Job Description for Personal Assistant to the CEO

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Job description for personal assistant to the CEO. Full Document

Occupational Safety and Health

Occupational Safety and Health / Job descriptions

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I. General Provisions

The personal assistant to the general director belongs to the category of specialist.
A person who has a higher professional education without presenting requirements for work experience or secondary vocational education and at least 2 years of work experience in the specialty is appointed to the position of personal assistant to the General Director.
Appointment to the post of secretary and dismissal from it is carried out by order of the general director.
The Personal Assistant to the CEO reports directly to the CEO.
The Personal Assistant to the CEO must know:

resolutions, orders, orders, other governing and regulatory documents of higher and other bodies relating to the activities of the enterprise;
regulations, instructions, other regulatory documents on record keeping;
the structure and management of the enterprise and its divisions;
organization of office work;
methods of registration and processing of documents;
archive business;
typescript;
rules for the use of receiving and intercom devices;
standards of the unified system of organizational and administrative documentation;
rules for printing business letters using standard forms;
foundations of ethics and aesthetics;
rules of business communication;
rules for the operation of computer technology;
fundamentals of administrative law and labor legislation;
rules of internal labor regulations;
rules and norms of labor protection, safety measures, industrial sanitation and fire protection.

During the absence of the personal assistant of the General Director (illness, vacation, etc.), his duties are performed by a duly appointed person who acquires the relevant rights and is responsible for the proper performance of the duties assigned to him.

II. Official duties

Personal Assistant to the CEO:

Carries out work on the organizational and technical support of the administrative and administrative activities of the head.
Accepts incoming correspondence for consideration by the head, transfers it in accordance with the decision made to structural divisions or a specific contractor for use in the process of work or preparation of answers.
Conducts office work, performs various operations using computer technology designed to collect, process and present information in the preparation and decision-making.
Accepts documents and personal statements for the signature of the head.
Prepares documents and materials necessary for the work of the head.
Monitors the timely consideration and submission by structural divisions and specific executors of documents submitted to the head for signature, ensures their high-quality editing.
Organizes the conduct of telephone conversations of the head, records the information received in his absence and brings to his attention its content, transmits and receives information via receiving and intercom devices (telefax, telex, etc.), as well as telephone messages, promptly brings to his attention information received through communication channels.
On behalf of the head, draws up letters, requests, other documents, prepares answers to the authors of letters.
Carries out work on the preparation of meetings and meetings held by the head (collecting the necessary materials, notifying participants of the time and place of the meeting, agenda, their registration), maintains and draws up minutes of meetings and meetings.
Carries out control over the execution by the employees of the enterprise of issued orders and orders, as well as compliance with the deadlines for the implementation of instructions and instructions of the head taken under control.
Maintains a control and registration file.
Provides the workplace of the head with the necessary means of organizational technology, stationery, creates conditions conducive to the effective work of the head.
Prints, at the direction of the head, office materials necessary for his work or enters current information into the data bank.
Organizes the reception of visitors, contributes to the prompt consideration of requests and proposals of employees.
Forms cases in accordance with the approved nomenclature, ensures their safety and submits them to the archive in due time.
Performs individual official assignments of his immediate supervisor.

III. Rights

The Personal Assistant to the General Director has the right to:

Get acquainted with the draft decisions of the management of the enterprise relating to its activities.
Make proposals for improving the work related to the responsibilities provided for in this instruction.
Within its competence, report to the immediate supervisor about all the shortcomings identified in the course of the performance of their duties, and make proposals for their elimination.
Request personally or on behalf of the management of the enterprise from the divisions of the enterprise and other specialists information and documents necessary for the performance of his duties.
Require the management of the enterprise to assist in the performance of their duties and rights.

IV. A responsibility

The Personal Assistant to the CEO is responsible for:

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

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