Job description assistant to the head of the household. What is the responsibility of an assistant general manager. Download the job description of the assistant director

When forming a staff of employees, the head of any organization must necessarily inform the employee about his official duties. When writing an instruction, the manager must preserve the order of the arrangement of its sections, the specific structure. B Usually, the characteristics of the profession are described, the official position of the employee in the structure, the requirements, his rights and responsibilities are indicated. The assistant manager, like the rest of the organization's employees, is obliged to act and comply with all the requirements of the specified document.

The manual is written by the head according to the established standards, it must not violate the Labor Code of the Russian Federation. It must be necessarily agreed 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 mandatory for formalizing official relations.

The expediency of the job description

Main purpose:

assistance to the leader in his daily activities;
maximum information about responsibilities, functions, requirements for employees;
in the event of a court proceeding, it will be easier to prove inappropriateness for the position held;
absence in the contract detailed information about the features of the functions and direct responsibilities 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 also useful for the assistant himself. He clearly knows his rights and responsibilities. He is not obliged to perform functions that are not specified in the instructions.

Regulatory and legal basis for the preparation of job descriptions

It basically looks like this:

current legislation of the Russian Federation;

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

job description;

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:
the charter of the organization, orders of the management, rules of the internal order and conduct.

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

The main parts of the job description

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

The main components of the instruction:

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 qualifications, education, skills, experience are indicated;
requirements and his 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 mistakes and violations committed in work is prescribed, a list of them is indicated (at the request of the head);
communication on the position. The section defines the circle of service interaction with other team members. It is indicated with whom and on what issues cooperation is required.

Let's take a closer look at each section.

General Provisions

Key points:

assistant - a specialist who assists him in technical and documentary matters;
appointment 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 orders of only the head;
for the period of 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 necessarily higher education... Professional experience - at least two years. You may need to improve your qualifications when hiring.

Requirements

The role of assistant manager can involve very different functions.

A person holding this position in practice may be:

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

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

It is incorrect to identify these positions. One involves the implementation of mainly support functions, and the assistant manager performs organizational and administrative functions.

Basic requirements for an assistant with organizational and administrative functions:

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

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

Duties of the assistant manager

The assistant has many responsibilities, working directly with the supervisor.

The main responsibilities are as follows:

strictly follow all orders, orders of the management;
plan the leader's daily routine for the next day. Develop, coordinate the time of visits, receptions. Provide the schedule to the manager in a timely manner;
accompany the leader at receptions, on trips;
receive visitors, form lists of visits to the management, answer phone calls and submit various certificates according to their authority;
to ensure the activities of the head, solving problems of a technical nature (to organize negotiations, meetings, order tickets, book hotels);
prepare meetings, meetings, meetings of the head, notify all participants about the agenda and time of the meeting;
keep minutes of the progress and results of meetings, meetings, negotiations, document their results;
coordinate the work of departments, 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;
conduct reception, registration of documents and applications submitted for 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 kept;
independently communicate with employees of departments and other organizations, resolve a number of emerging issues that can be resolved without a leader;
receive the necessary information - collect the required documentation at the request of the head;
Cook visual aids, documentation required for holding meetings;
organize office work, manage, control the activities of office workers;
receive, register and present to the head the correspondence sent to the head;
communicate with visitors. Meet clients of the organization, staff, keep records and organize a personal reception of visitors to the manager. Also answer their questions, which he can independently solve.

Terms of reference

The main powers and rights of the assistant:

register, sign documents within the limits of their competence;
get access to information that is closed for public access when necessary;
study documents concerning their professional activity;
know the structure, management of all divisions of the organization;
- compose letters, requests, other documents, prepare responses to requests (on behalf of the head);
request from 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 made, 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 your work and the activities of the company;
organization of the manager's workplace, creating conditions for a successful and effective work.

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

Usually the final clause - provisions on the measures of responsibility that are presented to the employee.

