Job Description for Administrative Assistant

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Job Description for Administrative Assistant. Full document

Occupational Safety and Health

Occupational Safety and Health / Job descriptions

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I. General Provisions

The administrative assistant belongs to the professional category.
A person who has a professional (technical, economic, (higher; secondary) legal, etc.) education, at least __ years of administrative work experience in business is appointed to the position of an administrative assistant.
The administrative assistant must know:

enterprise management structure;
internal and external policy of the enterprise;
the structure and equipment of a modern office;
principles of representation in state bodies, local governments, third-party organizations;
principles and methods of administration;
business standards;
foundations of ethics and aesthetics;
rules of business communication;
the order of systematization, accounting and documentation with the use of modern information technologies;
internal labor regulations.

Appointment to the position of an administrative assistant and dismissal from office is carried out by order of the head of the enterprise.
The Administrative Assistant reports directly to the head of the enterprise.

II. Official duties

Administrative Assistant:

Plans the working day of the head (meetings, calls, reception, etc.).
Provides technical support for the activities of the head (ordering transport, tickets; organizing meetings, negotiations, etc.)
Leaves on the instructions of the head on short-term business trips to resolve issues identified by the head.
Accompanies the manager at meetings, on trips, etc.
Takes part in negotiations, business meetings, special receptions; maintains protocols and other documents documenting the course and results of meetings and negotiations.
Communicates with enterprises, government agencies and local governments to resolve issues identified by the head and not requiring the direct participation of the head.
On behalf of the head, he coordinates certain issues with the employees of structural divisions, brings to them the instructions and orders of the head; controls the execution of instructions and orders.
Collects materials and information necessary for the manager, prepares analytical, informational, reference and other materials and submits them to the manager.
Conducts office work, receives mail and telegraph items addressed to the head, keeps their records and registration, transfers them to the head.
Keeps an appointment with the head, organizes the reception of visitors.
Receives, on behalf of the head in state bodies, local governments, documents and information necessary for the head.
Performs one-time assignments of the head to organize the work of personnel in a direction determined by the head.
Performs other assignments of the head within the framework of official relations.

III. Rights

The administrative assistant has the right to:

Sign and endorse documents within their competence.
Get acquainted with the documents that define his rights and obligations in his position, the criteria for assessing the quality of performance of official duties.
Request from the management and specialists of the enterprise departments information and documents necessary for the performance of his duties.
Require the head to ensure the organizational and technical conditions and execution of the established documents necessary for the performance of official duties.

IV. A responsibility

The Administrative Assistant is responsible for:

For improper performance or non-performance of their official duties provided for by this Job Description - within the limits established by the current labor legislation of Ukraine.
For offenses committed in the course of their activities - within the limits established by the current administrative, criminal and civil legislation of Ukraine.
For causing material damage to the enterprise - within the limits established by the current labor and civil legislation of Ukraine.

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