Executive Assistant to the CEO at Wing Assistant

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.

Executive Assistant to the CEO

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