Assistant's area of responsibility

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

The assistant manager is responsible for:

improper performance of official duties, refusal to perform;
violation of the deadlines for the required work;
violation of orders, decisions, decisions of the head;
actions not within their competence;
not friendly, rude treatment of partners of the organization, visitors, employees, non-observance of business communication and etiquette;
inflicted material damage organization, its counterparties, employees;
providing inaccurate 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 fulfill 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 Labor and Civil codes RF).

The envisaged punishment can be in the form of deprivation of material rewards, even dismissal. At the end of the text of the document there must be a visa of the employees who approve it and the signature of the assistant manager.

The head of the organization develops instructions, agrees: a lawyer, head of the personnel department, labor protection. After making amendments, additions, the head approves. Indicate his position, surname (with decoding), date of approval and signature.

His signature confirms acceptance of the amendments upon amendment and legality of this document.

Conclusion

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

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

We examined in detail the components of the instructions, 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, agreed 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 your hands.

A business assistant is needed by every leader who, when managing big company, he can entrust the performance of many of his duties. This should be a person with the necessary knowledge, skills, competence, whom you must trust in everything. An assistant is the “right hand” of a leader, necessarily smart, hardworking, competent, reliable assistant who, in the absence of a leader, can largely replace him. Not for nothing qualification handbook ascribes it to specialists - managers.

(professional standard "Specialist in organizational and documentary management of an organization")

1. General Provisions

1.1. The assistant manager belongs to the professional category.
1.2. A person is accepted for the position of an assistant manager:
1) with higher education - bachelor's degree, additional professional education;
2) with at least 3 years of experience in the profile of the organization.
1.3. The assistant manager should know:
1) internal and external policy of the organization;
2) the principles of representation in government bodies, organs local government, third-party organizations and the procedure for interacting with them;
3) principles and methods of administration;
4) features of the formation of external and internal information flows;
5) the structure of the organization, the management of the structural divisions, the direction of the organization's activities and the competence of the structural divisions and officials;
6) rules for the formation and use of databases;
7) modern scientific methods and technical means to facilitate the collection, processing, storage and transmission of information;
8) modern information technologies;
9) regulatory legal acts, regulatory and methodological documents, state standards in the field of activity of the organization;
10) classification of management information, types of management information;
11) forms of providing management information;
12) sources of management information, methodology for selecting information sources;
13) requirements for management information;
14) features of summarizing information, specifics of design and preparation of annotations, abstracts, reviews, reports;
15) the categories of consumers for whom this review, report will be calculated;
16) methods of information processing using modern technical means communications and communications, computing;
17) the structure of information publications, depending on the nature of the information and the intended purpose of information publications;
18) modern means of collecting, processing, systematizing information;
19) sources of information: catalogs of libraries, magazines, search systems of the Internet information and telecommunications network, electronic databases;
20) the functional purpose of the review (bibliographic, abstract, analytical) as a means of orienting the reader in a documentary or informational flow;
21) features of the general scientific and pragmatic function of reviews;
22) rules for working with external media;
23) the concept and specifics of a bibliographic, abstract and analytical information publication;
24) reference legal systems;
25) the psychology of business communication, the basics of conflict management;
26) rules for conducting business negotiations and protocol events;
27) etiquette and fundamentals of international protocol;
28) rules for the preparation and execution of documents;
29) rules for the protection of confidential proprietary information;
30) information and communication technologies;
31) the rules for monitoring the execution of orders from the head;
32) the technology for monitoring the execution of the orders of the head;
33) Internal labor regulations;
34) labor protection requirements and fire safety rules;
35) ........................ (other requirements for the required knowledge)
1.4. An assistant manager should be able to:
1) analyze and select sources of information in accordance with the criteria for completeness, reliability, timeliness of information provision;
2) collect, process and analyze information in accordance with the specified requirements;
3) transmit information in a systematic manner;
4) process and structure information, forming information resources;
5) search for information in existing databases, conduct information and reference work based on various combinations of search features;
6) develop a thematic plan for the review, report, analytical reference;
7) substantiate the urgency of the problem to be highlighted in the review, report, help;
8) enjoy information resources and systematize information according to specified criteria;
9) correctly interpret the obtained data and present them in a systematized form;
10) determine the range of sources and literature necessary for the preparation of information and analytical materials;
11) present material in a logical sequence;
12) analyze and evaluate the presented material;
13) arrange the text in the appropriate style;
14) edit the text of documents;
15) formulate conclusions and recommendations;
16) automate the processes of collecting, storing and issuing information;
17) use automated processing devices text information and phototypesetters;
18) carry out literary and stylistic processing of the text, check the logical sequence of presentation, analysis and assessment, writing conclusions and recommendations;
19) apply the basics of the psychology of business communication;
20) draw up a travel plan for the head;
21) draw up documents necessary for a business trip, a business trip of the head;
22) draw up and draw up minutes of meetings, sessions and other conference events, prepare a list of participants, an agenda, attendance lists and draft final documents;
23) compose press releases;
24) negotiate with partners;
25) work in multitasking mode;
26) work with a large amount of information;
27) create and maintain a positive image of the organization and the leader;
28) use computing technology and information and communication technologies for more cost-effective and rational organization information processes, increasing their flexibility and dynamism;
29) draw up and execute documents containing instructions and orders of the head;
30) keep records of the orders of the head, requiring control on the merits of resolving the issue;
31) clearly and quickly make decisions in the course of work;
32) analyze the performing discipline;
33) make up analytical reports and certificates on the results of the execution of orders and orders of the head;
34) use electronic document management systems;
35) apply computing equipment and information and communication technologies for the economical and rational organization of information processes, increasing their flexibility and dynamism;
36) work with a computer, use an office suite (text editor, tables);
37) provide information security organizations;
38) ........................ (other skills and abilities)
1.5. The assistant manager in his activities is guided by:
1) ........................ (name of the constituent document)
2) Regulations on ........................(name of the structural unit)
3) this job description;
4) ........................ (names of local regulations,regulating labor functions by position)
1.6. The assistant manager reports directly to ........................(name of the manager's position)
1.7. ........................ (other general provisions)

