Executive Assistant to the Director at Wing Assistant Full Time

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.