Video: Executive Assistant Tools & Tips for Organisational Perfection 2024, July
A big organization is a lot of trouble. The head of the corporation will not be in time everywhere, even with the help of deputies. To plan the day correctly, not to forget anything, to distribute and control the work, the manager needs an assistant. What does an employee do in this position, what should he be able to and know?
Assistant manager: his role in the organization
Following the logic of the classifier of professions, approved at the state level, the assistant to the leader belongs to the category of managers, because he oversees almost all issues related to the competence of the first person.
At the same time, some organizations interpret the position of an assistant manager as administrator, manager or secretary: the first two positions involve organizational and administrative functions, the third - presentation and support functions. The classifier of professions classifies these types of work into various categories - specialists, technical employees, but only an assistant is ranked as a leader.
How to define the terms of employment?
When hiring an assistant manager or secretary, the organization should determine the status, rights and responsibilities of this employee, because the requirements for the educational level, qualifications, and experience of the candidate depend on this.
- It is enough for the receptionist to have a complete secondary education, and the etiquette and techniques for working with the applicant's office equipment are taught directly at the workplace.
- The administrator must have at least a bachelor's degree, have organizational skills and an energetic character, and also have some work experience, depending on corporate requirements.
- A manager, as a representative of professionals, requires an education of no less than a complete higher education, work experience is optional, but the company sets this standard at its discretion.
- Assistant manager. This position implies the same qualification requirements as for the head: complete higher education, work experience in the specialty for at least 2 years. Probably, it will require special personal characteristics of the applicant, and, possibly, advanced training.
What is the job description for?
The assistant manager, as an official, is obliged to act within the framework of his functional rights and to fully perform the prescribed functions. However, not even being a leader, an employee must fulfill his labor duties in good faith and on time.
The job 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 the assistant to the head of the organization must contain detailed duties, the rights that he has, as well as a measure of responsibility for violation of the employment contract, internal labor regulations, damage to the employer, etc.
Personal Assistant Manager
Assistant job description is modeled on similar instructions for a manager or his deputy, with the exception of some of the priority functions of strategic planning and management. Probably, the assistant will also not be instructed to accept and dismiss employees, the right to dispose of the financial resources of the enterprise, the issuance of powers of attorney and other competencies that belong personally to the head.
However, the law allows you to delegate any functions to a trusted employee, provided that he has enough qualifications, knowledge, experience and authority to solve such issues. It is only important to correctly formalize the employee’s credentials - 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 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:
- General terms. It indicates the procedure for admission and dismissal, subordination, the procedure for replacing an employee.
- Labor functions. One of the most important sections that needs to be reflected in detail.
- Rights granted to the employee.
- Limits of liability for violations.
- Qualification, professional experience, educational level.
- What an employee should know in a given position.
- The relationship between him and other parts of the organization.
The indicated sections cannot be trimmed, but it is permissible to expand them and add the necessary points.
Job Description Assistant Manager: sample
Approved by:
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 fired from work by order of the director.
1.3. Submission: directly to the director.
2. Functions
Assistant Manager:
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 track of deadlines for the execution of control orders of the director of structural units.
2.3. Draws up a director’s work plan for the next business day and timely submits it to the head.
2.4. Organizes and controls the office work at the enterprise, checks it for compliance with the requirements of the law.
2.5. Provides accounting and registration of all powers of attorney issued by the director.
2.6. To manage clerks and control over the results of their activities.
To supplement depending on the needs of a particular organization and the profile of the position.
3. Powers
The assistant manager has the right:
3.1. Be familiar with the decisions made on the enterprise.
3.2. Participate in meetings of the management apparatus.
To supplement depending on the needs of a particular organization and the profile of the position.
4. Responsibility
The assistant manager is responsible for:
4.1. For non-fulfillment or improper fulfillment of their duties stipulated by this instruction, orders and directives 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 the disclosure of information with limited access.
To supplement depending on the needs of a particular organization and the profile of the position.
5. Qualification
The assistant manager must have a complete higher education, profile work experience of at least 2 years.
6. Must know
The current legislation, the Charter, the Collective agreement (it is specified what acts and norms the employee should know).
7. Interaction
It is indicated with whom and on what issues the assistant manager is collaborating.
Agreed:
Head of Human Resources
Signature
(FULL NAME.)
Legal Counsel
Signature
(FULL NAME.)
Familiarized:
signature
(FULL NAME.)
Specific competencies of the 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. Its functional responsibilities will depend on the specifics and themes 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 administrative and organizational coloring. Typical responsibilities for this position can be found in the qualification handbook, and then refine them to the situation.
Are the responsibilities of an assistant manager on general issues different?
The responsibilities of the Assistant Director General and Assistant Director for General Affairs will differ. Of course, in the second case, the powers will turn out to be more narrowly focused, since the head of general affairs is not responsible for all activities of the organization, but only for a separate sector.
The job description of the assistant manager on general issues is compiled based on the functions of the “assisted” boss. Accordingly, the basis will be the sphere of its responsibility and functions.
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.