2. Labor functions

2.1. Information-analytical and organizational-administrative support for the activities of the head of the organization:
1) formation communication leaders with organizations;
2) analysis of information and preparation of information and analytical materials;
3) organization of business contacts and protocol events;
4) organization of the execution of the decisions of the head.
2.2. ........................ (other functions)

3. Job responsibilities

3.1. The manager's assistant performs the following duties:
3.1.1. Within the framework of the labor function specified in paragraphs. 1 clause 2.1 of this job description:
1) carries out the selection of information sources in accordance with the specified criteria;
2) processes and interprets information for the preparation of draft decisions;
3) prepares requests on behalf of the head to receive documents and information in state authorities and management, public organizations and obtaining relevant information and documents;
4) informs the manager about the results of consideration of requests and appeals;
5) organizes the solution of issues that do not require the direct participation of the head;
6) prepares materials for the participation of the head in the work of various structures as part of state and municipal bodies, public organizations;
7) prepares documents for the conclusion of cooperation agreements with business partners;
8) informs business partners and interested organizations about the decisions of the head during the implementation of agreements.
3.1.2. Within the framework of the labor function specified in paragraphs. 2 clause 2.1 of this job description:
1) collects, processes and analyzes information to solve the tasks set by the head;
2) prepares information and analytical materials;
3) develops a thematic plan of a review document, report;
4) determines the range of bibliographic sources;
5) carries out the selection of sources and literature on the topic of the review, report, analytical reference;
6) carries out the writing and execution of a review, report, analytical reference.
3.1.3. Within the framework of the labor function specified in paragraphs. 3 clause 2.1 of this job description:
1) carries out the organization and planning of business contacts, meetings and trips of the head;
2) organizes meetings, meetings and events held by the head;
3) prepares materials for meetings, keeps and draws up minutes;
4) prepares presentations at the direction of the head;
5) prepares and holds a press conference for the head;
6) meets the participants in the negotiations, provides them with information materials, keeps records of the negotiations.
3.1.4. Within the framework of the labor function specified in paragraphs. 4 clause 2.1 of this job description:
1) carries out documenting decisions of the head, bringing to the attention of the employees of the organization of the verbal orders of the head;
2) coordinates the activities for the implementation of the decisions of the head;
3) monitors the execution of the decisions of the head;
4) prepares reports on the implementation of orders and decisions of the head.
3.1.5. As part of the fulfillment of his labor functions, he carries out instructions from his immediate supervisor.
3.1.6. ........................ (other responsibilities)
3.2. ........................ (other provisions on job responsibilities)

