home Converter Assistant technical director job description. Assistant Manager responsibilities and requirements

Assistant technical director job description. Assistant Manager responsibilities and requirements

Assistant manager is a responsible administrative position associated with providing various types of assistance to the head of the enterprise, including economic, legal and technical.

In fact, an assistant manager is a secretary, a computer specialist, a human resources worker, a lawyer and an economist rolled into one. No manager can do without a first assistant, ready to come to the rescue in the most unfavorable times for business, deliver forgotten documents on time, remind about an important meeting, listen and advise in making the right decision.

Relevance and prospects for the development of this position

Due to expanding connections between enterprises, active use in Everyday life and work, the need to constantly be in touch with business partners, many entrepreneurs are forced to acquire assistants.

The position of assistant is extremely relevant in modern world. Having evolved from an ordinary secretary serving tea and answering calls, this profession is now associated with great responsibility and the presence of certain knowledge.

Hold this position not just responsible, but also very promising, since after the boss leaves for a promotion, there is an opportunity to get his place. The practical and theoretical experience gained as an assistant will be the best recommendation for senior management and will help you advance well in your career.

Advantages and disadvantages of working as an assistant

The position of executive assistant has both advantages and disadvantages.

TO positive aspects positions held include:

closeness to superiors;
constant access to up-to-date information;
the opportunity to be slightly higher than other company employees;
opportunity to meet interesting people, make new useful contacts;
work in a comfortable environment.

Negative sides The duties of an assistant manager are:

frequent business trips;
irregular work schedule;
being in a stressful situation;
emotional breakdowns of superiors;
the need to give up personal life for the sake of career and work.

An assistant manager must have increased resistance to stress. Managers cannot always cope with the emotions that arise after a bad day at work, which is why their assistants often fall under the hot hand.

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Requirements for applicants for this position

Good helper must have knowledge in a variety of fields. Most often, this position is occupied by specialists in the field of personnel selection, persons with legal, economic, technical and humanitarian education.

It is extremely important for an assistant manager to have such qualities, How:

communication skills;
self confidence;
the ability to quickly respond to changing circumstances;
correctly delivered speech;
a certain rigidity;
firm life position.

If we're talking about about an enterprise in the construction, technological and other specific fields, the assistant manager must have special knowledge and skills. When choosing an assistant, special attention is paid to the candidate’s knowledge of foreign languages and skills in using computer programs.

Job responsibilities

must:

The position of an assistant is a varied one; you can’t expect to sit in the office and occasionally print out the necessary papers.

Rights and responsibilities

has the right to to sign documents on behalf of the manager, if this relates to his powers. In addition, a person performing the duties of an assistant has the right to study documents related to his official duties, as well as receive information for their high-quality execution. If necessary, he has the right to send requests related to the receipt of working documents to the relevant authorities and structures.

One of the most important rights of an assistant is the ability to demand from management to create suitable working conditions for him:

providing a workplace;
equipping the workplace with a computer, fax, printer and scanner;
provision of writing and other materials necessary for work.

responsible for negligent or insufficiently high-quality performance of his work duties. In case of detection of offenses, the assistant bears administrative, criminal and civil liability. When material losses are caused, the assistant is obliged to bear responsibility in accordance with the norms of labor and civil legislation of the Russian Federation.

Features of resume design

Applying for the position of Assistant Manager you must specify in the resume sent to the director of the organization:

When writing a resume, it is necessary to unobtrusively indicate the presence of communication skills, lack of emotions about a raised tone and readiness for irregular working hours.

Features of work in various fields of activity

In the public reception room of the deputy

Deputy Assistant simply must be extremely sociable. In addition, he must know the names, surnames and telephone numbers of all activists living in the precinct, district, district of which his boss is a deputy.

The deputy should have his own voter base, as well as a list of problems in the district that need to be addressed. The assistant must meet as many useful people as possible, be ready to answer questions from the press and public, conduct and organize negotiations.

A deputy's assistant must be legally savvy, have a humanities education and an aptitude for psychology. You should prepare in advance for an irregular work schedule and no days off.

Human Resources Department

The responsibilities of the assistant head of the HR department include preparing, submitting, printing documents, answering calls received and maintaining working documentation. The benefits of the position are a standardized work schedule.

