collection and processing of materials for meetings and sessions held by the director: keeping minutes, notification and registration of participants, presentation of the agenda;
organizing the reception of employees in the management office;
ensuring the safety of documents and their timely dispatch to the archive;
monitoring the director’s work schedule: reminding brazil mobile number list about meetings, appointments or trips, preparing materials, organizing transportation;
ensuring comfortable working conditions, including maintaining cleanliness, creating a cozy atmosphere in the office, maintaining office equipment in good working order and maintaining silence;
respectful attitude towards the psychological comfort of the director by scheduling meetings in accordance with his wishes, reminding him of important events at his request and providing information in a convenient form.
In each enterprise, the tasks of the assistant manager have specifics, which can be both more extensive and limited. It is important to take into account the individual characteristics of the position.
However, the main requirement for the applicant is education in the field of administration, preferably higher. Candidates with diplomas from specialized universities may be considered.
Assistant Skill Requirements
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A candidate who has a red diploma from one of the leading universities in the country and has worked for at least three years in an administrative position has an advantage when looking for a position as a personal assistant to an executive.
It is important that applicants have certain professional knowledge:
must be well acquainted with the basic articles of the Russian Federation laws concerning the areas of production and enterprise management;
know the basics of administrative activities;
skills in using technical equipment (computer, printer, fax, intercom) are required, as well as the ability to maintain their functionality;
are well acquainted with document flow;
be able to conduct business correspondence and negotiations, adhering to regulatory, corporate and professional-ethical principles and rules;
the required level of proficiency in one or more foreign languages;
understanding the specifics of the company and its main business processes at the proper level.
The duties of the executive secretary may be supplemented by other requirements depending on the size, scope of activities and special conditions of the organization. In some cases, an important criterion in favor of the candidate may be the presented certificates of completion of educational programs in marketing, advertising and other areas.
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Personal qualities of an executive assistant
An employee performing assistant tasks faces difficult challenges. It is necessary to be prepared to perform the activity both emotionally and physically. Let's analyze the key personality traits that an executive assistant should have.
Stress resistance.
This is a must-have quality due to the large amount of work and responsibilities that the role of a personal assistant entails. The hallmark of a successful employee is the ability to remain calm and rational, not allowing external factors or surprises to affect their performance. It is important that the assistant is prepared both mentally and physically to perform the tasks and is able to maintain strength and concentration throughout the working day.
Quality of communication
There are always visitors waiting in the manager's office or the phone is ringing, so his assistant must be sociable and attentive to everyone who comes.
It is important to be able to find a common language with different people, to win their trust, because it is not profitable for the boss to deal with angry clients. The assistant's sociability will allow you to avoid such situations and maintain good relations with visitors. The main thing is that sociability does not develop into excessive talkativeness.
Quality of communication
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Attentiveness
A distinctive feature for high-quality work with documents. A personal assistant must be able to instantly assess the correctness of the paperwork: errors usually occur due to a lack of attention.
Good memory
Another important skill for working with documents. A personal assistant must be familiar with many laws and regulations, remember a huge amount of information about partners and current affairs. He has to process a large number of calls every day, not forgetting about them. All this requires excellent memory and the ability to process data effectively.
Low emotional intelligence can be a serious obstacle to successfully performing the duties of an executive assistant. Therefore, it is important to be able to not only control your own, but also understand the feelings of others.
One of the key aspects of working as an executive assistant is to show initiative. Proactivity allows you to make decisions in advance, consider possible scenarios and obtain additional data. This approach requires such excellent skills as curiosity, responsibility and creativity.