4. Rights

The manager's assistant has the right to:
4.1. Participate in the discussion of draft decisions, in meetings for their preparation and implementation.
4.2. Request clarifications and clarifications from the immediate supervisor on these instructions, issued tasks.
4.3. To request on behalf of the immediate supervisor and receive from other employees of the organization the necessary information, documents necessary for the execution of the order.
4.4. To get acquainted with the draft decisions of the management concerning the function performed by him, with the documents defining his rights and obligations in the position held, the criteria for assessing the quality of the performance of his labor functions.
4.5. Submit proposals for the organization of labor within the framework of their labor functions for consideration by their immediate supervisor.
4.6. Participate in the discussion of issues related to the duties performed.
4.7. ........................ (other rights)

5. Responsibility

5.1. The assistant manager is held accountable:
- for improper performance or non-performance of their duties, provided for by this job description, - in the manner prescribed by the current labor legislation Russian Federation, accounting legislation;
- offenses and crimes committed in the course of their activities - in the manner prescribed by the current administrative, criminal and civil legislation of the Russian Federation;
- causing damage to the organization - in the manner prescribed by the current labor legislation of the Russian Federation.
5.2. ........................ (other liability provisions)

6. Final provisions

6.1. This job description was developed based onProfessional standard "Specialist in organizational anddocumentary support for the management of the organization ", approvedBy order of the Ministry of Labor and social protection Russian Federationdated 06.05.2015 N 276n, taking into account ........................(details of the organization's local regulations)
6.2. Familiarization of the employee with this job descriptioncarried out upon hiring (before signing an employment contract).
The fact of familiarization of the employee with this job descriptionconfirmed ........................(by painting on the acquaintance sheet, which isintegral part of this manual(in the acquaintance logwith job descriptions); in a copy of the job description,kept by the employer; in another way)
6.3. ........................ (other final clauses)

Today we will consider the topic: "job description of a manager's assistant", we will try to highlight the most important thing and, if necessary, an algorithm of actions. At the same time, you have access to the exclusive comments of our expert. All questions you can ask in special form after the article. Please note that before asking questions, you should carefully read the article, because most of the answers are already there.

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

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

Sample of a typical job description for a manager's assistant

1. Assistant to the head is appointed to the position and dismissed by the order of the head of the organization.

2. The 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 who has a higher education and a similar work experience of one year or more 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 orders of the management;
this job description.

6. The assistant manager should 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, communications;
basics of work in text editor, spreadsheets;
basics of office work;
organizational and staff structure of the company;
the procedure for the conclusion and execution of contracts.

The following functional duties are assigned to the assistant manager:

1. Planning the manager's working day: developing and agreeing on a schedule for 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 recording the course and result of meetings, meetings, negotiations.

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

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

7. Record keeping, receipt of correspondence sent to the head.

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

9. Acceptance of documents and applications for 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 sessions, meetings, meetings, conducted by the head. Collecting the necessary materials, notifying the participants about the time, place of their holding, agenda.

12. Fulfillment of office assignments of the head.

The manager's assistant has the right to:

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

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

3. Send requests to organizational units (on behalf of the head or on personal initiative) to obtain documents necessary for the performance of his official 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 when a business need arises.

