Executive Assistant to the Director
Manila, Philippines
Corporate – Corporate /
Full Time /
Remote
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.
₱30,000 - ₱35,000 a month
Salary: 30,000 - 35,000 Php
