Virtual Assistant

Virtual Assistant to an executive.
I’m posting again for this position. Monday through Friday, 9 AM to 5 PM PST. Please reply with a PROFESSIONAL video introducing yourself.

EXPECTATIONS
SCHEDULE MANAGEMENT
1. Review the executive’s schedule and use the most efficient, manageable, and interactive tool
for maintenance and adherence. NOTE: Once a tool has been identified, the same one should
be used, if supporting multiple executives.
2. The EVA must meet with the executive on a weekly basis to develop the schedule for the
following week. A deadline must be set for this schedule to be completed and shared with key
team members. Changes/updates to the schedule should be communicated to all affected
parties, as soon as possible.
3. The EVA is responsible for scheduling meetings (virtual or verbal), initiating those sessions, and
documenting them for reference. The documentation should be shared with meeting
participants when applicable. At times, the documentation may be in different formats (ex:
meeting notes, memorandum, etc).
EMAIL MANAGEMENT
1. The EVA will have access to the executive’s email account and is responsible for managing the
volume for the account. This includes reviewing, filtering, responding to, sending and archiving
email inventory. The EVA will abide by the direction of the executive as to which emails must
be addressed by them directly.
2. The EVA must ensure a timely response to emails, as set by the executive.
3. The EVA will maintain inventory levels acceptable for uninterrupted use of the account.
4. The EVA is responsible for addressing any technical issues with the email account. This includes
communicating with the IT Administrator, when needed.
CALL MANAGEMENT
1. The EVA is responsible for managing the call volume for the executive. This includes answering
calls and retrieving/returning voice mail messages.
2. The EVA must ensure a timely response to voice mail messages, as set by the executive.
3. The EVA will answer calls for the executive, using the Call Forwarding feature from the phone
application or device itself.
4. The EVA will use the company’s communication services system to communicate via voice, text,
chat or video.
CREATE CORRESPONDENCE
1. The EVA is responsible for creating correspondence, on behalf of the executive, per instruction.
This correspondence includes memorandums, letters, emails, etc.
2. The EVA is expected to create, format, proofread and get approval (if necessary), to send
correspondence. It is acceptable to use Artificial Intelligence (AI) software for assistance with
this task if no Protected Health Information (PHI) is used in the software.
DOCUMENTATION
1. The EVA is responsible for documenting all meetings for the executive and must therefore be
present at these meetings.
2. The EVA is expected to participate in policy and procedure development, as needed.
3. It is acceptable to use Artificial Intelligence (AI) software for assistance with this task if no
Protected Health Information (PHI) is used in the software. It is the responsibility of the EVA to
ensure the finished product accurately reflects the meeting.
PRODUCTION PERFORMANCE REPORTS
1. The EVA is responsible for creating reports, analyzing the data and providing the report and
summarization to the executive. The frequency and urgency of these reports are at the
executive’s discretion.
2. The EVA must acquire and maintain advanced knowledge of the company’s practice
management software for reporting purposes.
TECHNICAL
1. Must have a stable and reliable internet connection.
2. Must have a reliable computer for use.
3. The EVA will use the company’s communication services system to communicate via voice, text,
chat or video.
OTHER
1. The EVA is expected to assert themselves, to get tasks completed. This may include
professionally engaging key team members for information, approvals, etc.
2. The EVA must use their project management skills to complete tasks that require involvement
from multiple team members.
3. Punctuality and attendance protocols must be followed, at all times.
4. The EVA must provide periodic updates to the CEO, per direction.