Sales department

An assistant to the head of the sales department must master the basics of the trade craft, be able to find buyers and suppliers, communicate with clients and other entrepreneurs involved in the trade sector.

The main qualities are communication skills and stress resistance.

Artistic director

An assistant artistic director must have artistic taste, communication skills with artists and cultural figures, the ability to handle documentation and organize presentations, exhibitions, and various types of press releases.

The position is suitable only for people with artistic inclinations and a humanitarian mindset.

The advantages and disadvantages of working as a personal assistant to an executive are described in the following video:

magazine "General Director"

The essence of the work of a personal assistant is to, knowing the specifics and features of the activities of your manager, take on a significant part of his work. For example, the responsibilities of a personal assistant include planning and optimizing the work schedule of an executive, coordinating the actions of the General Director, organizing meetings and negotiations, meetings of shareholders, boards of directors, preparing business trips for an executive (see Functions of a personal assistant to an executive).

Functions of a personal assistant to an executive

The responsibilities of the Assistant General Director include:

organization of telephone conversations;
receiving messages, letters addressed to the manager, and, if necessary, bringing them to the manager;
preparation of meetings, meetings, including meetings of shareholders, boards of directors, negotiations ( personal assistant makes a selection of materials, notifies participants about the place and time of the event, and also monitors compliance with regulations, keeps minutes, draws up results, takes shorthand notes);
receiving incoming business correspondence, registering it and transmitting it to the manager, and then communicating the General Director’s resolutions to specific executors or independently preparing a response;
monitoring the deadlines for employees to carry out instructions from the manager structural divisions companies;
acceptance and timely submission of documents for signature;
meeting and receiving the manager's visitors;
preparation of business trips (visa support, booking tickets, hotel reservations);
creating conditions conducive to maximum efficient work manager (monitors the organization of the workplace, the availability of stationery, 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 manager's secretary with the functions of the company secretary. For a manager, he performs only certain simple tasks (for example, greets visitors, offers them drinks, types letters, processes correspondence).

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

Administrative Assistant, Business Manager. It is necessary for managers of companies with a large document flow, mainly for communication between the manager and subordinates. This type of personal assistant must combine in their work performing both technical functions, as well as functions that require independence and responsibility from him, for example: planning the manager’s work schedule, organizing trips, independently drawing up some documents, preparing materials for negotiations, meetings, meetings of shareholders, boards of directors.

Requirements. Higher education, two years of experience in similar work, representative appearance, knowledge foreign language(if necessary), good organizational skills, including negotiation skills, the ability to make decisions independently.

Professional assistant. It is usually necessary for managers large enterprises. Men are often invited to this position. Such an assistant to the General Director does some of the work for and for the manager, and the manager uses the results. A professional assistant must have special knowledge and education in the subject area of the manager’s activity. He doesn't perform for the manager technical work, such as an administrative assistant.

Requirements. Higher education (specialized), two years of similar work experience, knowledge of a foreign language (if necessary), knowledge and experience in the company’s field of activity, 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 painstaking work and appropriate all the laurels for himself.

Manager personal matters leader. This type of personal assistant is less common than others. Can be in demand in both small and large companies. What is needed is a manager 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 holiday abroad and is ready to entrust some functions of organizing personal affairs to his assistant. For example, the manager of personal affairs can book and purchase tickets to theaters, concerts, buy gifts for friends, relatives and important partners. Also, often the responsibilities of the head of personal affairs include organizing tourist trips for the manager and his family members (see example from practice: Underwear for the boss).

Chef's underwear

One applicant for the position of personal assistant spoke at an interview about her job responsibilities with her previous manager. The lion's share Her working time was occupied by personal assignments (choosing a sanatorium for her elderly mother, taking into account all the recommendations of her attending physician; finding out from her teenage son what gift he would like to receive for his birthday and ordering it online; getting fresh lamb for a picnic).

One day, 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 for a change of clothes. Then the faithful assistant went to the nearest store and bought a set of underwear for the boss, a replacement shirt and a tie to go with it. Such an assignment was in the order of things for her.

Requirements. Higher education, good computer skills, ability to use office equipment, good appearance, knowledge of language (depending on the specifics of the manager’s personal assignments), skills to quickly and efficiently search for necessary information on the Internet, ability to store confidential information. A sense of tact is very important, especially when communicating with the manager’s relatives.

