Executive Assistant

1. Keeping the CEO focused for each day

*Start each day to go over what’s ahead
*Remind ahead of any appointments
*Be in each meeting with the CEO
*Balance work life and personal life
*Proactively looking ahead of the day and week
*To act as a racing pacer at the workplace

2. Keeping the CEO Organized
*Planning events
*Time Management
*Setup meetings in calendar
*Create follow up systems on items discussed in each meeting
*Calendar Management
*Working though Trello or similar systems
*Updating daily on progress re: tasks (beginning / end of day)
*Reminding the CEO if things need to be completed
*Working proactively to organize tasks and projects. - look ahead on things that need to be accomplished / done (the CEO to give a hint of a task and know it’s done ahead of time )
*Documenting any ideas or action items as they come up during the day and organizing them.
*When starting a new doc. Always share with the CEO when you create them.
*To learn and know what the CEO does and do it even better with all administration.
*Transcribe voice notes and organize them
*Organize the thousands of ideas that come from the CEO
*Help with editing and formatting emails and documents - to make them look presentable
*Sort any scanned paper documents and file them in Google Drive correctly (usually notices from ADP and State Taxes on employees)
*Make sure the CEO gets receipts and expenses sent over to accounting

3. Email
*Clear and organize email
*Help respond to email - the CEO to Limit responds learn together.
*Help the CEO write and respond to emails
*Email notifications - example home and auto, health and life etc.

4. Social media (Review anything before the CEO posts)
*Personal Facebook, IG and LinkedIn
*Help create a better online presence
*Post on my behalf
*Find and edit content

5. Google Drive
*Organize and file all docs in drive
*Develop clear visibility of order

6. Personal Life
*Travel - vacation research
*Gift shopping
*Planning and reminding on special family events.
*Develop a healthy work life balance
*Family events, birthdays, etc.
*Helping keep the CEO accountable to taking rest and to relax. The discipline of time out.

7. Helping the CEO with Clients
*Listen to all appointments
*Help the CEO Keep Track of Clients
*Take all notes
*Create all follow up items for help client
*Review emails before the CEO sends to clients
*Working with Dyan on tracking pending sales
*Calling clients and keeping them updated on process

8. Marketing
*Social media - oversee and assist the Marketing person
*Google reviews - oversee and assist the Marketing person
*Google business - oversee and assist the Marketing person
*Better agency - oversee and assist the Marketing person
*Email marketing - oversee and assist the Marketing person
*Website - oversee and assist the Marketing person
*Basic IT support - Back up when HR is out
*Phone system - Back up when HR is out
*Better Agency - Back up when HR is out
*Dashlane (Password Manager) - HR and the CEO
*Calendly - Back up when HR is out

9. Recruitment
*Identify the needs of the business with HR to determine hiring needs
*Collaborate with operations and HR to define a Job Description
*Post open roles using relevant job boards like LinkedIn and Indeed
*Assist HR with conducting initial and behavioral interviews as well as with gathering information to present to the Hiring Managers (the CEO and HR)
*Participate in client interviews and calibration sessions to ensure we are getting the right talent and asking the right questions
*Assist with the recruiting process of external agents

10. Operations and Training
*Assist the CEO with creating training plan for the sales team
*Spearhead organization of all training videos in Google Drive
*Assist Case Manager as backup for Case Management
*Help with Open Enrollment (Around Early November to Mid-January)
*Assist HR with Onboarding any new hires
*Assist HR with other Admin and Operational duties as needed
*Assist with Employee Engagement activities
*Sorting Loom Training videos.

11. Ad-Hoc Tasks as Required