documents necessary for the trip. In a word, each manager makes his own special requirements for the candidate for the role of the right hand of the first person of the company.

Professional inquiries to the applicant for the position of personal assistant to the head

The assistant profession is often seen as a career start, an opportunity to gain managerial experience and delve into the practical intricacies of the chosen industry. It makes sense for a young graduate to consider proposals from medium-sized organizations, since a serious top manager will certainly prefer a candidate with a certain life experience and professional skills. However, there are no rules without exceptions, sometimes a vacancy in a large corporation goes to young but talented applicants.

Assistant Experience and Education Requirements

An applicant for the position of a personal assistant must have at least a secondary professional, and preferably a higher education related to administration or (in some cases) to the specifics of the enterprise.

Candidates typically meet the following professional requirements:

impeccable literacy;
delivered speech;
knowledge of the basics of the necessary sections of legislation relating to the administrative and production activities companies;
Proficiency in all basic office programs;
document management skills;
implementation business correspondence and negotiations in accordance with regulatory, corporate and professional ethical standards;
knowledge of a foreign language at a conversational (sometimes technical) level;
if we are talking about an assistant at the level of deputy director, then a complete understanding of the specifics of the organization and key business processes is required.

The minimum list of requirements for an applicant for the position of a personal assistant may be extended depending on the size, scope and other characteristics of a particular company. Many organizations call competitive advantage the applicant has additional courses or education in various business areas.

Personal qualities necessary for the assistant to the head of the company

The specificity of such a responsible and multifaceted profession as a personal assistant to the head requires a special character warehouse. The assistant must be able to adapt to the daily routine, psychological characteristics, personal preferences of the boss. The main requirement for an assistant is that his temperament and behavior patterns should complement the personality of the leader, and not enter into dissonance.

The Executive Assistant must have the following qualities:

stress resistance, the ability to cope with the discontent of subordinates and irritation of superiors with the same composure;
multitasking: the ability to keep several things under control at the same time is an indispensable quality of a personal assistant;
high level of culture: for an assistant to the general director or business owner, representative qualities are of paramount importance;
positive attitude: the activities of a personal assistant are often impossible to fit into clear boundaries, therefore, without an optimistic attitude to various kinds of surprises, even promising specialist quickly feel emotional burnout;
high learning ability: the range of interests of the head of the company may involve the most unexpected requests, in order to provide reliable information, the assistant must be able to quickly understand unfamiliar information, highlight the main thing from it and structure the essence in a convenient form.

However, the most important advantage of a personal assistant is unconditional loyalty and the desire to respect the interests of the employer.

The Qualification Handbook categorizes the position of personal assistant as a managerial position. Consequently, the administrative and organizational duties of an assistant are regarded and regulated similarly to the functionality of management (at least at the linear level).

Working mode

The length of the working day of a personal assistant often depends on the work schedule of his manager. Strict adherence to the framework prescribed in regulatory documents labor day perhaps only for support positions, like an office manager, and a higher-ranking assistant is usually forced to match his schedule with the regime of his superiors.

The blurriness of the working day, as well as the need to always stay in touch and be in a state of “alert” often turn off candidates, although in the aggregate, working hours are no longer than in any other well-paid position. However, it must be borne in mind that, as in any leadership position, the boundary between work and personal time is noticeably blurred.

Job description

The legislation of the Russian Federation does not regulate the process of developing a job description and does not impose strict requirements on its content. Therefore, most employers independently determine the scope of tasks and powers for a particular vacancy.

The job description is a structured explanation of the meaning of a particular position, this normative document contains not only the duties, but also the rights of the employee.

General provisions - this section contains information about the requirements for the candidate; specifies the procedure for concluding and terminating an employment contract; defines the hierarchy of subordination; regulates the procedure for replacing an employee during his absence.
Job responsibilities - planning the working day; implementation of technical support for the activities of the head; accompanying the director at meetings, on trips; taking minutes of negotiations, meetings, other business meetings; settlement of individual issues on behalf of the head and other tasks.
The rights of a personal assistant to the manager - the assistant has the right to receive information, including confidential information, in an amount sufficient to perform his/her functions; submit proposals to the manager to improve their activities; to request on his own behalf or on behalf of the director documentation from divisions and departments of the enterprise; require management to ensure normal conditions labor activity; make decisions within its competence and authority.
The assistant manager is responsible for: negligent attitude to his duties; non-compliance with standards, instructions, charter, orders and orders of the director; disregard for internal regulations, safety precautions, labor discipline.