General Director speaks
Yuri Vodilov General Director of the company "Sibrybprom", Tyumen

LLC "Sibrybprom" is a diversified enterprise specializing in the production of fish products. Has three enterprises where it is bred and raised live fish, three fish processing plants, a smoking and drying workshop, warehouses, shipyard.

My personal assistant has been working for me for eight years. At first she was hired as a secretary. Of course, the employee was determined to career, so over time she was able to become my personal assistant.

What is especially important to me and why did I choose this candidate? Wonderful memory high level discipline, the ability to complete tasks on time, the ability to communicate with people, knowledge of the characteristics of this profession, adequate perception of requirements from management and, of course, compliance ethical standards behavior.

My personal assistant receives visitors, creating a positive image of the manager and maintaining a high reputation for the company. Planning my working day, organizing negotiations, meetings, meetings, preparation necessary documents, record keeping and independent resolution of some issues - all this is the responsibility of my personal assistant. When working in such close contact, mutual understanding and a comfortable internal state in the communication process are very important, because an assistant is already a close person!

General Director speaks

Group of companies "Galakta" - Russian manufacturer vodka brands "Poltina" and "Moroz and Solntse". The company is one of the Top 10 vodka producers. The product distribution network covers all regions of the Russian Federation and consists of more than 100 distributors. The 24 largest regions have created 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 responsibilities include:

planning the manager's working day;
organization of meetings and conferences;
business correspondence;
execution of instructions and, of course, monitoring the execution of orders of the General Director.

A 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 the Assistant to the General Director - communication skills, knowledge business etiquette, punctuality, accuracy, attentiveness and organization.

Why is emotional compatibility with your mate 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 choose for the position of personal assistant not only has all the necessary professional skills, but is also emotionally compatible with you.

Of course, it is difficult to determine compatibility with a candidate during an interview. There is only one way out - you need to listen to your intuition. Surely you have found yourself in this situation more than once: the candidate seems to have all the necessary knowledge and skills, and he has excellent experience, and wages everything suits you, but you find it unpleasant to talk to the person, you want him to leave as soon as possible, and you cannot find any specific explanations for your feelings. Everything is very simple - this is exactly the same emotional incompatibility.

General Director speaks
Regis Lhomme Head of the Pfizer representative office in Russia, Moscow

Pfizer, which has existed since 1849, develops and produces pharmaceutical products for various fields of medicine (cardiology, oncology, urology, psychiatry, ophthalmology, endocrinology, dermatovenerology), including new generation antibiotics. Pfizer has more than 150 locations around the world. 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: creating a daily business schedule, organizing business trips etc. In addition to professional skills, personal qualities are very important for this type of activity: high psychological adaptability, friendliness, punctuality, the ability to be attentive to details, excellent communication skills. The assistant should always feel what still needs to be done to improve the manager’s working conditions.

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

The person who currently holds the position of my personal assistant has been working for the company for about a year. Since the manager 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 his 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. From my more than 30 years of business experience, I have learned an important lesson: sometimes you should rely on your intuition more often than on reason.

Who to entrust the search for a personal assistant

There are two options: entrust the search to either your HR service or a recruiting 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. Due to the reluctance to work side by side with a competitor who claims the trust and attention of the manager, the first assistant may simply choose a technical secretary. He will do all the routine work, but if necessary, he will not be able to completely replace the first assistant.

The General Director, instructing the search for a personal assistant, must 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 responsibilities, but also the requirements for candidates. Be sure to clarify which requirements are fundamental and mandatory for you, and which are optional (that is, what, during selection, if all the fundamentally important requirements are met, you can turn a blind eye). If these conditions are met, the person responsible for selection will, on the one hand, screen out applicants based on fundamental criteria and not force the manager to waste time on undesirable candidates, and on the other hand, will not reject those who do not fit only one or two parameters.

General Director speaks
Yulia Konelskaya General Director of Galakta Group of Companies, Moscow

When selecting a candidate for the position of assistant, we also used internal personnel reserve, and external sources. I was primarily interested in people who worked as assistant managers large companies, as well as heads of the administrative department (with experience in simultaneously managing a group of projects).