The assistant manager is responsible for:

1. Providing employees of the organization with inaccurate information.

2. Improper performance of their duties.

3. Material damage to the organization, the state, its counterparties, employees.

4. Violation of the deadlines for completing the assigned tasks.

5. Violation of the provisions of the governing documents of the organization, decisions, decrees.

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

7. Actions beyond his competence.

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

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

Job description: requirements for a manager's assistant, his powers and rights + advice on the use of his rights

The specifics of the work of an assistant manager depends on the activities of the company, the requirements of the management and includes many points. So that the duties of the employee do not seem "vague", the job description of the assistant manager is used, which regulates his powers and competencies necessary for work.

Why do you need a job description

Job description (DI) refers to the internal organizational and administrative documentation of the company and is more detailed than an employment contract. The document regulates the structure of the position, the authority of the employee, as well as the duties and responsibilities. DI provides transparency of the requirements of the manager for the subordinate, and facilitates control over the performance of official duties by the employee for the management.

CI is a unilateral act of the employer, therefore it is binding. Since in each company the ID is drawn up independently, it is important that it does not contradict the Labor Code of the Russian Federation and the employment contract. Therefore, it will be correct to first coordinate the document with a lawyer. It is drawn up, as a rule, in two copies: one is at the head, the other at the employee.

The text of the job description should be developed by an experienced lawyer. If you do not have such specialists, contact an outsourcing company for help.

How is CI useful for parties to an employment agreement:

clearly regulates qualification requirements to the position, the order of subordination to the management, the boundaries of rights and obligations and the measure of responsibility;
the employee understands the range of personal powers and responsibilities. If, for example, he is assigned a duty that does not apply to the JI, then he has the right to refuse to perform it without any adverse consequences for himself;
if dismissal (due to inconsistency in the position held) is contested by the employee in court, the CI will become a powerful argument for assessing the employee's performance and will help the employer protect the interests of the company in court proceedings;
simplifies the procedure for justifying the economic feasibility of the costs of the work of employees before the tax (the validity of measures to improve the qualifications of personnel, the cost of long-distance and international phone calls, etc.)

We draw up a job description correctly

The position of an assistant manager implies a fairly wide range of functions. In practice, this name can be understood as two absolutely dissimilar official powers and the functions performed by the position:

assistant manager with secretarial and administrative duties;
full-fledged assistant to the director, solving certain groups of issues.

Assistant Director's Job Description

The characteristics of each position, reflected in the ID, consists of three sections: what the employee must know, what job responsibilities are established and the required level of qualifications.

Like the employment contract, the CI contains the following provisions:

The name of the organization that made the CI (must correspond to the state registration documents).
The name of the document is "Job description". Number and serial number.
Basic provisions (full name, in what general issues the specialist should understand, who replaces, if the assistant is absent, who obeys, mandatory minimum experience).
Labor functions.
Job responsibilities.
Rights.
A responsibility
Details and signatures.

The manager must meet sufficiently high requirements:

higher specialized education (technical, legal, economic, etc.);
work experience of at least three years (for each organization this is decided individually);
certain skills required in the company (for example, practical skills in manufacturing, knowledge technological process, sales schemes).

DI, first of all, should include a clause that the specialist belongs to the category of management personnel, is appointed and dismissed by the director. All wording should contain an accurate description of those tasks that will be in the competence of the assistant.

The assistant director must be familiar with the legal and regulatory framework that governs the organization. As a rule, in terms of its composition, this is a rather extensive list of documents: from the Charter of the organization to guidelines, training materials, local and federal acts regulating the directions of the company's activities, the specifics of document management.

The main provisions include general provisions that a manager should understand:

understand the structure of the enterprise and its divisions;
organization of office work, control the execution of orders and orders of the director by employees;
participate or independently conduct business negotiations;
receive visitors;
understand technical support administrative work the head of the company (skills in working with a PC, office equipment, intercom, etc.);
the basics of management and organization of labor.

