Executive Assistant -COO

Executive Assistant to COO

Position Description: Executive Assistant to Chief Operating Officer

The Executive Assistant (EA) works directly with the Chief Operating Officer, offering executive-level support. The EA performs various administrative, creative and technical tasks, including maintaining the COO’s schedule, coordinating with internal and external stakeholders, providing logistical and travel support and working on multiple operations-related projects. This role requires someone who is a professional and is able to deliver high-quality work with minimum supervision. The EA is tech savvy and proficient at the most commonly used software programmes, including communication tools like Zoom, Google Meet and What’s App.

Key areas of responsibility

The following is a list of expected results of this position, along with the essential functions (“Responsibilities”) necessary to achieve them.  These include: 

● Represent the office of the COO by welcoming visitors, screening phone calls and visitors, responding to questions and information and meeting requests directed to the COO.

● Provide a bridge for smooth communication between the COO, and internal teams; demonstrating leadership to maintain credibility, trust, and support with staff.

● Collaborate with the HR Manager on the successful completion of payroll and various other HR initiatives within this department, including staff functions, communications and various reporting systems.

● Be able to complete basic HR functions in the absence of the HR Manager.

● Act as a liaison for the COO with the Products Manager and Products Assistant on the successful completion of various products-related initiatives within this department.

● Collaborate with the COO to ensure all international team members are operating under the legal requirements of their post and position within the context of the Jamaica Labour Laws.

● Track the COO’s tasks and projects to ensure appropriate prioritization of projects with respect to deadlines and organizational developments.

● Provide special project leadership and support as needed within the realms of HR, Products, IT, Marketing and International Stakeholdership. 

Prepare the COO for meetings by providing preparatory information. Research, prioritize, and manage responses to incoming correspondence and requests.

● Manage emails and calendar.

● Track assignments with different stakeholders on behalf of the COO.

● Assist the COO with any personal errands as required.

● Track and reconcile monthly credit card expenses and complete and submit expense reports in a timely manner.

● Ensure consistent and efficient interaction with other executive assistants across the organization; demonstrate poise and tact under pressure and handle matters with sound judgment and confidentiality

Ensure the day to day success of the Administration Office in terms of operations, supplies and general staff requirements.

● Track assignments between various stakeholders and the COO.

● Uphold confidentiality standards at all times.

Required knowledge, skills, and abilities

● Drive and determination to see the COO succeed

● Mindful of the mission and vision of Professional Eye Care Limited

● Impeccable minute taking skills, highly organized, detail oriented and self-motivated

● Proven ability to work independently

● Proven experience as a personal assistant or in a similar role

● Action oriented and results focused, Positive, tenacious attitude

● Outstanding interpersonal skills and preference for collaboration with proven success working with others; ability to work with high profile individuals externally, as well as collaborate internally

● Ability to work in a fast-paced and sometime unpredictable environment; work well under pressure and tight deadlines

● Ability to maintain confidentiality and discretion at all times

● Proven analytical and problem solving abilities

● Familiarity with current technologies, like desktop sharing, cloud services and VoIP as well as all online communications

● Experience with word-processing software and spreadsheets (e.g. MS Office); good spelling, grammar and punctuation skills

● Knowledge of online calendars and scheduling (e.g. Google Calendar)

● Excellent phone, email and instant messaging communication skills

● Excellent time management skills

● Solid organizational skills, especially the tracking of assignments and documentation

● A keen ability to multitask and manage multiple requests from various aspects of the business

Policies and procedures

All employees are expected to abide by all policies and procedures of Professional Eye Care. Non-compliance with policies and procedures can lead to corrective action. 

Education and experience

Education

Associates Degree or Diploma in Business Administration, Office Management or equivalent; additional qualifications as an Administrator or Executive Assistant are a plus; 

High School Diploma and up to five years work experience, 

Experience

2+ years in similar capacity

Mature, professional and able to work independently.

Independence/supervision

The Executive Assistant to the COO reports directly to the COO. The Executive Assistant sets his/her own goals based on business objectives cascaded down from the COO and determines how to accomplish those goals to meet the desired results.

Physical demands

These physical demands are representative of the physical requirement necessary for an employee to successfully perform the essential functions of the position.  Reasonable accommodation can be made to enable people with disabilities to perform the described essential function.

While performing the responsibilities of this position, the employee is almost continuously required to:

• Use repetitive hand motion (such as typing)
• Talk
• Listen/Hear
• See (including close vision)

The employee is often required to:

• Sit
• Stand
• Walk
• Travel by motor vehicle

The employee is occasionally or seldom required to:

• Kneel/squat
• Push/pull
• Bend
• Stoop
• Reach overhead
• Balance
• Shovel
• Lift up to 10 lbs. 

Work environment

While performing the responsibilities of this position, the employee is exposed to an office environment with a reasonably quiet noise level while interacting with a broad age range of patients, clientele (infants to senior adults), and staff members. 

Communication and evaluation

Because we appreciate our staff and patients, PEC promotes an environment that fosters growth, teamwork, and opportunity for advancement. While open and professional feedback is encouraged, PEC conducts regular performance evaluations with each employee.  Performance in each area listed in this position description will be evaluated considering four key factors, as they relate to the essential functions of this position.  The four factors are: 

Patient/Customer Satisfaction (P)

How well the patient is served and the patient's satisfaction of service. 

Quality (Q)

The level of excellence at which the work is performed. 

Teamwork/Positive Work Environment (W)

Positive contribution to the team environment. 

Financial (F)

Carries out responsibilities in a fiscally responsible manner, considering the financial impact of the company.  

Conclusion

This position description is intended to convey information essential to understanding the scope of the position, the general nature and level of work performed by the employee within this position, and the desired outcomes as a result of the employee’s performance.  However, this position description is not intended to be an exhaustive list of qualifications, skills, efforts, duties, responsibilities, or working conditions associated with the position.  In an effort to continually provide excellent customer care, the employee may be assigned responsibilities not specifically listed in this position description.