The initial selection of candidates was carried out by the personnel service. It was tested whether the specialist met the stated requirements: skills were checked, potential and motivation were identified. During the interview, the candidate was asked to solve cases of real work situations, and based on the results, his professional suitability was determined, as well as the degree of trust in the candidate of the previous manager (For information about what questions will help you objectively evaluate a candidate, read the article “How to Conduct an Interview,” No. 4 - 2007).

When choosing, we also paid attention to the candidate’s compliance with the standards of our corporate culture. His willingness to take on a certain level of responsibility is also very important. If the candidate is a performer, then when setting the task, you will need to spend time explaining the methodology for its implementation. I selected an assistant who could independently cope with the assignment, finding the 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 comic theater “Quartet-I”, Moscow

The comic theater "Quartet-I" was created in 1993 by a group of graduates of the variety department 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 a theater has its own characteristics. On the one hand, this is a get-together of famous actors, a creative backstage atmosphere, and on the other hand, the secretary in this environment has to do work, and exclusively technical work. The heads of young girls often cannot withstand such contrast. I have almost resigned myself to the fact that I have to change my secretary once a year. Now, for example, my third assistant has started working for me in the last two years. The selection technology is as follows:

I post advertisements 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 since they are going to work in the theater, it will be fun, and they forget that they have to work here, not have fun.

I do the initial selection based on resumes. I immediately discard the resumes of actresses, artists, journalists, that is, people who are clearly focused on a creative career. Because this position may obviously be of interest to them only from the point of view of getting into the theater crowd. 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 experiences gained. For example, what motivation might there be for a person who first worked as a project manager and is now looking for a job as a secretary?

I correspond with candidates by e-mail and communicate on the phone. The first impression is formed from correspondence and the manner in which one expresses one’s thoughts. Then I select five or six candidates I like for the meeting.

Interview. I invite all candidates to an interview in one evening, in addition, I call my friend - the director recruitment agency. I ask questions from the position of 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 invite the applicant to reflect on how he would act in a given situation. In the answers I look for common sense and coincidence with my expectations. For example: “You overslept on your first day of work - you woke up half an hour after you started work. What are your first actions? Naturally, I expect the person to say that the first thing he will do is call his supervisor, that 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 am describing a situation where a person has a task given by his immediate supervisor, and exactly an hour is allocated to complete it. After this, the higher boss gives another task, which also requires exactly an hour to complete and which must also be started immediately. However, it is impossible to do both tasks at the same time. Then I ask how the candidate would behave in this situation. The ideal response for me would be to run to my immediate superior to inform him of the current situation and ask for advice.

At the interview, I ask about the family, the activities of my 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 do not have any work experience (or have minimal). That's why most of what they have was instilled in them 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 doesn’t. And the feeling of contact with a person and comfort from his presence is also very important. One girl came, she seemed to speak intelligently and coherently, she passed all the business cases, but I feel that she is annoying me, I want her to leave quickly. When choosing a personal assistant, this subjective factor cannot be ignored.

What did you like about the girl who just started working for us? Firstly, in very clear, competent formulations. Secondly, she just graduated from Moscow Aviation Institute, which is a good technical education. The third plus is that she worked as an accountant in the evenings, so she has the skill of systematizing and processing large amounts of data.

(professional standard "Specialist in organizational and documentation support for organization management")

