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Have you ever had to describe what it is that sets you as a Management Assistant apart from what is sometimes mentioned as "just an assistant"? Our member Gina Theofilidou, who is self-employed as Virtual Assistant, made this fantastic description which explains it. 

  • We approach problems not just with a solution in mind but with a strategy. The complex issues that others find daunting will be puzzles for a Management Assistant which they encountered and solved again and again in the corporate world.

  • Due to our extensive experience interacting with individuals in the high hierarchy and a deep understanding of communication protocols, our interactions are always very professional, you can see it in every email, call, and meeting.

  • We don't just manage tasks. We have in our blood proactiveness and efficiency, not just because it is valued in the corporate environments, but are both essential in supporting our Leader(s).

  • Our experience in corporate environments means dealing with multifaceted organizational structures. This translated into impeccable office and project management.

  • We bring invaluable insights into business operations because we have been involved in strategic corporate planning.

  • Last but not least...we can leverage a network of professional contacts and resources beneficial for our client’s business.

Our role is rapidly evolving, with globalisation, digitisation and swift market developments. So what does the role look like now?

The main function of a management support professional is to support one or many executives and the role is normally able to make decisions that affect the company.

A management professional may go by one of many different titles and their tasks and responsibilities may vary but they must be proactive with administration, coordination and communication.

The diversity of the role is obvious in the range of titles, which can include Executive Assistant, Management Assistant, Management Coordinator, Personal Assistant and Office Manager. The management support professional is often part of the management team.

A successful management support professional will have a good education and be suitably qualified. They must be committed to continually developing their skills and competences and have the right characteristics to meet current requirements and future demands. Interpersonal skills, technology skills and understanding modern ways to communicate are increasing in importance.

The Profile

The IMA Profile for Management Support Professionals will help management support professionals and their managers to establish desired competences. It can also be used to support recruitment processes and as a foundation and inspiration for job descriptions.

The IMA Profile for Management Support Professionals gives a general description divided into three blocks:

  • Tasks
  • Skills
  • Characteristics

The profile lists general tasks for management support professionals, along with the desired skills and characteristics. Moreover, the profile sets out areas of responsibility that often occur and that can be combined with general tasks.

The content is based on surveys for members and members’ managers, as well as job ads and external up to date research for the profession.

Administrative support to one or many executives

  • Coordinating and planning
  • Travel and meeting arrangements
  • Overall responsibility for calendar and manager’s time
  • Take minutes and follow up on actions
  • Financial follow up
  • Travel expenses and invoices
  • Administer work for management and Board of Directors
  • Prepare presentation material
  • Compile and analyze reporting material
  • Develop office/administrative routines
  • Archiving/handling of documents


  • Organizational knowledge
  • MS Office
  • Digital competence
  • Communication
  • Language
  • Administration
  • Social competence
  • Time management
  • Leadership
  • Company culture and core values
  • Company expert

Further tasks and areas of responsibilities

  • Conference and event arrangements
  • Office Manager (responsible for reception, direct report(s), budget, purchase and agreements)
  • Internal communication
  • Handling press releases and media contacts
  • Administration of Annual general meetings and quarterly reports
  • Project leader
  • Salary administration
  • Support HR department
  • Support Finance department
  • Support Marketing department
  • On-boarding program
  • Travel Manager


  • Integrity
  • Proactive
  • Service minded
  • Loyal
  • Organized
  • Efficient
  • Responsible
  • Flexible
  • Calm under pressure
  • Communicative
  • Assertive
  • Solutions orientedCreative
  • Problem solver
  • Independent
  • Representative
  • Analytical
  • Resourceful
  • Tech-savvy
  • Diplomatic
  • Leader
  • Decisive
  • Strategical

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