Executive Assistant to the Director

18 hours ago


Philippines Medium Full time

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. 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 Shift (Schedule) We are looking for a reliable and motivated individual who can work in a hybrid setup—combining remote work with 2–3 days a week onsite—and is comfortable working Philippine night shift hours (PST time zone). Willingness and ability to report onsite 2- 3x week Comfortable working on a PST schedule (nigh shift) Good internet connection for remote work days Professional and dependable work ethic ₱40,000 - ₱60,000 a month Salary: 40,000 - 60,000 Php Hybrid Setup: Currently planning on opening an office in BGC. Hybrid setup is around 2-3x a week. At the moment, we are still fully remote. #J-18808-Ljbffr



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