A management assistant is a person who is usually under general supervision and performs a number of complex and varied types of jobs. Mostly his job is to perform confidential administrative jobs and help and support the head of the particular department and ensure smooth functioning of the entire department. He is often required to deal with very sensitive information and is expected to have an independent judgment, maturity and sense of belonging to the organization.

Management Assistant Job Description

  • Assists department head and other staff in the various important and sensitive administrative functions.
  • Arranges and coordinates meetings, conferences and other such important and vital meetings.
  • Trains, counsels and evaluates subordinate staff on a regular basis.
  • Participates in the process of selecting various subordinate staff.
  • Keeps a record of all sensitive and important information safely and securely.
  • Also performs a host of customer service assignments
  • Takes in part in administrative and financial audits and studies and helps prepare report for the head of the departments
  • Prepares a number of documents such as invoices, purchase orders, memorandums, and reports.
  • Efficiently files and keeps all the relevant documents safe and retrieves them as and when needed.

Skill Requirements

  • Critical and independent thinking is very essential for a Management Assistant
  • Should be a self starter and must be goal oriented.
  • Must have excellent communication skills, both oral and written.
  • Should have very good knowledge of computer operations and also internet related operations
  • Must have very good knowledge in various MS Office applications such as Excel, Power Point and of course Word.
  • Must possess very good troubleshooting skills.
  • Must be a team player and should always have a smiling disposition.
  • Must have good telephone manners and etiquette.

Job Duties

  • Should be able to provide impeccable and quality technical and professional assistance to Department Heads or superiors.
  • Collect, collate and compile relevant data from various internal and external sources and provide them in an informative format to the Department Heads.
  • Provide Administrative support to Department Heads as and when needed.
  • Compile reports and tabulate figures and generate meaningful reports for use by Head of Departments.
  • Technical and functional supervision of subordinates towards smooth functioning of the office is another job duty.

Work Conditions

  • Generally Management Assistants are provided with separate cubicles.
  • Though mostly the job is restricted within the office, at times he or she may be required to move out.
  • Management Assistants should be ready to work under stressful and demanding conditions.
  • They may often have to master the art of multi-tasking.
  • Must be prepared to stay back late every now and then as the situation demands.

Educational Requirements

  • A good undergraduate degree is a pre-requisite.
  • Must also have a post graduation degree in Business of Social Sciences.
  • Experience in the field of Management Assistance is very important apart from professional qualifications.

Tips For Jobs

  • Must be willing to work as a team player.
  • Must be proactive and always on his or her toes
  • Must be in a position to keep secrets and confidentiality considering the kind of sensitive information that he or she will be privy to.

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