Job responsibilities of the assistant director:

accepts, checks and systematizes the correspondence received by the director of the organization, reports on the results of the execution of the director's decisions;
transfers orders to specific performers, structural units, requests and other types of documentation, prepares responses;
controls the work of employees, timely execution of the received orders from the management;
personally accepts applications from subordinates and other documents, transfers them to the head for signature;
reviews and revises documentation for projects submitted for manager approval;
prepares meetings and meetings held by the head (collecting material, keeping minutes, notifying and registering participants, setting the agenda);
coordinates the work of subordinates within the limits of official powers;
carries out work to ensure the safety of documentation and its timely transfer to the archive.

The list of duties of an assistant director for a specific organization can be expanded or, conversely, narrowed. It all depends on the requirements for the position, the specifics and scale of the company's work and other factors that affect the manager's work schedule.

In addition to the duties of an employee, the CI also includes sections on the rights and responsibilities of an assistant director.

The rights and responsibilities of the assistant director:

Along with the duties, the employee has the right to:

make proposals aimed at improving the company's activities, within the framework of their job responsibilities;
request the necessary documentation and information from employees, heads of departments;
represent the interests of the company in government agencies and commercial organizations;
interact with counterparties in accordance with the established authority.

In the section on employee responsibility, it is necessary to list the types of responsibility, referring to the norms of the Labor Code of the Russian Federation, the Civil Code of the Russian Federation, the Administrative Code of the Russian Federation, the Criminal Code of the Russian Federation. It is not worth detailing the types of violations and specifying specific articles, otherwise, if problems arise, it will not be easy to prove the employee's guilt.

Assistant Manager Position

The position of assistant manager includes a list of duties as a personal assistant to the manager with a combination of secretarial duties. Employees engaged in this type of activity are classified as personal assistants to the manager. Accordingly, their powers are much less than that of an assistant director, so the qualification requirements are not so strict.

An employee does not need to have a higher education, long-term work experience, other qualifications, most often there are no other employees in subordination.

The duties of an assistant manager include:

time management of the director (preparation of the schedule of meetings, business trips, signing documents, etc.);
reception and redistribution of telephone calls;
work with incoming documentation;
technical support for the work of the head (ordering tickets, transport, preparation for negotiations and meetings), as well as his support;
organizes workplace the head of the necessary stationery, office equipment;
at the direction of the director, communicates his orders to the heads of departments and employees of the company;
maintaining business contacts
makes an appointment with the management;
performs other separate assignments.

The workers are introduced to the ID under signature and a copy is handed over to their hands. For the document to have legal force, the authorities must approve it. CI approval is similar to the approval of internal acts. It can be a separate order or a stamp I approve, put down at the top of the ID and signed by the head.

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On general director the company has a lot of responsibilities. With the development of the organization, this range of responsibilities expands. There is a lot of "turnover" on which the leader has to spend time instead of solving problems aimed directly at the development of the company. This reduces the efficiency of the specialist's activities. Part of the tasks that do not require high qualifications can be delegated to the assistant general director.

Assistant CEO positions are difficult to define. 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 CEO's working day, business meetings and conferences. The specialist also accompanies the manager on business trips.
Deputy CEO. The employee has the right to make decisions on a limited range of issues.

As a rule, in practice, the assistant combines the functions of several specialists. V large companies the CEO may have two assistants. For example, one organizes work time the head, and the other is engaged in paperwork.

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

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

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

IMPORTANT! Appointing a helper is not overkill. This measure allows the leader to focus on solving problems that require high professionalism and creativity. The "turnover" is delegated to the assistant. This significantly increases the efficiency of both the CEO and the company itself.

Legal regulations

The activities of the assistant to the general director are regulated by regulatory enactments:

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

What are the responsibilities of an Assistant CEO?

The responsibilities of an assistant CEO vary according to the size of the company. In small companies, employees are engaged in control over the work of couriers, managers, and the life support of the office. In large organizations, the CEO usually has two assistants. One personal assistant organizes the manager's working day, the second one deals with all other matters. The list of specialist responsibilities can vary considerably. In any case, the responsibilities should be spelled out in the job description. Consider a rough list:

Organization of negotiations, including by phone.
Reception of correspondence.
Organization of meetings and assemblies: preparation of related materials, control over compliance with regulations, execution of minutes, stenography.
Control over the execution of the CEO's orders.
Providing papers for signature to the head.
Reception of the general director's visitors.
Organization of business trips (for example, booking rooms, ordering tickets).
Ensuring the efficient work of the CEO.
Drawing up a plan for the working day.
Informational support of the CEO.
Participation in meetings and business meetings.
Organization of business meetings.
Organization of presentations.
Preparation of reports on expenses.
Execution of personal orders.
Creation of databases, virtual presentations using a PC.

