Job description

Job Description:
The Personal Assistant to the Chief Executive Officer (CEO) is responsible for providing comprehensive support to the CEO and managing the organization’s home office operations. The Personal Assistant provides high-level administrative support by researching, preparing reports, handling information requests, and performing clerical functions such as preparing correspondence, arranging conference calls, and scheduling meetings. The Personal Assistant also works with the Executive Assistant to support the CEO and train and supervise lower-level clerical staff. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality. Essential Functions

1.Work closely with the CEO to keep her well informed of upcoming commitments.

2.Heavy calendar management, accounting for CEO’s day-to-day meetings and movements, both business and personal.

3.Schedule appointments for personal care such as hair, nails, yoga and mental health.

4.Attend immediately to all CEO emails.

5.Maintain open communications with the Executive Assistant, including meeting regularly to ensure total support.

6.Manage and maintain contact lists and databases.

7.Anticipate CEO’s needs in advance of meetings, conferences, etc.

8.Handle all requests and tasks with the utmost professionalism and attention to detail.

9.Complete monthly expense reports for the credit cards and supervise the use of the various petty cash and credit cards.

10.Manage petty cash reimbursements and reconciliation.

11.Perform secretarial, clerical, and data entry.

12.Manage all travel arrangements and prepare detailed itineraries; working with travel agents and other travel offices.

13.Responsible for filing documents and ensuring filing systems are maintained and updated.

14.Organize documents, faxing, copying, scanning, shredding and taking care of the mail etc.1

5.Maintain office supplies: personalized stationary, cards, gift wrapping, checks, photo frames, etc.

16.Answer home office phone line and respond to inquiries.

17.Process and distribute mail.

18.Assist with various projects when needed.

19.Light housekeeping in the office or any location of business meeting when cleaning personnel is not available

20.Other projects/duties as assigned for the overall benefit of the CEO.

21.Serve as driver when needed22.Run errands as needed.

Greater Vision Healthcare Services

788 Montgomery Ave., Ocoee, FL 34761 Tel: 407-GREATER (407-473-2837) E-mail.

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© Greater Vision Healthcare Services, LLC

Personal Assistant Job Description | Created March 2017 | Revised 07/26/2022

Competencies

1.Dependable and reliable. 2.Extremely detail oriented, organized, professional and reliable.3.Proactive and forward-thinking.4.Maintains a positive attitude and willingness to work with all team members.

Supervisory Responsibility: The Personal Assistant is responsible for overseeing the home office staff and confirming and putting hours into “When I Work” software system when needed. Making sure all staff is productive and completing necessary tasks. Qualifications/Educational Requirements:

1.Graduated High School or GED.2.3+ years of experience supporting a C-suite Executive preferred.3.Excellent written and verbal communication skills.4.Must be able to effectively communicate with all levels of personnel and external contacts.5.Ability to work independently and multi-task within a home office environment, emphasizing accuracy and timeliness.6.Clerical knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.7.Computer and software skills in the Microsoft Office Suite, Gmail/Google suite, Adobe Acrobat and Teams. 8.Must be proficient in the English language.

Work Environment

This job operates in a personal environment. This role routinely uses standard office equipment such

as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to

successfully perform the essential functions of this job. While performing the duties of this job, the

employee is regularly required to communicate professionally in person, over the telephone, through

email and other electronic means, move about the office, handle various types of media and

equipment, and visually or otherwise identify, observe and assess. The employee is occasionally

required to lift up to 20 pounds unless otherwise specified in the job description.

Other Duties

The intent of this job description is to provide summary of the types of duties and responsibilities that

will be required of positions given this title and shall not be construed as a declaration of the total of

the specific duties and responsibilities of any position. Employees may be directed to perform job

related

tasks other than those specifically presented in this description.

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