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Jobs or company...

Executive Assistant to the Director

Salary undisclosed
Checking job availability...
Original
Simplified
Key Responsibilities
  • Maintained and organized the director's calendar, scheduling meetings, and appointments, and coordinating with various stakeholders
  • Act as a primary point of contact for internal and external communications, manage emails, and phone calls, and ensure effective communication on behalf of the executive
  • Arrange and plan travel itineraries, book transportation, and accommodations, and provide comprehensive support for business trips
  • Handle administrative tasks, including document management, report preparation, filing, and expense reporting
  • Assist in the preparation of meetings, including creating agendas, gathering necessary materials, and taking minutes when required
  • Maintain records, documents, and deadlines, conduct research, and compile data to support decision-making
  • Screen and manage access to the executive, ensuring that their time is utilized effectively and efficiently
  • Support the executive in managing special projects, which may involve tracking progress, coordinating teams, and meeting project deadlines
  • Maintain the utmost discretion and confidentiality in handling sensitive information and conversations
  • Address unexpected issues and challenges that arise in the executive's day-to-day activities
  • Be proficient in office software, email systems, and other relevant tools and technologies to facilitate efficient operations
  • Responsible for contacting customers with failed payments through phone calls, emails, or other communication channels
  • Responsible for following up with customers to recover outstanding payments and resolve payment discrepancies
  • Responsible for negotiating and facilitating payment arrangements to bring accounts up to date
  • Document all collection activities and maintain accurate records on the CRM (Hubspot)
  • Make calls to pause or temporarily suspend subscriptions based on company policy
  • Responsible for initiating adjustments and repurposing of assistants as needed to accommodate subscription changes
  • Ensure that both parties (CSM and Supervisor) are notified when a subscription needs to be paused or canceled
  • Responsible for auditing credits on Stripe and making sure that credits per account are valid
  • Responsible for approving refunds and maintaining the maximum allowable refunds for the month
  • Responsible for ensuring that customers are billed accordingly based on the plan that they are subscribed to
  • Responsible for auditing each subscription on Stripe are accurate based on the number of assistants assigned to every account
  • Responsible for ensuring that all new customers are billed as soon as we start services and that accurate discounts are applied to each subscription
  • Ensuring that all canceled subscriptions due to replacement are reactivated as soon as an account restarted


Qualifications
  • Previous experience as an executive assistant or in a similar administrative role is preferred
  • Proven experience as a Billing and Collection Specialist or in a similar role
  • Proficiency in using billing and collection software and financial systems
  • Strong organizational skills and the ability to manage multiple tasks simultaneously
  • Excellent communication and interpersonal skills
  • High level of professionalism and confidentiality
  • Proficiency in using office software and other relevant technology
  • Strong problem-solving skills and adaptability
  • Strong attention to detail and accuracy


Tools that we are using internally as a reference:
  • Hubspot
  • Pipedrive
  • Airtable
  • Stripe
  • Gsuite
  • Calendly
  • Discord
  • Trello
  • Dialpad
  • PandaDoc
  • This job description is a general guideline for the typical responsibilities of an Executive Assistant. Specific requirements and expectations may change depending on the organization and the executive's needs


Salary: 30,000 - 35,000 Php
Key Responsibilities
  • Maintained and organized the director's calendar, scheduling meetings, and appointments, and coordinating with various stakeholders
  • Act as a primary point of contact for internal and external communications, manage emails, and phone calls, and ensure effective communication on behalf of the executive
  • Arrange and plan travel itineraries, book transportation, and accommodations, and provide comprehensive support for business trips
  • Handle administrative tasks, including document management, report preparation, filing, and expense reporting
  • Assist in the preparation of meetings, including creating agendas, gathering necessary materials, and taking minutes when required
  • Maintain records, documents, and deadlines, conduct research, and compile data to support decision-making
  • Screen and manage access to the executive, ensuring that their time is utilized effectively and efficiently
  • Support the executive in managing special projects, which may involve tracking progress, coordinating teams, and meeting project deadlines
  • Maintain the utmost discretion and confidentiality in handling sensitive information and conversations
  • Address unexpected issues and challenges that arise in the executive's day-to-day activities
  • Be proficient in office software, email systems, and other relevant tools and technologies to facilitate efficient operations
  • Responsible for contacting customers with failed payments through phone calls, emails, or other communication channels
  • Responsible for following up with customers to recover outstanding payments and resolve payment discrepancies
  • Responsible for negotiating and facilitating payment arrangements to bring accounts up to date
  • Document all collection activities and maintain accurate records on the CRM (Hubspot)
  • Make calls to pause or temporarily suspend subscriptions based on company policy
  • Responsible for initiating adjustments and repurposing of assistants as needed to accommodate subscription changes
  • Ensure that both parties (CSM and Supervisor) are notified when a subscription needs to be paused or canceled
  • Responsible for auditing credits on Stripe and making sure that credits per account are valid
  • Responsible for approving refunds and maintaining the maximum allowable refunds for the month
  • Responsible for ensuring that customers are billed accordingly based on the plan that they are subscribed to
  • Responsible for auditing each subscription on Stripe are accurate based on the number of assistants assigned to every account
  • Responsible for ensuring that all new customers are billed as soon as we start services and that accurate discounts are applied to each subscription
  • Ensuring that all canceled subscriptions due to replacement are reactivated as soon as an account restarted


Qualifications
  • Previous experience as an executive assistant or in a similar administrative role is preferred
  • Proven experience as a Billing and Collection Specialist or in a similar role
  • Proficiency in using billing and collection software and financial systems
  • Strong organizational skills and the ability to manage multiple tasks simultaneously
  • Excellent communication and interpersonal skills
  • High level of professionalism and confidentiality
  • Proficiency in using office software and other relevant technology
  • Strong problem-solving skills and adaptability
  • Strong attention to detail and accuracy


Tools that we are using internally as a reference:
  • Hubspot
  • Pipedrive
  • Airtable
  • Stripe
  • Gsuite
  • Calendly
  • Discord
  • Trello
  • Dialpad
  • PandaDoc
  • This job description is a general guideline for the typical responsibilities of an Executive Assistant. Specific requirements and expectations may change depending on the organization and the executive's needs


Salary: 30,000 - 35,000 Php