Executive Assistant

Position Overview:

We are seeking a highly organized and proactive Executive Assistant to provide comprehensive support to both our Director and Chief Operating Officer (COO). This role requires an individual who can effectively assist with personal, professional (team and task management), and business goals (client operations) while maintaining the highest level of confidentiality and professionalism.

Key Responsibilities:

Executive Support:

• Maintain and organize calendars for both executives, scheduling meetings and appointments while coordinating with various stakeholders

• Serve as the primary point of contact for internal and external communications, managing emails and phone calls on behalf of the executives

• Arrange and plan comprehensive travel itineraries, including transportation bookings, accommodations, and complete business trip support

• Handle administrative tasks including document management, report preparation, filing, and expense reporting

• Assist in meeting preparation by creating agendas, gathering necessary materials, and taking minutes when required

• Maintain accurate records, documents, and deadlines while conducting research and compiling data to support executive decision-making

• Screen and manage access to executives, ensuring their time is utilized effectively and efficiently

• Support executives in managing special projects by tracking progress, coordinating teams, and meeting project deadlines

• Maintain utmost discretion and confidentiality when handling sensitive information and conversations

• Address unexpected issues and challenges that arise in day-to-day executive activities

Billing and Collections Management:

• Contact customers with failed payments through phone calls, emails, and other communication channels

• Follow up with customers to recover outstanding payments and resolve payment discrepancies

• Negotiate and facilitate payment arrangements to bring accounts current

• Document all collection activities and maintain accurate records in CRM (HubSpot)

• Process subscription pauses or temporary suspensions based on company policy

• Initiate adjustments and repurpose assistant assignments as needed to accommodate subscription changes

• Ensure proper notification to both Customer Success Manager (CSM) and Supervisor when subscriptions need to be paused or canceled

• Audit credits on Stripe and verify that credits per account are valid

• Approve refunds while maintaining compliance with maximum allowable monthly refund limits

• Ensure customers are billed accurately based on their subscribed plans

• Audit each Stripe subscription for accuracy based on the number of assistants assigned to every account

• Ensure all new customers are billed promptly upon service initiation with accurate discount applications

• Reactivate canceled subscriptions due to replacement as soon as accounts are restarted

Required Qualifications:

• Previous experience as an executive assistant or in a similar administrative role (preferred)

• Proven experience as a Billing and Collection Specialist or in a similar role

• Proficiency in billing and collection software and financial systems

• Strong organizational skills with the ability to manage multiple tasks simultaneously

• Excellent written and verbal communication skills

• High level of professionalism and ability to maintain confidentiality

• Proficiency in office software and relevant technology platforms

• Strong problem-solving skills and adaptability

• Exceptional attention to detail and accuracy

Required Technology Proficiency:

• HubSpot

• Pipedrive

• Airtable

• Stripe

• Google Workspace (G Suite)

• Calendly

• Discord

• Trello

• Dialpad

• PandaDoc

Work Arrangement and Location:

We are seeking a reliable and motivated individual who can work in a hybrid setup, combining remote work with 2-3 days per week onsite. The successful candidate must be comfortable working Philippine night shift hours (PST time zone).

Location Options:

• Metro Manila: BGC, Makati, Mandaluyong, or Pasig

• Metro Cebu: Within Cebu City

Requirements:

• Willingness and ability to report onsite 2-3 times per week

• Comfortable working on a PST schedule (night shift)

• Reliable high-speed internet connection for remote work days

• Professional and dependable work ethic

• Must be located within Metro Manila or Metro Cebu areas

Note: This job description serves as a general guideline for typical responsibilities of an Executive Assistant. Specific requirements and expectations may vary depending on organizational needs and executive preferences. If you do not have experience with certain tools or specific qualifications listed but are willing to be trained and learn, we encourage you to apply as training will be provided for the right candidate.