1. General Provisions

1.1. The assistant manager belongs to the category of specialists.
1.2. The following person is hired for the position of assistant manager:
1) with higher education - bachelor's degree, additional professional education;
2) having at least 3 years of experience in the organization’s profile.
1.3. The assistant manager must know:
1) internal and external policies of the organization;
2) principles of representation in government agencies, organs local government, third-party organizations and the procedure for interaction 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 leadership of structural units, the direction of the organization’s activities and the competence of structural units and officials;
6) rules for the formation and use of databases;
7) modern scientific methods and technical means that facilitate the collection, processing, storage and transmission of information;
8) modern information technologies;
9) regulatory legal acts, normative and methodological documents, state standards in the field of activity of the organization;
10) classification management information, types of management information;
11) forms for providing management information;
12) sources of management information, methods 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) categories of consumers for whom this review or report will be designed;
16) methods of information processing using modern technical means communications and communications, computer technology;
17) structure information publications depending on the nature of the information and the purpose of information publications;
18) modern means collection, processing, systematization of information;
19) sources of information: catalogs of libraries, magazines, search engines information and telecommunications network Internet, electronic databases data;
20) the functional purpose of the review (bibliographic, abstract, analytical) as a means of orienting the reader in the documentary or information flow;
21) features of general scientific and pragmatic function reviews;
22) rules for working with external storage media;
23) the concept and specifics of a bibliographic, abstract and analytical information publication;
24) reference legal systems;
25) psychology business communication, basics of conflictology;
26) rules of conduct business negotiations and protocol events;
27) etiquette and basics of international protocol;
28) rules for drawing up and processing documents;
29) rules for the protection of confidential proprietary information;
30) information and communication technologies;
31) rules for monitoring the execution of instructions from the manager;
32) technology for monitoring the execution of instructions from the manager;
33) Internal rules labor regulations;
34) labor protection requirements and fire safety rules;
35) ........................ (other requirements for necessary knowledge)
1.4. The assistant manager must be able to:
1) analyze and select sources of information in accordance with the criteria of completeness, reliability, and timeliness of information provision;
2) collect, process and analyze information in accordance with specified requirements;
3) transmit information in a systematized form;
4) process and structure information, forming information resources;
5) search for information in existing databases data, conduct information and reference work based on various combinations of search characteristics;
6) develop a thematic plan for a review, report, analytical brief;
7) justify the relevance of the problem to be covered in the review, report, certificate;
8) enjoy information resources and systematize information according to specified criteria;
9) correctly interpret the received data and present them in a systematic manner;
10) determine the range of sources and literature necessary for the preparation of information and analytical materials;
11) present the material in a logical sequence;
12) analyze and evaluate the presented material;
13) format 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 devices for automated processing of text information and phototypesetting devices;
18) carry out literary and stylistic processing of the text, checking the logical sequence of presentation, analysis and evaluation, writing conclusions and recommendations;
19) apply the basics of the psychology of business communication;
20) draw up a travel plan for the manager;
21) draw up documents necessary for a business trip, business trip of a manager;
22) draw up and draw up minutes of meetings, meetings and other conference events, prepare a list of participants, agenda, attendance sheets and draft final documents;
23) draw up 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 computer 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 manager;
30) keep records of the manager’s instructions that require control over the substance of the issue;
31) make decisions clearly and quickly in the process of work;
32) analyze performance discipline;
33) draw up analytical reports and certificates based on the results of the execution of instructions and orders of the manager;
34) use electronic document management systems;
35) apply computer technology 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 package (text editor, spreadsheets);
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 structural unit)
3) this job description;
4) ........................ (names of local regulations,regulating labor functions by position)
1.6. The assistant manager reports directly......................(name of 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 information interaction 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 execution of the manager’s decisions.
2.2. ........................ (other functions)

3. Job responsibilities

3.1. The assistant manager performs the following duties:
3.1.1. Within labor function, specified in paragraphs. 1 clause 2.1 of this job description:
1) selects sources of information in accordance with specified criteria;
2) processes and interprets information to prepare draft decisions;
3) prepares requests on behalf of the manager for obtaining documents and information from government and administrative bodies, public organizations and obtaining relevant information and documents;
4) informs the manager about the results of consideration of requests and appeals;
5) organizes the resolution of issues that do not require the direct participation of the manager;
6) prepares materials for the participation of the manager in the work of various structures within state and municipal bodies, public organizations;
7) prepares documents for concluding cooperation agreements with business partners;
8) informs business partners and interested organizations about the decisions of the manager 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 problems set by the manager;
2) prepares information and analytical materials;
3) develops a thematic plan for a review document or report;
4) determines the range of bibliographic sources;
5) selects sources and literature on the topic of the review, report, analytical report;
6) writes and prepares a review, report, analytical report.
3.1.3. Within the framework of the labor function specified in paragraphs. 3 clause 2.1 of this job description:
1) organizes and plans business contacts, meetings and trips of the manager;
2) organizes meetings, meetings and events held by the manager;
3) prepares materials for meetings, maintains and draws up minutes;
4) prepares presentations as directed by the manager;
5) prepares and holds a press conference for the manager;
6) meets negotiation participants, provides them with information materials, and keeps records of 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 manager, bringing to the attention of employees of the organization the verbal orders of the manager;
2) coordinates activities to implement the decisions of the manager;
3) exercises control over the execution of the manager’s decisions;
4) prepares reports on the implementation of instructions and decisions of the manager.
3.1.5. As part of the performance of his job functions, he carries out instructions from his immediate supervisor.
3.1.6. ........................ (other duties)
3.2. ........................ (other job descriptions)