Given the specifics of the assistant's activities, the preparation of a job description should be approached with utmost attention. Shouldn't be satisfied type specimen, which cannot take into account all the nuances of work at a particular enterprise. In addition, it is important to distinguish between the positions of personal assistant and assistant project manager: the duties of the latter are usually temporary.

As a rule, applicants consider offers for vacancies of a personal assistant to the CEO or business owner. If you are inexperienced or doubt your ability to handle the duties and responsibilities of an executive assistant, then it may be worth trying to start your career as an assistant line manager, such as the head of sales. Although this is not such a prestigious position, but it provides an excellent opportunity to gain the necessary experience.

What to write in a resume

First of all, you should not make a resume from template phrases, peeping the value of a particular skill in an Internet search engine. An experienced recruiter will figure you out at the stage of a telephone express interview. Lack of experience can be compensated by a story about your personal achievements, useful character traits, and professional knowledge.

It should be remembered that resumes with a photo are processed first of all, but you do not need to attach the first self-portrait to the document: a photo from a party, wearing dark glasses, too retouched and with other oddities, is more likely to alert than draw attention to your candidacy.

Example resume points:

vacancies: assistant; personal assistant; assistant secretary;
personal data: enter your first name, patronymic, last name, date of birth;
education: list educational establishments in reverse chronological order;
work experience: fill in the same way as the previous paragraph, it is advisable to indicate the reason for dismissal; if there is no experience in the specialty, participation in social projects, volunteer programs, educational practice etc.;
marital status: a very important item for the employer, given the irregular work schedule;
additional skills: indicate the level of foreign language proficiency, indicate the presence of a driver's license, list completed courses of additional education;
personal qualities: try to give yourself an objective assessment, add individual traits to the boring characteristics of “sociable-stress-resistant-teachable”.

When filling in the "Contacts" column, list all possible ways to contact you: telephone, e-mail address, links to pages on social Internet portals. And by the way, put the page in order, as serious employers pay close attention to the personal pages of applicants. Clean up shock content, remove questionable photos, get rid of ambiguous statements.

Personal Assistant Career

The paradox inherent in the position of a personal assistant to a manager is that the better an employee performs, the less likely he is to make a career. A good helper usually moves up with his supervisor. Since an employee of this position is valuable primarily for personal qualities, which, unlike professional skills, cannot be trained, directors and top managers are very reluctant to let their assistants build a career.

However, if your manager values you, he will try, if possible, to compensate for your inconvenience: by raising salaries, providing additional benefits, improving working conditions, emphasizing your status in front of the team. This is called a "horizontal career": your importance increases with the same position.

Conclusion

Like any profession, being a personal assistant has its pros and cons. We have already mentioned irregular working hours; age restrictions can also be attributed to the disadvantages: many employers prefer to hire employees at least twenty-five years old.

However, the opportunity to work closely with a senior manager is an invaluable opportunity to gain leadership experience that will be useful in any field of activity, and maybe even start your own business.

magazine "General Director"

The essence of the work of a personal assistant is to, knowing the specifics and characteristics of the activities of his manager, take a significant part of his work on himself. For example, the duties of a personal assistant include planning and optimizing the manager's work schedule, coordinating the actions of the CEO, organizing meetings and negotiations, meetings of shareholders, boards of directors, preparing business trips for the manager (see Functions of the personal assistant to the manager).

Functions of the personal assistant to the head

The duties of the Assistant General Manager include:

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

What kind of personal assistant do you need

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

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

Administrative assistant, business manager. It is necessary for the heads of companies with a large document flow, mainly for communication between the manager and his subordinates. This type of personal assistant must combine in his work the performance of both technical functions, and functions that require independence and responsibility from him, for example: planning the work schedule of the head, organizing trips, independently compiling some documents, preparing materials for negotiations, meetings, meetings of shareholders, 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 the skills of organizing negotiations, the ability to make decisions independently.

Professional Assistant. It is usually needed by managers large enterprises. Men are often invited to this position. Such an Assistant General Manager does part of the work for and for the manager, and the manager enjoys the results. A professional assistant must have special knowledge and education in subject area leader's activities. He doesn't perform for the head technical work like 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. It is very important for this employee not to have excessive ambitions, since the manager will enjoy the fruits of his many hours of hard work and appropriate all the laurels for himself.

