Executive Assistant to the CEO

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.