4. Rights

The assistant manager has the right:
4.1. Participate in discussions of draft decisions, in meetings on their preparation and implementation.
4.2. Request clarifications and clarifications from your immediate supervisor regarding these instructions and assigned tasks.
4.3. Request on behalf of the immediate supervisor and receive from other employees of the organization necessary information, documents necessary for the execution of the order.
4.4. Get acquainted with draft management decisions relating to the function he performs, with documents defining his rights and responsibilities for his position, and criteria for assessing the quality of performance of his labor functions.
4.5. Submit proposals for the organization of work within the framework of their labor functions for consideration by their immediate supervisor.
4.6. Participate in discussions of issues related to the duties performed.
4.7. ........................ (other rights)

5. Responsibility

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

6. Final provisions

6.1. This job description has been developed based onProfessional standard "Specialist in organizational anddocumentation support for organization management", approvedBy order of the Ministry of Labor and Social Protection of the Russian Federationdated 05/06/2015 N 276n, taking into account........................(details of local regulations of the organization)
6.2. Familiarization of the employee with this job descriptioncarried out upon hiring (before signing employment contract).
The fact that the employee has read this job descriptionconfirmed........................(signed on the familiarization sheet, which isan integral part of these instructions (in the familiarization magazinewith job descriptions); in a copy of the job description,kept by the employer; in another way)
6.3. ........................ (other final provisions)

The specifics of the work of an assistant manager depend on the activities of the company, the requirements of management and include many points. To ensure that the employee’s responsibilities do not seem “blurred,” the assistant manager’s job description is used, which regulates his powers and competencies necessary for his 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 powers of the employee, as well as job responsibilities and responsibility. DI ensures transparency of the manager's requirements for the subordinate, and makes it easier for superiors to monitor the performance of official duties by the employee.

The DI is a unilateral act of the employer and is therefore binding. Since each company draws up the DI independently, it is important that it does not contradict the Labor Code of the Russian Federation and the employment contract. Therefore, it would be correct to first agree on the document with a lawyer. As a rule, it is compiled in two copies: one is kept by the manager, the other by 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 DI useful for the parties to an employment agreement:

clearly regulates qualification requirements to the position, the order of subordination to management, the boundaries of rights and responsibilities and the extent of responsibility;
the employee understands the range of personal powers and responsibilities. If, for example, he is assigned a duty that does not relate to the DI, then he has the right to refuse to fulfill it without any adverse consequences for himself;
if the dismissal (due to inadequacy for the position) is challenged by the employee in court, the DI will become a powerful argument in 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 employee work costs before the tax authorities (feasibility of carrying out activities to improve staff qualifications, cost of long-distance and international telephone calls, etc.)

Correctly compiling a job description

The position of assistant manager implies a fairly wide range of functions. In practice, this name can be understood as two positions that are completely dissimilar in terms of official powers and functions:

assistant manager performing secretarial and administrative duties;
a full-fledged assistant director, resolving certain groups of issues.

Job Description for Assistant Director

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

Like an employment contract, the DI contains the following provisions:

Name of the organization that compiled the DI (must correspond to state registration documents).
The title of the document is “Job Description”. Number and serial number.
Basic provisions (full name, what general issues the specialist should understand, who replaces if the assistant is absent, to whom he reports, mandatory minimum length of service).
Labor functions.
Job responsibilities.
Rights.
Responsibility
Details and signatures.

The manager must meet fairly high requirements:

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

The DI must first of all include a clause that the specialist belongs to the category of management personnel and is appointed and dismissed by the director. All statements must contain an accurate description of the tasks that will be within the competence of the assistant.

The assistant director must navigate the legal framework governing the organization's activities. As a rule, in terms of its composition, this is a fairly extensive list of documents: from the Charter of the organization to methodological recommendations, educational materials, local and federal acts regulating the company’s activities, the specifics of document management.