Head of personal affairs of the head. This type of personal assistant is less common than others. It can be in demand in both 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 of the functions of organizing personal affairs to his assistant. For example, the head of personal affairs can book and purchase tickets to theaters, concerts, buy gifts for friends, relatives and important partners. It is also not uncommon for the chief of staff to organize travel arrangements for the manager and his family (see case study: Chef's underwear).

Chef's lingerie

One applicant for the position of a personal assistant spoke at an interview about her job responsibilities with a previous manager. 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 lamb for a picnic ).

Once her manager found out that he was going on a business trip a few hours before departure. He didn't have time to go home to change his underwear. Then the faithful assistant went to the nearest store and bought a set of underwear 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, pleasant appearance, knowledge of the language (depending on the specifics of the manager’s personal assignments), fast and high-quality search skills necessary information on the Internet, the ability to store confidential information. A sense of tact is very important, especially in dealing with relatives of the leader.

CEO speaking
Yury Vodilov General Director of Sibribprom, Tyumen

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

My personal assistant has been with me for eight years. First, she was hired as a secretary. Of course, the employee was tuned in to career, 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 complete tasks on time, the ability to communicate with people, knowledge of the characteristics of this profession, an adequate perception of the requirements by management and, of course, compliance ethical standards behavior.

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

CEO speaking

Group of companies "Galakta" - Russian manufacturer vodka brands "Poltina" and "Frost and Sun". The company is in the Top 10 vodka producers. The product distribution network covers all regions of the Russian Federation and consists of more than 100 distributors. In the 24 largest regions, regional offices groups. In 2006, the total production volume of the group's enterprises amounted to 2,520 thousand US dollars. The number of personnel is 600 people.

My assistant's duties include:

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

The personal assistant is the right hand of the manager, and unlike the secretary, he is endowed with certain powers and a wider area of responsibility. Key business qualities of an assistant to the General Director - sociability, knowledge business etiquette, punctuality, accuracy, attentiveness and organization.

Why Emotional Compatibility with a Helper is Important

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

Of course, during the interview it is difficult to determine compatibility with a 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 wages everything suits you, but it’s unpleasant for you to talk to a person, you want him to leave as soon as possible, and you don’t find any specific explanations for your feelings. Everything is very simple - this is exactly the same emotional incompatibility.

CEO speaking
Regis Lomm Head of Pfizer Russia, Moscow

Pfizer, established in 1849, develops and manufactures pharmaceutical products for various fields of medicine (cardiology, oncology, urology, psychiatry, ophthalmology, endocrinology, dermatovenereology), including new generation antibiotics. Pfizer has over 150 locations worldwide. Every year, the company invests significant amounts in research and development of new drugs. The Russian representative office of the company (Pfizer International LLC) has been operating since 1992.

My personal assistant performs the duties standard for this position: draws up 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, goodwill, punctuality, the ability to be attentive to details, excellent communication skills. The assistant should always feel what else needs to be done to improve the working conditions of the leader.

The hallmark of a good executive assistant is a sincere and unfailing readiness to help, even if the solution to this problem is not spelled out in the contract. This constant support is very important for a leader, especially if he works in a country that is not his own and does not always know all its features and customs.

The person who is now my personal assistant has been with the company for about a year. Since the leader and assistant work closely together, 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 him professional quality, but also the fact whether or not mutual understanding arose between you on an intuitive level, whether you instinctively felt that you could trust this person. In my over 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 reason.

Who to entrust the search for a personal assistant

There are two options: entrust the search to either your HR department or a recruitment agency (see also: Who can't be trusted to find an assistant).

Who can't be trusted to find an assistant

Often a manager who needs two personal assistants entrusts the search for a second employee to 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. Because of the unwillingness to work side by side with a competitor claiming the trust and attention of the head, the first assistant may simply choose a technical secretary. He will perform all the routine work, but if necessary, he will not be able to completely replace the first assistant.

The General Director, instructing to search for a personal assistant, should tell in as much detail as possible (down to the smallest detail) what kind of person he needs. At the same time, it is necessary to determine not only the duties, but also the requirements for candidates. Be sure to specify which requirements are fundamental and mandatory for you, and which are optional (that is, what, when choosing, if all the fundamentally important requirements are met, you can close your eyes). If these conditions are met, the person responsible for the selection will, on the one hand, screen out applicants on fundamental grounds and not force the manager to waste time on unwanted candidates, and on the other hand, will not reject those who do not fit only in one or two parameters.

