Job description: assistant to the head of the organization

2024 Author: Howard Calhoun | [email protected]. Last modified: 2023-12-17 10:16

Big organization - big chores. The head of the corporation will not have time everywhere, even with the help of deputies. In order to properly plan the day, not to forget anything, to distribute and control work, the manager needs an assistant. What does the employee in this position do, what should he be able to and know?

Assistant executive: his role in the organization

Following the logic of the classifier of professions approved at the state level, the assistant manager belongs to the category of managers, because he oversees almost all issues within the competence of the first person.

At the same time, some organizations interpret the position of an assistant manager as an administrator, manager or secretary: the first two positions imply organizational and administrative functions, the third - presentation and support. The classifier of professions classifies these types of work into different categories.- specialists, technical employees, but only an assistant is classified as a manager.

How to determine the scope of work responsibilities?

When hiring an assistant manager or secretary, an organization should determine the status, rights and responsibilities of this employee, because the requirements for the educational level, qualifications, work experience of the candidate depend on this.

• It is enough for the receptionist to have a complete secondary education, and the etiquette and techniques of working with office equipment of the applicant are taught directly at the workplace.
• The administrator must have at least a bachelor's degree, have organizational skills and an energetic character, and have some work experience, depending on corporate requirements.
• A manager, as a representative of professionals, requires at least a full higher education, work experience is optional, but the company sets this standard at its discretion.
• Assistant to the head. This position implies the same qualification requirements as for a manager: complete higher education, work experience in the speci alty for at least 2 years. It is likely that special personal characteristics of the applicant will also be required, and possibly advanced training.

Why do I need a job description?

An assistant manager, being an official, is obliged to act within the framework of his functional rights and to fully perform the prescribed functions. However, not evenas a manager, the employee is obliged to fulfill his labor duties conscientiously and on time.

The hiring order does not contain a detailed statement of these competencies, and even in the case of a contract, the list of functions is not always exhaustive. To avoid discrepancies in determining the terms of reference of an employee, the job description of an assistant to the head of an organization should contain detailed duties, rights that he has, as well as a measure of responsibility for violation of an employment contract, internal labor regulations, causing damage to the employer, etc.

Personal Assistant to the Executive

The job description of an assistant is modeled on a similar instruction for a manager or his deputy, with the exception of some priority functions of strategic planning and management. Probably, the assistant will also not be entrusted with the hiring and dismissal of employees, the right to manage the financial resources of the enterprise, the issuance of powers of attorney and other competencies that belong personally to the head.

However, the legislation allows to delegate any functions to an employee who is trusted, provided that he has enough qualifications, knowledge, experience and authority to resolve such issues. It is only important to correctly issue the authority of the employee - by order or power of attorney.

At the same time, the job description of the assistant to the head of the enterprise should reflect the work actually performed by him.

Typical sections

The structure of the job description is fixed in the state qualification directories and contains all the basic requirements for the employee and the nuances of the position, as well as its place in the organizational structure of the organization.

The job description "Assistant Manager", like any other, should include the following parts:

1. General conditions. It indicates the procedure for hiring and dismissal, subordination, the procedure for replacing an employee.
2. Labor functions. One of the most important sections that needs to be reflected in detail.
3. Rights granted to an employee.
4. Limits of liability for violations.
5. Qualifications, professional experience, educational level.
6. What the employee in this position should know.
7. Relationships between him and other parts of the organization.

The specified sections cannot be truncated, but it is permissible to expand them and add the necessary items.

Executive Assistant Job Description Sample

Approved:

Director (name of organization)

signature

(full name)

approval date

Job Description "Assistant Manager"

1. Basic conditions

1.1. Professional category "Leaders".

1.2. Accepted and dismissed from work by order of the director.

1.3. Reporting: directly to the director.

2. Features

Assistant Executive:

2.1. Coordinates the work of departments, sections and other divisions of the enterprise in accordance with the instructions, resolutions and orders of the director.

2.2. Keeps records of the deadlines for the execution of the director's control orders by structural divisions.

2.3. Draws up the director's work plan for the next working day and submits it to the manager in a timely manner.

2.4. Organizes and controls office work at the enterprise, checks it for compliance with legal requirements.

2.5. Ensures accounting and registration of all powers of attorney issued by the director.

2.6. Manage clerks and control the results of their activities.

Supplement depending on the needs of a particular organization and position profile.

3. Powers

The Executive Assistant has the right to:

3.1. Familiarize yourself with the decisions made by the enterprise.

3.2. Participate in meetings of the management staff.

Supplement depending on the needs of a particular organization and position profile.

4. Responsibility

Assistant Supervisor Responsible:

4.1. For non-fulfillment or improper fulfillment of their duties under this instruction, orders and orders of the director, the current legislation governing the activities of the enterprise.

4.2. For insufficient control over the activities of subordinate workers.

4.3. For disclosure of information with restricted access.

Supplement according toon the needs of a particular organization and position profile.

5. Qualification

An assistant manager must have a complete higher education, profile work experience of at least 2 years.

6. Must know

Current legislation, Charter, Collective agreement (indicates what acts and norms the employee should know).

7. Interaction

Indicates with whom and on what issues the assistant manager cooperates.

Agreed:

Head of Human Resources

Signature

(full name)

Legal Counsel

Signature

(full name)

Familiarized:

signature

(full name)

Specific Competencies of Assistant Project Manager

It is assumed that project management is a temporary position, respectively, and the assistant assumes certain obligations until the completion of the project. His functional responsibilities will depend on the specifics and theme of the project, as well as on the needs of a particular organization.

The job description of the assistant project manager for functions will be more highly specialized, but with an administrative and organizational coloring. Typical responsibilities for this position can be found in the Qualification Handbook and then modified to fit the situation.

Are the responsibilities of an assistant general manager different?

Assistant responsibilitiesCEO and Assistant Director for General Affairs will be different. Of course, in the second case, the powers will be more narrowly focused, since the head of general affairs is not responsible for all the activities of the organization, but only for a separate sector.

The job description of an assistant manager for general affairs is drawn up based on the functions of the boss who is "assisted". Accordingly, the scope of its responsibility and functions will be the basis.

The job description "Assistant Manager" in this case is suitable as a basis, you can build on it when developing new documents for related positions.