An assistant is the person closest 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 to the general director is endowed with the following rights:

Familiarization with the projects and decisions of the head concerning the activities of the assistant.
Right to Receive Required Information.
The right to make decisions within the framework of official powers.

An assistant CEO can be empowered. For example, an employee may have the right to sign documents.

Responsibility assigned to the assistant

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

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

If the assistant has committed a misconduct, an investigation is carried out before imposing responsibility on him. It is needed to establish the degree of guilt. Key employees of the company are involved in the investigation. Based on its results, 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 an assistant?

The widest range of tasks is assigned to the personal assistant. 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 anticipate further developments in the situation.
Preventing complications.
Versatility.
Adaptation to a rapidly changing environment.
Fluency in one or more foreign languages.
Ability to work with information flows.
Ability to maintain confidentiality.
Ability system analysis situations.
The ability to offer several solutions at once.
PC proficiency at an average to high level.
Knowledge of the basics of time management.
Ability to coordinate the activities of several employees.
Diplomacy.
Sociability, the ability to resolve conflicts.
Operational work with large amounts of information.
Good memory.
Ability to prioritize.

The assistant must be competent, stress-resistant. 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 long list of responsibilities. Even if the manager is up to the task at hand, most of the turnover can slow down the work. It is to work with the day-to-day affairs that an assistant is hired. As a rule, these employees are invited to large companies. CEOs of small organizations can handle all the work on their own.

Job description of the assistant manager: features of drawing up

A job description is a document that establishes the tasks performed by an employee, defines his job duties and the limits of his responsibility.
Although the development of job descriptions for each profession or position in the Russian Federation is not regulated by labor legislation, in the vast majority of employing organizations (as state form property and private), this document is required.

What is the instruction for?

The job description of the assistant manager contains as much information as possible

The expediency of preparing a job description is due to the fact that in the event of a trial, without it, it will be difficult to prove the employee's failure to fulfill his duties (and their exhaustive list is established in the instruction document), because the labor contract with the employee in accordance with Part 2 of Article 57 Labor Code RF contains only the position and its general labor function.

The job description allows the employer to:

Justify the refusal to the applicant for a position due to non-compliance with the requirements established in it
Clearly delineate responsibilities between individual workers
Evaluate the employee's performance both during the test period and after it
Justify the inadequacy of the employee to the position he occupies (taking into account the results of certification).

The presence of a job description is also useful for the employee himself, as it sets the limits of his duties and responsibilities, and to perform functions that are not provided for by either the employment contract or job responsibilities no one should.

Development and instruction sections

The instruction is put into effect from a certain date, and the employee must be familiarized with it against signature. It is advisable to give the employee a copy of this document (also against signature). According to established practice, the instruction includes standard subsections:

General Provisions
Job responsibilities
Rights
A responsibility

It is important to remember that the instruction is not drawn up for any employee, but for a specific position / profession. Therefore, taking into account the specifics of a particular position, the instruction establishes the range of duties that the employee will perform in this particular position.

Features of the job description of the assistant manager

Assistant Manager - Responsible Position

The assistant manager is a special position. The job function of an assistant manager is to organize the work of his manager, both technically and organizationally.

Scheduling meetings and events, planning a working day, week, more long period, organization of trips and events, control of execution key documents- this is just a small part of the responsibilities of a qualified assistant manager.

It is wrong to identify the positions and, accordingly, the duties performed by the secretary, assistant, office manager and assistant manager. If the first positions imply more support functions, then organizational and administrative functions are required from the assistant manager. It is no coincidence that the qualification handbook categorizes this position as an executive.