CEO speaking
Julia Konelskaya General Director, Galakta Group, Moscow

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

The primary 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 based on the results, his professional suitability, as well as the degree of trust in the candidate of the previous manager (For information on what 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 compliance of the candidate with the standards of our corporate culture. Also very important is his willingness to take on a certain level responsibility. If the candidate is the executor, then when setting the task, it will be necessary to spend time explaining the methodology for its implementation. I selected an assistant who was able to cope with the assignment on his own, finding necessary resources and building the necessary communications.

Technology for selecting a secretary for the head of a creative team

Sergey Alekseev Executive director of the Kvartet-I comic theater, Moscow

The comic theater "Kvartet-I" was created in 1993 by a group of graduates of the variety faculty of GITIS. The theater team always acts as the author of its performances (even if they are based on the literary material of another author). The theater is constantly engaged in creative and literary activities within the framework of theatrical, radio and television projects.

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

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

I'm doing an initial selection based on my resume. I immediately discard the resumes of actresses, artists, journalists, that is, people who are uniquely oriented towards a creative career. For this position can obviously be of interest to them 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 might be the motivation of a person who first worked as a project manager and is now looking for a job as a secretary?

Contacting candidates for e-mail and talk on the phone. By correspondence, the manner of expressing one's thoughts is the first impression. Then I select five or six candidates I like for a meeting.

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

I came up with several test stories (business cases). I suggest that the applicant reflect on the topic of how he would act in a given situation. Looking for answers common sense and matching my expectations. For example: “You overslept on the first working day - woke up half an hour after starting work. What are your first steps? Naturally, I expect the person to say that the first thing they do is call their manager, which is me. But it happens that the candidate refuses for a long time and says that this can never happen to him. Another example. I describe a situation where a person has a task given by the immediate supervisor, and exactly one hour is provided for its implementation. After that, a higher boss gives another task, which also takes exactly an hour to complete and which must also be started immediately. It is not possible 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 to run to my immediate supervisor to inform him of the situation and ask for advice.

At the interview, I ask about the family, the activities of the parents, 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 laid down by the family, there has not yet been any other influence, and they themselves have not yet managed to become mature individuals.

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 they want, and who does not. And the feeling of contact with a person and comfort from his presence is also very important. One girl came, she seemed to speak sensibly and coherently, she went through all the business cases, but I feel that she annoys me, I want her to leave as soon as possible. When choosing a personal assistant, this subjective factor cannot be discounted.

What did you like about the girl who had just started working for us? First, very intelligible literate formulations. Secondly, she just graduated from the Moscow Aviation Institute, and this is a good technical education. The third plus is that she worked as an accountant in the evenings, so she has the skill to systematize and process large amounts of data.

11.11.2019

Job description: requirements for the assistant manager, his powers and rights + advice on using your rights

bUsually describes the characteristics of the profession, indicates the official position of the employee in the structure, the requirements, his rights and responsibilities.

The assistant manager, like the rest of the employees of the organization, is obliged to act and comply with all the requirements of this document.

The manual is written by the head according to established standards, should not violate the Labor Code of the Russian Federation. It must be necessarily coordinated with the relevant services (lawyer, head of the personnel department), familiarized with the applicant for the position, signed by both parties. At the same time, some lawyers do not consider the presence of such a document to be mandatory for formalizing service relations.

Main purpose:

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

Regulatory and legal framework for the preparation of job descriptions

It basically looks like this:

current legislation of the Russian Federation;

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

internal documents:
charter of the organization, directives of the management, internal regulations and conduct.

The main components of the instructions:

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

Let's take a closer look at each section.

General provisions

Basic provisions:

assistant - a specialist who assists him in technical and documentary matters;
appointment to a position and dismissal from it is carried out by order of the head of the organization;
in the process of work, the assistant follows the orders and instructions only of the head;
during his absence, an adequate replacement is provided, the position of his replacement is indicated, an order is issued for the organization to replace;
The assistant must have a specialized higher education. Experience in the profile - at least two years. You may need to upgrade your qualifications when applying for a job.

The role of executive assistant can involve very different functions.