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

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

Job responsibilities of the assistant director:

accepts, checks and systematizes correspondence received by the director of the organization, reports on the results of the implementation of the director’s decisions;
transmits orders to specific executors, structural units, requests and other types of documentation, prepares responses;
monitors the work of employees, timely execution of received management orders;
personally accepts applications from subordinates and other documents and submits them to the manager for signature;
checks and edits documentation regarding projects submitted for approval by the manager;
is involved in preparing meetings and sessions held by the manager (collecting material, taking minutes, notifying and registering participants, setting the agenda);
coordinates the work of subordinates within the limits of official authority;
carries out work to ensure the safety of documentation and its timely transfer to the archive.

The list of responsibilities of an assistant director for a particular 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 influencing the manager’s work schedule.

In addition to the duties of the employee, the DI also includes sections regarding the rights and responsibilities of the assistant director.

Rights and responsibilities of the assistant director:

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

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

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 Code of Administrative Offenses of the Russian Federation, and the Criminal Code of the Russian Federation. It is not worthwhile to detail the types of violations and indicate specific articles, otherwise if problems arise, it will not be easy to prove the employee’s guilt.

Position of assistant manager

The position of executive assistant includes a list of responsibilities of a personal assistant to an executive 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 as strict.

The employee does not have to have a higher education, long work experience, or other qualifications; most often there are no other employees under his command.

The duties of the assistant manager include:

time management of the director (preparing a schedule of meetings, business trips, signing documents, etc.);
receiving and redistributing telephone calls;
work with incoming documentation;
technical support for the manager’s work (booking tickets, transport, preparation for negotiations and meetings), as well as his support;
organizes the manager’s workplace with the necessary stationery and 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 management;
Performs other individual assignments.

Workers are introduced to the DI upon signature and given a copy. For a document to have legal force, management must approve it. Approval of DI occurs in the same way as approval of internal acts. This can be a separate order or the stamp I Approve is affixed at the top of the DI and signed by the manager.

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The job description specifies the scope of duties and work that must be performed by a person holding a certain position. Job description in accordance with All-Russian classifier management documentation, or OKUD, OK 011-93 (approved by Gosstandart Resolution No. 299 dated December 30, 1993) 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, internal labor regulations, regulations on the structural unit, and staffing.

Is a job description required?

The Labor Code of the Russian Federation does not oblige employers to draw up job descriptions. After all, an employment contract with an employee must always disclose his labor function (work according to his position in accordance with staffing table, profession, specialty indicating qualifications or specific type 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 job function is specified. The instructions contain a list of the employee’s job responsibilities, taking into account the specifics of the organization of production, labor and management, the rights of the employee and his responsibilities (Letter of Rostrud dated November 30, 2009 No. 3520-6-1). Moreover, the job description usually not only reveals the employee’s job function, but also provides the qualification requirements that apply to the position held or the work performed (Rostrud Letter No. 6234-TZ dated November 24, 2008).

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

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

objectively evaluate the employee’s activities during the probationary period;
justifiably refuse to hire (after all, the instructions may contain additional requirements related to business qualities employee);
distribute labor functions among employees;
temporarily transfer the employee to another job;
assess the integrity and completeness of the employee’s performance of his or her job function.

That is why drawing up job descriptions in an organization is advisable.

Such instructions may be an annex to the employment contract or approved as an independent document.

How to draw up a job description

Job descriptions are usually drawn up based on qualification characteristics, which are contained in qualification reference books (for example, in Qualification directory positions of managers, specialists and other employees, approved by Resolution of the Ministry of Labor dated August 21, 1998 No. 37).

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

When drawing up 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 of a job description for an assistant general director

Here is a sample of filling out the job description for an assistant general director. The instructions present typical job responsibilities of an assistant manager.

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

The position of “assistant manager” in different organizations can be called differently: personal assistant to the director, assistant manager, secretary.

Sample of a typical job description for an assistant manager

I. General provisions

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

2. The assistant manager reports directly to the head of the company.

3. During the absence of the assistant manager, his rights and functional responsibilities are transferred to someone else official, as reported in the organization order.

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

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

legislation of the Russian Federation;
Internal labor regulations, Charter and others regulations companies;
orders and instructions from management;
this job description.

