LINK para Exercício 1 para PRA LEC
1 - Read the job description here and watch the video here
2 - Read the Text
A management assistant, also known as an executive secretary, provides assistance to one or more senior level executives. This person may support the president, CEO, vice president, or department head within an organization. Duties might be related to administrative functions specific to the needs of the executive and organization. Work responsibilities for a person in this position typically go beyond general clerical functions to involve complex tasks such as analytical research and report preparation. A management assistant may also supervise other clerical staff at the office.
A person
employed in this position is responsible for handling the administrative
functions for either one or multiple senior executives. The administrative
responsibilities that the executive is responsible for within the organization
typically are assigned to this person. Much of this administrative support
includes preparing memos, emails, and other correspondence on the executive’s
behalf. This person maintains a filing system, answers telephone calls, and
routes messages. Additional duties may involve sorting mail and faxes.
Performing
responsibilities effectively may require having good organizational skills and
the ability to multi-task. The executive secretary might be responsible for organizing
meetings and conferences. This may also require coordinating multiple schedules
and handling all of the details pertaining to the meeting. Generally, preparing
the agenda and ordering meals or refreshments are also part of this person’s
responsibilities.
When the
executive has to travel for business, the management assistant is usually
responsible for securing airline, car rental, and hotel arrangements as needed.
He will often maintain the executive’s calendar and keep the executive aware of
daily and upcoming appointments, meetings, and company-related travel. He will
typically prepare presentation materials for his boss that are associated with
the meetings.
Much of the
administrative tasks assigned to the management assistant depend on what the
executive is willing to delegate. This could lead to more complex tasks beyond
the basic clerical duties that are typically required for someone who assists another
person. An example of these complex tasks is preparing and distributing reports.
Knowledge of computer
applications with intermediate or advanced skills is typically essential to
perform tasks with minimum supervision. The management assistant might also
manage special projects related to the entire organization and maintain
databases. Depending on the size of the company, HR generalist duties might
also be part of his daily responsibilities.
Another
responsibility for some management assistants may also involve supervising
lower level clerical staff in the organization. This requires having leadership
skills and management skills. It is possible that the assistant will have to
plan, assign, and monitor the work flow of the clerical staff within the
department. Along with supervising, the assistant is typically the go-to person
for the daily office operations regarding office equipment or building
maintenance issues.
3 - Prepare a glossary with the technical vocabulary from the texts and video.