Accordingly, the requirements set for an employee who is hired for the position of assistant manager are imposed as to the leadership: from the level of education to qualifications and previous work experience. Personal qualities are also very important.

Since neither in employment contract, nor in other documents contains a detailed description of the competencies of the assistant manager, they must be reflected as accurately as possible in the job description. Features of the instruction for the position "Assistant to the head":

Detailed definition of terms of reference
Drawing up instructions by analogy with the instructions of the head (excluding, of course, the function of direct management and making individual decisions)
Consideration of the confidential nature of certain responsibilities
Increased liability for bad faith (taking into account the possible consequences of causing damage to the employer)
The ability to perform functions delegated by the head additionally.

General requirements for a manager's assistant

Often special requirements are imposed on the position of assistant manager.

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

Higher education
Experience (usually at least 1 year, and sometimes more)
Knowledge of foreign languages.
Business communication, writing and etiquette skills
Office equipment possession
Stress tolerance

In addition, an employee in this position must know the local acts of the enterprise, get along with employees and management. As for foreign languages, it is worth requiring from knowledge only in those cases if the assistant will use them practically in the course of performing his duties.

A person holding the position of an assistant manager must be able to use and store confidential information.

Duties and rights

Typically, the responsibilities of an assistant manager include:

Execution of direct tasks of the management
Planning and coordination of the manager's working time
Control and organization of negotiations (both telephone and oral)
Drafting and editing of business documents
Control of confidentiality and safety of documentation

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

Represent the interests of the organization in meetings and telephone conversations
Request any necessary information, documents from employees to carry out orders from the head
Within the limits of delegated authority, carry on correspondence and negotiations, endorse documents to resolve current issues.

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

Limits of liability

The job description of an assistant manager avoids future litigation

When establishing responsibility, one should remember about the legal norms:

For non-fulfillment of official duties - in accordance with the Labor Code
For offenses - within the limits of administrative, civil and criminal legislation
For material damage - in accordance with the norms of the Labor and Civil Codes.

Having developed job description Assistant to the head, taking into account the norms of the current legislation and the specifics of the activities of a particular organization, it is possible not only to select the most suitable employee for such a responsible position, but also to avoid possible litigation in the future.

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

There is a type of managers who do not have deputies on the staff. He does everything himself, and several assistants just help him with this. He makes all decisions alone. To draw up a high-quality job description for an assistant manager, it is necessary to involve the manager himself in the process. Otherwise, it will be just a piece of paper.

The video will teach you how to become self-confident and pass a job interview:

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Personal assistant - who is it?

Personal assistant - who is it? At first glance, a personal assistant is no different from a secretary, the duties are the same and the working conditions are similar. Let's understand the profession of "personal assistant" in more detail.

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

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

People with secretarial and secretarial skills are suitable for the personal assistant position. office work with high professional qualities and those who know how to put the interests of the leader above personal. The success of the whole business depends on the correct selection for the position of an assistant.

Duties of the personal assistant to the manager:

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

What does a personal assistant do?

coordinates the work process and manages the manager's time. Organizes meetings, negotiations and meetings. Schedules time, prioritizes, notifies participants. Timely reminds of birthdays and important events;
filters the stream of phone calls and messages, requests by e-mail;
full office work: processing and accounting of incoming, outgoing and internal correspondence, registration of documents, organization of permanent and temporary storage of documents, sending correspondence;
leads business correspondence in Russian / English;
brings the instructions of the head to the executors. Controls the execution of tasks on time;
creates comfortable working conditions for the manager in the workplace and helps to resolve issues in personal affairs(paying bills, interacting with the family, choosing and buying gifts, etc.);
full travel support for the manager and his family: booking tickets, booking hotels, obtaining visas, ordering a transfer, renting cars, yachts, private aviation.

In practice, the personal assistant performs some of the responsibilities of the business area in which the manager works. A personal assistant can act as a personal secretary, or become the right hand of their leader and perform more complex tasks.

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