6. The assistant manager must know:

established procedure for handling documents in the organization;
rules of business communication and etiquette;
procedure for maintaining reporting documentation;
rules for using office equipment and communications equipment;
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 an assistant manager

The assistant manager is assigned the following functional responsibilities:

1. Planning the manager’s working day: developing and coordinating a schedule for meetings, visits, calls, receptions and other actions.

2. Personal accompaniment of the manager at meetings, receptions, and trips.

3. Technical support for the manager’s work: ordering tickets, transport; organization of negotiations and meetings.

4. Maintaining minutes and other documents recording the progress and results of meetings, sessions, negotiations.

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

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

7. Conducting office work, receiving correspondence sent to the manager.

8. Registering visitors for a personal appointment with the manager, organizing their reception.

9. Reception of documents and applications for signature by the manager, their registration, accounting and transfer to the manager.

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

11. Preparation of meetings, meetings, meetings held by the manager. Collection necessary materials, notifying participants about the time, location, and agenda.

12. Carrying out official assignments of the manager.

III. Rights

The assistant manager has the right:

1. Receive information to the extent necessary to complete assigned tasks.

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

3. Send requests to divisions of the organization (on behalf of the manager or on personal initiative) to obtain documents necessary to fulfill his official duties.

4. Demand that the management of the institution create the conditions necessary for its implementation official duties.

5. Make independent decisions within your competence.

6. Have access to confidential information when a business need arises.

IV. Responsibility

The Assistant Manager is responsible for:

1. Providing employees of the organization with false information.

2. Improper performance of one’s official duties.

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

4. Violation of deadlines for completing assigned tasks.

5. Violation of the provisions of the organization’s governing documents, decisions, regulations.

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

7. Actions beyond the scope of his competence.

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

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

Job Description for Assistant Manager

Assistant manager job description template

I APPROVED
CEO
Last name I.O.________________
"________"_____________ ____ G.

1. General Provisions

1.1. The assistant manager belongs to the category of specialists.
1.2. An assistant manager is appointed to the position and dismissed by order of the general director of the company.
1.3. The Assistant Manager reports directly to to CEO companies.
1.4. During the absence of the assistant manager, his rights and responsibilities are transferred to another official, as announced in the order of the organization.
1.5. A person who meets the following requirements is appointed to the position of assistant manager: education - higher or incomplete higher education, experience in similar work of at least one year, knowledge of office equipment (fax, copier, scanner, printer), programs Microsoft Office(Word, Excel), office work.
1.6. The assistant manager is guided in his activities by:
- legislative acts of the Russian Federation;
- The company’s charter, internal labor regulations, and other regulations of the company;
- orders and instructions from management;
- this job description.

2. Job responsibilities
2.1. Plans the manager's working day (meetings, calls, reception, etc.).
2.2. Provides technical support for the manager’s activities (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; keeps minutes and other documents documenting the progress and results of meetings and negotiations.
2.5. On behalf of the manager, coordinates individual issues with employees of structural divisions, communicates to them the instructions and orders of the manager; controls the execution of instructions and orders.
2.6. Collects materials and information necessary for the General Director, prepares analytical, informational, reference and other materials and presents them to the director.
2.7. Conducts office work, receives correspondence received for consideration by the manager, accepts documents and personal statements for the manager’s signature, keeps records and registration of them, and transfers them to the manager.
2.8. Makes an appointment with the manager and organizes the reception of visitors.
2.9. On behalf of the manager, draws up letters, requests, and other documents.
2.10. Performs work on preparing meetings and meetings held by the manager (collecting the necessary materials, notifying participants about the time and place of the meeting, the agenda, their registration), maintains and draws up minutes of meetings and meetings.
2.11. Performs individual official assignments of the manager.

3. Rights
3.1. Receive information, including confidential information, to the extent necessary to solve assigned tasks.
3.2. Submit proposals to management to improve your work and that of the company.
3.3. Request personally or on behalf of the manager from departments of the enterprise and other specialists information and documents necessary to fulfill his official duties.
3.4. Require management to create normal conditions for the performance of official duties and the safety of all documents generated as a result of the company’s activities.
3.5. Make decisions within your competence.

4. Responsibility
4.1. For failure to perform and/or untimely, negligent performance of one’s official duties.
4.2. For non-compliance current instructions, orders and instructions for maintaining trade secrets and confidential information.
4.3. For violation of internal labor regulations, labor discipline, safety and fire safety rules.