Job: Virtual Assistant
Description: The job of the virtual assistant is to assist the CEO of the company with many of the daily tasks needed to run the company. The VA will be an intricate member of the team who will be responsible for many important tasks that will keep our customers happy and our CEO productive. The VA should be well versed in customer service, have great communication skills, attention to detail, and organizational skills.
Below are a variety of possible tasks for the VA, this list is not exhaustive of all possible tasks nor will the VA necessarily end up being responsible for all tasks on this list.
• Manage the CEO’s email
o The VA should have access to the CEO’s inbox, organize the inbox so that there is a clearly defined system when the CEO checks his email, he should know what are important to read, what needs a response, what requires information be sent, etc.
o The VA will also email on behalf of the CEO from time to time to speed up customer service responses and requests
• Manage CEO’s calendar
o The VA should maintain the CEO’s calendar. Add newly scheduled appointments to the calendar upon notification, text/message the CEO ahead of scheduled meetings to be sure he has everything he needs and is prepared. This will include the CEO’s professional as well as personal meetings and appointments
• Create Weekly Customer Reports
o The VA will be responsible of creating weekly reports that the CEO will email to customers. CEO will assist in the training of this task.
o The VA will compile both detail and summary of claims billed for each client using Microsoft Excel and importing data from various Electronic Health Record Software’s into Excel to format and summarize reports
o These reports should be completed by Monday at 7:00 am for the previous week and the CEO shall be notified as soon as the reports are ready for his review and approval
o Additional reports may be assigned as the VA becomes more familiar with home health care billing
• Maintain Internal Reports
o The VA will be responsible for maintaining internal reports as assigned by the CEO, these may include total amounts billed by the company for all agencies, total amount collected by client, etc.
• Organize Incoming Documents for CEO
o The VA will maintain and organize all incoming faxes and email attachments for the CEO, VA should create an easily indexable electronic filing system so the CEO my reference these documents as needed
• Manage the CEO’s daily To-Do list
o The VA should maintain a To-Do list for the CEO that is updated daily.
o The VA will add tasks to this to-do list based on emails the CEO received, instructions by the CEO, etc.
o The VA and CEO will maintain communication daily about to-do’s to schedule them appropriately
• Other Tasks Requested by CEO
o The ultimate task of the VA is to keep the CEO happy, productive, and reduce stress. The VA should do their best to complete any request by the CEO.