Part-Time Administrative Assistant

Company Name: Stimulyst

Job Title: Part-Time Administrative Assistant

Pay Range: $20/hr

Position Type: Part-Time

Work Hours: 15-20 hours/week, Monday thru Friday between 9am-5pm

Location: San Antonio/Hybrid: Initial in-office requirement, with increased flexibility after training period.

Our Company

Our mission is to help women experts secure higher-paying corporate clients. We exist to help our clients modernize their approach to business development & marketing and start to consistently land higher-paying corporate clients with ease. There isn’t a team more committed to shattering the revenue disparity among women entrepreneurs.  

The Position

We’re hiring a high performing Administrative Assistant to maximize efficiency and effectiveness. This key role will ensure that as a company we are able to execute projects seamlessly while maintaining world class customer service to our clients.   

The primary objective of the Administrative Assistant is to efficiently handle daily customer service and billing responsibilities in accordance with standard SOPs, utilizing more advanced communication and problem-solving skills with a sense of urgency to resolve complex customer issues with care and professionalism as they arise. The ideal candidate will be able to master the Essential Responsibilities related to customer service and billing and expand to support the Additional Responsibilities as outlined in the description below. 

Essential Responsibilities

• Support clients by promptly answering their questions and resolving their issues in a professional manner that accurately and positively reflects the brand and our mission.
• Display a high level of emotional intelligence by listening to provide support, and intentionally encouraging others.
• Own and manage the customer service inbox to maintain Inbox Zero on a daily basis. 
• Promptly respond to client inquiries with a sense of urgency, within 24 hours. 
• Answer program questions and direct clients to the appropriate resources.
• Handle grievances in alignment with SOPs.
• Consistently follow customer service SOPs, making sure to update as processes change. 
• Develop additional SOPs, and amending current ones as processes are changed and added. 
• Use multiple systems to look-up detailed client information. 
• Utilize Slack to effectively communicate with the team.
• Ensure new clients are onboarded smoothly and quickly.
• Send new client welcome boxes. 
• Handle client billing inquiries. 
• Ensure all clients are up to date with their payments, following up to be sure missing payments have been resolved. 
• Offboard clients that graduate from the program.
• Track billing and cash collected and resolve outstanding accounts receivables.
• Update program resources & FAQ's based on trends of client inquiries. 

Additional Responsibilities

• Book travel and manage company travel incentives & credit card points. 
• Manage company calendar
• Coordinate with finance team to answer questions re: uncategorized spend (support budgeting & bookkeeping)
• Manage business compliance paperwork & correspondence.
• Manage the CEO’s calendar.
• Coordinate with the HR and Finance team as needed. 
• Work with the tech team to improve automations and fulfillment based on common questions and concerns.
• Measure the satisfaction of service delivery efforts. 
• Maintain office supply inventory.
• Send thoughtful gifts to clients, partners, and team members on special milestones. 
• Support with planning, organizing & scheduling. 
• Prepare reports & presentations. 
• Provide additional support where needed across our online programs and events.

Skills Required for the Job

Communication Skills

• Ability to develop, read and interpret documents such as Standard Operating Procedures (SOPs), proactively making updates as processes change.
• Ability to create reports, presentations, and thoughtful business correspondence.
• Ability to speak effectively in front of groups of company employees, in routine client conversations, and in sensitive 1:1 problem-solving conversations with clients.
• Ability to respond to common inquiries or complaints from customers.
• Ability to respond effectively to the most sensitive inquiries or complaints.

Mathematic Skills

• Ability to calculate figures and amounts such as discounts, interest, commissions, and percentages.
• Ability to apply mathematical skills to practical situations.

Problem Solving Skills

• Ability to apply common sense understanding to carry out instructions furnished in written or oral form.
• Ability to deal with problems involving several concrete variables in standardized situations.
• Ability to effectively define client problems, establish facts, and draw valid conclusions with the focus of resolving the issue and reestablishing client satisfaction.

Computer Technology Skills

This is a tech-savvy position that requires an intermediate-level of technology proficiency. This position should be experienced in working with the systems and applications listed below. Experience with similar systems and applications will be considered where appropriate. 

• ClickUp
• Convertkit
• Microsoft Outlook
• Google Drive
• Airtable
• Slack
• Stripe
• Thrivecart
• Quickbooks
• Paypal
• Zoom
• Fathom
• Gusto

To Apply

Please submit your cover letter and application to accounting@stimulyst.com. 

Equal Opportunity

Stimulyst is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.