The personal executive assistant is responsible for managing the office and providing support to multiple executives. Duties include handling mail, supplies, facilities maintenance, IT systems, websites, financial reporting, and assisting executives with various tasks like scheduling, tracking projects and inventory, and preparing reports and communications. The role involves maintaining numerous systems, records, and procedures to support the efficient operations of the office and executive team.

1. Personal Executive Assistant responsibilities:
Duties and responsibilities not limited to but including the following:
Maintain and serve as point of contact for the Home Office concerning all guests and vendors
Open, stamp, distribute, drop off mail and FedEx
Order and maintain all office supplies
Order and maintain coffee supplies
Maintain and organize kitchen and supply area
Weekly cleaning of refrigerator
Order weekly Friday lunches
Mail out birthday cards as need to employees before their birthdays.
Take all bank deposits as needed
Maintain the shredder bin
Maintain copier maintenance and supplies
Maintain Arrowhead water supply and cups
Maintain and create work orders as needed for office maintenance
Maintain and update Parking Validations
Maintain and keep track of FedEx & UPS tracking
Maintain the files in Gregg and Randall’s office
Assist Randall Sultan as needed
Assist Patricia Sultan as needed
Assist Gregg Sultan as needed
Assist Brian Blake and HR as needed
Assist Jamie Immel and accounting as needed
Update and distribute store addresses and phone numbers sheet as needed
Maintain and keep up to date the Sultan-Aarons.com website.
IT documentation – Document and maintain our IT setup in the entire office with logins,
passwords, server/computer id’s, logging equipment, etc.
Produce, create, and distribute the quarterly newsletter
Maintain, update, and distribute as necessary the SFC Financial & Administrative Procedure
Manual
Retrieve and send out the Monthly Customer Survey Scores to DM’s, Larry, Gregg, & Randy.
Maintain, create and help stores with their The Work Number accounts.
Create, maintain and help stores with their FedEx Accounts.
Create, maintain and help stores with their Staples Accounts.
Create, maintain and help stores with their Converge (Elavon) Accounts.
For Randy:
 Maintain receipts for Amex and get breakdown from Randall, Patricia and Gregg
 Maintain receipts for Capital One and get breakdown from Randall, Patricia and Gregg
 After receipt of monthly reports from Randy. In put numbers and determine Store of the
Month and give worksheet to Randall
For Gregg:
 Prepare the weekly Associate Tracker and give to Gregg to distribute.
 Keep track of the Truck Repairs/Rental Requests
 Prepare the monthly Projections and give to Gregg to distribute.

2. For Larry:
 Keep track of the Inventory Audits
 Keep track of the Scorecard Tracker
 Keep track of the SPA Audits
 Keep track of the Quarterly Truck Maintenance
 Prepare and send the Existing Agreements Revenue Analysis Report (3-4x a month).
 Prepare and send the AIC report.
 Prepare and send the AIA report.
 Prepare the Bucket Bonus report twice a month and send to the DM and Larry to
approve.
 On the 9th of the month send an email to Larry and the DM’s reminding them to pull and
send their commission sales to Jessenia.
 Maintain a confidential list of Alarm Codes.
 Order Store of the Month plaque and name plate
For Accounting:
 Employee Purchases –Receive employee purchase verifying all information is filled out
and appropriate approval is completed. Complete process as needed.
 Global Caps – Receive invoices and follow up on receiving the appropriate payroll
deduction notices for invoices.
 On the 8th of every month print out and breakdown the bill for The Work
Number/Equifax (TALX Corp) and give to Jackson in Accounts Payable.
 12 Month Moving Averages – Prepare and distribute 12 month moving averages every
month.
 Maintain and keep up to date the Insurance Certificates for all Vendors.