The person holding this position in practice may be:

in fact, his deputy and report directly to the leader and only him. He often has subordinates to other employees;
personal assistant. He performs the work of a secretary and is in the reception area, he also belongs to specialists. At the same time, he reports not only to the head, but also to the head of the personnel service in terms of the functions of the secretariat.

Basic requirements for an assistant with organizational and administrative functions:

comply with the requirements of the employment contract, job description;
know the rules of corporate etiquette and business communication;
to know thoroughly the workflow, maintenance of reporting documentation and the structure of the organization;
competently conduct business negotiations;
be able to draw up important documents;
inform the manager in the field of submission of important reports;
work on a PC, use equipment in the office (scanner and printer) to perform their direct duties;
knowledge of foreign languages is desirable (at the level of communication);
be able to draft standard agreements.

Responsibilities of an Assistant Manager

The assistant has a lot of responsibilities, working directly with the manager.

The main responsibilities are:

strictly comply with all orders, orders of management;
plan the manager's daily routine for the next day. Develop, coordinate the time of visits, receptions. Submit the schedule to the manager in a timely manner;
accompany the head at receptions, on trips;
to receive visitors, create lists of management visits, answer phone calls and submit various certificates in accordance with their authority;
ensure the activities of the head, solving technical problems (organize negotiations, meetings, book tickets, book hotels);
prepare meetings, meetings, meetings of the head, notify all participants of the agenda and time of the meeting;
keep minutes of the course and results of meetings, meetings, negotiations, document their results;
coordinate the work of departments, divisions of the organization, according to the instructions and orders of the head;
bring to the attention of the heads of structural divisions the orders of the management, control the timing of their implementation;
accept, register documents and applications submitted for the signature of the head, transfer them to the head;
prepare letters, requests, other documents on behalf of the head;
ensure that the powers of attorney issued by the head are taken into account;
communicate independently with employees of departments and other organizations, resolve a number of emerging issues that can be resolved without a manager;
receive the necessary information - collect the required documentation at the request of the manager;
prepare visual aids, documentation necessary for meetings;
organize office work, manage, control the activities of clerks;
receive, register and present to the head the correspondence sent to the head;
communicate with visitors. Meet the organization's clients, staff, keep records and organizes a personal reception of visitors to the head. Also answer their questions, which he can solve on his own.

The main powers and rights of the assistant:

register, sign documents within their competence;
get access to information that is closed to the general public in case of official necessity;
study documents related to their professional activities;
know the structure, leadership of all departments of the organization;
- draw up letters, requests, other documents, prepare responses to requests (on behalf of the head);
to request from representatives of structural divisions the necessary documents, materials, to receive information in the amount necessary for the implementation of their direct duties;
get acquainted with the decisions, orders and orders of the head;
participate in meetings, meetings of the leaders of the organization;
submit a request to the head for permission to provide important documents to structural units;
send suggestions to improve their work and the activities of the company;
organization of the manager's workplace, creation of conditions for successful and efficient work.

Usually the final paragraph is the provisions on the measures of responsibility that apply to the employee.

Assistant Responsibility

The Assistant Manager is responsible for:

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

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

Is a job description required?

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

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

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

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

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

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

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

How a job description is compiled

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

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

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

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

Example job description for assistant general manager

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

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

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

Sample job description for a manager's assistant

I. General provisions

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

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

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

4. A person with 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 regulations companies;
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.

II. Job Responsibilities of Assistant Manager

The Assistant Manager has the following responsibilities:

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

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

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

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

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

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

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

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

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

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

11. Preparation of meetings, meetings, meetings held by the head. Collection 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. Application material damage organization, the state, its contractors, employees.

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

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

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

7. Actions that go beyond his competence.

8. Violation 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 description assistant manager

Executive Assistant Job Description Template

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

1. General Provisions

1.1. The assistant manager belongs to the category of specialists.
1.2. The assistant to the head is appointed to the position and dismissed from it by order of the general director of the company.
1.3. Assistant Manager reports directly to CEO companies.
1.4. During the absence of the assistant manager, his rights and duties are transferred to another official, which is announced in the order for the organization.
1.5. A person who meets the following requirements is appointed to the position of assistant manager: education - higher or incomplete higher, experience in similar work from a year, knowledge of office equipment (fax, copier, scanner, printer), Microsoft programs Office (Word, Excel), office work.
1.6. The assistant manager 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.

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

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

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